# AP Module # Creditur Enquiry ### **Module Guide: Creditor Enquiry** #### **Module Location** #### Accounts Payable > Creditor Enquiry #### **Module Objective** #### The **Creditor Enquiry** module serves as a search and information display tool (inquiry tool) for viewing the list of all suppliers/vendors (creditors) registered in the system. This module is **read-only** and is used by the Accounts Payable (AP) team to quickly look up basic vendor data. ### **1. Main View (Creditor List)** #### The main page of this module is a list that displays all of the company's vendors. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/RPzimage.png) #### **View Explanation & Filters** #### This page is the center for basic information about suppliers. - #### **Filter**: You can search for a specific vendor using the **Vendor Name** search bar at the top. You can search by name or a part of the name. - #### **Vendor List**: The table below will display the search results. The table currently shows "...No Record...". #### **Column Explanation** - #### **Vendor Name**: Displays the official name of the supplier (creditor). - #### **Address**: Displays the address of the supplier. ### **2. Workflow & Integrated Business Process** #### It is important to understand that this module is **not the place to create or modify vendor data**. - #### **Data Source**: Creditor (Vendor/Supplier) data is not created in this module. The vendor master data is created and managed centrally in the **8. Purchasing > Supplier** module. - #### **Function**: This Creditor Enquiry module functions as an 'address book' or reference list for the Accounts Payable and Finance teams to view vendor data that is relevant to the payment process without having to go into the Purchasing module. ### **Tips & Important Notes** - #### Use this module to quickly find a vendor's address or basic details when processing payments or for confirmation purposes. - #### If you find that any vendor data is incorrect or you need to add a new vendor, you must do so through the **Purchasing Module**. # Void Purchase Invoice ### **Module Guide: Void Purchase Invoice** #### **Module Location** #### Accounts Payable > Void Purchase Invoice #### **Module Objective** #### The **Void Purchase Invoice** module is an administrative tool used to **void** a purchase invoice that has been incorrectly recorded in the system. The "void" process is different from "delete"; "void" will keep a record of the invoice in the system but give it a "canceled" status and automatically create a reversing journal to neutralize its accounting impact. This is the correct accounting procedure for maintaining an **audit trail**. ### **1. Main View (Purchase Invoice List)** #### The main page of this module displays a list of active purchase invoices that can be voided. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/yzximage.png) #### **View Explanation & Filters** #### This page is for finding and selecting the invoice to be voided. - #### **Filters**: You can search for a specific invoice by **Invoice Number**, **Item Category**, or a date range (**Date From / Date To**). - #### **Invoice List**: The table below will display all invoices that match the filters, with columns such as **Invoice Number**, **Invoice Date**, **Purchase Order Number**, and **Vendor Name**. #### **Button Functions** - #### **Void**: The main action button to run the voiding process on a selected invoice. ### **2. Steps to Void a Purchase Invoice** #### **Step 1: Find the Invoice** #### Use the available filters, especially the **Invoice Number** search bar, to find and locate the purchase invoice you wish to void. #### **Step 2: Select the Invoice** #### Select one or more invoices to be voided by checking the box in the leftmost column of the corresponding row(s). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/3L2image.png) #### **Step 3: Run the Voiding Process** #### Click the **Void** button in the bottom-left section of the page. The system will likely ask for your confirmation before proceeding with the voiding process. Once confirmed, the invoice's status will change to "voided". ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/WSFimage.png) ### **Tips & Important Notes** - #### The 'Void' process **does not delete the invoice data**, it only deactivates it. This is important for maintaining the integrity and completeness of historical data. - #### After an invoice is voided, the system will automatically create a **reversing journal** to neutralize the accounting impact of the original invoice (e.g., debiting accounts payable and crediting the related expense/asset account). - #### Ensure you have sufficient **authorization** before voiding an invoice, as this action will directly affect the company's payable records. - #### This module is generally used by the **Accounting (AP - Account Payable)** team. # Debit Notes ### **Module Guide: Debit Note (Accounts Payable)** #### **Module Location** #### Accounts Payable > Debit Note > Debit Note #### **Module Objective** #### The **Debit Note** module within Accounts Payable is used to create and manage Debit Note documents that record a **reduction in the company's liability or debt** to a supplier (vendor). The most common reasons for issuing a Debit Note here are for a **Purchase Return** (returning goods to a supplier) or for a claim on damaged or non-conforming goods. ### **1. Main View (Debit Note List)** #### The main page of this module displays a list of all Debit Notes that have been created for vendors. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/TMEimage.png) #### **View Explanation & Filters** #### This page is for viewing and managing all existing Debit Notes. - #### **Filters**: You can search for a specific Debit Note by its document number (**No.