General Ledger Module

• Budget Plan
• Budget Plan Inbox
• Set Budget Plan
• Budget
• Financial Projection
• FS Projection
• FS Projection Inbox
• General Journal
• General Journal Inbox
• Reversible Journal
• Defferal Journal
• Reversable Journal
• Journal Verification
• AAP Revalue
• Offset Journal
• Transaction Journal
• Balance Sheet
• Profit & Loss
• Profit & Loss Coorporate
• Profit Loss By Cost Center
• Chart Of Account Report
• Trial Balance
• Tax Code
• General Ledger
• Budget Cost Center
• General Ledger Project Cost Center
• Job Activity
• Job List
• Job Profit Loss
• Budget Vs Actual
• Financial Projection Report
• Budget Vs Actual Customer
• Cost Center Report
• Unvouchered Trade Report
• Unvouchered Outstanding Report
• Unvouchered Mutation Report
• COGM Report
• Consolidation Report
• Gross Margin Analysis
• Integrity Report
• Cost Center
• Chart of Account

Budget Plan

Detailed Module Guide: Budget Plan

Module Location

General Ledger > Budget > Budget Plan

Module Objective

The Budget Plan module serves as a platform for each department to submit a proposed expense budget for a specific period. Here, each Cost Center can detail its budget needs per expense account, which will then go through a review and approval process by management or the finance department.

1. Main View (Budget Plan List)

When you open the module, you will be greeted with the main view, which contains a list of all the Budget Plan documents that have been created.

View Explanation

This view provides a summary of budget proposals from various departments.

• Date Filter: You can filter documents based on a submission date range by filling in the Start Date and End Date, then clicking Search.

• Budget List: The table below displays the details of each submission.

Column Explanations

• Budget Type: The type of budget being proposed, for example, "Initial".

• Budget Code: A unique code automatically generated by the system for each submission document.

• Date: The date the submission document was created.

• Memo: A note or brief description of the budget's purpose, for instance, "BUDGET DEPT. ACCOUNTING (UNIMOS) AUGUST 2025".

• Cost Center: The department or unit submitting and intended to use the budget, for example, "ACCOUNTING", "FINANCE", "WAREHOUSE".

• Budget Period: The year of the proposed budget period, for example, "2025".

• Amount: The total nominal value of the budget proposed in the document.

• Status & Approval: This column shows the current status of the document (e.g., awaiting approval) and icons indicating whether the plan has been approved, rejected, or is still in process.

Button Functions

• New: The primary button to create a new Budget Plan document.

2. Steps to Create a New Budget Plan

Here is a step-by-step guide to submitting a Budget Plan.

Step 1: Click the "New" Button

From the main view, click the New buttonlocated in the bottom-left section to open a new submission form.

Step 2: Fill in the Header Information (General Information)

Once the form opens, fill in the general information in the upper section:

• Journal Date: Fill in the submission date of the budget plan. By default, it will be filled with today's date (July 28, 2025). 

  

• Memo: Provide a clear and concise description of this budget proposal, for example: "Operational Expense Budget for HRD Quarter 3 2025". 

  

• Cost Center: Select your department from the available dropdown list. 

  

• Budget Type: Choose the appropriate budget type. 

  

• Budget Period: Select the budget period year, for example, 2025. 

  

• Data Upload: If you have supporting data in a file format (e.g., a detailed Excel file), you can upload it here. 

  

Step 3: Fill in the Budget Details In the table section below, detail each budget item one by one:

• Account ID: Enter the expense account code to be budgeted (e.g., account for office supplies, business travel expenses, etc.). The system will automatically display the Account Name.

• Budget Month: Select the allocation month for the expense (e.g., July). 

  

• Amount (2025): Enter the nominal value or budget amount for that account in the selected month. 

  

• Description: Provide additional details if needed to clarify the budget item. 

  

• To add a new row, click the + icon.

Step 4: Saving and Confirmation

After all data has been entered correctly, use the buttons in the bottom-left section:

• Save: Click this button to save the submission as a draft. You can still edit it later. A document that is only saved has not been sent for the approval process.

• Confirm: Click this button if the data is final and ready to be submitted. A confirmed document will enter the approval workflow and usually cannot be changed anymore.

• Back: To cancel the entry and return to the main view.

Tips & Important Notes

• Ensure you have coordinated with the Accounting team to get the correct list of Account IDs to avoid errors in budgeting.

• Use the Memo field with a clear naming standard (e.g., "Budget Marketing Event August 2025") to make it easy to search for and identify.

• After clicking Confirm, always monitor the status of your submission through the Status and Approval columns on the main view.

Budget Plan Inbox

Detailed Module Guide: Budget Plan Inbox

Module Location

General Ledger > Budget > Budget Plan Inbox

Module Objective

The Budget Plan Inbox module is specifically designed for managers or leaders who have the authorization to review, approve, or reject Budget Plan submissions sent by various departments (Cost Centers). This module is the central hub for all budget approval actions.

1. Main View (Approval Inbox)

The main view of this module is an "inbox" that displays all Budget Plan documents requiring your action.

View Explanation

This page functions as a dashboard to monitor and manage all incoming budget requests.

• Date Filter: You can filter documents based on a submission date range by filling in the Start Date and End Date, then clicking Search.

• Request List: The table below displays the details of each budget request awaiting action.

Column Explanations

• No.: Serial number.

• Budget Code: The unique code from the submitted Budget Plan document.

• Date: The date the document was created by the requester.

• Status: An icon indicating the current document status. A document icon typically signifies that the document has been submitted and is ready for review.

• Approval: An icon showing the approval status. An hourglass icon or yellow/orange color generally indicates "Awaiting Approval," while a checkmark icon or green color indicates "Approved."

• Approval Date: A timestamp that records when the approval action (accepted/rejected) was taken. This column will be empty if no action has been taken.

• Requester: The name of the employee who created and submitted the Budget Plan, for example, "Khusain Amalia," "Rina Tetimau," "Ahmad Milaroji."

Button Functions

• Accept: The main action button to approve or accept one or more selected Budget Plan submissions.

2. Steps for the Budget Approval Process

The following is the standard workflow for an approver in this module.

Step 1: Access and Monitor the Inbox

Open the Budget Plan Inbox module periodically to see if any new submissions have arrived that require your attention.

Step 2: Review Budget Plan Details

To understand the details of a submission, click on one of the rows (for example, the row with the requester "Budi Haryanto"). This action will open the detailed document view, showing the breakdown of expense accounts and proposed amounts (similar to the Budget Plan entry form).

Step 3: Take Action (Approval)

After reviewing the details and ensuring the submission is appropriate:

1. Return to the main Inbox page.

2. Check the box on the left side of one or more submission rows you wish to approve.

3. Click the Accept button located in the bottom-left section of the page to process the approval. 

   

4. Once this action is taken, the approval status will change, and the Approval Date will be recorded.

Note: Depending on the system configuration, there may be other buttons such as "Reject" or "Request Revision" within the detailed view of each submission.

3. Workflow & Integrated Business Process

This module is part of a larger, integrated budget approval workflow and is directly connected to the Budget Plan module.

Set Budget Plan

Detailed Module Guide: Set Budget Plan

Module Location

General Ledger > Budget > Set Budget Plan

Module Objective

The Set Budget Plan module is used to record or establish the final and official version of an approved budget. While the "Budget Plan" module is used by departments to submit proposals, this "Master Budget" module is used by the Finance or Budgeting team to formalize that data within the system. The data entered here will become the primary reference for Budget vs. Actual comparison reports.

Difference from the "Budget Plan" Module

Although their interfaces are identical, the roles of these two modules are different:

• Budget Plan: Serves as a proposal or draft submission from each department.

• Set Budget Plan: Serves as the established, final master budget that has been approved by all levels of management

1. Main View (Master Budget List)

The main view of this module contains a list of all official Budget documents that have been established.

View Explanation

This page is the central data hub for all final budgets.

• Filter & Search: You can search for specific documents using the Start Date and End Date range.

• Budget List: The table below displays all formalized budget documents. Columns such as Budget Code, Memo, Cost Center, Amount, Status, and Approval provide a summary for each entry.

Button Functions

• New: Used to create a new Master Budget entry.

2. Steps to Create a Master Budget

This process is typically performed by the Finance or Budget Controller team after all Budget Plan proposals have been approved.

Step 1: Click the "New" Button

From the main view, click the New

button located in the bottom-left section to open the budget entry form.

Step 2: Fill in the Header Information (General Information)

Fill in the general information at the top of the form, referencing the approved Budget Plan data:

• Journal Date: Enter the date when this budget is officially established. 

  

• Memo: Provide a clear description, for example: "Final Budget for IT Dept. Year 2025". 

  

• Cost Center: Select the department whose budget is being established. 

  

• Budget Period: Select the budget period year, for example, 2025.

Step 3: Fill in the Budget Details

In the details table, enter each approved budget item:

• Account ID: Enter the expense account code (e.g., account for Salary, Electricity, Office Supplies). 

  

• Budget Month: Select the allocation month for that cost item (e.g., July). 

  

• Amount (2025): Enter the final, approved budget amount. 

  

• Description: Provide additional notes if any. 

  

• Use the + icon to add more budget detail rows.

Step 4: Saving and Confirmation

Use the buttons in the bottom-left section to complete the process:

• Save: To save the budget entry as a draft. Useful if the data needs to be entered in stages.

• Confirm: To finalize and officially establish the budget in the system. Once confirmed, this data will become the reference for reports.

Tips & Important Notes

Budget

Detailed Module Guide: Budget Entry by Dimension

The following modules are tools for inputting or viewing final budget data from various perspectives or dimensions.

Module Locations

• General Ledger > Budget > Set COA Budget

• General Ledger > Budget > Set CC Budget

• General Ledger > Budget > Set Activity Budget

• General Ledger > Budget > Set Project Budget

• General Ledger > Budget > Set Budget Matrix

General Module Objective

After the final budget is established via the Master Budget module, this group of modules is used to allocate and view that budget data based on different dimensions. This allows for more in-depth analysis and control.

1. Explanation of Each Budget Dimension

Although the interfaces are similar, each module has a specific focus:

• A. Set COA Budget

  • Focus: Managing the budget by expense account. For example, to view or enter the total budget for "Electricity Costs" across the entire company.

• B. Set CC Budget

  • Focus: Managing the budget by department or Cost Center. For example, to view or enter the total budget for the "IT Department" across all of its expense accounts.
    

• C. Set Activity Budget

  • Focus: Managing the budget by a specific business activity. For example, to view or enter the total budget for the "New Product Launch Promotion" activity.
    

• D. Set Project Budget

  • Focus: Managing the budget by a specific project. For example, to view or enter the total budget for the "New Warehouse Construction Project."

• E. Set Budget Matrix

  • Focus: Managing the budget by combining two or more dimensions in a single view (e.g., Expense Account vs. Cost Center). This is the most efficient way to input budget data in bulk. 

    

2. General View and Usage Steps

These five modules share an identical initial view: a filter page to specify the budget data you want to view or edit.

Filter View Explanation

• Budget Period: A dropdown menu to select the budget year to access.

