# AR Module

# Debtor Enquiry

### **Module Guide: Debtor Enquiry**

#### **Module Location**

#### Accounts Receivable > Debtor Enquiry

#### **Module Objective**

#### The **Debtor Enquiry** module serves as a search and information display tool (inquiry tool) for viewing the list of all customers (debtors) registered in the system. This module is **read-only** and is used by the Accounts Receivable team to quickly look up basic customer data, such as their address.

### **1. Main View (Debtor List)**

#### The main page of this module is a list that displays all of the company's customers.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/2Kmimage.png)

#### **View Explanation**

#### This page is the center for basic information about customers.

<div _ngcontent-ng-c1983652482="" class="chat-history-scroll-container" id="bkmrk-filter%3A-you-can-sear"><div _ngcontent-ng-c1983652482="" class="conversation-container message-actions-hover-boundary ng-star-inserted"><div _ngcontent-ng-c291983479=""><div _ngcontent-ng-c1247368977="" class="response-container ng-tns-c1247368977-268 response-container-with-gpi is-mobile ng-star-inserted response-container-has-multiple-responses" jslog="173900;track:impression,attention"><div _ngcontent-ng-c1247368977="" class="presented-response-container ng-tns-c1247368977-268"><div _ngcontent-ng-c1247368977="" class="response-container-content ng-tns-c1247368977-268 is-mobile has-thoughts"><div _ngcontent-ng-c291983479="" class="response-content ng-tns-c1247368977-268"><div _ngcontent-ng-c3104857177="" class="markdown markdown-main-panel stronger enable-updated-hr-color" dir="ltr">- #### **Filter**: You can search for a specific customer using the **Customer** search bar at the top. You can search by name or a part of the name.
- #### **Customer List**: The table below displays the search results. There is one example of a customer named "Citra Mitra Nusantara Perkasa".

</div></div></div></div></div></div></div></div>#### **Column Explanation**

<div _ngcontent-ng-c1983652482="" class="chat-history-scroll-container" id="bkmrk-customer%3A-displays-t"><div _ngcontent-ng-c1983652482="" class="conversation-container message-actions-hover-boundary ng-star-inserted"><div _ngcontent-ng-c291983479=""><div _ngcontent-ng-c1247368977="" class="response-container ng-tns-c1247368977-268 response-container-with-gpi is-mobile ng-star-inserted response-container-has-multiple-responses" jslog="173900;track:impression,attention"><div _ngcontent-ng-c1247368977="" class="presented-response-container ng-tns-c1247368977-268"><div _ngcontent-ng-c1247368977="" class="response-container-content ng-tns-c1247368977-268 is-mobile has-thoughts"><div _ngcontent-ng-c291983479="" class="response-content ng-tns-c1247368977-268"><div _ngcontent-ng-c3104857177="" class="markdown markdown-main-panel stronger enable-updated-hr-color" dir="ltr">- #### **Customer**: Displays the official name of the customer (debtor).
- #### **Address**: Displays the address of the customer.

</div></div></div></div></div></div></div></div>### **2. Workflow &amp; Integrated Business Process**

#### It is important to understand that this module is **not the place to create or modify customer data**.

<div _ngcontent-ng-c1983652482="" class="chat-history-scroll-container" id="bkmrk-data-source%3A-debtor-"><div _ngcontent-ng-c1983652482="" class="conversation-container message-actions-hover-boundary ng-star-inserted"><div _ngcontent-ng-c291983479=""><div _ngcontent-ng-c1247368977="" class="response-container ng-tns-c1247368977-268 response-container-with-gpi is-mobile ng-star-inserted response-container-has-multiple-responses" jslog="173900;track:impression,attention"><div _ngcontent-ng-c1247368977="" class="presented-response-container ng-tns-c1247368977-268"><div _ngcontent-ng-c1247368977="" class="response-container-content ng-tns-c1247368977-268 is-mobile has-thoughts"><div _ngcontent-ng-c291983479="" class="response-content ng-tns-c1247368977-268"><div _ngcontent-ng-c3104857177="" class="markdown markdown-main-panel stronger enable-updated-hr-color" dir="ltr">- #### **Data Source**: Debtor (Customer) data is not created in this module. The customer master data is created and managed centrally in the **4. Sales &gt; Customer** module.
- #### **Function**: This Debtor Enquiry module functions as an 'address book' or reference list for the Accounts Receivable and Finance teams to view customer data that is relevant to the billing process without having to go into the Sales module.

</div></div></div></div></div></div></div></div>### **Tips &amp; Important Notes**

<div _ngcontent-ng-c1983652482="" class="chat-history-scroll-container" id="bkmrk-use-this-module-to-q"><div _ngcontent-ng-c1983652482="" class="conversation-container message-actions-hover-boundary ng-star-inserted" id="bkmrk-use-this-module-to-q-1"><div _ngcontent-ng-c291983479=""><div _ngcontent-ng-c1247368977="" class="response-container ng-tns-c1247368977-268 response-container-with-gpi is-mobile ng-star-inserted response-container-has-multiple-responses" jslog="173900;track:impression,attention"><div _ngcontent-ng-c1247368977="" class="presented-response-container ng-tns-c1247368977-268"><div _ngcontent-ng-c1247368977="" class="response-container-content ng-tns-c1247368977-268 is-mobile has-thoughts"><div _ngcontent-ng-c291983479="" class="response-content ng-tns-c1247368977-268"><div _ngcontent-ng-c3104857177="" class="markdown markdown-main-panel stronger enable-updated-hr-color" dir="ltr" id="bkmrk-use-this-module-to-q-2">- #### Use this module to quickly find a customer's address or basic details when sending billing documents or for confirmation purposes.
- #### If you find that any customer data is incorrect or you need to add a new customer, you must do so through the **Sales Module**.

</div><div _ngcontent-ng-c291983479="" class="response-footer is-mobile gap has-thoughts complete"></div></div></div></div><div _ngcontent-ng-c1247368977="" class="response-container-footer ng-tns-c1247368977-268"><div _ngcontent-ng-c1962545484="" class="actions-container-v2 ng-tns-c1962545484-272 mobile"></div></div></div></div></div></div><div _ngcontent-ng-c4248507398="" class="input-area-container is-mobile ng-trigger ng-trigger-inputAreaAnimation" id="bkmrk--1"><div _ngcontent-ng-c4248507398="" class="contextual-actions-container"><div _ngcontent-ng-c1241448557="" class="container hidden"></div></div><div _ngcontent-ng-c1786189754="" class="input-area ng-tns-c1786189754-4 with-toolbox-drawer is-mobile" data-node-type="input-area"><div _ngcontent-ng-c1786189754="" class="text-input-field ng-tns-c1786189754-4 with-toolbox-drawer height-expanded-past-single-line" xapfileselectordropzone=""><div _ngcontent-ng-c1786189754="" class="text-input-field_textarea-wrapper ng-tns-c1786189754-4"><div _ngcontent-ng-c1786189754="" class="text-input-field-main-area ng-tns-c1786189754-4"><div _ngcontent-ng-c1786189754="" class="text-input-field_textarea-inner ng-tns-c1786189754-4"></div></div></div></div></div></div>

# List of Outstanding Receivables

### **Module Guide: Outstanding Receivables**

#### **Module Location**

#### Accounts Receivable &gt; Outstanding Receivables

#### **Module Objective**

#### The **List of Outstanding Receivables** module is the primary work tool for the Accounts Receivable (AR) team. This module has two main functions:

1. #### **Viewing the Receivables List**: Displays a list of all customer invoices that are unpaid (outstanding) as of a specific date.
2. #### **Revaluation**: Performs a revaluation process for receivables in foreign currencies to recognize any foreign exchange gain or loss at the end of the period.

### **1. Main View (Receivables List)**

#### The main page of this module displays a list of all outstanding receivables along with the tools to perform a revaluation.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/yvtimage.png)

#### **View Explanation &amp; Filters**

- #### **Customer Filter**: You can search for receivables from a specific customer using the **Customer** search bar.
- #### **Date Filter**: The **As Of Date** parameter is the key filter. Enter a date to see all receivables that are still outstanding as of that date (e.g., August 1, 2025).
- #### **Receivables List**: The table in the middle will display all unpaid invoices according to the selected filters. The table currently shows "...No Record...".

#### **Column Explanation**

- #### **Customer**: The name of the customer who has the receivable.
- #### **Invoice Number**: The number of the unpaid sales invoice.
- #### **Invoice Date**: The date the invoice was issued.
- #### **Due Date**: The payment due date for the invoice.
- #### **Remaining Amount**: The remaining balance of the receivable that has not been paid.