**) or a date range (**Date From / Date To**). - #### **Debit Note List**: The table below will display all documents that match the filters, with columns such as **Document Number**, **Account Name** (Vendor Name), **Total Amount**, **Status**, and **Approval**. #### **Button Functions** - #### **New**: The primary button to create a new Debit Note. - #### **Print**: To print a selected Debit Note. - #### **Void**: To cancel a Debit Note that has already been issued. ### **2. Steps to Create a Debit Note** #### **Step 1: Create a New Debit Note** #### From the Main View, click the **New** button to open the **New Debit Notes** form. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/MyHimage.png) #### **Step 2: Fill in Header Information** #### On the form that appears, fill in the general information: - #### **Vendor**: Select the name of the supplier (vendor) related to this Debit Note (e.g., ABADI JAYA MAKMUR). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/tP4image.png) - #### **Date**: Enter the document date (e.g., August 11, 2025). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/fhJimage.png) - #### **Memo**: Provide a clear explanation for the reason the Debit Note is being created (e.g., "Return of damaged goods as per delivery order No. XXX"). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/gNJimage.png) - #### **Related document / File Upload**: You can link another document or upload a supporting evidence file. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/utnimage.png) #### **Step 3: Fill in Journal Details** #### In the detail table at the bottom, you must enter the accounting journal entry for this transaction: 1. #### Click the **\[+\]** icon to add a row. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/peHimage.png) 2. #### Enter the appropriate journal entry. For a purchase return, the typical entry is: - #### **Debit** the vendor's **Accounts Payable** account to reduce the liability. - #### **Credit** the **Purchase Return** or **Inventory** account. 3. #### Fill in the **Amount** column, and allocate it to a **CostCenter** if necessary. #### **Step 4: Save and Confirm** #### After all data and the journal entry have been filled in correctly, use the buttons in the bottom-left section: - #### **Save**: To save the Debit Note as a draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/lqYimage.png) - #### **Confirm**: To finalize the document and send it into the approval workflow. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/jLpimage.png) - #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/limimage.png) ### **Tips & Important Notes** - #### A Debit Note in the Accounts Payable module is used to **reduce the amount of debt you owe to a vendor**. - #### Ensure the journal entry in the detail table is correct and balanced before it is confirmed. - #### A confirmed Debit Note will go to the **Debit Note Inbox** to be approved, after which it can be used to reduce a vendor invoice payment. # Debit Notes Inbox ### **Module Guide: Debit Note Inbox (Accounts Payable)** #### **Module Location** #### Accounts Payable > Debit Note > Debit Note Inbox #### **Module Objective** #### The **Debit Note Inbox** module for Accounts Payable serves as the approval center for all Debit Note documents that have been created and submitted. This module is used by a superior or manager to conduct a final review before the Debit Note can be officially used to reduce a payable to a supplier (vendor). ### **1. Main View (Debit Note List)** #### The main page of this module is an "inbox" that displays all Debit Notes requiring your action. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/UXnimage.png) #### **View Explanation & Filters** #### This page provides a summary of all Debit Notes that are awaiting approval. - #### **Filters**: You can search for a specific Debit Note by its document number (**Number**) or a date range (**Date From / Date To**). - #### **Request List**: The table below will display all Debit Notes awaiting action. The table currently shows "...No Record Found...". #### **Column Explanation** - #### **Number / Document Number**: The unique number of the submitted Debit Note document. - #### **Date**: The date the Debit Note was created. - #### **Account Name**: The name of the supplier (vendor) associated with the Debit Note. - #### **Total Amount**: The total value of the Debit Note. - #### **Status / Approval**: Icons that indicate the document's status and the approval process status. ### **2. Approval Process Steps** #### The following is the standard workflow for an approver. #### **Step 1: Access the Inbox** #### Open the **Debit Note Inbox** module to see the list of Debit Notes that require approval. #### **Step 2: Review the Debit Note Details** #### Click on one of the rows in the table to open its detail view. In the detail view, you can check all the information that has been input, such as the vendor's name, the amount, the journal details, and the reason for the Debit Note's creation. #### **Step 3: Provide Approval** #### After you open and review the Debit Note details in Step 2, you will find the buttons to grant approval (e.g., **"Approve"** or **"Reject"** buttons) **within that detail page**. Click the appropriate button to complete the review process. ### **3. Workflow & Integrated Business Process** 1. #### **Submission**: A user (e.g., AP staff) creates an entry in the **Debit Note (AP)** module and clicks **\[Confirm\]**. 2. #### **Entering the Queue**: The confirmed Debit Note automatically enters the queue in this **Debit Note Inbox** module. 