Setting Module

• Goods Inspection Template
• Document Settings
• Approval Request Settings
• Document Pattern
• Letter Template
• Close Open Document
• Approval Request Configuration
• Check Pattern
• Tax Code
• Tax Conversion
• Account Link
• Account Link Template
• Account Link Inbox
• Close Module
• Close Periode
• Close Year and Start New Year
• Account Link Alias
• Accounting Period
• Consolidation Worksheet
• Account Template
• Account Pairing
• COA Group Allocation
• Conditions
• Transportation Settings
• Consolidated Document Report
• Currency Modifier
• Verification
• Verification Approval
• Payment Rules
• Extra Costs
• Financial Ratios
• Account Link Authorization
• Budget Version
• Budget Matrix
• Budget Period
• Budget Module
• Global Budget Settings
• Organization Level
• Company Information
• Position
• Employe Data
• Ownership Settings
• Career Path Archive
• Organizational Structure Template
• User Data Groups
• User Member
• User Authorization
• Function Authorization Report
• Data Check
• Program Defect Report
• Data Transfer Settings
• Upload Transaction Data
• Warehouse Capacity
• Warehouse Cost Component
• Put-away Strategy
• Picking Strategy
• Machine Type
• Machine Master
• Factory Labor Master
• Activity Master
• Workgroup Master
• Master Section
• Master Division
• Standart Cost Settings
• QC Section
• Holiday Setting
• Machine Usage Template
• Scarp Disposal Location
• Forecast Settings
• Project Resources
• Project Activity
• Project Phases
• Payment Rules
• Project Components
• Project Category
• Asset Usage Period
• Maintenance Period
• Maintenance Category
• Maintenance Type
• Vehicle Settings
• Rayon Settings
• Driver Settings
• Vehicle Type Settings
• Region Settings
• Product Type
• Product Category
• Size
• Leather Type
• Item Option
• Unit Measure Group
• Unit Of Measure
• Unit of Measure Conversion
• Color
• Size
• Dimension
• Item Dimension
• Sales Stage
• Activity Type
• Activity Status
• Activity Priority
• CRM Alert Settings
• Sales Period
• Complaint Category
• LC Purchase Steps
• LC Document Checklist
• Score Mask
• Parameter
• Price Type
• Global Settings
• Application Parameters
• Master Type
• Dashboard Settings
• B2B Settings
• Business Type Settings
• Personal Settings
• Multi Languange Text
• Notification Management
• Currency
• System Log
• Pending Document Settings
• Automatic Report Delivery
• Banner Configuration
• User Defined Report Settings
• User Defined Report View

Goods Inspection Template

Module Guide: Goods Inspection Template

Module Location

Settings > Document Settings > Goods Inspection Template

Module Purpose

The Goods Inspection Template module serves as a master data hub for creating and managing standard templates or checklists that will be used during the quality control (QC) inspection process. These templates define which parameters must be checked, their standard values, and the sequence of the inspection for various types of goods or QC processes.

1. Main View (Template List)

The main page of this module displays a list of all defined quality inspection templates.

View Explanation

• View: This page lists all existing QC checklists. You can see the Template Name and its Status.

• Filter: You can search for a specific template by its Template Name or filter by Quality Control Type (e.g., Outgoing Goods Check).

• Action Buttons:

  • [New]: The main button to create a new inspection template.

  • [Change Status]: To activate or deactivate a selected template.

2. Steps to Create a New Inspection Template

Step 1: Create a New Template

From the Main View, click the [New] button to open the Add Template form.

Step 2: Fill in Basic Information

• Enter Template Name: Provide a clear name for your checklist template (e.g., "QC Raw Material - Flour," "QC Finished Goods - Chocolate Biscuits").

• Provide a Description if necessary.

Step 3: Detail the Inspection Parameters (Important!)

In the section at the bottom of the form, define the checklist items:

• Main Object: Add a primary inspection parameter by clicking [+]. Select the Parameter Code (e.g., 'Color', 'Texture', 'Weight'), enter the expected Standard Value, and specify the inspection Sequence Number.

• Detail Object: Add more detailed inspection parameters in the same way.

Step 4: Save the Template

Once all checklist parameters have been entered, click the [Save] button to save the new template.

Integrated Workflow & Business Process

• The templates you create here will become the standard reference or checklist used by QC inspectors when performing inspections in the Quality Control Process module.

• When a QC inspector begins an inspection for a specific item, the system will likely display the parameters from the relevant template to be filled in with the actual results.

Tips & Important Notes

• This module is critical for standardizing the QC process across the entire company.

• Define parameters and standard values as clearly as possible to ensure consistency in inspection results.

• This is a fundamental setup module that should be managed by the Quality Assurance (QA) team.

Document Settings

Module Guide: Document Settings

Module Location

Settings > Document Settings

Module Purpose

The Document Settings module serves as a central control hub for managing various global system parameters and configurations. These settings affect a wide range of functions across the application, such as file upload size limits, automated task configurations, and default values for other modules (e.g., Sales, Purchase, Production).

1. Main View (Settings List)

The main page of this module displays a complete list of all existing system parameters. From here, users can view, search for, and modify the value of each setting.

View Explanation

• Settings Table: Displays all configurations in a table format with the following columns:

  • No: A sequential number for each setting row.

  • Module: The name of the module associated with the setting (e.g., SETTING, SALES, PURCHASE).

  • Setting: The unique code or name of the setting parameter (e.g., MAXFILESIZE, MHSURL).

  • Note: A brief description explaining the function of each setting.

  • Value: The currently active value or status for the setting (e.g., 2, ACTIVE, weekly).

• Action Buttons:

  • Edit: A button to open the details page and change a setting's value.

  • Copy, CSV, PDF, Print: Standard functions to copy data, export to CSV or PDF format, and print the settings list.

• Search: A feature to find specific settings by keyword.

2. Steps to Change a Setting

The following is the workflow for changing a setting's value:

Step 1: Select the Setting to Change

From the main page (settings list), find the setting you wish to change, then click the Edit button on the corresponding row.

Step 2: Fill Out the Change Form

After clicking Edit, you will be directed to the setting's detail page.

• Setting Name: Displays the unique name of the setting (cannot be changed). Example: MAXFILESIZE.

• Module Name Setting: Displays the associated module (cannot be changed). Example: SETTING.

• Setting Note: Displays the description of the setting's functionality (cannot be changed). Example: Maximum File Upload Size in Mega Byte (MB).

• Setting Value: This field is editable to change the setting's value. Enter the new value as needed. Example: Changing the value from 2 to 5 to increase the file upload limit to 5 MB.

Step 3: Save the Changes

After modifying the value, click the Save button to apply the changes. If you wish to cancel, click the Back button.

Integrated Workflow & Business Process

The settings configured in this module have a direct impact on workflows in other modules. For example:

• The value in MAXFILESIZE will limit the size of attachments that users can upload throughout the entire system.

• Settings like PurchaseReviewPeriod will determine the frequency of automated purchase reviews.

• Changes in this module are global and affect the system's overall operations.

Tips & Important Notes

• Make changes in this module with caution. Changing a value without a proper understanding of its function can disrupt business processes.

• Always pay attention to the Note column to understand the purpose of each setting before making any changes.

• It is recommended to consult with a system administrator before modifying crucial settings.

• This module is generally accessed by users with advanced privileges or administrator rights.

Approval Request Settings

Module Guide: Approval Request Settings

Module Location

Settings > Document Settings > Approval Request Settings

Module Purpose

The Approval Request Settings module is used to manage and configure the approval workflows for various types of documents and transactions within the system. Users can define the approval type, the sequence of approvals, and other options such as email reminders for each type of request.

1. Main View (List of Approval Configurations)

This page displays a list of all document or transaction types that require an approval workflow. Users can modify the approval workflow configuration for each item directly from this view.

View Explanation

• Search Filter:

  • Allows users to search for a configuration by RequestID or other parameters to quickly find a specific request type.

  • A Search button applies the filter, and a Show All button clears it to display the full list.

• Approval Configuration Table:

  • RequestID: A unique ID representing each request type (e.g., 11 for a Purchase Order).

  • Approval Request Name: The name of the document or process whose approval flow is being configured (e.g., Purchase Order, Sales Order, Delivery Order).

  • [Form Type]: A dropdown selection (Simple/Complete) that likely determines the complexity or layout of the form during the approval process.

  • Email Reminder: A checkbox to enable or disable the sending of email notifications to approvers.

  • Automatic Approval: A checkbox that, if enabled, will likely cause the request to be approved automatically without manual intervention.

  • Approval Type: Defines the method of approval, for example, Based on Position, which means the approval flow will be based on the user's job title or position.

  • Approval Sequence: Sets how the approval order is processed, for example, Sequential Approval, meaning approvals must be done in a tiered sequence as defined.

• Action Button:

  • Update: A button to save all changes made in the configuration table.

2. Steps to Change Approval Configuration

Since this interface allows for direct editing, the workflow is as follows:

Step 1: Identify the Request

Find the row with the Approval Request Name whose configuration you want to change.

Step 2: Change Configuration Values

Modify the values in the available columns directly in the table:

• Select an option from the dropdown in the [Form Type] and Approval Sequence columns.

• Check or uncheck the Email Reminder and Automatic Approval boxes as needed.

Step 3: Save Changes

After making all necessary changes to one or more rows, click the Update button at the bottom of the page to save all the new configurations.

Integrated Workflow & Business Process

The configurations set in this module directly determine who, how, and in what order a document (like a Purchase Order) must be approved in its respective module.

• For example, if a Purchase Order is set with an Approval Type of Based on Position and an Approval Sequence of Sequential Approval, then when a staff member creates a Purchase Order, the approval request will be automatically sent to their superior (e.g., a Manager) according to the position hierarchy set in the system.

• Enabling the Email Reminder will help speed up the approval process by notifying the relevant approvers.

Tips & Important Notes

• This module is crucial as it controls the approval workflows for the entire company. Changes must be made with a full understanding of the organizational structure and business processes.

• Ensure that the position and user hierarchies are correctly defined in the system before configuring a workflow that is Based on Position.

• The Automatic Approval setting should be used with extreme caution, as it will remove a layer of manual verification for the associated documents or transactions.

• This module should ideally only be accessible to system administrators or managers responsible for business processes.

Document Pattern

Module Guide: Document Pattern

Module Location

Settings > Document Settings > Document Pattern

Module Purpose

The Document Pattern module is used to define and manage the automatic document numbering formats for various types of transactions and documents throughout the system. With this module, users can create consistent and structured patterns for document numbers, such as invoices and purchase orders, ensuring that every document has a unique and informative identifier.

1. Main View (Document Pattern List)

The main page displays all the numbering patterns that have been created. From here, users can view, search for, and access the detail page to modify existing patterns.

View Explanation

• Search Filter: Allows for a quick search by Pattern Group Name to find a specific document pattern.

• Document Pattern Table:

  • No: A sequential number.

  • Pattern Group Name: A name that identifies the document or transaction type using the pattern (e.g., APCreditNotes, AssetJournal).

  • Pattern: Displays a visual example of the numbering format generated by the pattern (e.g., APC2012510-xxxxxxx).

• Action Buttons: Typically, there are buttons to create a new pattern or edit an existing one (though not explicitly visible, this is usually accessed by clicking a row or through a separate button).

2. Edit Pattern Page

This page is used to configure the details of a numbering pattern. Users can define the components, length, sequence, and reset rules for each part of the document number.

View Explanation

• General Information:

  • Pattern Group Name: The unique name of the pattern being edited.

  • Print View: Options related to how this pattern is displayed when printed.

  • Doc. No., Revision, Transaction Number: These fields likely display an example or the last status of the generated number.

• Pattern Component Configuration Table:

  • Code: A unique code for each component (e.g., Code, Year, Month).

  • Field Name: A description of each component.

  • Length: The number of characters for the component.

  • Last Number: The last generated value or the formula used. For example, #dateformat(now(),'YY')# to get the two-digit year.

  • Increment: The increment value for numeric components, typically 1 for a sequence number.

  • Sequence ID: Defines the component's position in the final number format.

  • Reset: Rules for resetting the sequence number (e.g., Never Reset, Reset Yearly, Reset Monthly).

• Action Buttons:

  • Update: Saves all changes made to the pattern configuration.

  • Cancel: Discards changes and returns to the previous page.

  • Add Group Number: Likely for adding a new component to the pattern.

Integrated Workflow & Business Process

• The patterns defined here will be automatically used by the system whenever a new document of the corresponding type is created.