### **2. Usage Steps**

#### **A. Viewing the Receivables List**

1. #### Open the **Outstanding Receivables** module.
2. #### Set the date in the **As Of Date** filter according to the period you want to see. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/XBqimage.png)
3. #### Click **Show All** to display all receivables or use the **Customer** filter and click **Search** for a specific customer. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/QFWimage.png) ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/WpNimage.png)

#### **B. Performing a Receivables Revaluation**

#### This process is typically done at the end of the month.

1. #### Display the receivables list as in the steps above.
2. #### Update the exchange rate values in the **BI Rate** table on the left according to the prevailing period-end rates.
3. #### Select one or more invoices in a foreign currency to be revalued by checking the box in the leftmost column.
4. #### Click the **Calculate** button to see the calculation of the foreign exchange gain/loss.
5. #### Click the **Revalue** button to process and automatically create the foreign exchange adjustment journal.

### **Tips &amp; Important Notes**

- #### Use the **As Of Date** to view the history of outstanding receivables on a specific date in the past, which is useful for analysis.
- #### The **Revalue** feature is an important accounting process during the monthly closing to ensure the value of foreign currency receivables is presented accurately in the financial statements.
- #### This module is the primary work tool for the **Accounts Receivable (AR) and Finance teams** to manage collections and ensure the accuracy of financial reporting.

# Tax Form

### **Module Guide: Sales Tax Form**

#### **Module Location**

#### Accounts Receivable &gt; Sales Tax Form

#### **Module Objective**

#### The **Sales Tax Form** module serves as a reporting and drill-down center for viewing all **Outgoing Tax Invoices** that have been issued from sales transactions. This module is **not** for creating new Tax Invoices, but rather for reviewing, searching, and managing the list of existing tax invoices for tax reporting purposes.

### **1. Main View (Sales Tax Form List)**

#### The main page of this module displays a list of all Sales Tax Forms that match the filter criteria you select.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Wd6image.png)

#### **View Explanation &amp; Filters**

#### This page is designed to facilitate the searching and summarization of tax invoices.

- #### **Search Filters**:
    
    
    - #### **Invoice Number**: To search by a specific invoice number.
    - #### **Type**: An important filter to separate types of tax invoices.
        
        
        - #### **INVOICE**: For tax invoices issued from regular sales billings.
        - #### **DP**: For tax invoices issued from the receipt of a Down Payment.
    - #### **Date from / Date to**: Use this date range filter to pull all tax invoices issued within a specific period (for example, within one month).
- #### **Sales Tax Form List**: The table below will display all tax invoices that match the filters. The table currently shows "...No Record Found...".

#### **Column Explanation**

- #### **Invoice Number**: The sales invoice number that is the basis for the issuance of the tax invoice.
- #### **Customer**: The name of the related customer.
- #### **Tax Code**: The tax code used (e.g., VAT).
- #### **Tax File Number**: This is likely the official tax invoice serial number (NSFP).
- #### **Bonded Area**: A marker indicating if the transaction is related to a bonded zone.

### **2. Workflow &amp; Integrated Business Process**

- #### **Automatic Creation**: Sales Tax Forms are **not created manually** in this module. A Tax Invoice is created **automatically** by the system when you create and confirm a Sales Invoice in the **4. Sales Module** for a transaction that is subject to tax.
- #### **Reporting Function**: This module is used by the **Tax and Customs** or **Accounting** team to review all tax invoices issued within a period, as a basis for the monthly VAT reporting to the Directorate General of Taxes.

### **Tips &amp; Important Notes**

- #### Use the **date filter** to pull tax invoice data for the desired reporting period (e.g., August 1 to August 31).
- #### The **Type** filter is very useful for separating tax invoices for regular sales (**INVOICE**) from those for down payments (**DP**) when creating a VAT summary.

# PPh23 Receipt List

### **Module Guide: PPh 23 Receipt List**

#### **Module Location**

#### Accounts Receivable &gt; PPh 23 Receipt List

#### **Module Objective**

#### The **PPh 23 Receipt List** module serves as a tool to track and manage the receipt of PPh Article 23 withholding tax slips from customers. When a customer pays for services and withholds PPh 23 tax, they are required to provide a withholding tax slip to the company. This module helps the accounting and tax teams to monitor which tax slips have been received and which are still outstanding.

### **1. Main View (Receipt List)**

#### The main page of this module displays a list of all sales transactions subject to PPh 23 and the receipt status of their withholding tax slips.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/2T8image.png)

#### **View Explanation**

#### This page is the center for monitoring all outstanding PPh 23 withholding tax slips.

- #### **Filter**: You can search for a specific transaction using the search bar based on the **Sales Order Number**.
- #### **Transaction List**: The table below displays the details of each transaction awaiting a PPh 23 withholding tax slip. There is one example from the customer "MASEMA GLOBAL INTERNATIONAL SINGAPORE PTE. LTD" with the status "Not Received".

#### **Column Explanation**

- #### **Sales Invoice Number**: The sales invoice number related to the PPh 23 withholding.
- #### **Customer**: The name of the customer who withheld the PPh 23 tax.
- #### **PPh 23 Receipt List**: The number or reference from the PPh 23 withholding tax slip.
- #### **Status**: Shows the receipt status of the withholding slip. **"Not Received"** means the slip has not yet been received from the customer.

#### **Button Functions**

- #### **Receive**: The main action button to change the status to "Received" after the PPh 23 withholding tax slip has been received from the customer.

### **2. Steps for the PPh 23 Withholding Slip Receipt Process**

#### **Step 1: Monitor the List**

#### Open this module routinely to see the list of PPh 23 withholding tax slips that still have a "Not Received" status.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Rqrimage.png)

#### **Step 2: Receive the Withholding Slip**

#### When you receive the PPh 23 withholding tax slip from a customer (either physical or digital), find the corresponding transaction in the list (based on the **Sales Invoice Number** or **Customer**).

#### **Step 3: Update the Status**

1. #### Select the transaction by checking the box in the leftmost column. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/iZTimage.png)
2. #### Click the **Receive** button in the bottom-left section of the page. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/NbCimage.png)
3. #### The transaction's status will change to "Received".

### **Tips &amp; Important Notes**

- #### This module is very important for the **Tax and Customs** and **Accounting (AR)** teams to ensure all PPh 23 withholding tax slips are collected for the company's tax credit purposes.
- #### The completeness of the data in this module is crucial because PPh 23 withholding tax slips are **tax credits** that can reduce the corporate income tax liability.
- #### **Follow up** with customers whose withholding slips still have a "Not Received" status, especially when approaching tax reporting deadlines.

# Invoice Book

### **Module Guide: Invoice Book**

#### **Module Location**

#### Accounts Receivable &gt; Invoice Book

#### **Module Objective**

#### The **Invoice Book** module serves as a reference book or directory that displays a list of customers who are associated with invoices. This module is an **inquiry tool** that allows users to quickly find basic information about customers who have transactions.

### **1. Main View (Invoice Book List)**

#### The main page of this module is a list that displays all customers along with their contact details.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/TNximage.png)

#### **View Explanation &amp; Filters**

#### This page is designed to make searching for customer data easy.

<div _ngcontent-ng-c1983652482="" class="chat-history-scroll-container" id="bkmrk-customer-filter%3A-you" style="text-align: justify;"><div _ngcontent-ng-c1983652482="" class="conversation-container message-actions-hover-boundary ng-star-inserted"><div _ngcontent-ng-c291983479=""><div _ngcontent-ng-c1247368977="" class="response-container ng-tns-c1247368977-296 response-container-with-gpi is-mobile ng-star-inserted response-container-has-multiple-responses" jslog="173900;track:impression,attention"><div _ngcontent-ng-c1247368977="" class="presented-response-container ng-tns-c1247368977-296"><div _ngcontent-ng-c1247368977="" class="response-container-content ng-tns-c1247368977-296 is-mobile has-thoughts"><div _ngcontent-ng-c291983479="" class="response-content ng-tns-c1247368977-296"><div _ngcontent-ng-c3104857177="" class="markdown markdown-main-panel stronger enable-updated-hr-color" dir="ltr">- #### **Customer Filter**: You can search for a specific customer using the **Customer Code** search bar at the top.
- #### **Category Filter**: There is also an **Item Category** filter that allows you to filter customers based on the category of products they purchase (e.g., FINISHED GOOD).
- #### **Customer List**: The table below displays the search results, complete with contact details.

</div></div></div></div></div></div></div></div>#### **Column Explanation**

<div _ngcontent-ng-c1983652482="" class="chat-history-scroll-container" id="bkmrk-customer-code%3A-the-u" style="text-align: justify;"><div _ngcontent-ng-c1983652482="" class="conversation-container message-actions-hover-boundary ng-star-inserted"><div _ngcontent-ng-c291983479=""><div _ngcontent-ng-c1247368977="" class="response-container ng-tns-c1247368977-296 response-container-with-gpi is-mobile ng-star-inserted response-container-has-multiple-responses" jslog="173900;track:impression,attention"><div _ngcontent-ng-c1247368977="" class="presented-response-container ng-tns-c1247368977-296"><div _ngcontent-ng-c1247368977="" class="response-container-content ng-tns-c1247368977-296 is-mobile has-thoughts"><div _ngcontent-ng-c291983479="" class="response-content ng-tns-c1247368977-296"><div _ngcontent-ng-c3104857177="" class="markdown markdown-main-panel stronger enable-updated-hr-color" dir="ltr">- #### **Customer Code**: The unique code for each customer.
- #### **Customer Name**: The official name of the customer.
- #### **Address**: The address of the customer.
- #### **Phone / Fax**: The customer's phone and fax numbers.