3. #### **Review & Approval**: A manager or approver opens this module, reviews, and provides approval from within the detail page. 4. #### **Finalization**: After approval, the Debit Note becomes an official document that can be applied to **reduce the payment amount on a vendor's invoice**. # Credit Notes ### **Module Guide: Credit Note (Accounts Payable)** #### **Module Location** #### Accounts Payable > Credit Note > Credit Note #### **Module Objective** #### The **Credit Note** module within Accounts Payable is used to record Credit Note documents received from suppliers (vendors). In the context of payables, a Credit Note from a supplier serves to **increase the company's liability or debt**. It is typically used to record additional charges that were not included in the original purchase invoice or to correct an invoice that was under-billed. ### **1. Main View (Credit Note List)** #### The main page of this module displays a list of all Credit Notes that have been received from vendors and recorded in the system. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ZaSimage.png) #### **View Explanation & Filters** #### This page is for viewing and managing all existing Credit Notes. - #### **Filters**: You can search for a specific Credit Note by its document number (**No.**) or a date range (**Date From / Date To**). - #### **Credit Note List**: The table below will display all documents that match the filters, with columns such as **Document Number**, **Account Name** (Vendor Name), **Total Amount**, **Status**, and **Approval**. #### **Button Functions** - #### **New**: The primary button to record a new Credit Note from a vendor. - #### **Print**: To print the details of a selected Credit Note. - #### **Void**: To cancel a Credit Note that has already been recorded. ### **2. Steps to Create a Credit Note** #### **Step 1: Create a New Credit Note** #### From the Main View, click the **New** button to open the **New Credit Notes** form. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/5aDimage.png) #### **Step 2: Fill in Header Information** #### On the form that appears, fill in the general information: - #### **Vendor**: Select the name of the supplier (vendor) who sent the Credit Note (e.g., ABADI JAYA MAKMUR). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/y6yimage.png) - #### **Date**: Enter the document date (e.g., August 11, 2025). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/YPVimage.png) - #### **Memo**: Provide a clear explanation for the reason for the Credit Note (e.g., "Additional shipping costs for invoice No. XXX"). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/yTYimage.png) - #### **Related document / File Upload**: You can link another document or upload a supporting evidence file. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/wQkimage.png) #### **Step 3: Save and Confirm** #### After all data and the journal entry have been filled in correctly, use the buttons in the bottom-left section: - #### **Save**: To save the Credit Note as a draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/DA4image.png) - #### **Confirm**: To finalize the document and send it into the approval workflow. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/j7Dimage.png) - #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/NaLimage.png) ### **Tips & Important Notes** - #### A Credit Note in the Accounts Payable module is used to **increase the amount of debt you owe to a vendor**. This is the opposite of a Debit Note (for purchase returns) in the same module. - #### Ensure the journal entry in the detail table is correct before it is confirmed. - #### A confirmed Credit Note will go to the **Credit Note Inbox** to be approved, after which it will increase the total payable to the vendor. # Credit Notes Inbox ### **Module Guide: Credit Note Inbox (Accounts Payable)** #### **Module Location** #### Accounts Payable > Credit Note > Credit Note Inbox #### **Module Objective** #### The **Credit Note Inbox** module for Accounts Payable serves as the approval center for all Credit Note documents that have been received from vendors and recorded in the system. This module is used by a superior or manager to conduct a final review before the Credit Note officially increases the payable balance to the vendor. ### **1. Main View (Credit Note List)** #### The main page of this module is an "inbox" that displays all Credit Notes requiring your action. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/t1simage.png) #### **View Explanation & Filters** #### This page provides a summary of all Credit Notes that are awaiting approval. - #### **Filters**: You can search for a specific Credit Note by its document number (**Number**) or a date range (**Date From / Date To**). - #### **Request List**: The table below will display all Credit Notes awaiting action. The table currently shows "...No Record Found...". #### **Column Explanation** - #### **Number / Document Number**: The unique number of the submitted Credit Note document. - #### **Date**: The date the Credit Note was created. - #### **Account Name**: The name of the supplier (vendor) associated with the Credit Note. - #### **Total Amount**: The total value of the Credit Note. - #### **Status / Approval**: Icons that indicate the document's status and the approval process status. ### **2. Approval Process Steps** #### The following is the standard workflow for an approver. #### **Step 1: Access the Inbox** #### Open the **Credit Note Inbox** module to see the list of Credit Notes that require approval. #### **Step 2: Review the Credit Note Details** #### Click on one of the rows in the table to open its detail view. In the detail view, you can check all the information that has been input, such as the vendor's name, the amount, the journal details, and the reason for the Credit Note's creation. #### **Step 3: Provide Approval** #### After you open and review the Credit Note details in Step 2, you will find the buttons to grant approval (e.g., **"Approve"** or **"Reject"** buttons) **within that detail page**. Click the appropriate button to complete the review process. ### **3. Workflow & Integrated Business Process** 1. #### **Submission**: A user (e.g., AP staff) creates an entry in the **Credit Note (AP)** module and clicks **\[Confirm\]**. 