• For example, if a pattern for an Invoice is set up with the components (Static Code)/(Year)/(Month)-(Sequence Number), a new invoice created in October 2025 might have the number INV/25/10-00001.

• The Reset rule is crucial. Using Reset Yearly for the sequence number will cause it to revert to 1 at the beginning of each year, which is a common practice in accounting.

Tips & Important Notes

• The design of a numbering pattern should be done carefully to ensure there are no duplicate numbers and that the format meets reporting and auditing needs.

• Use dynamic formulas like #dateformat(now(),'YY')# for date components so that the numbering is always relevant to the document's creation time.

• Once a pattern is in use and transactions have been created with it, avoid changing its main structure, as this can cause inconsistencies in historical data.

• The note Company ID will be automatically added after the code indicates that the system will automatically prefix the document number with a company ID, providing an additional layer of identification.

Letter Template

Module Guide: Letter Template

Module Location

Settings > Document Settings > Letter Template

Module Purpose

The Letter Template module serves as a central hub for creating and managing templates for letters and emails that the system will use for automated communications. These templates are used for various purposes, such as notifications, reminders, approval confirmation letters, and other notices sent automatically to users.

1. Main View (List of Letter Templates)

The main page of this module displays a list of all letter templates defined within the system. From this page, users can search for and select a template they wish to edit.

View Explanation

• Search Filter: Allows users to search for a specific template by its Template Code.

• Letter Template Table:

  • No: Sequential number.

  • Template Code: A unique code that identifies each template (e.g., ActivityAcknowledgment, BASTLetter).

  • Template Name: A name or brief description of the letter template.

• Action Buttons: To edit a template, users typically click on the corresponding row to open the editor page.

2. Edit Letter Template Page

This page is the editor where users can modify the content and subject of the selected letter template.

View Explanation

• Language: An option to specify the language of the template being created or edited (e.g., Indonesian, English), enabling multilingual communication.

• Letter Title: The title or subject line of the email/letter that will be sent.

• Variables Used: Displays a list of variables that can be inserted into the letter. These variables will be replaced by dynamic data from the system when the letter is sent.

• Letter Content: The main text editor area for writing or changing the body of the letter. This editor supports rich text formatting, such as bold, italics, and more. Users can insert dynamic variables (e.g., {EmployeeName}, {Duration}, {TableData}) to personalize the content.

  Dear {EmployeeName},

  There are activities under your supervision that have not been updated for more than {Duration} hour(s). Please do something about it.

  Below is the data:
  {TableData}

• Note: An area to provide internal notes related to the template.

• Action Buttons:

  • Update: Saves the changes made to the template.

  • Reset: Reverts the editor's content to its state before any changes were made.

  • Cancel: Discards all changes and returns to the list page.

Integrated Workflow & Business Process

• Templates created in this module are automatically called by the system based on specific triggers. For example, the ConfirmFinalApproval template will be used to send an email notification when a document has been finally approved.

• The use of dynamic variables allows the system to send personalized emails. For instance, {EmployeeName} will be automatically filled with the name of the intended employee, and {TableData} will be populated with a relevant data table from the transaction.

Tips & Important Notes

• Ensure that the variable names used in the Letter Content are correct and match the list of available variables to ensure data is displayed properly.

• Use the Language feature to create different versions of a template for communication in different languages, if the system supports it.

• Changes to these templates will directly affect all automated communications that use them. Perform tests before saving changes to crucial templates.

Close Open Document

Module Guide: Close Open Document

Module Location

Settings > Document Settings > Close Open Document

Module Purpose

The Close Open Document module serves as an administrative tool to manually change the status of documents, specifically to "close" documents that are still considered open by the system or to "reopen" documents that have already been closed. This function is crucial for managing documents that will not be processed further (e.g., a Purchase Order that was only partially fulfilled) or for correcting status errors.

1. Main View (Document List)

The main page displays a list of documents based on the selected type. From here, users can change the status of selected documents in bulk.

View Explanation

• Document Filter:

  • Document Type: A dropdown menu to select the type of document to manage (e.g., Purchase Order).

  • Search Filter: A search field to find specific documents based on certain criteria.

  • Date Filter: Allows filtering of documents by a date range (from Start Date to End Date).

• Document Table:

  • Checkbox: To select one or more documents whose status will be changed.

  • [Document Type] Number: The unique number of the document (e.g., Purchase Order Number).

  • Supplier/Customer: The third party associated with the document.

  • PO/Document Date: The creation date of the document.

  • OpenStatus: The open status of the document. A checkmark (✓) indicates the document is still "Open."

• Action Buttons:

  • Close Open Document: The main button to change the status of selected documents (from open to closed, or vice versa).

  • Archive: A button to archive the selected documents, possibly moving them from the active list.

2. Steps to Close or Open a Document

Step 1: Select Type and Filter Documents

Select the desired Document Type from the dropdown. Use the date filter or search if needed to find the relevant documents, then click Search.

Step 2: Select Documents

Check the box on the left for one or more document rows whose status you want to change.

Step 3: Execute the Action

Click the Close Open Document button to change the open status of the selected documents. A document that previously had a checkmark in the OpenStatus column will lose the mark (becoming closed), and vice versa. Use the Archive button if you wish to archive the document.

Integrated Workflow & Business Process

• Closing a document, such as a Purchase Order, will prevent any further transactions related to it. For example, the warehouse department will no longer be able to create a goods receipt document (Receipt Report) that references a closed PO.

• This function is very useful for "cleaning up" pending transaction data. For instance, if a PO was only 90% delivered by a supplier and the remaining 10% will never be sent, the PO can be manually closed so it no longer appears in open order reports.

• Reopening a document allows related transactions to be resumed.

Tips & Important Notes

• The action of closing or opening a document is a manual override of the system's standard workflow. Use this feature with caution.

• Ensure you have the proper authorization and a clear understanding of the impact of changing a document's status before doing so.

• This feature is typically granted only to users with high-level access rights, such as department managers or system administrators, for control and data correction purposes.

Approval Request Configuration

Module Guide: Approval Request Configuration Report

Module Location

Settings > Document Settings > Approval Request Configuration Report

Module Purpose

This module serves as a reporting tool to display the complete approval matrix for all workflows within the system. The report provides a detailed overview of who must provide approval for each document type, in what sequence, and based on what criteria (e.g., transaction value). This module is highly useful for auditing, verification, and internal documentation purposes.

1. Report Filter Page

Before displaying the report, the user can define filter criteria to narrow down the results.

View Explanation

• Approval Request Name: A dropdown menu to filter the report by a specific document or request type (e.g., AP Credit, Sales Order). Select "All" to display the configuration for all request types.

• Requester: A dropdown menu to filter the report based on who submitted the request (the requester).

• Action Buttons:

  • Display Report: To generate and display the report on the screen based on the selected filters.

  • Export to MS Excel: To download the report data in Microsoft Excel format for further analysis or archiving.

2. Report View

After the filters are applied and the "Display Report" button is clicked, the system will generate a structured report detailing each approval workflow.

Report Column Explanations

• Approval Request Name: The type of document whose approval workflow is being displayed.

• Email Reminder: Indicates whether email notifications are active for this document type.

• Automatic Approval: Shows if there are any automatic approval rules.

• Approval Sequence: The method used for the approval order (e.g., Sequential Approval).

• Requester: The position or user who initiates the approval request.

• Approval Order: The step number in the tiered approval workflow.

• Amount From / To: The transaction value range that requires this level of approval.

• Approved By: A list of positions or usernames that must provide approval at that step and for that value range.

• Must be filled: Indicates whether this approval step is mandatory.

Steps to Create the Report

• Access the Module: Open the module via the menu Settings > Document Settings > Approval Request Configuration Report.

• Select Filters: Specify the report criteria in the Approval Request Name and Requester dropdowns. Leave as "All" to view the entire configuration.

• Generate Report: Click the Display Report button to see the results on the screen, or click Export to MS Excel to download it.

Integrated Workflow & Business Process

• This module is read-only and does not alter any configurations; its purpose is purely for reporting.

• This report is a vital tool for system administrators, internal audit teams, and managers to verify that the approval workflows configured in the Approval Request Settings module are in line with company policy.

• Data exported to Excel can be used as audit evidence or for in-depth analysis of the efficiency of the approval workflows.

Tips & Important Notes

• Use this report periodically to ensure there are no configuration errors in the approval workflows that could hinder or jeopardize business processes.

• This report provides full transparency over the entire chain of approval that exists within the system.

• The export to Excel function is very useful for documenting the approval matrix at a specific point in time.

Check Pattern

Module Guide: Check Pattern

Module Location

Settings > Document Settings > Check Pattern

Module Purpose

The Check Pattern module is used to register and manage the serial number ranges of the company's physical checkbooks or giro slips. By registering the starting and ending numbers of each checkbook, the system can track and use the check numbers sequentially when processing payment transactions, ensuring that no number is skipped or used twice.

1. Main View (List of Check Pattern Groups)

The main page displays a list of the pattern groups that have been created. Each group typically represents a single checkbook or a specific bank account.

View Explanation

• Search Filter: Allows searching by PatternGroup, Type (Giro), or other keywords.

• Pattern Group Table:

  • No: Sequential number.

  • PatternGroup: The name of the group, which usually identifies the related checkbook or bank account (e.g., 1-111025 BANK BCA AC 1666).

• Action Buttons:

  • New: A button to create a new check pattern group.

  • Show All: Clears the filter and displays all existing groups.

2. Add Check Pattern Page

This page is used to define the range of valid check numbers within a group.

View Explanation

• PatternGroup: The name of the pattern group being created or edited.

• Account: A dropdown menu to select the CoA (Chart of Accounts) account connected to this checkbook.

• Pattern Detail Table:

  • PatternCode: An internal code for a specific number range.

  • StartingNo: The very first check/giro serial number in a book.

  • EndingNo: The very last check/giro serial number in a book.

  • Active: A checkbox to activate or deactivate this number range.

• Action Buttons:

  • Save: To save the new number range configuration.

  • Cancel: To cancel the process and return to the previous page.

3. Steps to Create a New Check Pattern

• From the main page, click the New button.

• On the Add page, fill in the PatternGroup name (e.g., the bank name and account number).

• Select the appropriate bank Account from the dropdown.

• In the table section, enter a PatternCode (if necessary), then fill in the StartingNo and EndingNo according to the serial numbers printed on the physical checkbook.

• Ensure the Active box is checked so that this number range can be used.

• Click Save.

4. Integrated Workflow & Business Process

• When the finance department issues a payment using a check or giro via the payment module, the system will automatically retrieve the next available check number from the range defined in this module.

• The system will ensure that the check number used is valid (within the StartingNo and EndingNo range) and has not been used before.

• This creates a strong audit trail, simplifies the bank reconciliation process, and enhances control over cash disbursements made via check/giro.

5. Tips & Important Notes

• It is crucial to enter the StartingNo and EndingNo accurately, matching the physical checkbook to avoid recording errors.

• Every new checkbook received from the bank must be promptly registered in this module before it is used for any transactions.

• This module is a critical part of cash management and is generally managed strictly by the finance or accounting team.

Tax Code

Module Guide: Tax Code

Module Location

Settings > Tax > Tax Code

Module Purpose

The Tax Code module serves as a master data hub for defining all tax types applicable to the company's transactions. Here, users can create, manage, and configure various tax codes (such as VAT, PPh 23), including their rates, calculation methods, and, most importantly, their accounting integration by linking them to the appropriate accounts in the Chart of Accounts.

1. Main View (List of Tax Codes)

The main page displays all tax codes registered in the system, providing a concise overview of the existing tax types and rates.

View Explanation

• Tax Code Table:

  • Code: A unique code for each tax type (e.g., PPH23, PPN11).

  • Description: A brief explanation of the tax (e.g., VAT 11%).

  • Tax Operator: A symbol indicating how the tax is applied (e.g., + to add the tax to the total).

  • Value: The percentage rate of the tax.

• Action Buttons:

  • New: A button to open the form page and create a new tax code.

  • Edit/Delete Icons: (Usually on the right side) to edit or delete an existing tax code.

2. Add New Tax Page

This page is the detailed form for creating or editing a tax code, including its accounting settings.

View Explanation

• Basic Tax Information:

  • Tax Code & Tax Name: A unique identifier and a descriptive name for the tax.

  • Tax Type: The category of the tax (e.g., Sales Tax, Purchase Tax).

  • Tax Operator: The calculation method.

  • Tax Value: The rate in percentage.

  • Is Included: A checkbox to define whether the tax is already included in the price (inclusive) or not (exclusive).

  • Tax Credit / PPN BM (Luxury Goods Sales Tax): Specific options for certain tax types according to regulations.