</div></div></div></div></div></div></div></div>### **2. Workflow &amp; Business Process**

#### This module is **read-only** or for viewing data only. You cannot create, modify, or delete customer data from here.

<div _ngcontent-ng-c1983652482="" class="chat-history-scroll-container" id="bkmrk-use-the-filters-at-t" style="text-align: justify;"><div _ngcontent-ng-c1983652482="" class="conversation-container message-actions-hover-boundary ng-star-inserted"><div _ngcontent-ng-c291983479=""><div _ngcontent-ng-c1247368977="" class="response-container ng-tns-c1247368977-296 response-container-with-gpi is-mobile ng-star-inserted response-container-has-multiple-responses" jslog="173900;track:impression,attention"><div _ngcontent-ng-c1247368977="" class="presented-response-container ng-tns-c1247368977-296"><div _ngcontent-ng-c1247368977="" class="response-container-content ng-tns-c1247368977-296 is-mobile has-thoughts"><div _ngcontent-ng-c291983479="" class="response-content ng-tns-c1247368977-296"><div _ngcontent-ng-c3104857177="" class="markdown markdown-main-panel stronger enable-updated-hr-color" dir="ltr">- #### Use the filters at the top to quickly find a customer's contact information or address based on their code or name.

</div></div></div></div></div></div></div></div>### **Tips &amp; Important Notes**

<div _ngcontent-ng-c1983652482="" class="chat-history-scroll-container" id="bkmrk-this-module-is-a-use"><div _ngcontent-ng-c1983652482="" class="conversation-container message-actions-hover-boundary ng-star-inserted" id="bkmrk-this-module-is-a-use-1"><div _ngcontent-ng-c291983479=""><div _ngcontent-ng-c1247368977="" class="response-container ng-tns-c1247368977-296 response-container-with-gpi is-mobile ng-star-inserted response-container-has-multiple-responses" jslog="173900;track:impression,attention"><div _ngcontent-ng-c1247368977="" class="presented-response-container ng-tns-c1247368977-296"><div _ngcontent-ng-c1247368977="" class="response-container-content ng-tns-c1247368977-296 is-mobile has-thoughts"><div _ngcontent-ng-c291983479="" class="response-content ng-tns-c1247368977-296"><div _ngcontent-ng-c3104857177="" class="markdown markdown-main-panel stronger enable-updated-hr-color" dir="ltr" id="bkmrk-this-module-is-a-use-2">- #### This module is a useful search tool for the **Accounts Receivable (AR) team** to get customer contact information quickly.
- #### The **Item Category** filter can be useful for analyzing the customer base based on the types of products they purchase.
- #### If you need to change or add new customer data, you must do so through the **4. Sales Module**

</div><div _ngcontent-ng-c291983479="" class="response-footer is-mobile gap has-thoughts complete"></div></div></div></div><div _ngcontent-ng-c1247368977="" class="response-container-footer ng-tns-c1247368977-296"><div _ngcontent-ng-c1962545484="" class="actions-container-v2 ng-tns-c1962545484-300 mobile"></div></div></div></div></div></div>

# SPT

### **Report Module Guide: Tax Return (SPT)**

#### **Module Location**

#### Accounts Receivable &gt; SPT

#### **Module Objective**

#### The **Tax Return (SPT)** module is a highly specific tax reporting tool. Its purpose is to pull and compile taxable transaction data from the ERP system into a format that is suitable for the purpose of reporting the **Monthly VAT Return (SPT Masa PPN)**. This module is used to collect data for **Outgoing Tax** (from sales) and **Incoming Tax** (from purchases).

### **1. Report Parameters**

#### The main page of this module is a form containing various parameters to generate the SPT data.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/3xwimage.png)

#### Here is an explanation for each key parameter:

- #### **1. Tax Code:**
    
    
    - #### This is the main selection to determine the type of data that will be pulled.
    - #### **Outgoing Tax (Pajak Keluaran)**: Select this to generate the report of VAT collected from sales to customers.
    - #### **Incoming Tax (Pajak Masukan)**: Select this to generate the report of VAT you have paid through purchases from vendors.
- #### **14. Tax Month:**
    
    
    - #### Fill this in with the number of the month to be reported. For example, enter "1" for the month of January.
- #### **15. Tax Year:**
    
    
    - #### Fill this in with the tax year to be reported, for example, "2025".
- #### **Other Filters (Transaction Code, Status Code, etc.):**
    
    
    - #### Parameters 2, 3, 4, and others are additional filters to generate more specific reports if needed.

### **2. Steps to Generate SPT Data**

#### **Step 1: Set Report Parameters**

1. #### Select the **Tax Code** you are reporting (Outgoing Tax or Incoming Tax). 
    
    #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/73uimage.png)
2. #### Enter the **Tax Month** and **Tax Year** according to the reporting period. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/p6Mimage.png)

#### **Step 2: Generate the Report**

#### After all parameters are set, click the **Print** button in the bottom-left section of the page to generate the report or data file.![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/oyjimage.png)

### **Tips &amp; Important Notes**

- #### This module is a key tool for the **Tax and Customs** team to prepare the monthly VAT reporting.
- #### To ensure data accuracy, make sure all transactions containing VAT in the **Sales and Purchasing modules** have been recorded correctly before running this report.
- #### The **Print** button will most likely generate a file (for example, in CSV format) that can be directly imported into the **e-Faktur application** from the Directorate General of Taxes.
- #### You need to run this process **twice**: once for **Outgoing Tax** and once again for **Incoming Tax** to complete the data for the Monthly VAT Return.

# Debit Notes

### **Module Guide: Debit Notes**

#### **Module Location**

#### Accounts Receivable &gt; Debit Notes &gt; Debit Notes

#### **Module Objective**

#### The **Debit Notes** module within Accounts Receivable is used to create and manage Debit Note documents issued to customers. A Debit Note is a formal document that serves to **increase the amount of a receivable or a bill** to a customer. It is typically used to correct an invoice that was **under-billed** or to add other charges that were not included in the original invoice.

### **1. Main View (Debit Note List)**

#### The main page of this module displays a list of all Debit Notes that have been issued.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/WPQimage.png)

#### **View Explanation &amp; Filters**

#### This page is the center for 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. Its columns include **Document Number**, **Account Name** (Customer Name), **Total Amount**, **Status**, and **Approval**. The table currently shows "...No Record Found...".

#### **Button Functions**

- #### **New**: The primary button to create a new Debit Note.
- #### **Print**: To print a selected Debit Note to be sent to the customer.
- #### **Void**: To cancel a Debit Note that has already been issued (for example, due to an error).
- #### **Edit Credit Notes**: This button is likely misnamed in the system and should function as **"Edit Debit Notes"** or be used to modify an existing Debit Note draft.

### **2. Steps to Create a Debit Note**

#### The following is the complete workflow for creating a new 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-/rdNimage.png)

#### **Step 2: Fill in Debit Note Details**

#### Fill in all the relevant information on the form that appears.

- #### **Customer**: Select the customer to whom the Debit Note will be sent from the dropdown.  
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Qu0image.png)
- #### **Date**: Enter the document date; it will default to today's date (August 1, 2025). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/4Q0image.png)
- #### **Document Type**: Select the appropriate document type.   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/wkDimage.png)
- #### **Memo**: Provide a clear explanation for the reason the debit note is being issued (e.g., "Correction for under-billing on invoice XXX").   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Pjlimage.png)
- #### **Billing Details**: You will then enter the billing details and amount in the detail section (not fully shown), including the **Amount** value and tax information if any.

#### **Step 3: Save and Confirm**

#### After all data is filled in, 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-/IxGimage.png)
- #### **Confirm**: To finalize and send the document to an approval workflow (if any). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/sN5image.png)
- #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/BqFimage.png)

#### **Step 4: Print and Send**

#### After the Debit Note is saved or confirmed, return to the main page. Select the newly created Debit Note from the list, then click **Print** to print it and send it to the customer. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/bGQimage.png)

### **Tips &amp; Important Notes**

- #### Debit Notes are used to **increase** a customer's receivable amount. To **decrease** a receivable (for example, due to a return), use the **Credit Note** module.
- #### Ensure you always provide a **clear description** in the **Memo** so the customer understands the reason for the additional charge.
- #### The **Void** button is used to cancel an incorrectly issued Debit Note. A voided document will not be deleted from the system but will be marked as "canceled".