2. #### **Entering the Queue**: The confirmed Credit Note automatically enters the queue in this **Credit Note Inbox** module. 3. #### **Review & Approval**: A manager or approver opens this module, reviews, and provides approval from within the detail page. 4. #### **Finalization**: After approval, the Credit Note becomes an official document that will **increase the company's payable balance** to the related vendor. # Tax Minus Summary ### **Module Guide: Tax Withholding (Tax Minus)** #### **Module Location** #### Accounts Payable > Tax Withholding #### **Module Objective** #### The **Tax Withholding (Tax Minus Summary)** module is used to record and manage tax withholding transactions on payments made to suppliers (vendors). This module is generally used to manage the withholding of Income Tax (PPh), such as PPh Article 23 on services, where the company as the buyer is obligated to withhold tax before paying the vendor in full. ### **1. Main View (Tax Withholding List)** #### The main page of this module displays a list of all tax withholding documents that have been created. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/h7uimage.png) #### **View Explanation & Filters** #### This page is for viewing and managing all tax withholding documents. - #### **Filters**: You can search for a specific document by **Invoice Number**, **Item Category**, or a date range (**Date From / Date To**). - #### **Document List**: The table below will display all documents that match the filters, with columns such as **Invoice Number**, **Vendor Name**, **Payment Status**, and **Tax File Number** (Withholding Slip Number). #### **Button Functions** - #### **Add Document**: The primary button to create or record a new tax withholding document. - #### **Export To Excel**: To download the list of documents into an Excel format. ### **2. Steps to Record a Tax Withholding** #### **Step 1: Create a New Document** #### From the Main View, click the **Add Document** button to open the new entry form. #### **Step 2: Fill in Withholding Details** #### On the form that appears (not shown in the image), you will be asked to fill in the necessary details: - #### Select the **Vendor** and the **Invoice Number** for which tax will be withheld. - #### Select the relevant tax type (e.g., PPh 23). - #### Enter the tax base and calculate the tax value to be withheld from the total payment. #### **Step 3: Save the Document** #### Save the document to record this tax withholding transaction. This document will become a reference when making payments to the vendor and when remitting the PPh tax to the state treasury. ### **Tips & Important Notes** - #### This module is crucial for the **Tax and Customs** and **Accounting (AP - Account Payable)** teams to manage their PPh withholding obligations. - #### The document created here will become the basis for: - #### **Reducing the amount paid** to the vendor. - #### **Remitting the withheld PPh tax** to the state treasury. - #### **Issuing a withholding tax slip** for the vendor. - #### Ensure you select the correct tax type and rate in accordance with applicable tax regulations. # Transaction Journal ### **Report Module Guide: Transaction Journal (Accounts Payable)** #### **Module Location** #### Accounts Payable > Transaction Journal #### **Module Objective** #### The **Transaction Journal** module within Accounts Payable is a comprehensive reporting and drill-down center for all transactions related to the payables cycle. Its purpose is to display all the details of accounting journal entries that originate from purchasing, goods receipt, and vendor payment activities in a single, integrated view. ### **1. Main View (Transaction Report Center)** #### The main page of this module is an interactive report equipped with various filtering tools to help you find specific transaction data. ![Screenshot 2025-08-11 144843.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/screenshot-2025-08-11-144843.png) ![Screenshot 2025-08-11 144912.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/screenshot-2025-08-11-144912.png) #### **Advanced Filter Functions** #### The top section of the page provides various filters to screen the data: - #### **Date From / To**: Specify a date range to limit the transaction period. - #### **Chart Of Accounts**: Filter transactions that only affect a specific account (e.g., the Accounts Payable account). - #### **Customer**: This field is likely used to filter by vendor/supplier. - #### **Project / Journal Status**: Filter transactions by a specific project or journal status. #### **Table Column Explanation** #### The main table will display the details of each journal line, including **Journal Number**, **Account**, **Debit**, **Credit**, **Cost Center**, and a very detailed **Description** that links to source documents like Purchase Invoices (VIN) and Goods Receipts (RCI). #### **Main Button Functions** - #### **Search / Show All**: To apply the filters or display all data again. - #### **Export To MS Excel / Export To CSV File**: An important feature to download the displayed data for further processing outside the system. - #### **Print**: To print the displayed report. ### **2. Usage Example (Case Study)** #### **Case**: The AP team wants to see the complete journaling details of a Purchase Invoice. #### **Steps**: 1. #### Open the **Transaction Journal (AP)** module. 2. #### Set the **Date** range to the known transaction date. 3. #### Enter the invoice number in the **Journal Number** search bar (if known) or filter by **Customer** (Vendor). 4. #### Click **Search**. 