• Accounting Integration (Accounts):

  • This is the most critical section, linking the tax code to automatic journal entries.

  • Account for Sales Tax: The account to record Output VAT.

  • Account for Tax Receivable: The account to record withholding tax receivables (e.g., tax deducted by customers).

  • Account for Purchase Tax: The account to record Input VAT.

  • Account for Tax Payable: The account to record withholding tax liabilities that must be paid to the state.

• Action Buttons:

  • Apply: Saves the new tax code configuration.

  • Cancel: Cancels the changes.

3. Steps to Create a New Tax Code

• From the main page, click the New button.

• Fill in the Tax Code, Tax Name, Tax Type, and Tax Value.

• Define whether the tax is inclusive by checking the Is Included box.

• In the Accounts section, select the appropriate accounts (from the Chart of Accounts) for each transaction type (Sales Tax, Purchase Tax, etc.) from the available dropdowns.

• Click Apply to save.

4. Integrated Workflow & Business Process

The tax codes created here will appear as options when a user creates a transaction in other modules, such as a Sales Invoice or a Purchase Invoice.

When a tax code is selected in a transaction, the system will automatically:

• Calculate the tax amount based on the predefined rate and method.

• Create an accounting journal entry automatically by debiting or crediting the accounts mapped in the Accounts section. This eliminates the need for manual journal entries for taxes and ensures recording compliance.

5. Tips & Important Notes

• The account mapping (Accounts) must be done with extreme accuracy. A mapping error will lead to errors in the financial statements.

• When government tax regulations change (e.g., a change in the VAT rate), it is recommended to create a new tax code rather than editing an old one if the old code has already been used in historical transactions. This maintains the integrity of past data.

• This is a fundamental module that must be set up correctly during the initial system implementation and is generally managed by the accounting or finance department.

Tax Conversion

Module Guide: Tax Conversion

Module Location

Settings > Tax > Tax Conversion

Module Purpose

The Tax Conversion (or Tax Modifier) module is used to manage the specific foreign currency exchange rates used for tax calculation purposes (Tax Exchange Rate). The system uses this rate table to convert transaction values in a foreign currency into the local currency (Rupiah) to determine the tax base value (DPP), in accordance with the exchange rate valid for a specific period, which is typically set by the tax authority (Directorate General of Taxes).

1. Main View (List of Tax Conversion Groups)

This page displays the history of every batch or group of tax rates that has been entered, sorted by their effective period.

View Explanation

• Conversion Group Table:

  • Tax Modifier Group ID: A unique ID for each batch of rates entered.

  • Start Date: The date the rates in the batch become effective.

  • End Date: The date the rates' validity period ends.

  • Last Change: A timestamp of when the data was last modified.

• Action Buttons:

  • New Tax Conversion: A button to open the input page and add a new batch of tax rates for a new period.

2. Add Tax Modifier Page

This is the page where the user inputs the exchange rates for all foreign currencies against the local currency for a specified period.

View Explanation

• Effective Period:

  • Period Start: The effective start date for the rates being entered.

  • Period End: The effective end date for the rates.

• Exchange Rate Table:

  • Currency 1: The foreign currency (e.g., AUD, USD, EUR).

  • Currency 2: The local currency (IDR).

  • Rate 1->2: The exchange rate from the foreign currency to the local currency (e.g., 1 USD = 16,577 IDR).

  • Rate 2->1: The exchange rate from the local currency to the foreign currency.

• Action Buttons:

  • Apply: To save the newly entered batch of rates.

  • Cancel: To cancel the process.

3. Steps to Add a New Tax Rate

• From the main page, click the New Tax Conversion button.

• Set the Period Start and Period End according to the tax rate period released by the government (e.g., a one-week period).

• Fill in the Rate 1->2 column for each foreign currency according to the official effective rate. The Rate 2->1 column will usually populate automatically.

• After all exchange rates are correctly entered, click Apply.

4. Integrated Workflow & Business Process

• When a user creates a transaction involving a foreign currency (e.g., a Purchase Invoice from an overseas supplier), the system will automatically refer to this table.

• Based on the transaction date, the system will find the rate effective for that period and use it to calculate the Tax Base Value (DPP) in Rupiah.

• Example: If there is an invoice for $100 on October 20, 2025, and the applicable tax exchange rate at that time is IDR 16,577, then the DPP used to calculate VAT will be $100 x 16,577 = IDR 1,657,700.

5. Tips & Important Notes

• The rates entered in this module must be identical to the official tax rates released by the Ministry of Finance.

• It is crucial to update these rates regularly according to the official release schedule (usually weekly) to ensure tax calculations are always accurate and compliant with regulations.

• Errors in inputting the exchange rates will directly lead to incorrect calculations of Input VAT and Output VAT, which can cause problems during tax reporting.

Account Link

Module Guide: Account Link

Module Location

Settings > Accounting Settings > Account Link

Module Purpose

The Account Link module is the "heart" of the accounting integration within the system. Its function is to map or connect every type of business transaction (such as sales discounts, freight charges, or asset gains/losses) to a specific account in the Chart of Accounts (CoA). This setup ensures that every time a transaction occurs, the system can automatically create the correct accounting journal entry without manual intervention, thus guaranteeing the accuracy and consistency of the financial statements.

1. Main View (Account Link Page)

The main page displays a comprehensive matrix of account mappings, grouped by business functional areas.

View Explanation

• Currency Filter: Allows users to view account mappings specific to a certain currency (e.g., IDR, USD).

• Mapping Groups: The page is divided into several logical sections, such as:

  • General Ledger Account Link: Basic accounts like retained earnings.

  • Purchase and Sales Order Discount Account: Accounts for discounts.

  • Production Account: Accounts for work-in-progress and related costs.

  • Revaluation Account: Accounts for foreign exchange differences.

  • Asset Management: Accounts related to gains/losses on asset sales.

• Mapping Columns:

  • Transaction Description: Explains the type of transaction or business process (e.g., Sales Disposal).

  • Account Dropdown: Displays the currently linked CoA account. Users can change it by selecting another account from this dropdown.

• Action Buttons:

  • New Linked Account: Opens a form to add a new type of account link.

  • New Category: Opens a form to create a new mapping category or group.

2. Steps to Change an Account Link

• Access the Account Link module.

• Find the transaction row whose account mapping you want to change (e.g., "Account for Price Difference" under "Purchase Account Link").

• Click the dropdown on the right, then search for and select the new, correct CoA account.

• The system typically saves the changes automatically after a selection is made.

3. Adding a New Account Link & Category

The system also allows for the addition of new categories or types of account links if needed.

• Add Category: Used to create a new functional group on the main page (like "Production Account").

• Add Account Link: A more detailed form to define a new account link, specifying its Type, Label, and associating it with an existing Group Name (category).

4. Integrated Workflow & Business Process

The settings in this module are fundamental. Every transaction across all modules (Sales, Purchasing, Inventory, Assets) will "refer" to this module before creating a journal entry.

• Example: When a user records a "Purchase Discount" on a purchase invoice, the system will automatically look up the account linked to "Purchase Discount" in this Account Link module and journal the discount amount to that account (e.g., to account 1-122201 ACCUMULATED DEPRECIATION OF BUILDINGS AND INFRASTRUCTURE, although this example seems irrelevant and likely a misconfiguration).

• Without correct mapping here, no transaction can be accurately processed by the accounting system.

5. Tips & Important Notes

• Critical and Fundamental: This module is the most critical in the accounting setup. A mapping error here will cause systematic errors throughout all financial reports (Income Statement, Balance Sheet, etc.).

• Managed by Experts: Settings and changes in this module must be performed by an experienced accountant or implementation consultant who deeply understands the company's CoA structure and business flows.

• Double-Check: Always double-check every mapping to ensure its accounting logic is correct. For example, a "Sales Discount" should be linked to a contra-revenue account, not an asset account.

Account Link Template

Module Guide: Account Link Template

Module Location

Settings > Accounting Settings > Account Link Template

Module Purpose

The Account Link Template module provides a facility to create, save, and manage various sets or templates of Account Link configurations. This feature is extremely useful for companies that manage multiple business entities or require different accounting mapping schemes for different reporting purposes. By using templates, the process of setting up account mappings for a new entity can be significantly accelerated and standardized.

1. Main View (List of Account Templates)

The main page displays a list of all the Account Link templates that have been created and saved.

View Explanation

• Search Filter: Allows users to search for a specific template by its Template Code.

• Account Template Table:

  • No: Sequential number.

  • Template Code: The unique code assigned to each template.

  • Template Name: A descriptive name for the template.

• Currently, the table shows "NO DATA," which means no templates have been created yet.

• Action Buttons:

  • Add Account Template: The main button to begin the process of creating a new Account Link template.

2. Steps to Create an Account Link Template

Although the detail page is not shown, the workflow for creating a new template can be summarized as follows:

• From the main page, click the Add Account Template button.

• The system will likely display a page similar to the Account Link module, where the user can fill out the entire account mapping matrix from scratch.

• After all the necessary accounts are mapped, the user will assign a Template Code and Template Name to the template.

• Once saved, the new template will appear in the list on the main page of the Account Link Template module.

3. Integrated Workflow & Business Process

• Standardization: Allows a company to create a single "Master Template" for Account Links that aligns with the company's standard accounting policies.

• Efficiency: When a new company entity needs to be set up in the system, an administrator no longer needs to manually map dozens (or hundreds) of account links. The administrator can simply select and "apply" an existing template, and all account mappings will be filled in automatically.

• Reporting Flexibility: A company can create several different templates. For example, one template for statutory reporting and another template for managerial reporting, which might have different mapping details.

4. Tips & Important Notes

• This module is an advanced feature that is very useful for scalability and multi-company management.

• The creation of a template should be done by a senior accountant or a consultant who has a deep understanding of the CoA structure and business needs, as this template will become the basis for many entities.

• Before applying a template to a live company, always re-verify to ensure all mappings are appropriate for the target company's CoA structure.

Account Link Inbox

Module Guide: Account Link Box

Module Location

Settings > Accounting Settings > Account Link Box

Module Purpose

The Account Link Box module is an advanced utility designed for performing mass updates on account mappings for specific master data groups, such as Items/Services, Customers/Suppliers, or Asset Groups. While the Account Link module sets the default account mappings, this module allows users to efficiently override those defaults for specific items or groups, providing more granular accounting control.

1. Account Link Box Selection Page

This is the initial navigation page where the user chooses the master data category whose account mappings will be managed.

View Explanation

• Category List: Displays the master data categories that can be managed.

  • Items/Services

  • Customers/Suppliers

  • Asset Groups

• Action Buttons:

  • Open Box: A button to enter the detail page of the selected category.

2. Account Link Box Detail Page (Example: Items/Services)

After selecting a category (e.g., Items/Services) and clicking "Open Box," the user is directed to the mass update page.

View Explanation

• Data Filter: Allows the user to filter the items to be displayed by Item/Service Type and Category.

• Mass Update Area: The upper section of the page, used to apply a single account to multiple items at once.

  • Each row represents a type of account that can be linked (e.g., Account for inventory of goods/services, Account for WIP, Account for sales).

  • To use, check the box on the left, select an account from the dropdown, and then click Save. That account will be applied to all items displayed in the table below.

  • There is an option to select all currencies or a specific currency.

• Details Table: Displays a list of items (goods/services) along with their current account mappings for each function (Purchasing, Production, Sales, Inventory, etc.).

• Action Buttons:

  • Save: Saves all changes made.

  • Cancel: Discards the changes.

  • Export to MS Excel: Downloads the detailed account mapping data in Excel format.

3. Steps for Mass Update

• From the selection page, choose a category (e.g., Items/Services) and click Open Box.

• Use the filters to display the group of items you want to update. Click Display.

• In the Mass Update Area, check the box next to the account type you want to change (e.g., Account for COGS).

• Select the new CoA account from the dropdown in the same row.

• Click Save. The COGS account for all items displayed in the table will be updated to the new account you selected.

4. Integrated Workflow & Business Process

This module provides a more specific hierarchy of account mapping. The mappings set here (e.g., per item) will take precedence over the general mappings set in the Account Link module.

• Example: In Account Link, the default sales account might be 4-1000 General Sales. However, for the "Electronic Goods" group, you can use this Account Link Box to set their sales account to 4-1100 Electronics Sales. When one of the electronic items is sold, the system will journal the revenue to 4-1100, not 4-1000.

• This allows for much more detailed profitability analysis per product line or item category.

5. Tips & Important Notes

• This is a very powerful tool. Use it with caution, as a single action can change the accounting mapping for hundreds or thousands of master data records simultaneously.