# Debit Notes Inbox

### **Module Guide: Debit Notes Inbox**

#### **Module Location**

#### Accounts Receivable &gt; Debit Notes &gt; Debit Notes Inbox

#### **Module Objective**

#### The **Debit Notes Inbox** module 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 who is authorized to conduct a final review before the Debit Note is officially posted and affects a customer's receivable balance.

### **1. Main View (Debit Note List)**

#### The main page of this module is an "inbox" that displays all Debit Notes requiring your action.

![Screenshot 2025-08-02 082323.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/screenshot-2025-08-02-082323.png)

#### **View Explanation**

#### 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**). You can also filter by **Document Filter Status** and **Approval Filter Status**.
- #### **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 customer 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 Notes 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 customer's name, the amount, 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 &amp; Integrated Business Process**

#### This module is an important part of the internal control workflow.

1. #### **Submission**: A user (e.g., AR staff) creates an entry in the **Debit Notes** module and clicks **Confirm**.
2. #### **Entering the Queue**: The confirmed Debit Note automatically enters the queue in this **Debit Notes Inbox** module.
3. #### **Review &amp; 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, increases the customer's receivable balance, and is ready to be printed and sent.

# Credit Notes

### **Module Guide: Credit Notes**

#### **Module Location**

#### Accounts Receivable &gt; Credit Notes &gt; Credit Notes

#### **Module Objective**

#### The **Credit Notes** module within Accounts Receivable is the opposite of Debit Notes. This module is used to create and manage Credit Note documents which function to **reduce the amount of a receivable or a bill** to a customer. The most common reason for issuing a Credit Note is for a **sales return**, but it can also be used to provide an additional discount or to correct an invoice that was **over-billed**.

### **1. Main View (Credit Note List)**

#### The main page of this module displays a list of all Credit Notes that have been issued.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/wypimage.png)

#### **View Explanation &amp; Filters**

#### This page is the center for 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** (Customer Name), **Total Amount**, **Status**, and **Approval**.

#### **Button Functions**

- #### **New**: The primary button to create a new Credit Note.
- #### **Print**: To print a selected Credit Note.
- #### **Void**: To cancel a Credit Note that has already been issued.

### **2. Steps to Create a Credit Note**

#### The following is the complete workflow for creating a new 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-/3UFimage.png)

#### **Step 2: Fill in Header Information**

#### Fill in all the general information at the top of the form:

- #### **Customer**: Select the customer who will be given the Credit Note from the dropdown.  
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/KQbimage.png)
- #### **Date**: Enter the document date; it will default to today's date (August 2, 2025). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/vOEimage.png)
- #### **Document Type**: Select the appropriate document type, for example, **"Sales Return"** for a goods return. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/yGCimage.png)
- #### **Memo**: Provide a clear explanation for the reason the Credit Note is being issued.   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Wtwimage.png)

#### **Step 3: Detail the Credited Items**

#### In the detail table at the bottom, list the products or services whose value will be credited:

1. #### Click the **\[+\] Multiple Item \[-\]** button to add or remove rows. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/pX1image.png)
2. #### Enter the **Item Code**, **Qty** (Quantity), and **Item Price**. The system will calculate the subtotal in the **Amount** column.

#### **Step 4: Calculate Total and Save**

1. #### After all items have been entered, click the **Calculate** button to update the **Grand Total** value in the bottom-right section. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/3joimage.png)
2. #### Use the buttons in the bottom-left section to finish:
    
    
    - #### **Save**: To save the Credit Note as a draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/A6Himage.png)
    - #### **Confirm**: To finalize the Credit Note. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/m3Himage.png)
    - #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/sdrimage.png)

### **Tips &amp; Important Notes**

- #### Credit Notes are used to **decrease** a customer's receivable amount, the opposite of Debit Notes.
- #### Ensure you select the correct **Document Type**, for example, "Sales Return", for accurate transaction classification.
- #### A confirmed Credit Note will reduce the customer's receivable balance and can be used to be **deducted from a subsequent invoice payment** or be **refunded**.

# Credit Notes Inbox

### **Module Guide: Credit Notes Inbox**

#### **Module Location**

#### Accounts Receivable &gt; Credit Notes &gt; Credit Notes Inbox

#### **Module Objective**

#### The **Credit Notes Inbox** module serves as the approval center for all Credit Note documents that have been created and submitted. This module is used by a superior or manager who is authorized to conduct a final review before the Credit Note is officially posted and reduces a customer's receivable balance.

### **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-/V9jimage.png)

#### **View Explanation**

#### 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**). You can also filter by **Document Filter Status** and **Approval Filter Status**.
- #### **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 customer 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 Notes 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 details of returned goods, prices, 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 &amp; Integrated Business Process**

#### This module is an important part of the internal control workflow.

1. #### **Submission**: A user (e.g., AR staff) creates an entry in the **Credit Notes** module and clicks **\[Confirm\]**.
2. #### **Entering the Queue**: The confirmed Credit Note automatically enters the queue in this **Credit Notes Inbox** module.
3. #### **Review &amp; 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, reduces the customer's receivable balance, and is ready for further processing.

# Transaction Journal

### **Report Module Guide: Transaction Journal**

#### **Module Location**

#### Accounts Receivable &gt; Transaction Journal

#### **Module Objective**

#### The **Transaction Journal** module is a very comprehensive reporting and drill-down center. Its purpose is to display all transaction details from every module in the ERP system in a single, integrated view. Although it is located within the Accounts Receivable menu, this module has the ability to pull data from all areas such as Sales, Purchasing, Inventory, and others.

### **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 data.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/tdtimage.png)

#### **Advanced Filter Functions**

#### The top section of the page provides various filters to sift through very large amounts of 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 Receivable account).
- #### **Cost Center &amp; Project**: Filter transactions that are only allocated to a specific department or project.
- #### **Journal Status**: Choose to display journals with a specific status (e.g., already approved).

#### **Table Column Explanation**

#### The main table will display the details of each journal line, including **Journal Number**, **Account**, **Debit**, **Credit**, **Cost Center**, and columns that mark its source module (such as Sales, Purchase, etc.).

#### **Main Button Functions**

- #### **Search**: To apply the filters you have selected.
- #### **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 AR team wants to see all transactions (invoices, payments, credit notes) for the Accounts Receivable account during the month of August 2025.

#### **Steps**:

1. #### Open the **Transaction Journal** module.
2. #### Set the **Date From** to August 1, 2025, and the **Date To** to August 31, 2025. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/oQRimage.png)
3. #### In the **Chart Of Accounts** filter, search for and select the "Accounts Receivable" account. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/FS8image.png)
4. #### Click the **Search** button. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/BYQimage.png)
5. #### The system will display all debit and credit movements on the Accounts Receivable account during August. The results can be exported to Excel to create a reconciliation report.

### **Tips &amp; Important Notes**

- #### This module is **read-only**. You cannot create or modify transactions here.
- #### Take advantage of the **Export to MS Excel** feature for more in-depth data analysis, such as creating customer reconciliation reports or tracing payment statuses.
- #### Although located in the Accounts Receivable menu, this report can display transactions from all other modules by using the appropriate filters. It is a very useful tool for the **Accounting, Finance, and Internal Audit** teams.

# Account Receivable Mutation

### **Report Module Guide: Account Receivable Mutation**

#### **Module Location**

#### Accounts Receivable &gt; Report &gt; Account Receivable Mutation

#### **Module Objective**

#### The **Account Receivable Mutation** report module is used to generate a report that shows the movement or mutation of receivables for a specific customer within a single period. This report will detail the **beginning balance**, all **additions** (from sales invoices/debit notes), all **reductions** (from payments/credit notes), to arrive at the **ending balance**. This is a primary tool for customer account reconciliation and for creating a **Statement of Account**.

### **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-/Bvfimage.png)

#### Here is an explanation for each parameter:

- #### **Customer**:
    
    
    - #### Filter data by customer in various ways: **All**, **Category**, **Lead**, **Salesman**, or **Selected** (Specific Customer).
- #### **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).
- #### **Show CreditNote**:
    
    
    - #### Select **Yes** or **No** to determine whether to include Credit Note transactions in the report.
- #### **Type**:
    
    
    - #### Select the report's level of detail: **Group**, **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 receivable balance.
- #### **Currency / Material Category**:
    
    
    - #### Additional filters to screen by currency or material category.

### **2. Steps to Generate the Report**

#### **Step 1: Set Report Parameters**

#### Select all the parameters you need in the **Filter** section. The most common combination is selecting a specific **Selected Customer**, defining a **Customer Date** range, and choosing the **Mutation** **Type Report**.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/vyhimage.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-/jRrimage.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-/KkYimage.png)

### **Tips &amp; Important Notes**

- #### This report is the primary tool for the **Accounts Receivable (AR) team** to create a **Statement of Account** to be sent to customers.
- #### Use **Type Report 'Mutation'** and **Type 'Detail'** to trace every transaction that occurred on a customer's account during a period.
- #### To see a summary of the final receivable balance per customer on a specific date, use **Type Report 'Balance'**.
- #### This report is very useful for monitoring customer payment activity and following up on unpaid invoices.