• Budget Version: A dropdown to select the budget version. This is useful if the company has multiple budget scenarios (e.g., Version 1 - Target, Version 2 - Realistic).

• Search: The button to display the budget data after the period and version have been selected.

Standard Usage Steps

1. Select Period and Version: Choose the appropriate Budget Period and Budget Version from the dropdowns.

2. Display Data: Click the Search button.

3. Enter or View Budget: After clicking Search, the system will display a table or matrix. You can enter budget amounts in the cells corresponding to the intersection of the dimensions you have chosen (e.g., the intersection of an Expense Account and a Month, or a Cost Center and an Expense Account).

3. Tips & Important Notes

• Data Interconnectivity: These modules are interconnected. Entering data via the Matrix Budget (e.g., for the 'Office Supplies' Account in the 'Finance' Cost Center) will automatically update the total budget in the COA Budget (for the 'Office Supplies' Account) and the CC Budget (for the 'Finance' Cost Center).

• Input Efficiency: Use the Matrix Budget module for the most efficient data entry, as it allows input for multiple dimensions at once on a single screen.

• Budget Version: Always ensure you are working on the correct Budget Version to avoid data entry errors.

• Authorization: These modules are generally accessed by the Finance, Accounting, or Cost Planning Control teams responsible for the company's overall budget management.

Financial Projection

Detailed Module Guide: Financial Projection

Module Location

General Ledger > Budget > Financial Projection

Module Objective

The Financial Projection module is used to create an estimate or forecast of the company's future financial performance. Unlike a Budget, which is a target or limit, a Projection is a realistic estimate of revenue and expenses that are likely to occur. This module often uses historical data as a reference to create more accurate forecasts.

1. Main View (Financial Projection List)

When you open the module, you will see the main page containing a list of all Financial Projection documents that have been created.

View Explanation This page is the dashboard for managing and monitoring all projection documents.

• Filters: You can search for specific documents using various criteria:

  • By FPCode (Financial Projection Code).

  • By a date range using Start Date and End Date.

  • By Document Status Filter and Approval Status Filter.

• Projection List: The table below will display all documents matching the filters. The table currently shows "...No Data Available..." because no documents have been created in the selected date range.

• Main Columns: The important columns that will be displayed include FPCode, Date, Memo, Cost Center, Amount, Status, and Approval.

Button Functions

• New: The button to create a new Financial Projection document.

2. Steps to Create a New Financial Projection

The following is a guide to creating a Financial Projection document.

Step 1: Click the "New" Button

From the main view, click the New button

located in the bottom-left section to open a new submission form.

Step 2: Fill in the Header Information (General Information)

Once the form opens, fill in the general information in the upper section:

• Journal Date: Fill in with the date the projection is created. By default, it will be filled with today's date (July 28, 2025). 

  

• Memo: Provide a clear description of the projection's content, for example: "HORECA Sales Revenue & Expense Projection - Semester 2 2025". 

  

• Cost Center: Select the department whose performance is being projected. 

  

• Financial Projection Period: Select the projection period year, for example, 2025.

• Data Upload: You can attach a supporting file if available. 

  

Step 3: Fill in the Projection Details In the table section below, detail each projection item one by one. This is the most critical part of the process.

• Account ID: Enter the revenue or expense account code to be projected. The Account Name will appear automatically.
  
  

• Financial Projection Month: Select the month being projected (e.g., July). 

  

• Actual (2024): This column will display the actual data from the previous year (2024). Use this number as your primary reference.
  

• Amount (2025): Enter your projection figure for the current year (2025) in this column. You can increase or decrease it from the 2024 actual figure based on targets or market conditions. 

  

• Description: Provide specific notes if there are certain assumptions made in creating the projection.

  

• To add a new row, click the + icon.

Step 4: Saving and Confirmation Use the buttons in the bottom-left section to finish:

• Save: To save the projection as a draft. You can still edit it later.

• Confirm: To finalize and submit the document. Once confirmed, the document will enter the approval workflow.

• Back: To cancel and return to the main page.

Tips & Important Notes

• Use the Actual (2024) column as a baseline or reference when creating the projection for the Amount (2025) to make your estimate more accurate and realistic.

• Remember, a Financial Projection is different from a Budget. A Projection is a forecast of what is likely to happen, whereas a Budget is a target or limit that must be achieved or not exceeded.

• After pressing Confirm, this document will most likely go to a "Financial Projection Inbox" to be reviewed by a superior, following a workflow similar to the Budget Plan.

FS Projection

Detailed Module Guide: FS Projection

Module Location

General Ledger > Budget > FS Projection

Module Objective

The FS Projection module (Profit Loss Projection) functions to generate a formal Projected Profit & Loss Statement. This module retrieves and consolidates the detailed data you previously entered in the Financial Projection module. It is a tool for reporting and analysis, not for line-by-line data entry.

1. Main View (Projected Report List)

The main page of this module displays a list of Projected Profit & Loss reports that have been successfully created or generated.

View Explanation

• Report List: This table contains all processed projection report documents. For example, there is a document with the memo "Trial FSP (Generate All BPR JAN-JUL 2025)".

• Filters: You can search for existing reports by FPCode or by a date range (Start Date and End Date).

Column Explanations

• FPCode: A unique code for each generated projection report.

• Date: The date when the report was generated.

• Memo: The description or title given during the report creation process.

• Status & Approval: Icons indicating the status of the report document.

Button Functions

• New: The button to open a new form to set parameters and generate a new projection report.

• Print: The button to view, download, or print a projection report that has been selected from the list.

2. Steps to Generate a Projected Profit & Loss Report

The following is the workflow for creating a new Projected Profit & Loss report.

Step 1: Open the Report Generator Form From the main view, click the New button.You will be directed to an input form to set the report parameters.

Step 2: Set the Report Parameters On the Financial Statement Projection | Input form, fill in the following information:

• Period: Select the projection year (e.g., 2025) whose data you want to pull and process.

• Memo: Provide a clear title or description for the report you are about to generate. Example: "Consolidated Profit & Loss Projection - Semester 2 2025".

• Document Cost Center: Select one, several, or all Cost Centers whose data you want to include in the report. You can press CTRL+A to select all options.

Step 3: Run the Generate Process After all parameters are filled in, click the "Process" or "Generate" button (likely located at the bottom of the form) to start the report creation process. The system will gather all relevant projection data from the Financial Projection module and process it into a Profit & Loss report.

Step 4: Print the Report After the process is complete, the system will return to the Main View, and a new report row will appear in the list (as seen in row No. 1 in the image).

1. Select the report row you just created by clicking on it.

2. Click the Print button to view, download, or print the resulting Projected Profit & Loss Statement.

Tips & Important Notes

• Prerequisite: Ensure the data in the Financial Projection module is complete and confirmed before you run the generator in this module, as this module only pulls existing data.

• Importance of the Memo: Use the Memo field informatively. This will greatly help you identify the report's content later without having to open each one.

• Consolidation: If you want to see the profit and loss projection for the entire company, make sure to select all Cost Centers in Step 2.

FS Projection Inbox

Detailed Module Guide: Financial Statement Projection Inbox

Module Location

General Ledger > Budget > FS Projection Inbox

Module Objective

The Financial Statement Projection Inbox module is the approval center for all submitted Financial Projection documents. This module is designed specifically for managers or leaders who are authorized to review and give final approval to the financial forecasts created by their teams or departments.

1. Main View (Request Inbox)

When you open the module, you will see the main page, which functions as an "inbox" for all financial projection approval requests.

View Explanation This page lists all projection documents awaiting your action.

• Filters: You can filter the displayed documents based on:

  • FPCode (Financial Projection Code).

  • A Start Date and End Date range.

  • Document Status and Approval Status using the icon filters.

• Request List: The table below will display all documents matching the filters. The table currently shows "...No Data Available...".

• Main Columns: The columns that will be displayed include FPCode, Date, Status, and Approval.

Button Functions

• Approve: The main action button to approve or accept one or more Financial Projection submissions that have been selected from the list.

2. Approval Process Steps

The following is the standard workflow for an approver in this module.

Step 1: Access and Monitor the Inbox Open this module periodically to check if any new projection submissions have arrived that require your approval.

Step 2: Review Projection Details To understand the details of a submission, click on that document's row in the table. This action will take you to the detail view, where you can see the breakdown of accounts, the previous year's actual values, and the proposed projection values.

Step 3: Take Approval Action After reviewing the details and ensuring the submission is appropriate:

1. Return to the main Inbox page.

2. Check the box on the left of the submission row you wish to approve.

3. Click the Approve button located in the bottom-left section of the page to process the approval.

After this action, the approval status on the document will be updated.

3. Workflow & Integrated Business Process

This module is a critical part of the financial projection workflow.

1. Submission: A user creates a projection document in the Financial Projection module and clicks Confirm.

2. Notification: The confirmed document automatically appears in the FS Projection Inbox of their superior or the authorized party.

3. Review & Approval: The approver opens this module, reviews the details, and grants approval by clicking Approve.

4. Finalization: Once approved, the projection data becomes official and can be used as the basis for generating reports in the P&L Statement Projection module.

General Journal

Detailed Module Guide: General Journal

Module Location

General Ledger > General Journal > General Journal

Module Objective

The General Journal module is a fundamental accounting tool used to record various financial transactions that are not covered by other specific modules (such as Sales Invoices or Purchase Invoices). This module is commonly used for entries such as:

• Month-end adjusting entries (e.g., accrued expenses).

• Corrections of recording errors.

• Reversing entries.

• Inter-cash/bank transactions.

1. Main View (General Journal List)

When you open the module, you will see the main page containing a list of all General Journal entries that have been created.

View Explanation

This page is the central hub for viewing and managing all recorded journals.

• Filters: You can search for a specific journal by General Journal Number, Journal Type, or a Start Date and End Date range.

• Journal List: The table below displays a summary of each journal entry.

Column Explanations

• General Journal Number: A unique code generated by the system for each journal entry, for example, "GE2012507-0000037".

• Journal Date: The date the journal transaction was recorded.

• General Journal Description: A brief explanation of the journal's purpose, for example, "Accrued VAT Settlement" or "Audited Inventory Suspense Adjustment".

• Document Status & Posting Status: Icons that indicate the journal's status, whether it is still a draft, has been confirmed (posted), or is in the approval process.

Button Functions

• New: The primary button to create a new General Journal entry.

• Print: To print the journal voucher for a selected entry.

• Cost Center Journal: A specific feature to create journals related to a Cost Center.

• Create New From Template: To create a new journal by copying from an existing journal template or framework, which is very useful for recurring journals.

2. Steps to Create a New General Journal

The following is a guide to recording a transaction using the General Journal.

Step 1: Click the "New" Button

From the main view, click the New button in the bottom-left corner to open the General Journal entry form.

Step 2: Fill in the Header Information

On the General Journal Creation form, fill in the general information at the top:

• Date: Enter the transaction date. By default, it is filled with today's date (July 29, 2025).

• Journal Type: Select the appropriate journal type (e.g., General).

• Memo: Provide a clear and complete description of the purpose of this journal.
  

Step 3: Fill in the Journal Details (Debit & Credit Accounts)

This is the core step of journaling. You must enter the accounts affected by the transaction.