• It is very useful during initial data migration or when there is a restructuring of the Chart of Accounts (CoA).

• Use the Export to MS Excel feature to review the current mappings before making major changes.

• Access to this module should be highly restricted and granted only to system administrators or senior accounting managers.

Close Module

Module Guide: Close Module

Module Location

Settings > Accounting Settings > Closing > Close Module

Module Purpose

The Close Module module is a crucial accounting control tool used to "lock" or "unlock" transaction sub-modules for a specific accounting period (usually annually). Its primary function is to prevent any entries, modifications, or deletions of data in a period that has already been closed, thereby preserving data integrity during the final financial statement preparation process.​

1. Main View (Close Module Matrix)

The main page displays all the accounting modules and sub-modules that can be controlled, grouped by their main function.

View Explanation

• Period Filter: In the top-right corner, there is a dropdown to select the accounting Year to be managed. All actions (Open/Close) on this page will apply to the selected year.

• Module Groups: The page is divided into several main sections:

  • General Ledger

  • Accounts Receivable

  • Sales

  • Accounts Payable

  • Purchasing

  • Cash and Bank

  • Fixed Assets

• Sub-Module List: Within each group, there is a list of specific sub-modules or transaction types in the form of checkboxes (e.g., General Journal, Sales Invoice, Purchase Order).

• Action Buttons: Each group has its own action buttons:

  • Open: To unlock the selected sub-modules, allowing transactions to be entered or edited again for that period.

  • Close: To lock the selected sub-modules.

2. Steps to Close or Open a Module

• Select Year: Choose the relevant accounting year from the dropdown in the top right.

• Select Sub-Modules: Navigate to the desired module group (e.g., Sales), then check the boxes next to one or more sub-modules you want to process (e.g., Sales Invoice and Sales Return).

• Execute Action:

  • Click the Close button to lock those sub-modules. Once closed, no user can create or modify related transactions within the selected year.

  • Click the Open button if you need to make corrections or adjustments to a previously closed period.

3. Integrated Workflow & Business Process

• Period-End Closing Process: This module is an essential part of the period-end closing procedure (both monthly and annually). Before the accounting team generates final financial reports, they will use this feature to "freeze" the data.​

• Data Integrity: By closing modules, the company ensures that the figures shown in the financial statements will not change due to accidental or unauthorized back-dated transactions.

• Audit Control: The ability to reopen modules provides flexibility for post-audit adjustments, but this process must be strictly controlled.

4. Tips & Important Notes

• Ensure all transactions for the period to be closed have been completely entered, verified, and reconciled before using the Close function.

• Closing modules is one of the preparatory steps before performing the actual year-end closing process.​

• Access to this module should be highly restricted and ideally granted only to the head of accounting or a system administrator to prevent misuse.

• Always double-check the year you have selected in the filter before clicking the Close or Open button.

Close Periode

Module Guide: Close Period

Module Location

Settings > Accounting Settings > Closing > Close Period

Module Purpose

The Close Period module is a tool for performing the monthly closing process. Unlike "Close Module," which locks entire transaction types, this module specifically locks the ability to post transactions into a period (month) that has been closed. This is a standard accounting control step to ensure that once a month is closed and reported on, its data cannot be altered.​

1. Main View (Close Period Page)

This page provides instructions, displays the status of each month within a fiscal year, and offers action buttons to perform the period-closing/opening process.

View Explanation

• Checklist: The top section provides a guide of steps that should be completed before closing a period, such as :​

  • Running Asset Depreciation.

  • Performing Bank Reconciliation.

  • Creating Adjustment Journals.

• Year Filter: A dropdown menu to select the fiscal year you want to manage.

• Period List (Months):

  • Displays all months of the year.

  • Each month has a clear status: (Closed) for periods that are already closed or (Open) for periods that can still accept transaction entries.

• Action Buttons:

  • Open Period: A button to reopen a selected month, allowing for entries or corrections.

  • Close Period: A button to lock a selected month.

2. Steps to Close a Monthly Period

• Complete the Checklist: Ensure all monthly accounting tasks (as listed in the checklist) are finished.​

• Select the Year: Choose the appropriate year from the Year dropdown.

• Select the Month: Select the earliest month that is still marked as (Open) that you wish to close. The closing process must be done sequentially (e.g., you cannot close November if October is still open).​

• Execute the Action: Click the Close Period button. The system will lock the month, and its status will change to (Closed).

3. Integrated Workflow & Business Process

• Monthly Data Integrity: Once a month is closed, the system will reject any attempt to post a transaction with a date falling within that month. This forces all transactions to be recorded in the correct period and maintains the reliability of monthly financial reports.​

• Sequential Process: The closing process is sequential. To close October, September must already be in a closed state. Similarly, to reopen July, you must first open October, September, and August in reverse order.​

• Step Towards Year-End Close: Closing all 12 periods (January through December) is a prerequisite before the company can perform the annual year-end closing process.​

4. Tips & Important Notes

• Closing a period is a routine procedure that should be performed at the end of each month by the accounting department.

• The Open Period function should be used with extreme caution and with clear authorization, as reopening a period that has already been reported on can affect previously issued financial statements.

• Access to this module should be restricted to accounting staff responsible for the period-end closing process.

Close Year and Start New Year

Module Guide: Close Year and Start New Year

Module Location

Settings > Accounting Settings > Closing > Close Year and Start New Year

Module Purpose

The Close Year and Start New Year module is the final and most crucial step in the accounting cycle. Its function is to formally close the books for the fiscal year that has ended and prepare the system for the next fiscal year. This process will automatically :​

• Zero-out the balances of all revenue and expense accounts (nominal/temporary accounts).

• Transfer the net profit or loss for the current year to the Retained Earnings account.

• Carry forward the ending balances of all balance sheet accounts (assets, liabilities, and equity) to become the opening balances for the new year.

1. Main View (Annual Closing Page)

This page is the control center for executing the year-end closing process. It provides a final checklist and the main action buttons.

View Explanation

• Checklist: Provides reminders of critical tasks that must be completed before running the year-end close :​

  • Asset Depreciation

  • Bank Reconciliation

  • Creating Adjustment Journals

• Year Filter: A dropdown menu to select the fiscal year that will be closed.

• Action Buttons:

  • Annual Closing: Likely a sub-process or a report related to the closing.

  • Close Year & Start New Fiscal Year: The main action button that will execute the entire annual closing process.

2. Steps for the Year-End Closing Process

• Complete All Accounting Tasks: Ensure all tasks on the checklist and all other accounting activities for the year have been completed and verified. This includes making sure all 12 monthly periods have been closed via the Close Period module.​

• Perform a System Backup: Before proceeding, it is highly recommended to perform a full backup of the company data. The year-end closing process is permanent and difficult to reverse.​

• Select the Correct Year: Choose the fiscal year to be closed from the Year dropdown.

• Execute the Process: Click the Close Year & Start New Fiscal Year button. The system will likely ask for confirmation again, as this is a very significant action.

• Confirm: Approve the confirmation message to begin the process. The system will then run the closing journal entries automatically.

3. Integrated Workflow & Business Process

• After the button is pressed, the system will automatically create one or more closing entries. This journal will debit all revenue accounts and credit all expense accounts to zero out their balances, with the difference (net profit/loss) being transferred to the Retained Earnings account that was defined in the Account Link module.​

• Once the process is complete, the closed fiscal year will become permanently read-only. No transactions can be added, changed, or deleted in that year.

• The closing balances of the balance sheet accounts (Assets, Liabilities, Equity) from the closed year will automatically become the opening balances for the new fiscal year.

4. Tips & Important Notes

• Irreversible Action: This process is generally irreversible. Ensure all figures are final and the financial statements have been approved by management before running this module.

• Importance of Backup: Failing to perform a backup before this process could have fatal consequences if an error or interruption occurs mid-process.​

• Strict Authorization: This is the most critical accounting function. Access to this module must be strictly limited and should only be executed by the Head of Accounting or a System Administrator with authorization from top management.

Account Link Alias

Module Guide: Account Link Alias

Module Location

Settings > Accounting Settings > Account Link Alias

Module Purpose

The Account Link Alias module serves as a master data hub for creating highly specific and reusable accounting mappings. This feature allows users to define an "Alias" (a representative name) that stands for a combination of an Account (from the CoA), a Regional dimension, and a Cost Center. This alias can then be used in various transaction modules to speed up data entry and ensure that costs or revenues are consistently allocated to the correct accounting dimensions.

1. Main View (List of Account Link Aliases)

The main page displays all the aliases that have been created, providing a complete overview of the available mappings.

View Explanation

• Filter: Allows searching by Request Name.

• Alias Table:

  • Account Link Alias: A unique, easy-to-remember name for the alias (e.g., ACCRUED EXPENSES FREIGHT EXPORT).

  • Account Link: The internal ID of this mapping.

  • Account No. & Account Name: The CoA account that is the destination of the mapping.

  • Module Code: Indicates the origin or related module.

  • Cost Center: The cost center to which transactions using this alias are charged.

  • Cost Grouping: A cost grouping for reporting purposes.

• Action Buttons:

  • New: Opens the form to create a new alias.

  • Export to MS Excel: Downloads the list of aliases into Excel format.

2. Add Account Link Alias Page

This form is used to define a new alias by combining various accounting dimensions.

View Explanation

• Request Name: The name of the alias to be created.

• Account Link: Select a CoA account from the dropdown.

• Regional: Specify the regional dimension (if any).

• Cost Center: Select the related cost center from the dropdown.

• Allocate To: Defines further allocation rules.

• Action Buttons: Save and Cancel.

3. Steps to Create an Account Link Alias

• From the main page, click the New button.

• Enter a descriptive Request Name for the alias.

• Select the Account Link (CoA account) that will be the basis for this alias.

• Choose the appropriate Regional and Cost Center to allocate costs/revenues.

• Configure the Allocate To field if necessary.

• Click Save.

4. Integrated Workflow & Business Process

The aliases created here simplify complex journal entry processes. Instead of users having to select the Account, Regional, and Cost Center separately each time, they can simply choose a single alias.

• Example: When creating a General Journal entry for factory electricity costs, a user no longer needs to remember the combination of account, region, and cost center. They can simply select the alias COGM-01-ELECTRICITY. The system will automatically journal the transaction to Account 51012021 (ELECTRICITY) and charge it to the MANUFACTURING BUSINESS DEVELOPMENT Cost Center.

• This significantly reduces the risk of data entry errors and ensures costs are allocated consistently according to management accounting policies.

5. Tips & Important Notes

• Use clear and structured naming for aliases so they are easily understood by all users.

• This module is very powerful for companies with complex cost accounting structures or those that use activity-based costing.

• Ensure the combination of Account and Cost Center in each alias is correct before saving, as this will be the basis for many transaction entries.

• The management of this module should ideally be handled by the cost control team or an accounting manager.

Accounting Period

Module Guide: Accounting Period

Module Location

Settings > Accounting Settings > Accounting Period

Module Purpose

The Accounting Period module serves as the system's master data and fiscal calendar. It displays a list of all accounting periods (usually monthly) that have been defined for each financial year. This is a reference module that records the exact date range for each period, which becomes the basis for all transactional and reporting modules to ensure data is entered and reported in the correct period.​

1. Main View (List of Accounting Periods)

The main page displays a history of all accounting periods that have been created by the system, typically when the "Close Year & Start New Year" process is run.

View Explanation

• Search Filter: Allows users to filter the list of periods by Year.

• Accounting Period Table:

  • No: Sequential number.

  • Start Date: The first date in the accounting period.

  • To Date: The last date in the accounting period.

  • Current/Active Period: The name of the month for that period.

  • Year: The fiscal year of the period.

  • Stage: Displays the status of the period. "Close" indicates that this period has been locked via the Close Period module.

2. Integrated Workflow & Business Process

• Reference Module: This module is essentially read-only or for informational purposes only. It is not used to perform actions but rather to view the period structure that the system has created.

• Basis of the Fiscal Calendar: The period definitions here (e.g., October is Oct 1 - Oct 31) are used by the entire system. When you create an invoice dated October 15, the system knows to include it in the financial reports for the October period based on the definition here.​

• Integration with Closing Modules: The Stage: Close status seen here is the result of an action performed in the Close Period module. This module simply displays that status as a log or history.

3. Tips & Important Notes

• Accounting periods are typically created automatically by the system when the Close Year & Start New Fiscal Year function is executed. It is rare for these periods to need manual creation.​

• The integrity and consistency of financial reports are highly dependent on the correct period definitions in this module.