# Account Receivable Card

### **Report Module Guide: Account Receivable Card**

#### **Module Location**

#### Accounts Receivable &gt; Report &gt; Account Receivable Card

#### **Module Objective**

#### The **Account Receivable Card** report module is used to generate an "AR Card" or a detailed transaction report for each customer. This report is very flexible and can be customized for various purposes, from creating a statement of account to a collections worklist, thanks to the numerous available filter options.

### **1. Report Parameters**

#### 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-/GiHimage.png)

#### Here is an explanation for each key parameter:

- #### **Customer Name**:
    
    
    - #### Filter data by customer in various ways: **Category**, **Leader**, **Salesman**, or **Selected** (to choose one specific customer).
- #### **Report Date**:
    
    
    - #### Specify the end date or "cut-off" date for the report. The system will pull data up to this date (e.g., August 2, 2025).
- #### **Show All**:
    
    
    - #### Filter based on the invoice payment status. Select **only Half Paid/Not Paid** to display only unpaid invoices.
- #### **Detail Payment**:
    
    
    - #### Select **Show All Detail Payment** to display the details of each payment, or **only Summary** to display only the total payment.
- #### **Sort By**:
    
    
    - #### Choose the criteria for sorting the data on the report, for example, by **Due Date** to prioritize collections.
- #### **Other Filters**:
    
    
    - #### Many other filters are available such as **Invoice Date**, **Payment Date**, **Due Date**, **Currency**, and **Material Category** to further narrow down the report results.

### **2. Steps to Generate the Report**

#### **Step 1: Set Report Parameters**

#### Select all the combinations of parameters you need to generate a specific report. For example, to create a collections list, select a specific **Customer Name**, set **Show All** to **only Half Paid/Not Paid**, and set **Sort By** to **Due Date**.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/AbRimage.png)  
  
![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/qirimage.png)  
  
![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/yjlimage.png)

#### **Step 2: Generate the Report**

#### After all parameters are set, click one of the three 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-/WXHimage.png)
- #### **Export To MS Excel XLS**: To download the report data in an Excel file format (.xls). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ALQimage.png)
- #### **Export To MS Excel CSV**: To download the data in a CSV format.   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/mjRimage.png)

### **Tips &amp; Important Notes**

- #### This report is a more detailed and flexible version compared to the **Account Receivable Mutation** report.
- #### Use the **Show All** filter with the **only Half Paid/Not Paid** option to create a daily or weekly collections worklist for the collections team.
- #### The **Sort By Due Date** feature is very useful for prioritizing collections based on the most overdue invoices.
- #### This is an essential report for the **Accounts Receivable (AR)** and **Credit Control** teams.

# Account Receivable Mutation Detail

### **Report Module Guide: Account Receivable Mutation Detail**

#### **Module Location**

### Accounts Receivable &gt; Report &gt; Account Receivable Mutation Detail

#### **Module Objective**

#### The **Account Receivable Mutation Detail** report module is used to generate a highly detailed accounts receivable mutation report with various advanced filter options. This report is designed for in-depth analysis and complex customer account reconciliations, including the ability to display related payable or deposit transactions.

### **1. Report Parameters**

#### 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-/fhZimage.png)

#### Here is an explanation for each parameter:

- #### **Customer Name**:
    
    
    - #### Filter data by customer in various ways: **Category**, **Sales** (Salesman), or **Selected** (to choose one specific customer).
- #### **Transaction Date**:
    
    
    - #### Specify the **From** and **To** date range to define the mutation period to be displayed (e.g., August 1, 2025, to August 2, 2025).
- #### **Transaction Type**:
    
    
    - #### A special filter to include other types of transactions in the receivables report:
    - #### **Show AP Transaction**: To display accounts payable (AP) transactions that could potentially be offset (netted) against the receivable.
    - #### **Show Deposit Transaction**: To display deposit or down payment transactions from the customer.
- #### **Type**:
    
    
    - #### Select the report's level of detail: **Summary** or **Detail**.
- #### **Sort By**:
    
    
    - #### Choose the criteria for sorting the data on the report, for example, by **Transaction Date**.
- #### **Other Filters**:
    
    
    - #### Other filters such as **Currency** and **Material Category** are available to further narrow down the report results.

### **2. Steps to Generate the Report**

#### **Step 1: Set Report Parameters**

#### Select all the combinations of parameters you need to generate a highly specific report according to your analysis needs.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/3Xjimage.png)

#### **Step 2: Generate the Report**

#### After all parameters are set, click one of the 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-/xKOimage.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-/714image.png)

### **Tips &amp; Important Notes**

- #### Use this report for **in-depth analysis** or for complex reconciliation cases where you need to see related **payable (AP) or deposit transactions** from the customer.
- #### The **Sort By** feature helps you organize the data for easier analysis, for example, by sorting by transaction date.
- #### This report is a powerful analysis tool for the **Accounts Receivable (AR)** and **Credit Control** teams.

# Aged Receivables

### **Report Module Guide: Aged Receivables**

#### **Module Location**

#### Accounts Receivable &gt; Report &gt; Aged Receivables

#### **Module Objective**

#### The **Aged Receivables** report module is used to generate an accounts receivable aging report. This report categorizes unpaid customer invoices into "aging buckets" based on how long each invoice is past its due date. It is a crucial tool for cash management, credit risk analysis, and prioritizing collection efforts.

### **1. Report Parameters (Filter)**

#### The main page of this module is a form containing various parameters to customize the aged receivables report that will be generated.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/2Zhimage.png)

#### Here is an explanation for each key parameter:

- #### **Customer**:
    
    
    - #### Filter data by customer in various ways, such as by **Category**, **Salesman**, or by selecting a specific customer (**Selected**).
- #### **As of**:
    
    
    - #### Specify the "cut-off" date for the report. The system will calculate the age of the receivables as of this date (e.g., August 2, 2025).
- #### **Type**:
    
    
    - #### Select the report's level of detail:
    - #### **Summary**: Displays a summary of total receivables per customer, grouped by their aging category.
    - #### **Detail**: Displays the details of each unpaid invoice for every customer.
- #### **Aging Period**:
    
    
    - #### Use this field to define the interval for the aging buckets in days. For example, enter "30" to group receivables into intervals of 0-30 days, 31-60 days, 61-90 days, and so on.

### **2. Steps to Generate the Report**

#### **Step 1: Set Report Parameters**

#### Select all the parameters you need, especially making sure to define the **As of** date and fill in the **Aging Period** field to set the report's intervals.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/EJ9image.png)

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/0M8image.png)

#### **Step 2: Generate the Report**

#### After all parameters are set, click one of the three 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-/8dIimage.png)
- #### **Export To MS Excel XLS**: To download the report data in an Excel file format (.xls). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/7Mdimage.png)
- #### **Export To MS Excel CSV**: To download the data in a CSV format.   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/nS6image.png)

### **Tips &amp; Important Notes**

- #### The Aged Receivables report is a primary tool for the **Collections team and Finance Management** to monitor the health of accounts receivable.
- #### Focus collection efforts on the receivables in the **oldest aging columns** (e.g., &gt;90 days) as they have the highest risk of being uncollectible.
- #### Run this report routinely (e.g., weekly or monthly) to detect collection problems early and maintain the company's **cash flow**.

# Aged Receivables Average

### **Report Module Guide: Average Aged Receivables**

#### **Module Location**

#### Accounts Receivable &gt; Report &gt; Average Aged Receivables

#### **Module Objective**

#### The **Average Aged Receivables** report module is used to calculate a key financial metric: the **average collection period** or **Days Sales Outstanding (DSO)**. This report shows, on average, how many days it takes for the company to receive payment from customers after a sale is made. It is a key indicator for measuring the efficiency of the collections process.

### **1. Report Parameters**

#### The main page of this module is a simple form containing several parameters to generate the report.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Vwfimage.png)

#### Here is an explanation for each parameter:

<div _ngcontent-ng-c3684802252="" class="conversation-container message-actions-hover-boundary ng-star-inserted" id="bkmrk-customer%3A-select-the" style="text-align: justify;"><div _ngcontent-ng-c2361742908=""><div _ngcontent-ng-c1608464172="" class="response-container ng-tns-c1608464172-117 response-container-with-gpi is-mobile ng-star-inserted response-container-has-multiple-responses" jslog="173900;track:impression,attention"><div _ngcontent-ng-c1608464172="" class="presented-response-container ng-tns-c1608464172-117"><div _ngcontent-ng-c1608464172="" class="response-container-content ng-tns-c1608464172-117 is-mobile has-thoughts"><div _ngcontent-ng-c2361742908="" class="response-content ng-tns-c1608464172-117"><div _ngcontent-ng-c1539254495="" class="markdown markdown-main-panel stronger enable-updated-hr-color" dir="ltr">- #### **Customer**:
    
    
    - #### Select the customer scope for the report. The **All** option will calculate the average for all customers.
- #### **Date Payment**:
    
    
    - #### Specify the **From** and **To** date range for payments that will be analyzed. The report will calculate the average age of receivables for payments received within this period (e.g., August 1, 2025, to August 31, 2025).