1. Click the "+ Add Account" link to add a journal entry row.

2. In the row that appears, fill in the following columns:

   • Account: Enter or select the account code from the Chart of Accounts.

   • Debit: Fill in the amount in this column if the account is in the Debit position.

   • Credit: Fill in the amount in this column if the account is in the Credit position.

   • Description: Provide an additional explanation for that account line if needed.

   • Cost Center / Project: Allocate the expense or revenue to a specific Cost Center or Project if relevant.

3. Repeat this step until all accounts involved in the transaction have been entered.

4. Important: Ensure that the Total Debits must always equal the Total Credits. Pay attention to the totals displayed at the bottom of the table (Total Debit / Credit).

Step 4: Saving and Confirmation

After all data is entered and balanced, use the buttons in the bottom-left section:

• Save: To save the journal as a draft. The journal has not yet been posted to the general ledger and can still be modified.

• Confirm: To post the journal to the general ledger. A confirmed journal is final and will affect the financial reports.

Tips & Important Notes

• The General Journal module is typically used by the Accounting team, who understands fundamental accounting principles (debit-credit) and the company's Chart of Accounts structure.

• Always ensure Total Debits equal Total Credits before pressing [Confirm] to avoid an unbalanced journal.

• Use the Create New From Template feature for efficiency when creating routine and recurring journals each month, such as amortization or depreciation entries.

General Journal Inbox

Detailed Module Guide: General Journal Inbox

Module Location

General Ledger > General Journal > General Journal Inbox

Module Objective

The General Journal Inbox module serves as the approval center for all General Journal entries that have been created and confirmed by the accounting team. This module is designed for managers or senior accountants who have the authority to review and provide final ratification before a journal is officially posted to the general ledger.

1. Main View (Journal Approval Inbox)

The main page of this module is an "inbox" that displays all journal entries requiring your action.

View Explanation This page provides a summary of all journals that are awaiting ratification.

• Filters: You can filter the displayed journals by Document No., a Start Date and End Date range, as well as by Document Status and Approval Status.

• Request List: The table below will display all journals awaiting action. The table currently shows "...NO DATA AVAILABLE...".

Column Explanations

• Document No.: The unique number of the submitted General Journal entry.

• Date: The date the journal was created.

• General Journal Description: The explanation provided when the journal was created.

• Document Status: An icon indicating the current status of the document (e.g., awaiting ratification).

• Approval Status: An icon indicating the status of the approval process.

• Created by: The name of the user or employee who created and submitted the journal.

2. Journal Approval Process Steps

The following is the standard workflow for an approver in this module.

Step 1: Access the Inbox Open the General Journal Inbox module to see the list of journals that require ratification. Use the filters if necessary to find a specific journal.

Step 2: Review the General Journal Details Click on one of the journal rows in the table to open its detail view. In the detail view, you can check the correctness of the debit-credit accounts, the amounts, and the completeness of the description and supporting documents (if any).

Step 3: Provide Ratification (Approval) Unlike other inboxes, the action buttons are not located on the main page. After you open and review the journal details in Step 2, you will find the buttons to grant approval (e.g., "Ratify", "Approve", or "Reject" buttons) within that detail page. Click the appropriate button to complete the review process.

3. Workflow & Integrated Business Process

This module ensures the four-eyes principle in accounting records.

1. Journal Creation: An accountant creates an entry in the General Journal module and clicks Confirm.

2. Entering the Queue: The confirmed journal is automatically placed in the queue within the General Journal Inbox module of their superior or the authorized party.

3. Review & Ratification: The superior/approver opens this module, selects the journal to be reviewed, opens it, and then provides ratification from within the journal's detail page.

4. Final Posting: After being ratified, the journal is officially posted to the general ledger and will affect account balances and financial reports.

Reversible Journal

Detailed Module Guide: Reversible Journal

Module Location

General Ledger > Reversible Journal

Module Objective

The Reversible Journal module is a specific accounting tool used to create a journal entry at the beginning of a new accounting period that is the exact opposite of an adjusting journal entry made at the end of the previous period. Its purpose is to simplify the recording of transactions in the new period, especially for transactions related to accruals (accrued expenses or accrued revenue).

1. Main View (Reversing Journal List)

The main page of this module displays a list of all Reversing Journals that have been created.

View Explanation

This page is the central hub for viewing and managing all recorded reversing journals.

• Filters: You can search for journals by Journal Number, Type, or a Start Date and End Date range.

• Journal List: The table below will display a summary of each reversing journal entry. Its columns include Journal Number, Journal Date, Description, Reversed (status), and Reversed By (username).

Button Functions

• New: The primary button to start the process of creating a new Reversing Journal.

• Print: To print the voucher for a selected reversing journal.

2. Steps to Create a Reversing Journal

The process of creating a Reversing Journal is different from a General Journal, as you do not manually input debits and credits, but rather select an existing journal to be reversed.

Step 1: Click the "New" Button

From the main view, click the New

button in the bottom-left corner to open the Reversing Journal Entry form.

Step 2: Fill in the Header Information

On the form that appears, fill in the general information at the top:

• Date: Important! Enter the start date of the new accounting period. For example, if you want to reverse an adjusting journal from July 31, 2025, you should enter the date August 1, 2025.

• Memo: Provide a clear description, for example, "Reversing Journal for July 2025 Accrued Salary Expense".

• Project / Currency: Fill in if relevant to the transaction being reversed.
  

Step 3: Select the Journal to be Reversed

This is the most crucial step. The system will display a list of journals (likely adjusting entries from the previous period) in the detail table below.

1. Find and locate the journal entry you wish to reverse from the available list.

2. Check the box on the left of the corresponding journal row to select it. You can select one or more journals to be reversed simultaneously.

Step 4: Save the Reversing Journal

After the journal(s) to be reversed have been selected:

• Click the Save button. The system will automatically create a new journal entry with debit and credit positions that are the reverse of the original journal you selected.

• Reset: To clear your selections and start over.

• Back to Index Page: To cancel the process and return to the main view. 

  

Tips & Important Notes

• This module is an advanced accounting tool. Use it only to reverse accrual-type adjusting entries. Do not use it to correct errors (use the General Journal for corrections).

• The key to this process is selecting the correct Date, which is the first day of the next accounting period.

• This process simplifies work. For example, after reversing an accrued salary expense, the Accounting team can record the actual salary payment in the new period by debiting the salary expense account normally, without needing to split the journal entry.

Defferal Journal

Detailed Module Guide: Defferal Journal

Module Location

General Ledger > Defferal Journal

Module Objective

The Defferal Journal module is used to record the periodic recognition of expenses for costs that have been paid in advance (prepaid expenses). For example, if a company pays for office rent or insurance for one year at the beginning, this module is used to systematically expense that cost each month. This process ensures that costs are recognized in the proper period in line with the benefits received.

1. Main View (Defferal Journal List)

The main page of this module displays a list of all Defferal Journals that have been created.

View Explanation

This page is the central hub for viewing and managing all recorded amortization journals.

• Filters: You can search for journals by Defferal Journal number or by a Start Date and End Date range.

• Journal List: The table below will display a summary of each amortization journal entry that has been created. Currently, the table shows "...No Data Available...".

Button Functions

2. Steps to Create an Defferal Journal

This process is designed for selecting an existing prepaid expense transaction to be amortized.

Step 1: Click the "New" Button

From the main view, click the New 

button in the bottom-left corner to open the Prepaid Amortization Journal Input form.

Step 2: Fill in the Header Information

On the form that appears, fill in the general information at the top:

• Journal Date: Important! Enter the date when the expense is to be recognized. For example, to recognize the rent expense for July, use the date July 29, 2025, or July 31, 2025.

Step 3: Select the Prepaid Transaction to be Amortized

In the detail table section, you need to select the initial transaction for the prepaid expense that will be expensed.

• Find and select the initial transaction document (e.g., the rent payment document) in the Journal Code (CB Document) column.

• Once selected, the system will likely fill in related data such as the Account ID and Account Name of the prepaid asset automatically.

Step 4: Determine the Amortization Value

After the transaction is selected, fill in the following columns:

• Amount to Amortize: Enter the nominal amount of the cost to be recognized as an expense for this period. For example, if the annual rent is Rp 12,000,000, you would input Rp 1,000,000 each month.
  

• Memo: Provide a clear description, for instance, "Expensing of Insurance Cost for July 2025".
  

• Cost Center: Select the department that bears the expense.

Step 5: Save the Defferal Journal

• Click the Save button to process. The system will automatically create the corresponding journal entry (e.g., a Debit to Insurance Expense and a Credit to Prepaid Insurance).

• Reset: To clear the entries and start over.

• Back: To cancel the process and return to the main page.

Tips & Important Notes

Reversable Journal

Detailed Module Guide: Reversible Journal

Module Location

General Ledger > Reversable Journal

Module Objective

The Reversable Journal module is a specific accounting tool used to create a journal entry at the start of a new accounting period that is the exact opposite of an adjusting journal entry made at the end of the previous period. Its purpose is to simplify the recording of transactions in the new period, especially for transactions related to accruals (accrued expenses or accrued revenue).

1. Main View (Reversable Journal List)

The main page of this module displays a list of all Reversible Journals that have been created.

View Explanation

This page is the central hub for viewing and managing all recorded reversing journals.

• Filters: You can search for journals by Journal Number, Type, or a Start Date and End Date range.

• Journal List: The table below will display a summary of each reversing journal entry. Its columns include Journal Number, Journal Date, Description, Reversed (status), and Reversed By (username).

Button Functions

• New: The primary button to start the process of creating a new Reversible Journal.

• Print: To print the voucher for a selected reversing journal (this button may appear after an entry is selected).

2. Steps to Create a Reversible Journal

The process of creating a Reversible Journal is different from a General Journal because you do not manually input debits and credits; instead, you select an existing journal to be reversed.

Step 1: Click the "New" Button

From the main view, click the New button in the bottom-left corner to open the Reversible Journal Entry form.

Step 2: Fill in the Header Information

On the form that appears, fill in the general information at the top:

• Date: ❗Important! Enter the start date of the new accounting period. For example, if you want to reverse an adjusting journal from July 31, 2025, you should enter the date August 1, 2025.

• Memo: Provide a clear description, for example, "Reversing Journal for July 2025 Accrued Salary Expense."

Step 3: Select the Journal to be Reversed

This is the most crucial step. The system will display a list of journals (likely adjusting entries from the previous period) in the detail table below.

• Find and locate the journal entry you wish to reverse from the available list.

• Check the box on the left of the corresponding journal row to select it.

Step 4: Save the Reversible Journal

After the journal to be reversed has been selected, click the Save button. The system will automatically create a new journal entry with debit and credit positions that are the reverse of the original journal you selected.

Tips & Important Notes

• This module is an advanced accounting tool. Use it only to reverse accrual-type adjusting entries. Do not use it to correct errors.

• The key to this process is selecting the correct Date, which is the first day of the next accounting period.

• This process simplifies work. For example, after reversing an accrued salary expense, the Accounting team can record the actual salary payment in the new period by debiting the salary expense account normally, without needing to split the journal entry.