• Users can use this module to quickly check the exact date range for any accounting period that exists in the system.

Consolidation Worksheet

Module Guide: Consolidation Worksheet

Module Location

Settings > Accounting Settings > Consolidation Worksheet

Module Purpose

The Consolidation Worksheet module is an advanced accounting tool used to combine the financial statements of several separate companies within a group into a single, consolidated financial statement. This module facilitates the process of summing up account balances from each entity and provides dedicated columns for creating elimination entries, which are used to remove intercompany transactions.​

1. Main View (Worksheet)

The main page displays a worksheet format resembling a trial balance, where all accounts from the Chart of Accounts are presented along with their balances from each company and columns for adjustments.

View Explanation

• Consolidation Filter:

  • Type: A dropdown to select the type of report or period to be consolidated.

  • Active Companies: A dropdown to select the subsidiary companies whose data will be pulled and combined.

• Worksheet Table:

  • Account: Displays all accounts from the Chart of Accounts.

  • [Company Name]: Dynamic columns that show the balance of each selected company to be consolidated (e.g., PT. UNGGUL INDO MODERN SEMATERA).

  • Disbursement (Elimination Journal): Consists of Debit and Credit columns. This is where users input journal entries to eliminate or remove the impact of intercompany transactions, such as intercompany payables/receivables, revenues, or expenses within the group.​

  • Consolidated: The final result column, displaying the balance after the individual company balances are summed up and adjusted by the elimination entries. The figures in this column will form the basis of the consolidated financial statements.

2. Steps in the Consolidation Process

• Select Companies: From the Active Companies dropdown, select all entities to be included in the consolidated financial statements.

• Pull Data: The system will automatically pull the balances from each account for the selected companies.

• Input Elimination Journals: This is the most crucial manual step. The accountant must identify all intercompany transactions and input opposing journal entries in the Disbursement (Debit/Credit) columns to nullify their effect.​

  • Example: If the Parent Company has an Accounts Receivable of IDR 100 million from a Subsidiary, and the Subsidiary has an Accounts Payable of IDR 100 million to the Parent, the elimination entry would be: (Debit) Accounts Payable IDR 100 million and (Credit) Accounts Receivable IDR 100 million.

• Verify Results: After all elimination entries are made, check the Consolidated column to ensure all intercompany balances are zero and other combined balances are correct.

3. Integrated Workflow & Business Process

• This module is the core of the financial reporting process for a corporate group. The data from the Consolidated column becomes the primary source for preparing the Consolidated Statement of Financial Position (Balance Sheet) and the Consolidated Income Statement.

• This process is typically performed at the end of each reporting period (monthly, quarterly, or annually) after the books of each individual company have been closed.

4. Tips & Important Notes

• Understanding of Consolidation Accounting: Using this module requires a strong understanding of consolidation accounting principles, especially on how to identify and create elimination entries.​

• Accuracy is Key: Errors in identifying or eliminating intercompany transactions will result in inaccurate consolidated financial statements.​

• Restricted Access: Due to its complexity and significant impact, access to this module should be restricted to the corporate accounting team or senior accountants responsible for group reporting.

Account Template

Module Guide: Account Template

Module Location

Settings > Accounting Settings > Account Pairing > Account Template

Module Purpose

The Account Template module serves as a facility for creating and managing a Chart of Accounts (CoA) in a template format. This allows a company to design a standard CoA structure that can be applied to multiple business entities or used as a foundation for setting up new bookkeeping systems. This feature is highly useful for standardization and efficiency in a multi-company environment.​

1. Main View (Account Template List)

This page displays the Chart of Accounts structure being built as a template. Users can view the list of accounts, group them by category, and add new accounts.

View Explanation

• Category Filter: A dropdown to display accounts based on their category (e.g., Assets, Liabilities, Equity).

• Account Table: Displays the list of accounts in the template.

  • Account No./Account Name: The code and name of each account.

  • View Pairing Detail: Likely an option to see more details about the account.

  • Default Position: The normal balance of the account (Debit/Credit).

  • Currency: The default currency for the account.

  • Main/Detail: Indicates whether the account is a control account (header) or a posting account (detail).

• Currently, the table shows "No Data," indicating that a CoA template has not yet been created.

• Action Buttons:

  • New: Opens the form to add a new account to the CoA template.

2. Add Account Template Page

This form is used to define each account that will be part of the Chart of Accounts template.​

View Explanation

• Account Information:

  • Account No. & Account Name: The unique code and name for the account.

  • Parent Account: Allows for creating a hierarchical structure by linking this account to a parent account.

  • Default Position: Defines the normal balance (Debit/Credit).

  • Currency & Opening Balance: Basic settings for the account.

• Basic Company Linkage:

  • Account Category: Groups the account into an appropriate category (Current Assets, Operating Expenses, etc.).

  • Is Intercompany: A checkbox to mark this account as one used for intercompany transactions, which is important for the consolidation process.

• Action Buttons:

  • Save: Saves the new account to the template.

  • Save and Add New: Saves the current account and immediately opens a new blank form for the next entry.

  • Cancel: Cancels the account addition.

3. Steps to Create a CoA Template

• From the main page, click the New button.

• Fill in all the required details on the Add Account Template page, from Account No. and Account Name to selecting the Account Category.

• Use the Save and Add New button to speed up the process of adding many accounts sequentially.

• Repeat this process until the entire desired Chart of Accounts structure has been built in the template.

4. Integrated Workflow & Business Process

• CoA Standardization: The primary function of this module is to create a standard Chart of Accounts. This template can be exported and imported into the database of a new company, ensuring all entities in a group use the same reporting structure.​

• Implementation Basis: When implementing the system for a new company, using this template can drastically save setup time compared to creating a CoA from scratch.

• Reporting Consistency: With a uniform CoA across all companies, the process of consolidating financial statements becomes much simpler and more accurate.

5. Tips & Important Notes

• Designing a CoA template is a fundamental accounting activity that must be done carefully, in accordance with Financial Accounting Standards and management reporting needs.

• The account numbering structure should be logical and provide room for adding new accounts in the future.​

• The "Is Intercompany" feature is very important to fill in correctly to ensure the elimination process during consolidation runs smoothly.

Account Pairing

Module Guide: Account Pairing

Module Location

Settings > Accounting Settings > Account Pairing

Module Purpose

The Account Pairing module is used to define a reciprocal mapping between accounts, especially for those used in intercompany or inter-branch transactions. By defining this "pairing," the system can automatically identify the contra account when an inter-entity transaction occurs, which is crucial for the elimination process during consolidation.

1. Main View (List of Account Pairings)

This page is the interface for viewing or defining the pairing relationships between accounts.

View Explanation

• Filter:

  • Pairing: A dropdown to select the company entity or group whose pairing map you want to view.

  • Branch: A dropdown to filter further by a specific branch.

• Account Pairing Table:

  • Account Name: The source account.

  • Currency: The currency of the account.

  • Main: Likely indicates if this is a primary mapping.

  • Paired Account: The destination or contra account that is paired with the source account.

• Currently, the table shows "No Data," which means no account pairings have been defined for the selected entity.

2. Steps to Define an Account Pairing

Although a "New" button is not explicitly visible, the workflow is likely as follows:

• Select Entity: Choose the relevant Pairing group and Branch from the dropdowns.

• Define Relationship: The user would likely click on a row or a hidden button to bring up a pop-up or form where they can select the source Account Name and then choose the destination Paired Account from a list of available accounts.

• Save Mapping: Once the pair is defined, the change is saved.

3. Integrated Workflow & Business Process

• Automated Elimination Journals: The primary function of this mapping is to facilitate the elimination process in consolidated financial reports.

• Example: Imagine Company A (Parent) sells goods to Company B (Subsidiary).

  • In Company A's books, this transaction is recorded as an Intercompany Receivable.

  • In Company B's books, it is recorded as an Intercompany Payable.

  • In the Account Pairing module, the user would define that the "Intercompany Receivable" account is paired with the "Intercompany Payable" account.

• When the consolidation report is prepared, the system can use this mapping to automatically propose or create an elimination journal that zeroes out both of these accounts, because from the group's perspective, no real debt or receivable actually exists.

• This simplifies and automates one of the most complex parts of consolidation accounting.

4. Tips & Important Notes

• This is an advanced accounting feature specific to companies with multiple entities (a group).

• The accuracy of the mapping here is crucial. An error in pairing accounts will lead to invalid consolidated financial statements.

• Ensure that only reciprocal accounts (those that mirror each other in the books of different entities) are mapped here.

• The management of this module should be in the hands of the corporate accounting team that handles group financial reporting.

COA Group Allocation

Module Guide: COA Group Allocation

Module Location

Settings > Accounting Settings > COA Group Allocation

Module Purpose

The COA Group Allocation module is a configuration page used to assign or manage which Chart of Accounts (CoA) will be used by each company entity within the system. In a multi-company environment, each entity might require the same or a slightly different CoA structure. This module ensures that each company is linked to the correct CoA group.​

1. Main View (Company List)

The main page displays a list of all company entities registered in the system, ready to be configured.

View Explanation

• Company List: Displays the names of the companies within the group (e.g., PT. MEGA GLOBAL FOOD INDUSTRY, PT. UNGGUL INDO MODERN SEJAHTERA).

• Action Buttons:

  • Change: A button to enter edit mode or proceed to the next page to configure the CoA group allocation for the selected company.

2. Steps to Set COA Group Allocation

Based on the simple interface, the workflow is as follows:

• Select a company from the displayed list.

• Click the Change button.

• The system will likely direct the user to a new page (not shown) where they can select which "COA Group" or "COA Template" to apply to the chosen company.

• After the selection is made, save the changes.

3. Integrated Workflow & Business Process

• Foundation of Company Accounting: This setting is one of the most fundamental steps when setting up a new company in the system. Assigning a CoA group will determine the entire account structure that the company can use for all its transactions.​

• Reporting Standardization: By ensuring all (or some) companies in a group use the same or a similar CoA structure from a single group, the process of consolidation and performance comparison between companies becomes much easier and more accurate.

• Data Control: This module controls which accounts are valid for each company, preventing users in one company from using accounts that are only relevant to another.

4. Tips & Important Notes

• This is a crucial initial setup function. An error in assigning the CoA group can invalidate the entire accounting record of a company.

• Access to this module must be strictly restricted and should only be held by a system administrator or the corporate accounting team responsible for the group's financial structure.

• Changes to this module after a company is already operational with transactions must be done with careful planning, as it can impact historical data and financial statements.

Conditions

Module Guide: Conditions

Module Location

Settings > Accounting Settings > Conditions

Module Purpose

The Conditions module serves as a central settings hub for establishing the standard terms and conditions that apply to all sales (customer) and purchase (supplier) transactions. This setup includes default payment terms, credit limits, and tax application rules, which will become the initial values when creating new customer or supplier master data.​

1. Main View (Conditions Page)

This page is a single form divided into two main sections for managing customer and supplier requirements separately.

View Explanation

• Section 1: Requirements For All Customers

  • Receivable Payment Based On: A dropdown to determine the basis for calculating the due date (e.g., 30 EOM - 30 days after the end of the month).

  • Number of Days Until Due Date: The standard payment term in days.

  • Tax Code: The default tax code (e.g., VAT) to be applied to sales transactions.

  • Credit Limit: The standard credit ceiling granted to new customers.

  • Use Customer Tax Code: If checked, the system will prioritize the tax code specifically set in the customer's master data, overriding the default tax code here.​

• Section 2: Requirements For All Suppliers

  • The settings are identical to the customer section but apply to purchase transactions.

  • Payable Payment Based On: Defines the default payment terms to suppliers.

  • Tax Code: The default tax code for purchase transactions.

  • Use Supplier Tax Code: If checked, the system will use the specific tax code set in the supplier's master data.

• Action Button

  • Save: Saves all changes made on this page.

2. Steps to Set Conditions

• In the Customer section, select the default payment terms, enter the number of days until due, and define the standard credit limit.

• Choose the default Tax Code for sales.

• Repeat steps 1 and 2 for the Supplier section.

• Check the "Use... Tax Code" option if you want the system to be more flexible and prioritize the settings in the individual customer/supplier master data.

• Click Save.

3. Integrated Workflow & Business Process

• Default Values for Master Data: The settings in this module serve as default values. When a user creates new customer or supplier data, the fields for terms, credit limit, and tax will be automatically populated with the values from this Conditions module.​

• Data Entry Efficiency: This significantly speeds up the process of creating new master data, as users do not have to fill in all the information from scratch every time.