</div></div></div></div></div></div></div>### **2. Steps to Generate the Report**

#### **Step 1: Set Report Parameters**

#### Define the **Date Payment** range according to the period you wish to analyze.  


#### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/flnimage.png)

#### **Step 2: Generate the Report**

#### After the parameters are set, click one of the two buttons in the bottom-left section of the page:

<div _ngcontent-ng-c3684802252="" class="conversation-container message-actions-hover-boundary ng-star-inserted" id="bkmrk-display-report%3A-to-s" style="text-align: justify;"><div _ngcontent-ng-c2361742908=""><div _ngcontent-ng-c1608464172="" class="response-container ng-tns-c1608464172-117 response-container-with-gpi is-mobile ng-star-inserted response-container-has-multiple-responses" jslog="173900;track:impression,attention"><div _ngcontent-ng-c1608464172="" class="presented-response-container ng-tns-c1608464172-117"><div _ngcontent-ng-c1608464172="" class="response-container-content ng-tns-c1608464172-117 is-mobile has-thoughts"><div _ngcontent-ng-c2361742908="" class="response-content ng-tns-c1608464172-117"><div _ngcontent-ng-c1539254495="" class="markdown markdown-main-panel stronger enable-updated-hr-color" dir="ltr">- #### **Display Report**: To see the report results directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/DFmimage.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-/7okimage.png)

</div></div></div></div></div></div></div>### **Tips &amp; Important Notes**

<div _ngcontent-ng-c3684802252="" class="conversation-container message-actions-hover-boundary ng-star-inserted" id="bkmrk-this-report-is-a-key"><div _ngcontent-ng-c2361742908=""><div _ngcontent-ng-c1608464172="" class="response-container ng-tns-c1608464172-117 response-container-with-gpi is-mobile ng-star-inserted response-container-has-multiple-responses" jslog="173900;track:impression,attention"><div _ngcontent-ng-c1608464172="" class="presented-response-container ng-tns-c1608464172-117"><div _ngcontent-ng-c1608464172="" class="response-container-content ng-tns-c1608464172-117 is-mobile has-thoughts"><div _ngcontent-ng-c2361742908="" class="response-content ng-tns-c1608464172-117"><div _ngcontent-ng-c1539254495="" class="markdown markdown-main-panel stronger enable-updated-hr-color" dir="ltr" id="bkmrk-this-report-is-a-key-1">- #### This report is a **Key Performance Indicator (KPI)** for the Finance and Accounts Receivable (AR) teams.
- #### A **lower number** on this report indicates that the company is faster and more efficient in collecting receivables from customers, which has a positive impact on cash flow.
- #### Use this report periodically (e.g., monthly or quarterly) to monitor trends in collection efficiency over time.

</div><div _ngcontent-ng-c2361742908="" class="response-footer is-mobile gap has-thoughts complete"></div></div></div></div><div _ngcontent-ng-c1608464172="" class="response-container-footer ng-tns-c1608464172-117"><div _ngcontent-ng-c1351072535="" class="actions-container-v2 ng-tns-c1351072535-121 mobile"></div></div></div></div></div>

# Customer Payment History

### **Report Module Guide: Customer Payment History**

#### **Module Location**

#### Accounts Receivable &gt; Report &gt; Customer Payment History

#### **Module Objective**

#### The **Customer Payment History** report module is used to generate a report containing the history or archive of all payments that have been received from customers. This report is very useful for reviewing payment history, performing confirmations, and for reconciliation purposes.

### **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-/MUoimage.png)

#### Here is an explanation for each parameter:

- #### **Customer**:
    
    
    - #### Filter data by customer by selecting: **All**, **Category**, or **Selected** (Specific Customer).
- #### **Invoice Date**:
    
    
    - #### Specify the **From** and **To** invoice date range. This report will display payments received for invoices that were issued within this period.
- #### **Material Category**:
    
    
    - #### An additional filter to screen by material category: **All** or **Festive**.

### **2. Steps to Generate the Report**

#### **Step 1: Set Report Parameters**

#### Select all the parameters you need, especially defining the **Customer** and the **Invoice Date** range to get specific data.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/kMIimage.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 history report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/x6Wimage.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-/XVuimage.png)

### **Tips &amp; Important Notes**

- #### Use this report to track and verify a customer's payment history in detail.
- #### This report can be a strong supporting document when performing a **bank reconciliation** or a customer's **accounts receivable reconciliation**.
- #### This is an important report for the **Accounts Receivable (AR) team** to manage administration and payment history.

# Sales Invoice

### **Report Module Guide: Sales Invoice**

#### **Module Location**

#### Accounts Receivable &gt; Report &gt; Sales Invoice

#### **Module Objective**

#### The **Sales Invoice** report module is used to generate a list or summary of all sales invoices that have been issued within a specific time period. This report is a basic tool for tracking total sales, monitoring revenue, and serving as a reference for collection activities by the Accounts Receivable (AR) team.

### **1. Report Parameters**

#### 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-/WUAimage.png)

#### Here is an explanation for each parameter:

- #### **Customer Code / Customer Name**:
    
    
    - #### Use these fields to filter the report to show invoices for a specific customer only. The **Customer Name** field is mandatory `(*)`.
- #### **Transaction Date**:
    
    
    - #### Specify the **From** and **To** date range to define the report's period (e.g., August 1, 2025, to August 2, 2025).
- #### **Group By**:
    
    
    - #### Use this dropdown to group the data in the report, for example, by **Customer Code** to see the total sales per customer.
- #### **Currency**:
    
    
    - #### Choose how currency values will be displayed: **Base Currency** or **Respective Currency** (original transaction currency).
- #### **Report Type**:
    
    
    - #### Select the report's level of detail: **Summary** or **Detail**.

### **2. Steps to Generate the Report**

#### **Step 1: Set Report Parameters**

#### Select all the parameters you need, especially defining the **Transaction Date** range and the data grouping method in the **Group By** field.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Hzdimage.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 sales invoice report directly on your screen.  
    
    
    #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/DJaimage.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-/muZimage.png)

### **Tips &amp; Important Notes**

- #### This report is a recapitulation of all invoices created in the **Sales Module**. Use it to verify total sales within a period.
- #### The **Group By** feature is very useful for creating concise summary reports, for example, to see the total sales per customer in a month.
- #### This is a fundamental report for the **Accounts Receivable (AR)** and **Sales** teams.

# Debtor Ledger

### **Report Module Guide: Debtors Ledger**

#### **Module Location**

#### Accounts Receivable &gt; Report &gt; Debtor Ledger

#### **Module Objective**

#### The **Debtor Ledger** report module is used to generate the **Accounts Receivable Subsidiary Ledger**. This report presents a detailed list of all transactions (such as invoices, payments, and credit/debit notes) for each customer or all customers within a specific time period. It is a fundamental report for managing and reconciling customer receivable accounts.

### **1. Report Parameters (Filter)**

#### The main page of this module is a form containing various parameters to customize the Debtors Ledger report that will be generated.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/mZcimage.png)

#### Here is an explanation for each parameter:

- #### **Customers**:
    
    
    - #### Select **All** to display the debtors ledger for all customers.
    - #### Select **Selected** to display the debtors ledger for one specific customer.
- #### **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, either 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 **Date** range and the scope of **Customers** you wish to see.  
![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/2rjimage.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 debtors ledger report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/uZ4image.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-/Tooimage.png)

### **Tips &amp; Important Notes**

- #### The Debtors Ledger report is one of the most important reports in the **Accounts Receivable** module. Use it to see the complete transaction history per customer.
- #### This report is the basis for **reconciling the receivable balance** with the customer's records.
- #### Use the **Selected Customer** filter to focus on one customer when handling inquiries or billing disputes.

# Customer Payment Report

### **Report Module Guide: Customer Payment Report**

#### **Module Location**

#### Accounts Receivable &gt; Report &gt; Customer Payment Report

#### **Module Objective**

#### The **Customer Payment Report** module is used to generate a list of all payments received from customers within a specific time period. This report is crucial for monitoring cash inflow and for the reconciliation of daily, weekly, or monthly cash receipts.

### **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-/lmaimage.png)

#### Here is an explanation for each parameter:

- #### **Customers**:
    
    
    - #### Select **All** to display payments from all customers.
    - #### Select **Selected** to display payments from one specific customer.
- #### **Payment Date**:
    
    
    - #### Specify the **Start Date** and **To Date** range to define the payment period to be reported (e.g., August 1, 2025, to August 31, 2025).
- #### **Currency**:
    
    
    - #### Choose how currency values will be displayed, either 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 payment date range.  
![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Ju7image.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-/Kp2image.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-/i86image.png)

### **Tips &amp; Important Notes**

- #### Use this report to summarize the **total cash receipts** from customers in a day, week, or month.
- #### This report is very helpful for the **Finance and Accounts Receivable (AR) teams** in the process of **reconciling cash receipts with the bank statement**.
- #### To see the payment history for a single customer only, use the **Selected** option in the **Customers** filter.