Journal Verification

Detailed Module Guide: Verification Journal

Module Location

General Ledger > Journal Verification

Module Objective

The Journal Verification module serves as a checkpoint or internal control point in the accounting process. Its purpose is to conduct a formal review and validation of transactions or journals that have been input by other users. This verification process ensures that every journal is accurate, valid, and compliant with company policy before being considered final.

1. Main View (List of Journals to be Verified)

The main page of this module displays a list of all journals from various transaction types that are awaiting verification.

View Explanation

This page is the work hub for users who have the authority to perform verification.

• Filters: You can search for specific journals using several very useful filters:

  • Journal Code: To search by a specific journal number.

  • Transaction Type: To filter by the type of transaction (e.g., General Journal, Purchase Invoice, etc.).

  • Journal Status: The most important filter in this module. You can choose to display journals that are "Not Verified Yet", "Verified", or all.

  • Date From and Date To: To filter by a date range.

• Journal List: The table below will display all journals that match the filter criteria. Currently, the table shows "...No Record Found...".

Column Explanation

• Transaction Type: The transaction type of the displayed journal.

• Journal Date: The date the journal was created.

• Journal Code: The unique number of the journal to be verified.

Button Functions

• Verify: The main action button to give a "Verified" status to one or more selected journals.

• Reject: The button to reject a selected journal, typically if an error or discrepancy is found.

2. Journal Verification Process Steps

The following is the standard workflow for a verifier.

Step 1: Filter Journals to be Verified

To see your to-do list, use the Journal Status filter and select "Not Verified Yet". Then, click Search. The system will display all journals awaiting your action.

Step 2: Review Transaction Details

Before providing verification, you must check the details of each journal. This can be done by clicking on the journal row or by looking up the Journal Code in its original module (e.g., searching in the General Journal module) to see the debit-credit details and its supporting documents.

Step 3: Provide Verification or Rejection

After you are certain of the journal's correctness:

1. Check the box on the left of one or more journal rows to be processed.

2. Click the Verify button in the bottom-left section to approve and apply the "Verified" status.

3. If you find an error, click the Reject button to reject the journal. A rejected journal will typically be returned to its creator for correction.

Tips & Important Notes

• This module is a critical part of the internal control process to ensure financial data integrity.

• The Journal Status filter is your primary tool in this module. Use "Not Verified Yet" to see the work that needs to be done.

• Before clicking Verify, ensure you have checked the correctness of the source documents, authorization, and the related journal entries.

• This module is generally used by senior Accounting teams, Internal Audit, or managers responsible for data validation.

AAP Revalue

Detailed Module Guide: AAP Revalue

Module Location

General Ledger > AAP Revalue

Module Objective

The AAP Revalue module is an accounting tool used to adjust the value of liabilities in a foreign currency that do not yet have an invoice (e.g., liabilities from goods received that have not yet been billed by the vendor). This process is performed at the end of an accounting period (month-end) to report the liability's value at the prevailing period-end exchange rate and to recognize any unrealized foreign exchange gain or loss.

1. Main View (Revaluation List)

The main page of this module displays a list of all Revaluation documents that have been created.

View Explanation

This page serves as a history of all revaluation activities that have been performed.

• Filters: You can search for specific documents by number or by the Reversed status (whether the journal has been reversed or not).

• Document List: The table below will display all documents matching the filters. The main columns are Uninvoiced Liability Revaluation No., Period, and the Reversed status.

Button Functions

• New: The primary button to start a new Revaluation process.

• Reverse: Used to create a reversing journal for a selected revaluation entry. This is typically done at the beginning of the next period.

2. Revaluation Process Steps

The following is the workflow for performing an uninvoiced liability revaluation.

Step 1: Start the Revaluation Process

From the main view, click the New

button. You will be directed to the Add Uninvoiced Liability Revaluation form.

Step 2: Select the Account and Period

On the form that appears, specify the account and period to be revalued:

• Active Period: Select the month and year to be processed, for example, "July 2025".

• COA: Select the uninvoiced liability account to be revalued from the dropdown. For example, the "LONG-TERM EMPLOYEE BENEFITS" account.

• Currency: Select the relevant foreign currency, for example, "Euro".

Step 3: Select Transactions

After you select the COA and Currency, the system will automatically display all open (uninvoiced) transactions in the detail table.

• Review the list of transactions that appears, such as Goods Receipt numbers.

• Check the box on the left to select which transactions you want to include in this revaluation process.

Step 4: Calculate the Exchange Difference

In the bottom section of the form, perform the calculation:

1. BI Exchange Rate: Enter the official period-end exchange rate from Bank Indonesia (BI) for the selected currency.

2. Click the Calculate button.

3. The system will calculate the total difference between the liability value at the old rate and the new rate. The result (forex gain/loss) will appear in the Adjustment Amount column.

4. COA: Select the Gain/Loss on Foreign Exchange account to record the result of the calculation.

5. 

Step 5: Save the Revaluation Journal

After all data is filled in and the calculation is complete, click the Save button. The system will automatically create a journal entry to record the liability value adjustment and the foreign exchange gain/loss.

Tips & Important Notes

• This module is a critical part of the monthly closing process for companies that have import transactions or transactions in foreign currencies.

• Ensure the BI Exchange Rate you enter is the valid period-end rate to ensure accurate financial statements.

• The Reverse button on the main page is very important. The revaluation journal is typically reversed on the first day of the following period to neutralize the effect of the adjustment.

• This module is generally operated by the Accounting team responsible for financial reporting.

Offset Journal

Detailed Module Guide: Offset Journal

Module Location

General Ledger > Offset Journal

Module Objective

The Offset Journal module is a specific utility tool most likely used to automatically create journal entries to balance certain accounts at the end of a period. This process is typically part of a monthly closing procedure to ensure the balances in specific accounts (e.g., clearing accounts or transitory accounts) are zeroed out or balanced according to internal reporting needs.

1. Main View (Offset Journal List)

The main page of this module displays a list of all Balancing Journals that have been created.

View Explanation

This page is a history of all balancing journals that have been processed by the system.

• Filters: You can search for journals by Offset Journal number or a Start Date and End Date range.

• Journal List: The table below will display a summary of each balancing journal entry that has been created. Currently, the table shows "...No Data Available...".

Button Functions

• New: The primary button to start the process of creating a new Balancing Journal.

• Print: To print the voucher for a selected balancing journal from the list.

2. Steps to Create a Offset Journal

This process involves selecting a period and allowing the system to process the data to generate the required journal.

Step 1: Start the Process

From the main view, click the New

button in the bottom-left corner to open the Offset Journal Input form.

Step 2: Fill in Information & Select Period

On the form that appears, fill in the necessary information:

• Date: Enter the date when this balancing journal will be recorded.

• Memo: Provide a clear description of this journal's purpose, for example: "Balancing Journal for Clearing Accounts July 2025".

• Period: Select the month and year of the data to be processed, for example, "July" and "2025".

Step 3: Run the Calculation Process

Click the Process

button. The system will automatically perform calculations based on the data in your selected period and will display the accounts along with the necessary Debit or Credit values to balance the accounts in the detail table below.

Step 4: Review and Create the Journal

1. Carefully review the journal lines generated by the system in the detail table to ensure their correctness. The table will display the proposed Account, Name, Debit, and Credit.

2. If you agree with the proposed journal, click the Create button to generate and save the journal entry definitively.

3. Click Cancel if you wish to abort the process.

Tips & Important Notes

• This module is an automation tool and should be used with a full understanding of the business process behind it. Ensure you know which accounts will be affected when you press the Process button.

• Always carefully review the results displayed in the detail table after pressing Process before you click Create.

• Use the Memo to provide a detailed explanation, given the specific and automated nature of this journal.

• This module is most likely used by the Accounting team as part of a company-specific monthly closing procedure.

Transaction Journal

Detailed Module Guide: Transaction Journal

Module Location

General Ledger > Transaction Journal

Module Objective

The Transaction Journal module is a very powerful 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. This module is not used for inputting new data but rather for viewing, analyzing, and exporting transaction data for auditing, reconciliation, or in-depth analysis.

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.

View Explanation

This page is designed to provide full visibility into all of the company's financial activities.

• Advanced Filters: The top section of the page provides various filters to sift through very large amounts of data.

• Transaction Table: The main section displays a detailed list of every journal line (debit and credit) that matches the filter criteria. For example, you can see journals from "SALES INVOICE SETTLEMENT" and "PURCHASE INVOICE SETTLEMENT" on one screen.

Advanced Filter Functions

• Date: Specify a Start Date and End Date range to limit the transaction period. 

• Chart of Accounts: Filter transactions that only affect specific accounts.

• Cost Center & Project: Filter transactions that are only allocated to specific departments or projects.

• Journal Status: Choose to display journals with a specific status (e.g., already approved).

Table Column Explanation

• Journal Number: The unique code for each transaction.

• Account: Displays the code and name of the affected account on each journal line.

• Debit / Credit: Displays the monetary value of the transaction.

• Source Columns (Sales, Purchase, etc.): These columns likely serve as markers indicating which module the transaction originated from.

Main Button Functions

• Search / Show all: To apply filters or display all data again.

• Export to MS Excel / Export To CSV File: The most important feature in this module, allowing you to download the displayed data for further processing outside the system.

2. Usage Example (Case Study)

Case: The Finance Manager wants to analyze all business travel expenses for the entire company during the third quarter of 2025.

Steps:

1. Open the Transaction Journal module.

2. Set the Start Date to July 1, 2025, and the End Date to September 30, 2025.

3. In the Chart of Accounts filter, search for and select the "Business Travel Expense" account.
   

4. Click the Search button. The system will display all journal entries related to business travel expenses in that period.

5. Click the Export to MS Excel button to download the data and create custom reports or charts.

Tips & Important Notes

• This module is read-only. You cannot create, modify, or delete transactions from this page.

• Take advantage of the Export to MS Excel feature for more in-depth data analysis, such as creating Pivot Tables, summarizing by department, or creating trend graphs.

• Because this module pulls data from the entire system, always use filters (especially the date filter) to speed up the search process and prevent excessive load on the system.

• This module is essential for the Accounting, Finance, and Internal Audit teams for transaction tracing, account reconciliation, and auditing processes.

Balance Sheet

Report Module Guide: Balance Sheet

Module Location

General Ledger > Report > Balance Sheet

Module Objective

The Balance Sheet module is a reporting tool that generates the Balance Sheet financial statement. This report presents a snapshot of the company's financial position—showing total Assets, Liabilities, and Equity—at a specific point in time. This module is not used for inputting data, but rather for configuring and displaying the report based on existing data in the general ledger.

1. Balance Sheet Report Parameters (Balance Sheet Filters)

The main page of this module is a form containing various parameters or filters to customize the Balance Sheet report according to your needs.

Here is an explanation for each parameter:

• Include Account Number / Rounding:

  • Check Include Account Number to display account codes next to account names on the report.

  • Check Rounding to round the figures on the report.

• As of:

  • This is the most important parameter. Select the end-of-period date for which you want to see the financial position. The Balance Sheet will display balances as of this date (e.g., July 31, 2025).

• Compare report within a period:

  • Use this feature to create a comparative report. You can choose to compare it with the same period in the previous year or with a different month's period.