• Flexibility: Although there are default values, users can still change them individually in each customer or supplier master record if there is a special agreement that differs from the company standard.​

4. Tips & Important Notes

• Review and adjust these settings periodically to ensure they align with the company's latest credit and financial policies.

• This setup helps to standardize business relationships with customers and suppliers while still allowing flexibility for special cases.

• This module is generally set once during the initial implementation and is only changed if there is a fundamental policy change. Its access should be restricted to finance or accounting managers.

Transportation Settings

Module Guide: Transportation Settings

Module Location

Settings > Shipping > Transportation Settings

Module Purpose

The Transportation Settings module serves as a master data hub for registering and managing all personnel involved in the shipping process, whether as internal drivers or as contacts from external transportation companies (vendors). Its main goal is to create a centralized directory of logistics personnel, complete with their contact and identity information, to simplify the assignment and communication process.​

1. Main View (List of Transportation Personnel)

The main page displays a list of all transportation personnel (drivers/contacts) who have been registered in the system.

View Explanation

• Filter: Allows for a quick search by Transportation Code and Transportation Type (All, Internal, External).

• Transportation List Table:

  • Transportation Code Number: A unique identification number for each person.

  • Transportation Name: The full name of the person.

  • Type: Indicates the person's status, either Internal (company employee/driver) or External (driver or representative from a transportation vendor).

• Action Buttons:

  • New: Opens the form to register new personnel.

  • Delete: Deletes the data of the selected personnel.

  • Add OFIDAS and View Parcel Installation: Specific functions likely related to integration with other systems.

2. Add Transportation Page

This form is used to enter the detailed data of each new transportation person into the system.

View Explanation

• Transportation Code: A unique code for the person (e.g., employee ID for internal staff).

• Transportation Type: A choice between Internal or External.

• Transportation Name: The full name of the person.

• Place of Birth and Date of Birth: Demographic data of the person.

• Address: Domicile or contact address.

• Phone Number and Phone Number: Contact numbers that can be reached.

• ID Number: Official identification number (e.g., KTP or driver's license number).

3. Steps to Add Transportation Personnel

• Prepare the complete data of the person to be registered, including their ID and contact numbers.

• From the main page, click the New button.

• Fill in the Transportation Code and select the Transportation Type.

• Complete all personal information such as Name, Address, and ID Number.

• Click Save or Save and add another for the next data entry.

4. Integrated Workflow & Business Process

• Driver Assignment: Data from this module is used directly in the Vehicle Settings module. When registering or editing a vehicle, the list of available personnel from here will appear in the "Driver" dropdown.

• Shipping Documents: The name of the selected transportation person will be automatically printed on shipping documents like the Delivery Order, providing clarity on who is responsible for the goods during transport.

• Operational Communication: This list serves as a centralized phone book for the logistics team. If there is a problem on the road or a need to confirm delivery status, the team can quickly find the relevant person's contact number.

• Vendor Management: By separating between Internal and External personnel, the company can easily manage the contact list from various transportation vendors it works with.

5. Tips & Important Notes

• This module is essentially a master data for "human resources" in the logistics field. Ensure that the data entered, especially the Phone Number and ID Number, is accurate and always kept up-to-date.

• It is recommended to create a standard naming policy for the Transportation Code, for example, using the Employee ID Number (NIK) for internal personnel.

• The management of this data should be the responsibility of the HR department (for internal data) and the Logistics/Procurement department (for external/vendor data).

Consolidated Document Report

Module Guide: Consolidated Document Report

Module Location

Settings > Accounting Settings > Consolidated Document Report

Module Purpose

The Consolidated Document Report module serves as a reporting tool that can combine and display a list of document transactions from multiple companies within a group. Unlike financial consolidation, this module focuses on merging lists of documents (such as Sales Invoices, Purchase Orders, etc.) for the purpose of cross-company review, auditing, and control within a specific period.​

1. Main View (Report Filter Page)

The main page is a filter interface where the user can define the criteria for the report they wish to generate.

View Explanation

• Report Filter:

  • Document Type: A dropdown to select the specific type of document you want to display (e.g., Purchase Invoice, Sales Return).

  • Company: A dropdown to select one, several, or all companies whose data will be combined in the report.

  • Start Date: The beginning date of the report's period range.

  • To Date: The ending date of the report's period range.

• Action Buttons:

  • Search: A button to execute and generate the report based on the selected filters.

• Results Table: An area at the bottom that will display the list of documents after the search is performed. If no data matches, this area will show a message like "...No Data...".

2. Steps to Generate the Report

• Access the Consolidated Document Report module.

• Select the relevant Document Type from the dropdown.

• Choose the Company(s) you want to include in the report.

• Define the date range by filling in the Start Date and To Date.

• Click the Search button.

• The system will display a combined list of all documents that match your criteria from all selected companies.

3. Integrated Workflow & Business Process

• Audit and Control Tool: This module is not used for transactions but is purely for reporting. It provides management or audit teams with a "helicopter view" of the volume and list of specific transactions across the entire corporate group.​

• Intercompany Reconciliation: It can be used as an initial step to identify intercompany transactions by displaying all related documents (e.g., all sales and purchase invoices) on a single screen for further analysis.

• Centralized Visibility: It makes it easier for the head office to monitor operational activities in subsidiary companies without having to log into each company's database separately.​

4. Tips & Important Notes

• Ensure you select the filters, especially Document Type and Company, correctly to get a relevant report.

• Use a specific date range to speed up the report generation time, especially if the transaction volume is very large.

• This report is very useful for internal and external audit teams when performing sampling or transaction verification at the group level.

• Access to this module is typically given to users at the corporate or management level who have the authority to view data from multiple companies.

Currency Modifier

Module Guide: Currency Modifier

Module Location

Settings > Accounting Settings > Currency Modifier

Module Purpose

The Currency Modifier module is used to manage and record the history of currency exchange rates used for the company's internal accounting purposes (Accounting Rate). Unlike "Tax Conversion," which uses official government tax rates, this module uses rates relevant for internal financial reporting (e.g., the central bank's middle rate). This rate is essential for revaluing foreign currency balances at the end of a period and for calculating foreign exchange gains or losses.​

1. Main View (List of Currency Modifier Groups)

This page displays the history of every batch of accounting exchange rates that has been entered into the system, sorted by their effective period.

View Explanation

• Filter: Allows searching the history of rate batches by Group ID.

• Rate History Table:

  • Currency Modifier Group ID: A unique ID for each batch of rates entered.

  • Start Date: The effective start date of the rate.

  • End Date: The end date of the rate's validity period.

  • Last Change: A timestamp recording when this rate data was last modified.

• Action Buttons:

  • New: A button to open the page and input a new batch of accounting rates for a new period.

2. New Currency Modifier Page

This page is the form for inputting the accounting exchange rate table that will be effective for a specific period.

View Explanation

• Effective Period:

  • Period Start & Period End: Defines the date range during which the entered rates will be active and used by the system.

• Exchange Rate Table:

  • Currency 1: The foreign currency code (e.g., AUD, USD, EUR).

  • Currency 2: The functional/local currency (IDR).

  • Rate 1->2: The exchange rate for 1 unit of the foreign currency into the local currency.

  • Rate 2->1: The exchange rate from the local currency to the foreign currency (usually calculated automatically).

• Action Buttons:

  • Save: Saves the newly entered batch of rates.

  • Cancel: Cancels the input process.

3. Steps to Add a New Accounting Rate

• From the main page, click the New button.

• Define the Period Start and Period End for the rate's effective period (e.g., daily or monthly).

• In the table, fill in the Rate 1->2 column for each foreign currency according to the applicable accounting rate (e.g., the central bank's middle rate on that date).

• Once all rates are filled in, click Save.

4. Integrated Workflow & Business Process

• Foreign Exchange Revaluation: This is the primary function. At the end of each accounting period (usually month-end), the accounting team will run a revaluation process. The system will use the rate from this module (effective on the revaluation date) to reassess all account balances in foreign currencies (such as cash in a USD bank account, EUR receivables, or JPY payables).​

• Automatic Journal Entries: The difference between the old carrying value and the new value after revaluation will be automatically journalized by the system as a Foreign Exchange Gain or Loss, using the accounts mapped in the Account Link module.

• Transaction Valuation: This rate can also be used as the default rate when recording daily transactions in foreign currencies.​

5. Tips & Important Notes

• Distinguish from Tax Rate: It is crucial to understand that the rate in this module is for internal accounting/reporting and is different from the rate in the Tax Conversion module, which is used for tax reporting.

• Consistent Source: Use a consistent rate source that aligns with the company's accounting policies, such as the middle rate from the central bank (Bank Indonesia).

• Regular Updates: Rates must be updated regularly (daily or at least at the end of each month) to ensure the revaluation process and financial statements are accurate.

• Access to this module is typically managed by the accounting or treasury department.

Verification

Module Guide: Verification Settings

Module Location

Settings > Accounting Settings > Verification Settings

Module Purpose

The Verification Settings module acts as a control panel for determining which transaction types must go through an additional verification process before they can be posted or processed further. By enabling verification for certain transactions, a company can add a layer of internal control to ensure the accuracy and validity of crucial or high-risk entries.​

1. Main View (Verification Settings Page)

The main page consists of two list boxes that allow the user to select and assign transactions that require verification.

View Explanation

• Left Box (Transactions Requiring Verification): Displays a list of all transaction types that are currently set up to go through the verification process.

• Right Box (List of Available Transaction Types): Displays all other transaction types in the system that do not currently require verification.

• Movement Buttons:

  • >>: A button to move a selected transaction from the right box to the left, thereby activating the verification requirement for that transaction type.

  • <<: A button to move a selected transaction from the left box to the right, thereby deactivating the verification requirement.

• Action Button:

  • Save: Saves the changed configuration.

2. Steps to Set Up Verification

• Identify Transactions: Determine which transaction types are considered crucial and require verification (e.g., Cashbook Requisition, Job Order).

• Select from Available List: In the right box, select one or more transaction types for which you want to activate verification.

• Activate Verification: Click the >> button to move the selected transactions to the left box.

• Deactivate Verification (if needed): If you want to remove a verification requirement, select a transaction type from the left box and click the << button to move it back to the right box.

• Save Configuration: After you have finished setting up, click the Save button to apply the changes.

3. Integrated Workflow & Business Process

• Control Mechanism: When a user attempts to create or post a transaction whose type is listed in the left box, the system will not process it immediately. Instead, the transaction will enter a "Pending Verification" status.

• Verification Process: The transaction awaiting verification must then be reviewed and approved by another user who has verification authority (e.g., a supervisor or accounting manager). Only after it is verified can the transaction be posted to the general ledger.​

• Error Prevention: This workflow is very effective for preventing data entry errors, fraud, or transactions that do not comply with company policy before they impact the financial statements.

4. Tips & Important Notes

• Use this feature wisely. Activating verification for too many transaction types can slow down work processes and create operational bottlenecks. Focus on high-value or high-risk transactions.

• Ensure that the verification workflow and the roles of users authorized to perform verification are clearly defined within the company.

• This setting is a key component of the company's internal control framework. Access to this module should be highly restricted, ideally only for accounting managers, controllers, or internal auditors.

Verification Approval

Module Guide: Verification Approval

Location

Settings > Accounting Settings > Verification Approval

Module Purpose

The Verification Approval module is a matrix used to designate who has the authority to grant approval (verification) for each transaction type that has been marked as requiring verification in the Verification Settings module. This module specifically defines the approval workflow and chain of command to maintain internal control.​

1. Main View (Approver Designation Matrix)

The main page displays a complete list of all transaction types in the system, with columns to designate up to two levels of approvers.

View Explanation

• Global Settings:

  • Approver 1 & Approver 2: Fields at the top to set default approvers globally.

  • Apply All: A button to apply the selected default approvers to all transaction types below in bulk.

• Transaction Approval Matrix:

  • Transaction Type Column: Displays all existing transaction types in the system (e.g., General Journal, AP Credit Note, Void Sales Invoices).

  • Approver 1 & Approver 2 Columns: For each transaction type, there are separate columns to designate the first-level and second-level approvers. Users can be typed in directly or selected via the Select button.

• Action Button:

  • Save: A button at the very bottom to save all the approver designation configurations that have been made.

2. Steps to Set Verification Approvers

• Set Specific Approvers (Recommended): For each transaction type row, click the Select button in the "Approver 1" column to assign the first-level verifier (e.g., ACCOUNTING MANAGER for General Journal). Repeat for "Approver 2" if a two-level approval workflow is needed.