# Outstanding Debtors

### **Report Module Guide: Outstanding Debtors Report**

#### **Module Location**

#### Accounts Receivable &gt; Report &gt; Outstanding Debtors

#### **Module Objective**

#### The **Outstanding Debtors Report** module is used to generate a list of customers who have an outstanding receivable balance. This report provides a quick general overview to see which customers currently have payment obligations to the company.

### **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-/iFyimage.png)

#### Here is an explanation for each parameter:

- #### **Debtor Enquiry**:
    
    
    - #### This is the primary filter for selecting customers.
    - #### **All**: Select this to display a list of all customers who have a receivable.
    - #### **Selected**: Select this to display the receivables for one or more specific customers that you choose from the list.
- #### **Currency**:
    
    
    - #### Choose how currency values will be displayed in the report.
    - #### **Respective Currency**: Displays values in the original transaction currency.
    - #### **Base Currency**: Converts all values to the company's base currency (e.g., IDR).

### **2. Steps to Generate the Report**

#### **Step 1: Set Report Parameters**

#### Select the scope of customers you want to see in the **Debtor Enquiry** filter.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/QLmimage.png)

#### **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 report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/tXjimage.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-/0ucimage.png)

### **Tips &amp; Important Notes**

- #### Use this report to get a quick list of all customers who have a receivable balance.
- #### This report is different from the **Aged Receivables Report** because its focus is on **"who"** is indebted, not **"how long"** the debt has been outstanding.
- #### This is a useful report for the **Sales** and **Accounts Receivable (AR)** teams to monitor the general status of customer receivables.

# Account Receivable Detail

### **Report Module Guide: Account Receivable Detail**

#### **Module Location**

#### Accounts Receivable &gt; Reports &gt; Account Receivable Detail

#### **Module Objective**

#### The **Account Receivable Detail** report module is used to generate a highly detailed list of all transactions that affect accounts receivable within a specific date range. This report is useful for viewing all receivable activities (invoices, payments, credit/debit notes) chronologically without a customer filter.

### **1. Report Parameters (Filter)**

#### The main page of this module is a simple form containing several parameters to define the report that will be generated.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/aFOimage.png)

#### Here is an explanation for each parameter:

- #### **Date From / Date To**:
    
    
    - #### Specify the **Date From** and **Date To** range to define the report's period. This filter is very useful for viewing all receivable activities on a single day or another short period (e.g., 08/01/2025 to 08/02/2025).
- #### **Currency**:
    
    
    - #### Choose how currency values will be displayed in the report.
    - #### **Respective Currency**: Displays values in the original currency of each transaction.
    - #### **Base Currency**: Converts all values to the company's base currency (e.g., IDR).
    - #### **Rate**: A rate-related option.

### **2. Steps to Generate the Report**

#### **Step 1: Set Report Parameters**

#### Define the date range in the **Date From** and **Date To** fields, then select the **Currency** option you want. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/MAximage.png)

#### **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 detail report directly on your screen. 
    
    #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ODfimage.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-/cmCimage.png)

### **Tips &amp; Important Notes**

- #### Use this report when you need to see all receivable transaction details that occurred on a specific date, without needing to filter by customer.
- #### This report is very suitable for **internal audit** purposes or for tracing discrepancies during **daily reconciliation**.
- #### Because there is no customer filter, this report will display data from all customers. It is advisable to use a **short date range** to get more focused and faster results.

# AR By Customer

### **Report Module Guide: AR By Customer**

#### **Module Location**

#### Accounts Receivable &gt; Report &gt; AR By Customer

#### **Module Objective**

#### The **AR By Customer** (Account Receivable By Customer) report module is used to generate a detailed report of receivable transactions filtered for **one specific customer**. This report is essentially an **Account Receivable Detail** focused on a single customer, making it very useful for tracing transaction history on an individual basis.

### **1. Report Parameters (Filter)**

#### The main page of this module is a form containing several parameters to generate a report that is specific to one customer.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/gQrimage.png)

#### Here is an explanation for each parameter:

- #### **Customer**:
    
    
    - #### This is the primary and **mandatory** filter. Select the customer whose report you want to see from the dropdown (e.g., Cahayalestari Teguhmakmur,Pt-Lampung).
- #### **Date From / Date To**:
    
    
    - #### Specify the **Date From** and **Date To** range to define the period of transactions to be displayed (e.g., 08/01/2025 to 08/02/2025).
- #### **Currency**:
    
    
    - #### Choose how currency values will be displayed in the report, whether in **Respective Currency**, **Base Currency**, or based on a **Rate**.

### **2. Steps to Generate the Report**

#### **Step 1: Set Report Parameters**

#### Select the desired **Customer** from the list and define the date range in the **Date From** and **Date To** fields. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/r3gimage.png)

#### **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 detail report directly on your screen. 
    
    #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/bIzimage.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-/bUximage.png)

### **Tips &amp; Important Notes**

- #### Use this report to get the complete details of all transactions (invoices, payments, credit/debit notes) for **one specific customer**.
- #### This report is very useful when handling **inquiries or disputes** from customers regarding their account balance, as it presents a complete transaction history.
- #### This is a more focused version of the **Account Receivable Detail** report.

# Debit Credits Note Reports

### **Report Module Guide: Debit Credit Note Report (Debit Credit Analysis)**

#### **Module Location**

#### Accounts Receivable &gt; Report &gt; Debit Credit Note Report

#### **Module Objective**

#### The **Debit &amp; Credit Note Report (Debit Credit Analysis)** module is used to generate a detailed list of all Debit Notes and Credit Notes that have been issued to customers. This report is used to track and analyze all adjustment transactions (additions or reductions) that have occurred on customer receivables within a specific period.

### **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-/08Jimage.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 increase receivables) or **Credit Notes** (to decrease receivables) from the dropdown.
- #### **Customers / Vendor**:
    
    
    - #### Filter the report by customer by selecting **Type All**, **Category**, or **Selected** (Specific Customer).
- #### **Date**:
    
    
    - #### Specify the **Start Date** and **To Date** range to define the report's period (e.g., August 1, 2025, to August 31, 2025).
- #### **Approval Status**:
    
    
    - #### Use this dropdown to filter documents based on their approval status (e.g., those still awaiting approval or those already approved).
- #### **Payment Status**:
    
    
    - #### Use this dropdown to filter documents based on their 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 you wish to analyze.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/sENimage.png)

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/QTMimage.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-/g0aimage.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-/VbNimage.png)

### **Tips &amp; Important Notes**

- #### Use this report to summarize all customer receivable adjustments (additions or reductions) within 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 **Accounts Receivable (AR) team** to ensure all receivable adjustments are recorded and have gone through the correct approval workflow.

# VAT

### **Report Module Guide: VAT Report**

#### **Module Location**

#### Accounts Receivable &gt; Report &gt; VAT

#### **Module Objective**

#### The **VAT (Value Added Tax) report** module is used to generate a report that details all transactions related to Value Added Tax (VAT). This report can separate **Input VAT (VAT In, from purchases)** and **Output VAT (VAT Out, from sales)**, and it serves as the primary data source for the preparation and reporting of the monthly VAT Return (SPT Masa PPN).

### **1. Report Parameters (Filter)**

#### The main page of this module is a form containing various parameters to customize the VAT report that will be generated.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/402image.png)

#### Here is an explanation for each parameter:

- #### **Date**:
    
    
    - #### Specify the **Start Date** and **To Date** range to define the tax period to be reported (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 in the report.
- #### **View**:
    
    
    - #### This is the key filter to determine the type of VAT report you want to see:
    - #### **All**: To display all VAT transactions, both Input and Output.
    - #### **Vat In**: To display a report specifically for Input VAT (from purchases).
    - #### **Vat Out**: To display a report specifically for Output VAT (from sales).

### **2. Steps to Generate the Report**

#### **Step 1: Set Report Parameters**

#### Select all the parameters you need, especially defining the **Date** range and the type of report in the **View** section.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ZJximage.png)  
  
![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ppQimage.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 VAT report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/jxoimage.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-/TxEimage.png)

### **Tips &amp; Important Notes**

- #### This report is the primary data source for the **Tax and Customs** team to prepare the **monthly VAT return**.
- #### Run this report separately for **Vat In** and **Vat Out** to get the summaries needed for filling out the tax return forms.
- #### To ensure the accuracy of this report, make sure all sales and purchase invoices that include VAT have been recorded correctly in the system.

# PPN Attachment

### **Report Module Guide: VAT Attachment (PPN Attachment)**

#### **Module Location**

#### Accounts Receivable &gt; Report &gt; VAT Attachment

#### **Module Objective**

#### The **VAT Attachment (PPN Attachment)** report module is used to generate a report that is specifically formatted to be an attachment in the filing of the **Monthly VAT Return (SPT Masa PPN)**. This report summarizes the Output VAT (from sales) transactions that are required for the completeness of the tax documentation.