• Currency:

  • Transaction Currency: Displays the report in the original transaction currencies.

  • Base Currency: Displays the report in the company's base currency (e.g., IDR) by converting all foreign currencies using the recorded exchange rates.

• Report Level:

  • This dropdown is used to set the report's depth or level of detail (e.g., a summary by account group or detail down to the lowest sub-account).

• Display:

  • Choose the report layout format, either Horizontal or Vertical.

• Include Adjustment Period:

  • Check Yes if you want to include adjusting entries in the calculation of the balance sheet accounts.

2. Steps to Generate the Report

The process to create a Balance Sheet report is very simple:

Step 1: Set Report Parameters

Fill in or select all the parameters you need in the Balance Sheet Filters section to ensure the resulting report meets your requirements.

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.

• Export to MS Excel: To download the report data in an Excel file format, which can be processed further.

• Export to PDF: To download the report in a PDF format that is ready to be printed or shared.

Tips & Important Notes

• The Balance Sheet is a report of financial position at a single point in time. Ensure the As of date you select is correct for the desired period-end.

• For performance analysis, the Compare report within a period feature is very useful for seeing growth or changes from previous periods.

• Use Export to MS Excel if you need to perform custom calculations or create custom charts from the balance sheet data for presentations or internal reports.

Profit & Loss

Report Module Guide: Profit & Loss

Module Location

General Ledger > Report > Profit & Loss

Module Objective

The Profit & Loss module is used to generate the Profit & Loss Statement, which presents a company's financial performance by summarizing all Revenues and Expenses over a specific period of time. The module provides various parameter options to customize the report for your analysis needs, including flexible currency options.

1. Profit & Loss Report Parameters (Profit & Loss Filter)

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

Here is an explanation for each parameter:

• Include Account Numbers / Rounding:

  • Check Include Account Numbers to display account codes on the report.

  • Check Rounding to round the monetary values on the report.

• Report Level:

  • This dropdown is used to set the report's level of detail (e.g., summary or detailed).

• Start Date / Until:

  • The most important parameters that define the report's time period. Enter the start and end dates of the period to be analyzed (e.g., July 1, 2025, to July 31, 2025).

• Compare Report Within:

  • Activate this feature to create a comparative report with the same period in a different year or a different month.

• Currency:

  • Choose how currency values will be displayed.

  • Respective Currency: Will display values in the original currency of each transaction.

  • Base Currency: Will convert all transactions to the company's base currency (e.g., IDR) based on existing exchange rates.

• Include Adjustment Period:

  • Check Yes if you want to include adjusting entries in the profit and loss calculation.

2. Steps to Generate the Report

The process to create a Profit & Loss report is very easy:

Step 1: Set Report Parameters

Fill in or select all the parameters you need in the Profit & Loss Filter section to ensure the generated report matches the scope of your analysis.

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.

• Export To MS Excel: To download the report data in an Excel file format. 

  

Tips & Important Notes

• The Profit & Loss Statement is a report of financial performance for a period of time. Ensure the Start Date and Until date range is correct.

• Use the Currency option to analyze performance in a specific foreign currency. This is very useful for reports related to International Business activities.

• Take advantage of the Export To MS Excel feature for further analysis, such as calculating profitability ratios or creating performance graphs for presentations.

Profit & Loss Coorporate

Report Module Guide: Profit & Loss Coorporate

Module Location

General Ledger > Report > Profit & Loss Coorporate

Module Objective

The Profit & Loss Coorporate module is used to generate the Profit & Loss Statement for the corporate entity as a whole. This report is crucial for showing the company's financial performance over a specific period of time by summarizing all Revenues and Expenses.

1. Report Parameters (Profit & Loss Filter)

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

Here is an explanation for each parameter:

• Include Account Numbers / Rounding:

  • Check Include Account Numbers to display account codes next to account names on the report.

  • Check Rounding to round the monetary values on the report.

• Report Level:

  • This dropdown is used to set the report's level of detail, for example, a summary by account group or a breakdown to the smallest sub-account.

• Start Date / Until:

  • These are the most important parameters that define the time period covered by the report. Enter the start date and end date of the period you wish to analyze (e.g., July 1, 2025, to July 31, 2025).

• Compare Report Within:

  • Activate this feature to create a comparative report. You can choose to compare with the same period in a different year or a different month.

• Include Adjustment Period:

  • Check Yes if you want to include adjusting entries in the profit and loss calculation.

2. Steps to Generate the Report

The process to create a Corporate Profit & Loss report is very easy:

Step 1: Set Report Parameters

Fill in or select all the parameters you need in the Profit & Loss Filter section to ensure the generated report matches the scope of your analysis.

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.

• Export To MS Excel: To download the report data in an Excel file format, which can be processed further.

Tips & Important Notes

• The Profit & Loss Statement is a report of financial performance for a period of time. Ensure the Start Date and Until date range is correct.

• The Compare Report Within feature is very useful for analyzing revenue trends or cost control compared to previous periods.

• Use Export To MS Excel if you need to perform further analysis, such as calculating profitability ratios or creating performance graphs for presentations.

Profit Loss By Cost Center

Report Module Guide: Profit & Loss by Cost Center

Module Location

General Ledger > Report > Profit & Loss by Cost Center

Module Objective

The Profit & Loss by Cost Center module is used to generate a Profit & Loss Statement where the data is grouped or segmented by Department or Cost Center. This report is crucial for analyzing the performance, profitability, and cost control at the level of individual departments or business units.

1. Report Parameters

The main page of this module is a form containing various parameters to customize the report that will be generated, with a primary focus on selecting Cost Centers.

Here is an explanation for each parameter:

• Cost Center:

  • This is the key filter in this module. You can choose:

  • Selected Cost Center: To choose one or more specific departments from a list (e.g., MANAGEMENT, ACCOUNTING, FINANCE).

  • All Cost Center: To generate a combined report of all departments.

• Report Level:

  • A dropdown to set the report's depth or level of detail.

• Transaction Date:

  • Specify the From and To date range to define the report's period (e.g., July 1, 2025, to July 31, 2025).

• Show Logo:

  • Check Yes to display the company logo on the generated report.

• Compare Report Within:

  • A feature to create a comparative report with the same period in a different year or a different month.

• Currency:

  • Choose how currency values will be displayed, either in Respective Currency (original transaction currency) or Base Currency (company's base currency).

• Include Adjustment Period:

  • Check Yes if you want to include adjusting entries in the calculation.

• Display:

  • Choose the report layout format, either Vertical or Horizontal.

2. Steps to Generate the Report

Step 1: Set Report Parameters

Fill in or select all the parameters you need, especially ensuring you have selected the correct Cost Center(s) according to your analysis requirements.

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.

• Export To MS Excel: To download the report data in an Excel file format.

Tips & Important Notes

• This module is a very useful tool for department managers to monitor the costs and performance of their respective units.

• To obtain an accurate report, ensure that all expense transactions have been allocated to the correct Cost Center during initial data entry (e.g., in the General Journal or Purchase Invoice modules).

• Use the Selected Cost Center feature to compare the performance between several departments side-by-side by selecting more than one department in the list.

Chart Of Account Report

Report Module Guide: Chart of Account Report

Module Location

General Ledger > Report > Chart of Account Report

Module Objective

The Chart of Account Report module is used to display and export the complete list of all financial accounts (Chart of Accounts) used by the company. This report serves as the master list of the entire accounting structure and is the basis for all transaction journaling.

1. Report Parameters (Chart of Account Filter)

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

Here is an explanation for each parameter:

• Include Account Numbers:

  • Check this box to display account codes next to account names on the generated report.

• Report Level:

  • This dropdown is used to set the depth or hierarchy of the accounts you want to display.

• Currency:

  • Choose how currency values will be displayed if the report includes balances.

  • Respective Currency: Displays values in their original currency.

  • Base Currency: Converts all values to the company's base currency (e.g., IDR).

• Include Adjustment Period:

  • Check Yes if you want to include adjusting entries in the balance calculations (if displayed).

2. Steps to Generate the Report

Step 1: Set Report Parameters

Fill in or select all the parameters you need in the Chart of Account Filter section.

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 Chart of Accounts list directly on your screen. 

  

• Export To MS Excel: To download the complete list in an Excel file format. 

  

Tips & Important Notes

• This report is not a financial performance report (like a Profit & Loss or Balance Sheet), but rather a master list of all accounts in the system.

• This report is very useful for the Accounting team when they need to review the account structure or as a reference when creating a General Journal.

• Use the Export To MS Excel feature to get a complete list of accounts that can be used for analysis, documentation, or sharing with other departments.

Trial Balance

Report Module Guide: Trial Balance

Module Location

General Ledger > Report > Trial Balance

Module Objective

The Trial Balance module is used to generate the Trial Balance report. This report is a list of all accounts in the general ledger along with their debit or credit balances for a specific period of time. The primary purpose of the Trial Balance is to verify the mathematical equality between the total debits and total credits of all accounts, which is a fundamental step in the accounting cycle before preparing the main Financial Statements.

1. Report Parameters (Trial Balance Filter)

The main page of this module is a form containing various parameters to customize the Trial Balance report according to your needs.

Here is an explanation for each parameter:

• Include Account Numbers:

  • Check this box to display account codes next to account names on the report.

• Cost Center:

  • Select All to display a combined trial balance of all departments, or select Selected Cost Center to generate a report for specific departments only.

• Start Date / Until:

  • Specify the Start Date and Until (End Date) range to define the report's period (e.g., December 1, 2025, to December 31, 2025).

• Compare Report Within:

  • A feature to create a comparative report with the same period in a different year or a different month.

• Currency:

  • Choose how currency values will be displayed, either in Respective Currency (original transaction currency) or Base Currency (company's base currency).

• Include Adjustment Period:

  • Check Yes if you want to include adjusting entries in the calculation of each account's final balance.

2. Steps to Generate the Report

Step 1: Set Report Parameters

Fill in or select all the parameters you need in the Trial Balance Filter section to ensure the generated report matches the desired scope.

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.

• Export To MS Excel: To download the report data in an Excel file format.

• Export To CSV: To download the data in a CSV (Comma-Separated Values) format.

Tips & Important Notes

• The Trial Balance is a very important internal working step for the Accounting team before preparing the Profit & Loss Statement and Balance Sheet.

• The main purpose of this report is to ensure the total Debit balance exactly equals the total Credit balance. If it is not balanced, this indicates an error in journaling that needs to be traced immediately.

• Use the Cost Center filter to check balances at the departmental level, which can help to localize an imbalance if one occurs.

Tax Code

Report Module Guide: Tax Code

Module Location

General Ledger > Report > Tax Code

Module Objective

The Tax Code Report module is used to display and export the master list of all tax codes that have been set up and are used within the ERP system. This report is useful for reviewing tax settings and serves as a reference for the Accounting and Tax teams when recording transactions.

1. Report Parameters (Tax Code Filter)

The main page of this module is a simple form containing filters to customize the list of tax codes you wish to display.

Here is an explanation for each parameter:

• Tax Code:

  • Use this dropdown to search for and display a single, specific tax code. Leave it set to "All" to display all tax codes.