• Set Global Approvers (Quick Option): If many transactions have the same approver, enter the approver's name in the Approver 1 field at the top, then click Apply All. This will populate that approver's name in all rows below. Do the same for Approver 2 if necessary.

• Save Configuration: After all designations are complete, click the Save button at the bottom of the page to apply all settings.

3. Integrated Workflow & Business Process

This module works directly with the Verification Settings module.

• When a transaction (of a type enabled in "Verification Settings") is created, the system checks this module to know to whom the verification request should be sent.

• The transaction enters a "Pending Verification" queue in the dashboard or task list of the user designated as Approver 1 (e.g., the Accounting Manager).

• After Approver 1 grants approval, the request is forwarded to Approver 2 (if one is designated).

• Only after all levels of approvers have given their verification can the transaction be finally posted to the general ledger.​

4. Tips & Important Notes

• This module is an implementation of the segregation of duties principle, a fundamental pillar of internal accounting controls.

• Ensure that the users designated as approvers have the appropriate level of authority and understanding to verify the transaction types they are responsible for.

• Review this matrix periodically, especially when there are personnel changes or restructuring within the accounting and finance teams.

• Access to change settings in this module should be highly restricted and granted only to a system administrator or financial controller.

Payment Rules

Module Guide: Payment Rules

Module Location

Settings > Accounting Settings > Payment Rules

Module Purpose

The Payment Rules module serves as a master data hub for creating and managing all types of payment terms used by the company. These rules (such as "30 Days," "60 Days," or "100% LC at Sight") define the credit period given to customers or received from suppliers and form the basis for automatically calculating due dates throughout the system.​

1. Main View (List of Payment Rules)

The main page displays all payment terms that have been defined in the system, providing a complete overview of the available options.

View Explanation

• Filter: Allows searching for specific rules by Payment Rule Code or Description.

• Payment Rules Table:

  • Payment Rule Code: A unique numeric code for each rule.

  • Payment Rule Description: An easy-to-read explanation of the term (e.g., 30 Days, 60 Days).

  • Stage: The number of days or duration of the payment term.

  • Type: The calculation method (e.g., daily for daily calculation).

  • CurrentlyUsed: Indicates whether the rule is actively being used in master data or transactions.

• Action Buttons:

  • New: Opens the form to create a new payment rule.

  • Delete: Deletes a selected payment rule (if it is not currently in use).

2. New Page (Add Payment Rule)

This simple form is used to define the details of a new payment term.

View Explanation

• Payment Rule Code: A field to enter the unique code.

• Payment Rule Description: An area to write a clear name or description for the term.

• Stage: A field to enter the duration (e.g., 30) and select its unit (e.g., Days, Months).

• Action Buttons: Save to store the new rule and Cancel to abort.

3. Steps to Create a New Payment Rule

• From the main page, click the New button.

• Enter a unique Payment Rule Code.

• Write a clear Description (e.g., "Net 90 Days" or "Cash on Delivery").

• Define the duration by filling in the number in the Stage field and selecting its unit.

• Click Save.

4. Integrated Workflow & Business Process

• Standardization of Terms: The rules created here will appear as dropdown options when users create or modify Customer and Supplier master data.​

• Due Date Automation: When a payment rule is selected for a customer (e.g., "Net 30 Days"), every time a sales invoice is created for that customer, the system will automatically calculate its due date by adding 30 days to the invoice date.​

• Cash Flow Management: With accurately and consistently calculated due dates, this module provides a crucial foundation for accounts receivable (AR) aging and accounts payable (AP) aging reports, which are vital tools for cash flow management.

5. Tips & Important Notes

• Use clear and industry-standard descriptions (like "Net 30", "EOM" - End of Month) to make them easily understandable for all users.

• Although default rules are set in the Conditions module, this Payment Rules module provides a comprehensive list that can be chosen to offer flexibility for each customer or supplier.

• Deleting a rule with a CurrentlyUsed: YES status will likely be disallowed by the system to maintain historical data integrity.

• Managing this module is part of the basic financial setup and is usually handled by the accounting or credit control team.

Extra Costs

Module Guide: Extra Costs

Module Location

Settings > Accounting Settings > Extra Costs

Module Purpose

The Extra Costs module is used to define the master data for various types of additional costs that may arise in purchase or sales transactions, such as shipping fees, transportation costs, insurance, or handling fees. Most importantly, this module also serves to map each of these extra cost types to the relevant accounting accounts for each currency, ensuring accurate and automated recording.

1. Main View (List of Extra Costs)

The main page displays a list of all types of extra costs that have been created within the system.

View Explanation

• Extra Costs Table:

  • Extra Cost Code: A unique code for each cost type (e.g., EC001).

  • Extra Cost Name: A description of the cost (e.g., Shipping Fee).

  • Extra Cost Explanation: A more detailed explanation if necessary.

• Action Buttons:

  • New: A button to open the form and create a new extra cost type.

2. New Extra Cost Type Page

This form is used to define a new extra cost and, most importantly, to map that cost to a specific account for each currency.

View Explanation

• Basic Information:

  • Extra Cost Code: The unique code for the new cost.

  • Extra Cost Name: The name of the cost.

  • Extra Cost Explanation: Further description.

• Account Mapping per Currency:

  • This section displays a list of all active currencies in the system (AUD, CNY, EUR, USD, etc.).

  • Next to each currency, there is a dropdown menu that allows the user to select a specific account from the Chart of Accounts (CoA).

• Action Buttons:

  • Save: Saves the extra cost definition and its account mapping.

  • Cancel: Cancels the creation process.

3. Steps to Create a New Extra Cost

• From the main page, click the New button.

• Fill in the Extra Cost Code and Extra Cost Name.

• For each Currency, select the appropriate CoA account to which this cost should be recorded. For example, a Shipping Fee in a USD transaction might be recorded in the "Shipping Expense - USD" account, while in an IDR transaction, it would be recorded in the "Shipping Expense - IDR" account.

• Click Save.

4. Integrated Workflow & Business Process

• Journal Automation: When an extra cost (e.g., Shipping Fee) is added to a transaction (such as a Purchase Invoice or Sales Invoice), the system will automatically refer to this module.

• Based on the transaction's currency, the system will retrieve the mapped account and create the corresponding journal entry. For example, if a "Shipping Fee" of $50 is added to a USD Sales Invoice, the system will automatically journal that $50 to the account designated for USD in this module.

• This ensures that all extra costs are correctly recorded to the appropriate expense or revenue account, eliminating the need for error-prone manual journal entries.​

5. Tips & Important Notes

• The per-currency account mapping is very important for companies that frequently transact in various currencies, as it allows for more accurate cost tracking per currency.

• Ensure that the mapped account matches the nature of the cost. A shipping fee on a sales transaction might be "Shipping Revenue," whereas on a purchase transaction, it might be "Freight-In Expense" or part of the cost of inventory.​

• The management of this module should be handled by the accounting team to ensure all costs are mapped to the correct accounts in line with the company's accounting policies.

Financial Ratios

Module Guide: Financial Ratios

Module Location

Settings > Accounting Settings > Financial Ratios

Module Purpose

The Financial Ratios module serves as a fundamental mapping tool that links the key components of financial ratio formulas (such as "Current Assets," "Net Profit") to specific accounts within the Chart of Accounts (CoA). By defining this mapping, the system can automatically calculate various important financial ratios used for analyzing company performance.​

1. Main View (Financial Ratio Mapping Page)

The main page is a form where users can visually map each ratio component to multiple CoA accounts at once.

View Explanation

• Ratio Component Column: The column on the left displays a list of basic terms or components required for ratio calculations (e.g., Current Assets, Current Liabilities, Sales, Net_Profit).

• Account Mapping Column: A multi-select box next to each component. Here, users can select one or more accounts from the Chart of Accounts that collectively make up the value of that component.

• Action Button:

  • Update: A button to save all mapping configurations made on this page.

2. Steps to Set Up Ratio Mapping

• Identify Component: Select a ratio component you want to define, for example, Current Assets.

• Select Related Accounts: Click on the multi-select box to the right of the component. From the list of accounts that appears, select all accounts that fall under the Current Assets category (e.g., all Cash and Bank accounts, Accounts Receivable, Inventory, etc.).

• Repeat for All Components: Perform the same process for all other components listed on the page (Current Liabilities, Total_Assets, Sales, etc.).

• Save Changes: After all components have been correctly mapped to their corresponding accounts, click the Update button at the bottom to save the entire configuration.

3. Integrated Workflow & Business Process

• Foundation for Automated Calculation: The mappings set in this module are the foundation for the financial reporting or analytical dashboard modules.

• Example Workflow: When a manager runs a "Current Ratio" report, the system will do the following in the background:

  • Look up the Current Ratio formula, which is Current Assets / Current Liabilities.

  • Refer to this Financial Ratios module to find all accounts you have mapped to the "Current Assets" component.

  • Sum the balances of all those accounts to get the total value of Current Assets.

  • Do the same for "Current Liabilities."

  • Calculate the final ratio by dividing the total Current Assets by the total Current Liabilities.

• This automates financial analysis and ensures that ratio calculations are always consistent and based on pre-approved definitions.​

4. Tips & Important Notes

• Accuracy is Key: The accuracy of all financial ratios generated by the system depends entirely on the correctness of the mapping in this module. A small mistake, like forgetting to include one cash account, will invalidate all related ratios.​

• Managed by Experts: This setup should be performed by a Financial Controller or Senior Accountant who has a deep understanding of the company's CoA structure and the definitions of each financial statement component.

• Periodic Review: This mapping must be reviewed periodically, especially when new accounts are added to the Chart of Accounts, to ensure the new accounts are included in the correct components.

Account Link Authorization

Module Guide: Account Link Authorization

Module Location

Settings > Accounting Settings > Account Link Authorization

Module Purpose

The Account Link Authorization module is a crucial security and access control feature. Its function is to grant or restrict the authority of specific users (employees) to access or use functionalities related to specific Account Link categories. This allows for the implementation of the principle of separation of duties and ensures that only authorized personnel can perform transactions in sensitive accounting areas.​

1. Main View (Authorization Page)

The main page is an interface for managing user access rights to specific Account Link categories within a chosen company.

View Explanation

• Filter:

  • Account Link: A dropdown to select the functional accounting category for which access rights will be set (e.g., Inventory, Sales, Asset Management).

  • Company: A dropdown to select the company where this authorization rule will apply.

• Access Management Boxes:

  • Unauthorized Employees: The box on the left, displaying a list of all users who currently do not have access to the selected Account Link category.

  • Authorized Employees: The box on the right, displaying a list of users who currently have been granted access.

• Movement Buttons:

  • >>: Moves a selected user from the "unauthorized" list to the "authorized" list, thereby granting them access rights.

  • <<: Moves a selected user from the "authorized" list to the "unauthorized" list, thereby revoking their access rights.

• Action Button:

  • Change: Saves all authorization configuration changes that have been made.

2. Steps to Set Authorization

• Select Functional Area: Choose an Account Link category from the dropdown (e.g., Inventory).

• Select Company: Specify the Company where this rule will apply.

• Grant Access: In the left box ("Unauthorized Employees"), select one or more employee names you want to grant access to. Click the >> button. Their names will move to the right box.

• Revoke Access: If you want to revoke access rights, select an employee's name from the right box ("Authorized Employees") and click the << button.

• Save Changes: Once finished, click the Change button at the bottom to save the configuration.

3. Integrated Workflow & Business Process

• Access Control Implementation: The settings in this module directly limit what users can see and do in other modules.​

• Example: If you set up authorization for Account Link: Inventory and only grant authority to "Khusni Amalia," then only Khusni Amalia can perform transactions that touch inventory-related accounts (such as creating a Stock Adjustment Journal, viewing the Inventory Value Report, etc.). Other users will not be able to access these functions or will receive an error message.

• Separation of Duties: This is an effective tool for implementing the separation of duties. For example, you can set it so that only Warehouse staff can access the Inventory Account Link, while only Accounting staff can access the Revaluation Account Link.

4. Tips & Important Notes

• Principle of Least Privilege: Apply the "principle of least privilege." Grant users authority only for the areas they absolutely need to perform their jobs.

• Periodic Review: Review these authorizations periodically (e.g., quarterly or whenever there is a change in employee roles) to ensure access rights remain relevant and secure.

• Critical Security: This module is one of the pillars of financial data security within the system. Access to change the settings in the Account Link Authorization module itself must be highly restricted, ideally only to the System Administrator.