5. #### The result will display all journal lines for that invoice, such as **VAT IN** (Input VAT), **ACCOUNT PAYABLE TRADE**, and **AP UNVOUCHERED TRADE** (Temporary/Unvouchered Payable). ### **Tips & Important Notes** - #### This module is **read-only**. You cannot create or modify transactions here. - #### This is a very useful tool for the **Accounting (AP) team** to perform vendor account reconciliations and to trace transaction histories in detail. - #### Use the **Export to MS Excel** feature for more in-depth payables data analysis, such as for payment preparation or audits. # Account Payable Mutation ### **Report Module Guide: Account Payable Mutation** #### **Module Location** #### Accounts Payable > Reports > Account Payable Mutation #### **Module Objective** #### The **Account Payable Mutation** report module is used to generate a report that shows the movement or mutation of payables for a specific supplier/vendor within a single period. This report will detail the **beginning payable balance**, all **additions** (from purchase invoices), all **reductions** (from payments or debit notes), to arrive at the **ending payable balance**. This is a primary tool for reconciling accounts with vendors. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing various parameters to customize the mutation report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Lcyimage.png) #### Here is an explanation for each parameter: - #### **Customer**: - #### Although labeled 'Customer', this filter is used to select the **Vendor** or Supplier. You can select by **Child Category** or **Selected** (Specific Vendor). - #### **Customer Date**: - #### Specify the **From** and **To** date range to define the mutation period to be displayed (e.g., August 1, 2025, to August 31, 2025). - #### **Type**: - #### Select the report's level of detail: **Summary** or **Detail**. - #### **Type Report**: - #### This is a key filter that determines the type of report: - #### **Mutation**: Displays the complete movement report (beginning balance, transactions, ending balance). - #### **Balance**: Only displays the final payable balance. ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Select all the parameters you need, especially defining the **Vendor** scope and the **Customer Date** range. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/kPOimage.png) #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons in the bottom-left section of the page: - #### **Display Report**: To preview the mutation report directly on your screen. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/RDCimage.png) - #### **Export To MS Excel**: To download the report data in an Excel file format. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/IwRimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a detailed report like the following, which functions as a statement of account for a vendor. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/cW2image.png) #### **Report Explanation**: This report details all payable activity for the selected vendor in a specific period. #### **Key Columns for Analysis**: - #### **Vendor Info**: Displays the vendor's details. - #### **Transaction**: This section displays: - #### **Beginning Balance**: The payable balance at the start of the period. - #### **Debit**: The total reduction in payables (e.g., payments, returns). - #### **Credit**: The total increase in payables (e.g., purchase invoices). - #### **Ending Balance**: The payable balance at the end of the period. ### **Tips & Important Notes** - #### Use this report to **reconcile your payable records with the statement of account** sent by the vendor. - #### Select **Type Report 'Mutation'** and **Type 'Detail'** to trace every transaction that occurred on a vendor's account. - #### This is a very important operational report for the **Accounts Payable (AP)** team. # Aged Payables ### **Report Module Guide: Aged Payables** #### **Module Location** #### Accounts Payable > Reports > Aged Payables #### **Module Objective** #### The **Aged Payables** report module is used to generate an accounts payable aging report. This report categorizes unpaid invoices from suppliers (vendors) into "aging buckets" based on how long the invoices have been outstanding or are approaching their due date. It is a crucial tool for managing cash outflow and planning payments. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing various parameters to customize the aged payables report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/2Uximage.png) #### Here is an explanation for each key parameter: - #### **Vendor**: - #### Although some labels may say 'Customer', this filter is used to select the **Vendor** or Supplier. You can select by **Category** or **Selected** (Specific Vendor). - #### **As of**: - #### Specify the "cut-off" date for the report. The system will calculate the age of the payables as of this date (e.g., August 11, 2025). - #### **Type**: - #### Select the report's level of detail: **Summary** or **Detail**. - #### **Aging Period**: - #### Use this field to define the interval for the aging buckets in days. Standard entries like **30,60,90** will group payables into intervals of 0-30 days, 31-60 days, 61-90 days, and >90 days. ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Select all the parameters you need, especially defining the **As of** date and filling in the **Aging Period** field to set the report's intervals. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/gk6image.png) ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ouEimage.png) #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons in the bottom-left section of the page: - #### **Display Report**: To preview the aged payables report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/12eimage.png) - #### **Export To MS Excel XLS**: To download the report data in an Excel file format. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/YSiimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a detailed report like the following, which details the age of payables per vendor. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/5ZCimage.png) #### **Report Explanation**: This report presents a summary of aged payables per vendor. #### **Key Columns for Analysis**: - #### **Accrual Account Payable**: Payables that are still accrued or do not yet have an official invoice. - #### **0-30 days, 30-60 days, etc.**: These columns are the "aging buckets" that show the value of payables due within that time frame. - #### **Total Aging**: The total of all outstanding payables. ### **Tips & Important Notes** - #### The Aged Payables report is a primary tool for the **Finance and Accounting (AP - Account Payable)** teams to plan and manage the payment schedule to vendors. - #### Use this report to ensure all invoices are paid on time according to their due dates and to take advantage of payment discounts (if any). - #### This report provides a clear picture of the company's **short-term liabilities** that must be met. # Vendor Invoices ### **Report Module Guide: Vendor Invoice Report** #### **Module Location** #### Accounts Payable > Reports > Vendor Invoice #### **Module Objective** #### The **Vendor Invoice Report** module is used to generate a report containing a list of all purchase invoices or bills received from suppliers (vendors) within a specific time period. This report is a basic tool for tracking all incoming bills and managing accounts payable records. ### **1. Report Parameters (Filter)** #### The main page of this module is a simple form containing several parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/wfdimage.png) #### Here is an explanation for each parameter: - #### **Invoice Date**: - #### Specify the **From** and **To** invoice date range to be displayed (e.g., August 1, 2025, to August 31, 2025). ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Define the date range in the **Invoice Date** fields. #### **Step 2: Generate the Report** #### After the parameters are set, click one of the two buttons in the bottom-left section of the page: - #### **Display Report**: To preview the vendor invoice report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/J7vimage.png) - #### **Export To MS Excel**: To download the report data in an Excel file format. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/xvWimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a detailed report like the following, which details every purchase invoice. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/4pwimage.png) #### **Report Explanation**: This report will display a list of all purchase invoices from vendors within the selected period. #### **Key Columns**: - #### **Invoice Number**: The reference number from the vendor's invoice. - #### **Vendor Name**: The name of the supplier who sent the bill. - #### **Invoice Date**: The date the invoice was issued. - #### **Invoice Due Date**: The payment due date. - #### **Invoice Amount**: The total value of the invoice. ### **Tips & Important Notes** - #### Use this report to summarize all incoming bills from vendors in a single period. - #### This report is a recapitulation of the data input in the **8. Purchasing > Purchase Invoice** module. - #### This is an important basic report for the **Accounting (AP - Account Payable)** team to validate and track all bills that need to be paid. # Creditors Ledger ### **Report Module Guide: Creditors Ledger** #### **Module Location** #### Accounts Payable > Reports > Creditors Ledger #### **Module Objective** #### The **Creditors Ledger** report module is used to generate the **Accounts Payable Subsidiary Ledger**. This report presents a detailed list of all transactions (such as purchase invoices, payments, and credit/debit notes) for each supplier (vendor) or all suppliers within a specific time period. It is a fundamental report for managing and reconciling payable accounts. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing various parameters to customize the Creditors Ledger report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/plJimage.png) #### Here is an explanation for each parameter: - #### **Vendors**: - #### Select **All** to display the creditors ledger for all suppliers. - #### Select **Selected** to display the creditors ledger for one specific supplier. - #### **Invoice Date**: - #### Specify the **Start Date** and **To Date** range to define the report's period (e.g., August 1, 2025, to August 31, 2025). - #### **Status**: - #### Use this dropdown to filter transactions by their status. - #### **Currency**: - #### Choose how currency values will be displayed, whether in **Respective Currency** (original transaction currency) or **Base Currency** (company's base currency). ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Select all the parameters you need, especially defining the **Invoice Date** range and the scope of **Vendors** you wish to see. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/j4Limage.png) #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons in the bottom-left section of the page: - #### **Display Report**: To preview the creditors ledger report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Hdvimage.png) - #### **Export To MS Excel**: To download the report data in an Excel file format. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/hbEimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a report like the following, which functions as a statement of account for a vendor. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/tAfimage.png) #### **Report Explanation**: This report details all payable activity for the selected vendor and is divided into two main parts: a list of invoices and a list of debit/credit notes. #### **Key Columns**: - #### **Invoice Number**: A list of purchase invoices from the vendor. - #### **Invoice Amount**: The total value of each invoice. - #### **Total Paid**: The amount that has already been paid for that invoice. - #### **Invoice Amount Due**: The remaining unpaid balance per invoice. - #### **Debit Credit Notes Number**: A list of debit or credit notes related to the vendor. ### **Tips & Important Notes** - #### The Creditors Ledger report is one of the most important reports in the **Accounts Payable** module. - #### Use this report to **reconcile your payable balance with the statement of account** sent by the vendor. - #### Use the **Selected Vendor** filter to focus on one vendor when preparing payments or if there is a billing dispute. # Vendor Payment Report ### **Report Module Guide: Vendor Payment Report** #### **Module Location** #### Accounts Payable > Reports > Vendor Payment Report #### **Module Objective** #### The **Vendor Payment Report** module is used to generate a list of all payments that have been made to suppliers/vendors within a specific time period. This report is crucial for tracking cash outflow and for payment reconciliation purposes. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing several parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/HSIimage.png) #### Here is an explanation for each parameter: - #### **Vendors**: - #### Filter the report by **All** vendors or a **Selected** vendor. - #### **Date**: - #### Specify the **Start Date** and **To Date** payment range to be displayed (e.g., January 1, 2024, to August 31, 2025). - #### **Currency**: - #### Choose how currency values will be displayed, whether in **Respective Currency** (original currency) or **Base Currency** (base currency). ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Define the **Vendors** scope and the payment **Date** range. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/XzUimage.png) #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons in the bottom-left section of the page: - #### **Display Report**: To preview the payment report directly on your screen. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/9pmimage.png) - #### **Export To MS Excel**: To download the report data in an Excel file format. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ki5image.png) ### **3. Example of the Report View** #### After you click, the system will generate a report like the following, which details every payment to vendors. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/nEBimage.png) #### **Report Explanation**: This report will display a list of all payments made to vendors within the selected period. #### **Content**: Although the example is empty, this report will contain details such as **Vendor Name, Payment Date, Payment Number, Payment Amount**, and the reference **Invoice Number** that was settled. ### **Tips & Important Notes** - #### Use this report to summarize the **total cash disbursement** for payable payments in a single period. - #### This report is a recapitulation of the data created in the **Vendor Payment** module. - #### This is an important report for the **Finance and Accounting (AP - Account Payable)** teams for the process of **reconciling cash disbursements with the bank statement**. # Debit Credit Notes Report ### **Report Module Guide: Debit & Credit Note Report (AP)** #### **Module Location** #### Accounts Payable > Reports > Debit & Credit Note Report #### **Module Objective** #### The **Debit & Credit Note Report (Debit Credit Analysis)** module is used to generate a detailed list of all Debit Notes and Credit Notes that have been recorded for suppliers (vendors). This report is used to track and analyze all adjustment transactions (reductions or additions) that have occurred on accounts payable. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing various parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/BX3image.png) #### Here is an explanation for each parameter: - #### **Document Type**: - #### The primary filter to select the type of document you want to see. You can select **Debit Notes** (to reduce payables, e.g., for a purchase return) or **Credit Notes** (to increase payables, e.g., for an additional charge). - #### **Customers / Vendor**: - #### Filter the report by **Type All** (all vendors), **Category**, or **Selected** (Specific Vendor). - #### **Date**: - #### Specify the **Start Date** and **To Date** range to define the report's period. - #### **Approval Status / Payment Status**: - #### Use these dropdowns to filter documents based on their approval or payment status. ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Select all the parameters you need, especially defining the **Document Type** and the **Date** range. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/9R4image.png) ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/i0bimage.png) #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons in the bottom-left section of the page: - #### **Display Report**: To preview the report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/JcWimage.png) - #### **Export To MS Excel**: To download the report data in an Excel file format. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/43Fimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a detailed report like the following, which details every Debit or Credit Note document. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ZRsimage.png) #### **Report Explanation**: This report will display a detailed list of every selected Debit or Credit Note document. #### **Key Columns**: - #### **Debit Notes Number**: The document's reference number. - #### **Status** and **Approval Status**: Shows the current status of the document. - #### **Total Amount**: The value of the debit/credit note. - #### **Account Name**: The related vendor's name. - #### **Payment Date**: Shows the date when this note was used for a payment. ### **Tips & Important Notes** - #### Use this report to summarize all **payable adjustments** in a single period. - #### The **Approval Status** filter is very useful for tracking which Debit or Credit Notes are still awaiting approval from a manager. - #### This is an important report for the **Accounting (AP - Account Payable) team** to ensure all payable adjustments are recorded and have gone through the correct approval workflow. # Invoice Payment ### **Report Module Guide: Invoice Payment Report** #### **Module Location** #### Accounts Payable > Reports > Invoice Payment #### **Module Objective** #### The **Invoice Payment Report** module is used to generate a comprehensive report that tracks the status of all purchase invoices received from suppliers (vendors). This report is a primary work tool for managing the payable payment cycle, from viewing unpaid invoices to those that are fully paid. ### **1. Report Parameters (Filter)** #### The main page of this module is a form containing various parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/yBRimage.png) #### Here is an explanation for each key parameter: - #### **Vendor**: - #### Filter the report by **All** vendors, **Category**, or a **Selected** (Specific Vendor). - #### **Invoice Date / Invoice Due Date**: - #### Use these filters to search for invoices based on their issue date range (**Invoice Date**) or their due date range (**Invoice Due Date**). - #### **Invoice Status**: - #### A very important filter to select invoices based on their payment status, such as **Not Paid**, **Outstanding Payables**, or **Paid**. - #### **Display Order**: - #### Choose the criteria for sorting the data on the report, for example, by **Account Name** (Vendor Name). ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Select all the parameters you need, especially defining the **Invoice Status** and the relevant date range. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/z7Zimage.png) #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons in the bottom-left section of the page: - #### **Display Report**: To preview the invoice payment report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/0Rgimage.png) - #### **Export To MS Excel**: To download the report data in an Excel file format. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/DDYimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a detailed report like the following, which details every invoice and its payment status. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/a4aimage.png) #### **Report Explanation**: This report displays a detailed list of every purchase invoice from vendors. #### **Key Columns**: - #### **Vendor**: The name of the supplier. - #### **INVOICE**: This section details the **Receive date**, **Due date**, and **Total Invoice Amount**. - #### **Paid Invoice Amount (exclude PPN)**: Shows the amount that has already been paid for that invoice. ### **Tips & Important Notes** - #### Use the **Invoice Status** filter with the **'Outstanding Payables'** option to create a worklist of invoices that need to be scheduled for payment soon. - #### This report is very important for the **Accounting (AP - Account Payable) and Finance teams** to manage payment schedules and maintain good relationships with vendors. - #### The **Export to MS Excel** feature is useful for creating weekly or monthly payment plans. # Tax In Report ### **Report Module Guide: Tax In Report** #### **Module Location** #### Accounts Payable > Reports > Tax In Report #### **Module Objective** #### The **Tax In Report** module is used to generate a detailed list of all **Input Tax (Input VAT or VAT In)** that originates from purchase transactions with vendors. This report is the primary data source for summarizing the total creditable tax in the preparation of the Monthly VAT Return (SPT Masa PPN). ### **1. Report Parameters (Filter)** #### The main page of this module is a simple form containing several parameters to customize the report that will be generated. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/8Ulimage.png) #### Here is an explanation for each parameter: - #### **Vendor**: - #### Filter the report by **All** vendors or a **Selected** vendor. - #### **Date**: - #### Specify the **Start Date** and **To Date** range to define the tax period to be reported (e.g., January 1, 2025, to August 31, 2025). ### **2. Steps to Generate the Report** #### **Step 1: Set Report Parameters** #### Define the **Vendor** scope and the **Date** range. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ykwimage.png) #### **Step 2: Generate the Report** #### After all parameters are set, click one of the two buttons in the bottom-left section of the page: - #### **Display Report**: To preview the Tax In report directly on your screen. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/gbmimage.png) - #### **Export To MS Excel**: To download the report data in an Excel file format. #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/CsNimage.png) ### **3. Example of the Report View** #### After you click, the system will generate a report like the following, which details every Input Tax transaction. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/3Y2image.png) #### **Report Explanation**: This report will display a list of all purchase invoices containing Input VAT within the selected period. #### **Key Columns**: - #### **Vendor Name**: The name of the supplier. - #### **Tax File Number / Tax Form Number**: The tax reference number from the vendor. - #### **Amount**: The tax base value (DPP). - #### **VAT Amount**: The creditable Input VAT value. ### **Tips & Important Notes** - #### This report is the primary data source for the recapitulation of creditable **Input VAT** in the Monthly VAT Return. - #### To ensure the accuracy of this report, make sure all **Purchase Invoices** from vendors that include VAT have been recorded correctly in the system. - #### This report is a primary tool for the **Tax and Customs** and **Accounting (AP - Account Payable)** teams.