• Tax Type:

  • Use this dropdown to filter tax codes by their type, for example, PPN (Value Added Tax), PPh (Income Tax), and others. Select "All" to display all types.

2. Steps to Generate the Report

Step 1: Set Report Parameters

Select the criteria you want in the Tax Code Filter section. You can leave the options set to "All" to get a complete list. 

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 Tax Code list directly on your screen. 

  

• Export To MS Excel: To download the complete list in an Excel file format. 

  

Tips & Important Notes

• This report functions as the master list for all tax settings in the system.

• Use the Tax Type filter to see all tax codes that belong to a specific category, for example, to review all registered PPh 23 (Article 23 Income Tax) codes.

• This report is very useful for the Tax and Customs team and the Accounting team for verification purposes and as a reference when recording transactions involving taxes.

General Ledger

Report Module Guide: General Ledger

Module Location

General Ledger > Report > General Ledger

Module Objective

The General Ledger report module is used to generate a detailed list of all transactions (debits and credits) that have been recorded for a specific account or all accounts within a selected time period. This report is the primary "book of record" in accounting and is crucial for transaction tracing, analysis, and account balance reconciliation.

1. Report Parameters (General Ledger Filter)

The main page of this module is a form containing various parameters to customize the General Ledger report you wish to generate.

Here is an explanation for each parameter:

• Account:

  • Select All Account to display the general ledger for all accounts.

  • Select Selected Account to display the transaction details for a single, specific account that you choose from the adjacent dropdown.

• Currency:

  • Choose how currency values will be displayed, either in Respective Currency (original transaction currency) or Base Currency (company's base currency).

• Date:

  • Specify the From and To date range to define the period of transactions you want to display (e.g., July 1, 2025, to July 31, 2025).

• Display Cost Center:

  • Check Yes if you want to display the Cost Center column on the report to see the allocation for each transaction.

• Cost Center:

  • Use this dropdown to filter and only display transactions allocated to a specific department or Cost Center.

2. Steps to Generate the Report

Step 1: Set Report Parameters

Select all the parameters you need in the General Ledger Filter section. The most commonly used combination of filters is selecting a specific Selected Account and defining a Date range. 

Step 2: Generate the Report

After all parameters are set, click the Display Report button in the bottom-left section of the page to view the General Ledger report. 

Tips & Important Notes

• The General Ledger report is the "heart" of accounting records. Use this report to trace the history of transactions in detail for a specific account.

• During monthly reconciliation, this report is essential for verifying the ending balance of an account by reviewing all the transactions that make up that balance.

• For departmental cost analysis, use the Cost Center filter to see all transactions charged to that department.

Budget Cost Center

Report Module Guide: Budget VS Actual

Module Location

General Ledger > Report > Budget Cost Center

Module Objective

The Budget VS Actual report module is used to generate a comparative report between the established Budget values and the actual Realized values. This report is a crucial management control tool for evaluating performance, measuring efficiency, and controlling costs at both the account and department (Cost Center) levels.

1. Report Parameters (Filter)

The main page of this module is a form containing various filters to define the scope of the data to be compared.

Here is an explanation for each parameter:

• Date:

  • Specify the From and To date range to define the comparison period (e.g., July 1, 2025, to July 31, 2025).

• Chart Of Account:

  • Use this list box to select one or more specific accounts you wish to analyze. You can select multiple accounts by holding down the Ctrl key while clicking.

• Cost Center:

  • Use this list box to select one or more departments (Cost Centers) whose performance you want to compare against the budget.

2. Steps to Generate the Report

Step 1: Set Report Parameters

Select all the parameters you need in the Filter section. For example, to view your own department's performance, select your department's Cost Center and specify the relevant month's period. 

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 comparative report directly on your screen.

• Export To MS Excel: To download the report data in an Excel file format for further analysis.

Tips & Important Notes

• This report is a very important control tool. Use it to see if your department's spending is in line with the established budget.

• To obtain an accurate report, ensure that the data in the Master Budget module (for the Budget side) and all actual transactions (for the Actual side) have been entered correctly.

• A department manager will typically select their own Cost Center to evaluate their monthly performance.

• Use Export to MS Excel to perform more in-depth variance analysis or to add comments to the report before sharing it.

General Ledger Project Cost Center

Report Module Guide: Project Cost Center General Ledger

Module Location

General Ledger > Report > Project Cost Center General Ledger

Module Objective

The Project Cost Center General Ledger report module is used to generate a detailed general ledger report that is filtered specifically by Account and Cost Center (Department). This report is designed to provide an in-depth view of all debit and credit activities for a particular account within a specific department, especially those related to project activities.

1. Report Parameters (General Ledger Project Cost Center Filter)

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

Here is an explanation for each parameter:

• Account:

  • Select Selected Account to display the transaction details for one or more specific accounts you choose from the list.

  • Select All Account to display the general ledger for all accounts.

• Cost Center:

  • Select Selected Cost Center to filter the report for specific departments only, or select All to display data from all departments.

• Date:

  • Specify the From and To date range to define the period of transactions you want to display (e.g., July 1, 2025, to July 31, 2025).

• Show Logo:

  • Check Yes to display the company logo on the generated report.

• Currency:

  • Choose how currency values will be displayed, either in Respective Currency (original transaction currency) or Base Currency (company's base currency).

• Include Adjustment Period:

  • Check Yes if you want to include adjusting entries in the report.

2. Steps to Generate the Report

Step 1: Set Report Parameters

Select all the parameters you need. For the most specific analysis, use a combination of the Selected Account and Selected Cost Center filters.

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.

• Export To MS Excel: To download the report data in an Excel file format.

Tips & Important Notes

• Use this report to trace in detail all transactions that occurred on a specific account within a specific department (Cost Center).

• This report is very useful for department managers or project managers to perform reconciliation and verify every transaction that has been charged to their unit.

• For the most focused analysis, always use the Selected Account and Selected Cost Center filters together.

Job Activity

Report Module Guide: Job Activity

Module Location

General Ledger > Report > Job Activity

Module Objective

The Job Activity report module is used to generate reports that summarize or detail all activities related to ongoing projects within the company. This report is used to monitor progress, trace transactions, and analyze the activities that occur within a project.

1. Report Parameters (Filter)

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

Here is an explanation for each parameter:

• Summary / Detail Filter:

  • This is the main choice for your report format.

  • Summary: Generates a concise or summary report of project activities.

  • Detail: Generates a detailed report that displays each transaction or activity line by line.

• Currency:

  • Choose how monetary values will be displayed in the report.

  • Base Currency: Converts all values to the company's base currency (e.g., IDR).

  • Transaction Currency: Displays values in the original currency of each transaction.

• Show Logo:

  • Check Yes if you want to display the company logo on the generated report.

2. Steps to Generate the Report

Step 1: Set Report Parameters

Select all the parameters you need, especially making sure to define the report format you want by choosing between Summary or Detail. Note: After selecting parameters, additional filters such as Project selection or a date range may appear to narrow down the report results.

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. 

  

• Export to MS Excel: To download the report data in an Excel file format. 

  

Tips & Important Notes

• Start by selecting the Summary format to get a general overview of the main project activities.

• Use the Detail format if you need to trace specific transactions related to a project activity.

• This report is very useful for Project Managers and the Accounting team to monitor and review the progress and costs associated with the company's projects.

Job List

Report Module Guide: Job List

Module Location

General Ledger > Report > Job List

Module Objective

The Job List report module is used to display and export the master list of all projects registered in the ERP system. This report provides a quick and complete overview of all projects managed by the company.

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.

Here is an explanation for each parameter:

• Currency:

  • Choose how monetary values (if any, such as project value) will be displayed in the report.

  • Base Currency: Converts all values to the company's base currency (e.g., IDR).

  • Respective Currency: Displays values in the original currency of each project.

• Show Logo:

  • Check Yes if you want to display the company logo on the generated report.

2. Steps to Generate the Report

Step 1: Set Report Parameters

Select the parameters you want in the Filter section.

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 project list directly on your screen. 

  

• Export To MS Excel: To download the complete list in an Excel file format. 

  

Tips & Important Notes

• This report functions as the master list for all projects registered in the system.

• Use this report to get a quick overview of all projects in the company, both ongoing and completed.

• The Export To MS Excel feature is very useful for creating summaries, custom reports, or for presentations about the company's project portfolio.

Job Profit Loss

Report Module Guide: Job Profit & Loss

Module Location

General Ledger > Report > Job Profit & Loss

Module Objective

The Job Profit & Loss report module is used to generate a profit and loss statement that is specific to a particular project. This report is crucial for project managers and management to assess the financial performance and measure the profitability of each project undertaken by 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.

Here is an explanation for each parameter:

• Start Date / Until:

  • Specify the Start Date and Until (End Date) range to define the report's period. The system will pull all project revenues and expenses that occurred within this date range.

• Currency:

  • Choose how currency values will be displayed in the report.

  • Base Currency: Converts all values to the company's base currency (e.g., IDR).

  • Respective Currency: Displays values in the original currency of each transaction.

• Show Logo:

  • Check Yes if you want to display the company logo on the generated report.

2. Steps to Generate the Report

Step 1: Set Report Parameters

Fill in all the parameters you need in the Filter section. Note: After filling in the existing parameters, the system will likely prompt you to select the specific Project for which you want to view the report.

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.

• Export To MS Excel: To download the report data in an Excel file format.

Tips & Important Notes

• This report is the primary tool for measuring the profitability of each project.

• To obtain an accurate report, ensure that all revenues and costs related to a project have been correctly recorded and allocated to that project in the transaction modules.

• Use this report routinely (e.g., monthly) to monitor the financial health of a project and take corrective action if necessary.

Budget Vs Actual

Report Module Guide: Budget VS Actual (Matrix View)

Module Location

General Ledger > Report > Budget VS Actual

Module Objective

The Budget VS Actual report module is used to generate a comparative report between the Budget and the Actual realization in a Matrix format. The matrix view is highly effective for analyzing and comparing the performance of multiple departments (Cost Centers) simultaneously within a single period, both on a yearly and monthly basis.

1. Report Parameters (Matrix Budget)

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

Here is an explanation for each parameter:

• Budget Period:

  • Select the budget year to be analyzed from the dropdown (e.g., 2025).

• View:

  • Choose the time scope of the report.

  • Yearly View: To display a comparison of accumulated data for the entire year.

  • by month: To display a comparison of data for a specific selected month.

• Cost Center:

  • Use this list box to select one or more departments (Cost Centers) that you want to include in the report. You can select multiple departments at once.

• Employee:

  • This dropdown is likely used to filter budgets related to a specific employee.

• Type:

  • Select the report's level of detail.

  • Summary: Displays the report in a summary format.

  • Register: Displays the report as a detailed list of transactions.

2. Steps to Generate the Report

Step 1: Set Report Parameters

Fill in or select all the parameters you need in the Matrix Budget section to ensure the generated report matches the scope of your analysis.

Step 2: Generate the Report

After all parameters are set, click one of the buttons in the bottom-left section of the page to generate the report in a new format:

• Display Report New: To preview the comparison report directly on your screen.

• Export To MS Excel New: To download the report data in an Excel file format.