### **1. Report Parameters**

#### 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-/2mximage.png)

#### Here is an explanation for each parameter:

- #### **Customers**:
    
    
    - #### Select **All** to include VAT transactions from all customers.
    - #### Select **Selected** to filter the report to only display data from specific customers.
- #### **Period**:
    
    
    - #### Specify the date range (**from** and **to**) to define the tax period to be reported (e.g., August 1, 2025, to August 31, 2025).

### **2. Steps to Generate the Report**

#### **Step 1: Set Report Parameters**

#### Define the **Period** range and select the scope of **Customers** that you want.   
![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/NQGimage.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 VAT attachment report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/remimage.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-/0jjimage.png)

### **Tips &amp; Important Notes**

- #### This report is specifically designed to meet the **tax reporting requirements in Indonesia**.
- #### Use this report along with other VAT reports to complete the filing of your **Monthly VAT Return**.
- #### The **Export to MS Excel** feature is very important for this module, as the data in Excel format may be needed for further processing or for uploading to tax systems.
- #### This module is a primary tool for the **Tax and Customs** team.

# Tax In Report

### **Report Module Guide: Tax In Report**

#### **Module Location**

#### Accounts Payable &gt; Report &gt; 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 an important tool for summarizing the total creditable tax in 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-/F5zimage.png)

#### Here is an explanation for each parameter:

<div _ngcontent-ng-c3684802252="" class="conversation-container message-actions-hover-boundary ng-star-inserted" id="bkmrk-vendor%3A-select-all-t" style="text-align: justify;"><div _ngcontent-ng-c2361742908=""><div _ngcontent-ng-c1608464172="" class="response-container ng-tns-c1608464172-194 response-container-with-gpi is-mobile ng-star-inserted response-container-has-multiple-responses" jslog="173900;track:impression,attention"><div _ngcontent-ng-c1608464172="" class="presented-response-container ng-tns-c1608464172-194"><div _ngcontent-ng-c1608464172="" class="response-container-content ng-tns-c1608464172-194 is-mobile has-thoughts"><div _ngcontent-ng-c2361742908="" class="response-content ng-tns-c1608464172-194"><div _ngcontent-ng-c1539254495="" class="markdown markdown-main-panel stronger enable-updated-hr-color" dir="ltr">- #### **Vendor**:
    
    
    - #### Select **All** to include Input VAT transactions from all vendors.
    - #### Select **Selected** to filter the report to only display data from a specific vendor.
- #### **Date**:
    
    
    - #### Specify the **Start Date** and **To Date** range to define the tax period to be reported (e.g., August 1, 2025, to August 31, 2025).

</div></div></div></div></div></div></div>### **2. Steps to Generate the Report**

#### **Step 1: Set Report Parameters**

#### Define the **Date** range and select the scope of **Vendors** that you want. 

#### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/iYWimage.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:

<div _ngcontent-ng-c3684802252="" class="conversation-container message-actions-hover-boundary ng-star-inserted" id="bkmrk-display-report%3A-to-p" style="text-align: justify;"><div _ngcontent-ng-c2361742908=""><div _ngcontent-ng-c1608464172="" class="response-container ng-tns-c1608464172-194 response-container-with-gpi is-mobile ng-star-inserted response-container-has-multiple-responses" jslog="173900;track:impression,attention"><div _ngcontent-ng-c1608464172="" class="presented-response-container ng-tns-c1608464172-194"><div _ngcontent-ng-c1608464172="" class="response-container-content ng-tns-c1608464172-194 is-mobile has-thoughts"><div _ngcontent-ng-c2361742908="" class="response-content ng-tns-c1608464172-194"><div _ngcontent-ng-c1539254495="" class="markdown markdown-main-panel stronger enable-updated-hr-color" dir="ltr">- #### **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-/oSTimage.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-/61cimage.png)

</div></div></div></div></div></div></div>### **Tips &amp; Important Notes**

<div _ngcontent-ng-c3684802252="" class="conversation-container message-actions-hover-boundary ng-star-inserted" id="bkmrk-this-report-is-the-p"><div _ngcontent-ng-c2361742908="" style="text-align: justify;"><div _ngcontent-ng-c1608464172="" class="response-container ng-tns-c1608464172-194 response-container-with-gpi is-mobile ng-star-inserted response-container-has-multiple-responses" jslog="173900;track:impression,attention"><div _ngcontent-ng-c1608464172="" class="presented-response-container ng-tns-c1608464172-194"><div _ngcontent-ng-c1608464172="" class="response-container-content ng-tns-c1608464172-194 is-mobile has-thoughts"><div _ngcontent-ng-c2361742908="" class="response-content ng-tns-c1608464172-194"><div _ngcontent-ng-c1539254495="" class="markdown markdown-main-panel stronger enable-updated-hr-color" dir="ltr" id="bkmrk-this-report-is-the-p-1">- #### This report is the primary data source for the recapitulation of **Input VAT** that can be credited in the Monthly VAT Return.
- #### To ensure the accuracy of this report, make sure all **purchase invoices from vendors** (Purchase Invoices in the Purchasing module) that include VAT have been recorded correctly.
- #### This report is a primary tool for the **Tax and Customs** and **Accounting (AP - Account Payable)** teams.

</div><div _ngcontent-ng-c2361742908="" class="response-footer is-mobile gap has-thoughts complete"></div></div></div></div><div _ngcontent-ng-c1608464172="" class="response-container-footer ng-tns-c1608464172-194"><div _ngcontent-ng-c1351072535="" class="actions-container-v2 ng-tns-c1351072535-198 mobile"><div _ngcontent-ng-c1351072535="" class="spacer ng-tns-c1351072535-198 ng-star-inserted">  
</div></div></div></div></div><div _ngcontent-ng-c3684802252="" class="restart-chat-button-scroll-placeholder ng-star-inserted" style="text-align: justify;">  
</div></div>

# Tax Out Report

### **Report Module Guide: Tax Out Report**

#### **Module Location**

#### Accounts Receivable &gt; Report &gt; Tax Out Report

#### **Module Objective**

#### The **Tax Out Report** module is used to generate a detailed list of all **Output Tax (Output VAT or VAT Out)** that originates from sales transactions to customers. This report is an essential component for preparing and filing 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-/rSEimage.png)

#### Here is an explanation for each parameter:

- #### **Customers**:
    
    
    - #### Select **All** to include Output VAT transactions from all customers.
    - #### Select **Selected** to filter the report to only display data from a specific customer.
- #### **Date**:
    
    
    - #### Specify the **Start Date** and **To Date** range to define the tax period to be reported (e.g., August 1, 2025, to August 31, 2025).

### **2. Steps to Generate the Report**

#### **Step 1: Set Report Parameters**

#### Define the **Date** range and select the scope of **Customers** that you want.   
![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/sr6image.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 Out report directly on your screen. 
    
    #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/e8simage.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-/zRVimage.png)

### **Tips &amp; Important Notes**

- #### This report is the primary data source for the recapitulation of **Output VAT** that must be reported in the Monthly VAT Return.
- #### To ensure the accuracy of this report, make sure all **sales invoices to customers** (Sales Invoices in the Sales module) that include VAT have been recorded correctly.
- #### This report is a primary tool for the **Tax and Customs** and **Accounting (AR - Account Receivable)** teams.

# Price List Report

### **Report Module Guide: Price List Report**

#### **Module Location**

#### Accounts Receivable &gt; Report &gt; Price List Report

#### **Module Objective**

#### The **Price List Report** module is used to display and export the company's applicable product price lists. This report can be filtered by specific price groups or items and is useful as a reference for the sales team or for administrative purposes.

### **1. Report Parameters**

#### 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-/C24image.png)

#### Here is an explanation for each parameter:

- #### **Price Group**:
    
    
    - #### Use this filter to display the price list.
    - #### **All**: Select this to display price lists from all existing price groups.
    - #### **Selected**: Select this to display the price list from a specific price group only (e.g., distributor price, retail price).
- #### **Item**:
    
    
    - #### Use this filter to display the price list.
    - #### **All**: Select this to display prices for all products.
    - #### **Selected**: Select this to display the price for a specific product only.

### **2. Steps to Generate the Report**

#### **Step 1: Set Report Parameters**

#### Define the scope of the report by selecting options in the **Price Group** and **Item** filters.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/5Oqimage.png)

#### **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 price list report directly on your screen. 
    
    #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/cU3image.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-/cA8image.png)

### **Tips &amp; Important Notes**

- #### Use this report to print official price lists to be shared with the **Sales team or customers**.
- #### To get an accurate report, ensure the **price master data** in the Sales Module (or related price-setting module) is **up-to-date**.
- #### The **Export To MS Excel** feature is useful for further processing or analyzing price data.