Additional Button Functions

This module also has several buttons with advanced functions:

• Upload Data: This button is likely used to upload budget data in a matrix format (e.g., from an Excel file) directly into the system.

• Verify: This button is likely used to verify or ratify the uploaded budget data before it can be used in reports.

Tips & Important Notes

• Use the by month view for in-depth monthly analysis or the Yearly View for an overview of annual performance.

• The matrix view is highly effective for comparing the performance of several Cost Centers side-by-side in a single report.

• The Upload Data and Verify functions indicate that this module may also be a tool for managing matrix budget data. Please coordinate with the Cost Planning Control team before using these features.

Financial Projection Report

Report Module Guide: Financial Projection Report (Matrix)

Module Location

General Ledger > Report > Financial Projection Report

Module Objective

The Financial Projection Report module is used to generate a comparative report between the Financial Projection (Forecast) and the Actual realization in a matrix format. This report is very useful for evaluating how accurate the financial forecast was when compared to the performance that actually occurred.

1. Report Parameters (Matrix Financial)

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

Here is an explanation for each parameter:

• Account:

  • Select All to include all accounts, or select COA to filter the report to only display specific accounts chosen from the dropdown.

• Cost Center:

  • Select All for all departments, No Cost Center for transactions without an allocation, or Cost Center to select specific departments.

• Period:

  • Specify the From and To date range to define the comparison period (e.g., July 1, 2025, to July 30, 2025).

• Type:

  • Choose the presentation or data grouping method for the report.

  • By Dept: Grouped by department.

  • By Monthly: Grouped by month.

  • By Accounting: Grouped by accounting structure.

  • Register: Displays in a detailed transaction format.

2. Steps to Generate the Report

Step 1: Set Report Parameters

Fill in or select all the parameters you need in the Matrix Financial section to ensure the generated report matches the scope of your analysis.

Step 2: Generate the Report

After all parameters are set, click the Display Report button in the bottom-left section of the page to preview the comparison report.

Additional Button Functions

This module also has several buttons with advanced functions:

• Upload Data: This button is likely used to upload financial projection data in a matrix format (e.g., from an Excel file) directly into the system.

• Verify: This button is likely used to verify or ratify the uploaded projection data before it can be used in reports.

Tips & Important Notes

• This report is different from a "Budget VS Actual" report. This report measures how accurate your forecast was, whereas "Budget VS Actual" measures performance against a target (budget).

• To obtain an accurate report, ensure that the data in the Financial Projection module (for the Financial Projection side) and all actual transactions have been entered correctly.

• Use the Type filter to change how data is presented according to your analysis needs (e.g., By Monthly to see the trend of forecast accuracy from month to month).

Budget Vs Actual Customer

Report Module Guide: Budget Vs Actual

Module Location

General Ledger > Reports > Budget Vs Actual Customer

Module Objective

The Budget Vs Actual Customer module is used to generate a report that compares the Sales Budget/Target per customer with the Actual sales to that customer. This report is a crucial tool for sales teams and management to monitor performance and the achievement of sales targets for each customer.

1. Report Parameters (Budget Filter)

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

Here is an explanation for each parameter:

• Budget Period:

  • Select the budget year to be analyzed from the dropdown (e.g., 2025).

• View:

  • Choose the time scope of the report.

  • Yearly View: To display a comparison of accumulated data for the entire year.

  • by month: To display a comparison of data for a specific month.

• Account:

  • This dropdown is likely used to filter the report by a specific revenue account.

• Cost Center:

  • This dropdown is likely used to filter the report by a sales department or Cost Center.

• Type:

  • Select the report's level of detail.

  • Summary: Displays the report in a summary format.

  • Register: Displays the report as a detailed list of sales transactions.

2. Steps to Generate the Report

Step 1: Set Report Parameters

Fill in or select all the parameters you need in the Budget Filter section to ensure the generated report matches the scope of your analysis.

Step 2: Generate the Report

After all parameters are set, click the Display Report button in the bottom-left section of the page to preview the comparison report.

Additional Button Functions

This module also has several buttons with advanced functions:

• Upload Data: This button is likely used to upload sales targets or budgets per customer (e.g., from an Excel file) into the system.

• Verify: This button is likely used to verify or ratify the uploaded customer budget data before it can be used in reports.

Tips & Important Notes

• This report is very important for the Sales team to monitor the achievement of sales targets per customer or customer group.

• To obtain an accurate comparison report, ensure that the sales target/budget per customer has been uploaded and verified via the Upload Data and Verify buttons.

• Use the 'by month' View to track and evaluate customer sales performance on a monthly basis.

Cost Center Report

Report Module Guide: Cost Center Report

Module Location

General Ledger > Report > Cost Center Report

Module Objective

The Cost Center Report module is used to generate a detailed report of all financial transactions (debits and credits) that have been allocated to one or more departments (Cost Centers) within a specific time period. This report is very useful for departmental cost control and analysis.

1. Report Parameters (Filter)

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

Here is an explanation for each parameter:

• Cost Center:

  • This is the primary filter for this report.

  • Selected Cost Center: Allows you to choose one or more specific departments from a list to be analyzed.

  • All Cost Center: Displays a combined report of all departments.

• Transaction Date:

  • Specify the From and To date range to define the report's period.

• Show Logo:

  • Check Yes to display the company logo on the generated report.

• 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 making sure to define the Cost Center and the Transaction Date range you wish to analyze.

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.

• Export To MS Excel: To download the report data in an Excel file format.

  

Tips & Important Notes

• This report is very useful for department managers to review and verify all transactions that have been charged to their department.

• Use this report to ensure all cost allocations are correct and to analyze departmental spending patterns in detail.

• The accuracy of this report is highly dependent on the discipline of correctly inputting the Cost Center allocation for every transaction in other modules (such as in the General Journal or Purchase Invoice).

Unvouchered Trade Report

Report Module Guide: Unvouchered Trade Report

Module Location

General Ledger > Reports > Unvouchered Trade Report

Module Objective

The Unvouchered Trade Report module is used to generate a list of transactions that are still "pending" or have not yet had their official invoice/bill created. This report is crucial for ensuring all sales transactions are billed (Accounts Receivable/AR) and all purchase transactions are recorded as liabilities (Accounts Payable/AP).

1. Report Parameters

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

Here is an explanation for each parameter:

• Date:

  • Specify the From and To date range to search for uninvoiced transactions within that period (e.g., July 1, 2025, to July 30, 2025).

• Type Of Report:

  • This is the key filter to determine the type of report you want.

  • AP (Accounts Payable): Select this option to see a list of goods received from vendors for which you have not yet received or recorded a purchase invoice.

  • AR (Accounts Receivable): Select this option to see a list of goods shipped to customers for which you have not yet issued a sales invoice.

2. Steps to Generate the Report

Step 1: Set Report Parameters

Select the Date range and specify the Type Of Report you need, either AP or AR. 

Step 2: Generate the Report

After the parameters are set, click the Display Report button in the bottom-left section of the page to see the list of uninvoiced transactions.

Tips & Important Notes

• Use this report routinely (e.g., weekly or at month-end) to ensure no shipments are forgotten to be billed (AR) and no goods receipts are forgotten to be recorded as a liability (AP).

• This report is very important for the Accounting team (both AP and AR departments) in maintaining the accuracy of payables and receivables records and ensuring smooth cash flow.

• The output of this report is an action list that must be followed up on, namely: creating sales invoices (for AR) or recording purchase invoices received from vendors (for AP).

Unvouchered Outstanding Report

Report Module Guide: Unvouchered Outstanding Report

Module Location

General Ledger > Report > Unvouchered Outstanding Report

Module Objective

The Unvouchered Outstanding Report module is used to generate a list of outstanding transactions that have not yet had a voucher or official invoice created for them as of a specific date. This report is an important control tool for reviewing unfinished transactions, both on the Accounts Payable (AP) and Accounts Receivable (AR) sides.

1. Report Parameters

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

Here is an explanation for each parameter:

• Date:

  • Select the end date or "cut-off" date for the report. The system will display all transactions that have not been invoiced up to this date (e.g., July 30, 2025).

• Type Of Report:

  • Choose the desired depth of the report.

  • Summary: Displays the report in a summary or recap format.

  • Detail: Displays the report as a detailed, line-by-line list of transactions.

• Type:

  • Choose the type of transaction you want to see.

  • AP (Accounts Payable): To see a list of goods receipts for which purchase invoices have not been recorded.

  • AR (Accounts Receivable): To see a list of goods shipments for which sales invoices have not been issued.

2. Steps to Generate the Report

Step 1: Set Report Parameters

Specify the Date, Type Of Report (Summary or Detail), and Type (AP or AR) according to the information you need.

Step 2: Generate the Report

After the parameters are set, click the Display Report button in the bottom-left section of the page to see the list of transactions.

Tips & Important Notes

• This report is very important for the monthly closing process to ensure all pending transactions have been identified and properly recognized.

• Use the Summary type to get a quick overview of the total unbilled value, and Detail to trace each individual transaction.

• This is a key control report for the Accounting team (both AP & AR sections) to maintain data accuracy and smooth billing and payment processes.

Unvouchered Mutation Report

Report Module Guide: Unvouchered Mutation Report

Module Location

General Ledger > Reports > Unvouchered Mutation Report

Module Objective

The Unvouchered Mutation Report module is used to generate a report that shows the mutation or movement of transactions that have not yet had a voucher or official invoice created for them within a specific period. Unlike an outstanding report which only shows the ending balance, the mutation report displays the beginning balance, additions, reductions, and ending balance of unbilled transactions, for both the Payables (AP) and Receivables (AR) sides.

1. Report Parameters

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

Here is an explanation for each parameter:

• Date:

  • Specify the From and To date range to view the transaction movement within that period (e.g., July 1, 2025, to July 31, 2025).

• Type Of Report:

  • Choose the desired depth of the report.

  • Summary: Displays the report as a summary or recap of the total movement.

  • Detail: Displays the report as a detailed list of each transaction that moved during the period.

• Type:

  • Choose the type of transaction for which you want to see the mutation.

  • AP (Accounts Payable): To see the mutation of goods receipts that do not yet have an invoice.

  • AR (Accounts Receivable): To see the mutation of goods shipments that have not yet been billed.

2. Steps to Generate the Report

Step 1: Set Report Parameters

Specify the Date range, Type Of Report (Summary or Detail), and Type (AP or AR) according to the information you need.

Step 2: Generate the Report

After the parameters are set, click the Display Report button in the bottom-left section of the page to view the mutation report.

Tips & Important Notes

• Use this report to analyze the movement or workflow of unbilled transactions, not just to see their ending balance.

• This mutation report is very useful for the Accounting team (AP & AR) to understand how quickly incoming transactions are processed into formal invoices.

• This report complements the outstanding report by providing a more dynamic picture of the efficiency of the billing and liability recording processes.

COGM Report

Report Module Guide: COGM (Cost of Goods Manufactured) Report

Module Location

General Ledger > Report > COGM Report

Module Objective

The COGM Report module is used to generate the Cost of Goods Manufactured report. This report is crucial for manufacturing companies as it summarizes the total costs incurred to complete the production of goods within a specific period. COGM is a key component for calculating the Cost of Goods Sold (COGS) on the Profit & Loss Statement.

1. Report Parameters

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

Here is an explanation for each parameter:

• COGM Analysis Report Type:

  • Choose the desired depth of the report.

  • Summary: Displays the COGM report in a summary or recap format.

  • Detail: Displays a detailed COGM report showing a breakdown of each production cost component.

• Date:

  • Specify the Date (From) and Date To (To) range to define the production period for which costs will be calculated (e.g., July 31, 2025).

2. Steps to Generate the Report

Step 1: Set Report Parameters

Specify the Date range and choose the COGM Analysis Report Type (Summary or Detail) according to your analysis needs.

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 COGM report directly on your screen.

• Export To MS Excel: To download the report data in an Excel file format. 

  

Tips & Important Notes

• The COGM report is a fundamental report for manufacturing companies to understand and control production costs.

• To obtain an accurate report, ensure that all production cost data (raw material usage, direct labor cost, and factory overhead) in the Production Module have been recorded correctly.

• Use the Detail type to analyze each production cost component in-depth, and Summary for management-level reporting.

• This report is generally used by the Cost Planning Control and Accounting teams.

Consolidation Report

Report Module Guide: Consolidation Report

Module Location

General Ledger > Report > Consolidation Report

Module Objective

The Consolidation Report module is used to combine the financial statements of multiple company entities (a parent and its subsidiaries) into a single, unified financial report as if they were one entity. This report is crucial for group (holding) companies to get a comprehensive overview of their combined financial position.

1. Report Parameters (Consolidation Filter)

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

Here is an explanation for each parameter:

• Include Account Numbers / Rounding:

  • Check Include Account Numbers to display account codes on the report.

  • Check Rounding to round the monetary values on the report.

• Period:

  • Select the month and year of the reporting period to be consolidated (e.g., July 2025).

• Report Type:

  • Choose the type of consolidation report you want to generate.

  • Worksheet: Generates a consolidation worksheet that details the data from each individual company, the elimination entries, and the final results. This is useful for auditing and verification processes.

  • Balance Sheet: Generates the final, combined Consolidated Balance Sheet.

• Currency:

  • Choose how currency values will be displayed, either in Respective Currency (original 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 in the Consolidation Filter section, especially making sure to define the desired Period and Report Type.

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 consolidation report directly on your screen.

• Export To MS Excel: To download the report data in an Excel file format.

Tips & Important Notes

• The Consolidation Report is crucial for group companies to see the combined financial position of all their subsidiaries.

• To get accurate data, ensure the book-closing process in each subsidiary is complete before running this report.

• Use the Worksheet report type to trace and verify elimination entries (e.g., the elimination of intercompany transactions) that are made during the consolidation process.

• This module is generally used by the Accounting team at the corporate or holding company level.

Gross Margin Analysis

Report Module Guide: Gross Margin Analysis

Module Location

General Ledger > Report > Gross Margin Analysis

Module Objective

The Gross Margin Analysis module is used to generate a report that analyzes Gross Margin, which is the difference between Sales Revenue and the Cost of Goods Sold (COGS). This report is a very powerful profitability analysis tool, allowing you to dissect the margin by various dimensions such as customer, product, and payment status.

1. Report Parameters (Filter)

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

Here is an explanation for each parameter:

• Warehouse / Type of Report:

  • Select the Warehouse and Type of Report (e.g., FINISHED GOOD) to define the initial scope of products to be analyzed.

• Customer:

  • Filter data by customer in various ways: All, Category (Customer Category), Leader, Salesman, or Selected (Specific Customer).

• By Item Code / Material Category:

  • Filter data by product, either for All products or a specific Item Code. You can also filter by Material Category.

• Options:

  • Filter transactions by their payment status: All, Full Paid, or only Half Paid/Not Paid.

• Customer Date:

  • Specify the From and To date range to define the analysis period (e.g., July 1, 2025, to July 31, 2025).

• Based On:

  • Defines the basis for the calculation, which is based on Invoice data.

2. Steps to Generate the Report

Step 1: Set Report Parameters

Select all the combinations of parameters you need in the Filter section to get the specific analysis you want.

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 analysis report directly on your screen. 

  

• Export To MS Excel XLS: To download the report data in an Excel file format (.xls).

• Export To MS Excel CSV: To download the data in a CSV format.

Tips & Important Notes

• This report is crucial for making strategic decisions related to selling prices, product focus, and sales strategy.

• Use the Customer filter with the Salesman option to evaluate the profitability generated by each salesperson.

• Use the By Item Code or Material Category filter to identify which products yield the highest and lowest profit margins.

• To get a valid margin analysis, ensure that the Cost of Goods Sold (COGS) data is accurate in the system.

Integrity Report

Report Module Guide: Integrity Report

Module Location

General Ledger > Report > Integrity Report

Module Objective

The Integrity Report module is a crucial diagnostic and verification tool. Its purpose is to check the integrity and consistency of the financial data within the system. This report is typically used to ensure that the total balance in a sub-ledger (e.g., the accounts receivable or accounts payable ledger) matches the balance of its control account in the General Ledger.

1. Report Parameters

The main page of this module is a form containing several parameters to define the scope of the verification report.

Here is an explanation for each parameter:

• Account:

  • Select All Account to check the integrity of all accounts.

  • Select Selected Account to run a check on one specific account (e.g., the Accounts Receivable control account).

• Period:

  • Specify the From and To date range to define the checking period (e.g., July 1, 2025, to August 1, 2025).

• Currency:

  • Choose how currency values will be displayed, either in Respective Currency (original currency) or Base Currency (base currency).

• Type:

  • Choose the report's level of detail.

  • Summary: Displays the report in a summary format, typically only showing totals and the difference (if any).

  • Detail: Displays the transaction details that make up the balance to assist in the tracing process.

2. Steps to Generate the Report

Step 1: Set Report Parameters

Select all the parameters you need, especially defining the Account (if specific) and the Period you wish to check.

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 see the integrity report results directly on your screen. 

  

• Export To MS Excel: To download the report data in an Excel file format. 

  

Tips & Important Notes

• Run this report routinely, especially during the monthly closing process, to ensure there are no data imbalances between the sub-ledgers and the general ledger.

• If this report shows a difference or imbalance, it is an indication of a data issue that needs to be immediately investigated and corrected by the Accounting or MIS team.

• Use the Detail type to help trace the specific transactions that might be causing the imbalance.

Cost Center

Module Guide: Cost Center

Module Location

General Ledger > Cost Center

Module Objective

The Cost Center module serves as the master data hub for creating and managing the company's cost center structure. A Cost Center is a department, location, or even an asset (like a machine) where costs can be allocated for the purpose of tracking, budgeting, and analysis. The structure built here becomes the foundation for all departmental cost reporting.

1. Main View (Cost Center Structure)

The main page of this module displays all the Cost Centers that have been created in a hierarchical tree view format.

View Explanation

• Hierarchical Structure: This view shows the parent-child relationship between Cost Centers. You can see two main groups: DEPARTMENTAL COST CENTERS (for functional units like Finance, Marketing, Sales) and ASSET COST CENTERS (for physical assets like a Building or Machine).

• Navigation:

  • You can click the [+] or [-] icons to expand or collapse the structure's branches.

  • To edit a Cost Center, double-click on its name to enter the Edit form.

2. Steps to Manage a Cost Center

Step 1: Create a New Cost Center

To create a new Cost Center (for example, a new department under CLUSTER SUPPORT), you must first enter the edit mode of its parent.

1. Double-click on CLUSTER SUPPORT to open the Edit form.

2. On the Edit form, click the Add Child button. This will open the form to create a new Cost Center.

Step 2: Fill in Cost Center Details (Add Form)

On the form that appears, fill in the required details:

• Cost Center Code: Enter a unique code for the cost center (mandatory *).
  

• Cost Center Name: Enter a descriptive name for the cost center (mandatory *).
  

• Type: Select the appropriate type from the dropdown.
  

• Click Save to create the new Cost Center. 

  

Step 3: Modify or Deactivate a Cost Center

You can change existing Cost Center data via the Edit form.

• Change the Cost Center Name or Type if needed.

• Use the Delete button to remove it (if no transactions have ever been linked to it) or the Disable button to deactivate the Cost Center so it can no longer be used in new transactions.

Tips & Important Notes

• The Cost Center structure you build here will become the options available when allocating costs in all transaction modules (e.g., General Journal, Purchase Invoice, etc.).

• This is a crucial master data setup and should be well-designed according to the company's organizational structure. Coordinate with the Accounting and Cost Planning Control teams.

• Grouping ASSET COST CENTERS down to the individual machine level (like B01, WS1) allows for very detailed tracking of maintenance or operational costs per machine.

Chart of Account

Module Guide: Chart of Accounts

Module Location

General Ledger > Chart of Accounts

Module Objective

The Chart of Accounts (COA) module is the foundation or "backbone" of the entire accounting system. Its purpose is to create, manage, and view the complete list of all accounts (Assets, Liabilities, Equity, Revenue, Expenses) that the company uses to record financial transactions. The structure defined here will determine how all transactions are classified and reported.

1. Main View (Chart of Accounts List)

The main page of this module displays the entire Chart of Accounts structure in an organized and hierarchical format.

View Explanation

• Hierarchical Structure: This page displays the entire COA structure, organized into standard accounting groups such as ASSETS, LIABILITIES, EQUITY, NET SALES, and others. The accounts are broken down from large groups into more detailed sub-accounts (e.g., 2-1.1 CURRENT ASSETS has a sub-account 2-1.1.1 CASH AND CASH EQUIVALENTS).

• Navigation: To view or modify the details of an account, click on the corresponding Account Name.

2. Steps to Manage an Account (Edit Account Form)

When you create a new account or edit an existing one by clicking on it, you will see a detail form.

Step 1: Fill in Basic Account Information

At the top of the form, fill in or change the basic details of the account:

• Account Classification: The main group of the account.

• Account No.: The unique code for the account (e.g., 1-1110101).

• Account Name: The descriptive name for the account (e.g., PETTY CASH).

Step 2: Set Up Account Behavior (Important!)

This section contains control settings that will affect how this account can be used in transactions:

• Allow Account Selection in General Journal: Check "Yes" if this account should be selectable when manually creating a transaction in the General Journal.

• Must Have a Cost Center: Check "Yes" if every transaction using this account must be allocated to a Cost Center. This is an important rule for cost tracking.

• Cash Flow Type: Set the cash flow classification for this account (In, Out, or In & Out) for the Statement of Cash Flows.

Step 3: Save Changes

Use the buttons in the bottom-left section to save your changes:

• Save: Saves the changes you have made.

• Delete: Deletes the account (usually only possible if no transactions have used it).

• Disable: Deactivates the account so it can no longer be used in new transactions.

Tips & Important Notes

• The Chart of Accounts is the most fundamental master data. Changes to this structure have a wide-ranging impact on the entire system and must be made very carefully by the Accounting team.

• Settings like Must Have a Cost Center are crucial internal control tools to ensure all costs can be correctly allocated and reported per department.

• A well-organized COA structure will result in accurate and easy-to-read Financial Statements (Balance Sheet, Profit & Loss).