Budget Version

Module Guide: Budget Version

Module Location

Settings > Budget Settings > Budget Version

Module Purpose

The Budget Version module serves as a master data hub for creating and managing various versions of the company's budget sets. This feature enables version control for budgets, which is crucial for planning, scenario analysis, and reporting. A company can have multiple versions, such as "Initial Budget 2025," "Q1 Budget Revision," or "Mid-Year Forecast".​

1. Main View (List of Budget Versions)

The main page displays a list of all budget versions that have been created. From here, users can see which versions are available in the system.

View Explanation

• Filter: Allows searching for a specific version by Budget Version Code.

• Budget Version Table:

  • No: Sequential number.

  • Budget Version Code: A unique code for each version.

  • Budget Version Name: A descriptive name for the budget version.

  • idx_period: Indicates the fiscal period or year associated with this budget version.

• Currently, the table shows "NO DATA," which means no budget versions have been created yet.

• Action Buttons:

  • New: A button to open the form and create a new budget version.

2. Add Budget Version Page

This form is used to define a new budget version.

View Explanation

• Budget Version Code: A field to enter the unique code.

• Budget Version Name: A field to provide a clear name (e.g., "Operational Budget 2025 - V1").

• idx_period: A dropdown to select the fiscal year in which this budget version applies.

• Will be followed up?: A checkbox that likely serves to mark whether this version is active and will be used for comparison with actuals (variance analysis).

• Action Buttons: Save, Reset, and Cancel.

3. Steps to Create a New Budget Version

• From the main page, click the New button.

• Enter a unique Budget Version Code and a descriptive Budget Version Name.

• Select the appropriate Year (idx_period).

• Check the "Will be followed up?" box if this version is the one that will be actively monitored.

• Click Save.

4. Integrated Workflow & Business Process

• Budget Container: The version created here acts as a "container" or "label" for a set of budget figures. The detailed budget numbers (e.g., sales budget, cost budget per department) will be entered in another module by referencing the version created here.

• Variance Analysis: When running a budget vs. actual comparison report, the user will be prompted to select which Budget Version they want to use as the benchmark.​

• Planning Flexibility: This allows management to compare actual performance not just against the initial budget but also against the latest forecast versions, providing a more dynamic analysis.

5. Tips & Important Notes

• Use a clear naming convention for each version (e.g., BUDGET25-ORIGINAL, FC25-Q1, BUDGET25-FINAL) to make them easy to identify during reporting.

• Ensuring each version is linked to the correct period (idx_period) is key to accurate reporting.

• This module is the first and most fundamental step in the budgeting cycle. Without a version, budget figures cannot be entered into the system.

Budget Matrix

Module Guide: Budget Matrix

Module Location

Settings > Budget Settings > Budget Matrix

Module Purpose

The Budget Matrix module is used to define the basic structure or framework of a budget set. This module determines the primary dimension that will be used to allocate and monitor the budget: whether it is based on Account (Chart of Accounts - COA), Cost/Profit Center (CCPC), or Project. This setting is a fundamental step before any budget figures can be entered.​

1. Main View (List of Budget Matrices)

The main page displays a list of all budget structures/matrices that have been defined.

View Explanation

• Filter: Allows searching for a specific matrix by Budget Matrix Code.

• Budget Matrix Table:

  • Budget Matrix Code: A unique code for each matrix.

  • Budget Matrix: A descriptive name for the budget structure.

  • Matrix-on: Shows the selected dimension (COA, CCPC, or Project).

  • Active?: Indicates whether the matrix is active and can be used.

• Currently, the table shows "NO DATA," which means no budget matrices have been created yet.

• Action Buttons:

  • New: A button to open the form and create a new budget matrix.

2. Add Budget Matrix Page

This form is used to define a new budget structure.

View Explanation

• Budget Matrix Code & Budget Matrix: Fields for a unique code and a descriptive name (e.g., "Budget by Department").

• Matrix: A radio button selection that is the core of this module. The user must choose one:

  • COA: The budget will be entered and monitored for each account in the Chart of Accounts (e.g., budget for "Salary Expense," "Advertising Expense," etc.).

  • CCPC: The budget will be entered and monitored for each cost/profit center (e.g., budget for the "Marketing Department," "Production Department").

  • Project: The budget will be entered and monitored for each project (e.g., budget for the "New Warehouse Construction Project").

• Description: A field for additional notes or explanations.

• Active: A checkbox to activate or deactivate this matrix.

• Action Buttons: Save, Reset, and Cancel.

3. Steps to Create a New Budget Matrix

• From the main page, click the New button.

• Fill in the Budget Matrix Code and Budget Matrix (name).

• Select the desired Matrix dimension: COA, CCPC, or Project. This is the most crucial choice.

• Ensure the Active box is checked.

• Click Save.

4. Integrated Workflow & Business Process

• Determining Input Structure: The matrix created here determines what the budget input screen will look like in the next module. If you create a "Budget by Department" matrix with the CCPC dimension, then when you input the budget for this version and matrix, the system will display a list of all departments (CCPCs) for you to fill in the figures.

• Basis for Budget Control: This choice of dimension will become the basis for all budget control reports. Management can monitor actual expenses against the budget per account, per department, or per project, depending on the matrix used.​

• Prerequisite: Creating at least one Budget Matrix is a mandatory step before the company can begin entering detailed budget figures into the system.

5. Tips & Important Notes

• Think carefully about how your company wants to manage and control its budget before creating a matrix. Is account-based control sufficient, or do you need more detailed control per department or project?

• The naming of the matrix should be clear and reflect its dimension (e.g., "Expense Budget by Account," "Departmental Budget," "Project XYZ Budget").

• This module is a conceptual step that defines what will be budgeted, before other modules are used to define how much the budget is.

Budget Period

Module Guide: Budget Period

Module Location

Settings > Budget Settings > Budget Period

Module Purpose

The Budget Period module is used to define and manage the specific calendar or schedule of a budget set. After a budget "Version" and "Matrix" have been created, this module allows the user to break down the annual budget into smaller periods (e.g., Monthly, Quarterly) and set the exact date range for each of those periods.​

1. Main View (List of Budget Periods)

The main page displays a list of all budget period schedules that have been created.

View Explanation

• Filter: Allows searching by Budget Period Code.

• Budget Period Table:

  • Budget Period Code: A unique code for each period schedule.

  • Period Name: A descriptive name (e.g., "Monthly Budget 2025").

  • Version: The budget version associated with this period.

  • Section: Likely refers to the Budget Matrix (dimension) being used.

  • Start Date & End Date: The overall time range for this period schedule.

  • Active?: The active status of the period.

• Currently, the table shows "NO DATA," indicating no budget periods have been defined yet.

• Action Buttons:

  • New: A button to open the form and create a new budget period schedule.

2. Add Budget Period Page

This form is used to define the details of a budget period schedule.

View Explanation

• Budget Period Code & Period Name: Unique code and descriptive name for the period schedule.

• Description: Additional notes.

• Budget Type: A dropdown to select the Budget Version to be scheduled.

• Budget Category: A dropdown to select the Budget Matrix (structure/dimension) to be used.

• Period: Defines the overall date range for this budget schedule (e.g., January 1, 2025 - December 31, 2025).

• Active: A checkbox to activate this period schedule.

• Action Buttons: Save, Reset, and Cancel.

3. Steps to Create a Budget Period

• Ensure you have already created at least one Budget Version and one Budget Matrix.

• From the main page of the Budget Period module, click New.

• Fill in the Budget Period Code and Period Name.

• Select the Budget Type (version) and Budget Category (matrix) from the dropdowns.

• Define the overall Period range.

• Check Active and click Save.

4. Integrated Workflow & Business Process

• Connecting Version and Structure: This module effectively connects "what" is being budgeted (from the Budget Matrix) with "when" and "which version" of the budget it is (from the Budget Version).​

• Opening Budget Input: Once a Budget Period is created, the system will automatically create input "slots" or rows for each small period within it (e.g., 12 slots for 12 months). This will be visible in the budget input module (likely named "Budget" or "Budget Input"), where users can finally enter the monetary figures for each account/department/project on a monthly basis.

• Basis for Temporal Reporting: The period definitions here become the basis for all time-based variance analysis reports. The system will know to compare March's actual results with the budget figures entered for the March period.​

5. Tips & Important Notes

• This module is the bridge between conceptual planning (creating versions and matrices) and execution (inputting budget figures).

• The naming of the period should be clear, combining version and matrix information if possible (e.g., "Monthly Budget 2025 by Department").

• This is the final setup step before the team can begin entering budget values into the system.

Budget Module

Module Guide: Budget Module

Module Location

Settings > Budget Settings > Budget Module

Module Purpose

The Budget Module serves as the "entry point" or main menu for accessing and beginning work on a previously defined budget set. After a budget version, matrix, and period have been configured, this module will display a list of the active budget sets that are ready to be filled out or reviewed. The user selects a budget set from this list to enter the data entry screen.​

1. Main View (List of Active Budgets)

The main page displays a list of all active budget period combinations that are ready for the data entry process.

View Explanation

• Filter: Allows searching by Budget Period Code.

• Activity Budget Only: This heading indicates that the list displayed is likely only for budgets that have been marked as active.

• Active Budget Table:

  • Budget Period Code: The unique code of the budget period schedule.

  • Period Name: The descriptive name of that period schedule.

  • Version: Shows the Budget Version being used (e.g., Budget 2025 - Final).

  • Type: Likely refers to the Matrix dimension being used (COA, CCPC, or Project).

• Currently, the table shows "NO DATA," which means no budget periods have been selected or activated for data entry yet.

2. Integrated Workflow & Business Process

• Gateway to Data Entry: This module is the final step in the setup workflow. After all configurations are complete (Version, Matrix, Period), the list of budgets ready to be filled will appear here.​

• Budget Entry Process:

  • A user (e.g., a department manager) accesses this module.

  • They will see a list of budgets relevant to them (e.g., "Marketing Department Budget 2025").

  • By clicking on a row in the table, the user is directed to the actual data entry screen. That screen will display a list of accounts or departments (according to the selected matrix) with columns for each month, where they can begin entering the budget figures.​

3. Tips & Important Notes

If you do not see the budget set you expect here, there is likely an issue in one of the three preceding setup modules:

• Ensure a Budget Version has been created.

• Ensure a Budget Matrix has been defined.

• Ensure a Budget Period has been created linking the correct Version and Matrix, and make sure its status is "Active."

• Access to this module is typically given to all users involved in the budget preparation process, such as department managers, project leaders, and the finance team.

Global Budget Settings

Module Guide: Global Budget Settings

Module Location

Settings > Budget Settings > Global Budget Settings

Module Purpose

The Global Budget Settings module acts as the master switch to activate the budget control mechanism throughout the system. Specifically, this module determines at what stage the budget is "consumed" or "committed." By activating the options here, the system will proactively check for budget fund availability when a commitment document is created, not just when the actual expense occurs. This is a core concept of commitment accounting.​

1. Main View (Global Settings Page)

The main page is a simple configuration form that controls the behavior of the entire budget module.

View Explanation

• Budget Type: Commit: This label indicates that the settings here relate to Commitment Accounting. This means the budget is considered used at the moment a commitment is made (e.g., when a Purchase Order is issued), rather than when an invoice is received or paid.​

• Budget Allocation: This section contains a list of document types that can trigger a budget check and allocation.

  • Purchase Order: If checked, every time a user creates a Purchase Order (PO), the system will check if there is enough remaining budget for the PO's value.

  • Cashbook Requisition: If checked, every request for cash (e.g., for petty cash) will be checked against the available budget.

• Action Buttons:

  • Save: Saves the configuration.

  • Cancel: Discards the changes.

2. Steps to Activate Budget Control

• Access the Global Budget Settings module.

• Check the box next to the document type you want to place under budget control (e.g., Purchase Order).

• Click the Save button.

3. Integrated Workflow & Business Process

• Proactive Control: This is the core function of this module. Once Purchase Order is activated, the workflow will change:

  • A user creates a new Purchase Order.

  • Before the PO can be saved or approved, the system automatically checks: "What is the total value of this PO?" and "What is the remaining budget for the corresponding account/department/project?"

  • If Budget is Sufficient: The system will allow the PO to be processed and will "reserve" or encumber that amount from the total available budget.​

  • If Budget is Insufficient: The system will block the transaction or, depending on other configurations, send a notification to a manager for special approval (override).

• Preventing Overspending: By activating control at the commitment stage (PO), the company can prevent overspending in real-time, rather than only discovering it at the end of the month when running actual vs. budget reports.​

4. Tips & Important Notes

• Master Switch: This module is the main "ON/OFF" switch for the entire budget control system. Do not activate this feature if the company does not yet have a complete and approved budget within the system.

• Prerequisites: Before activating this module, ensure that all other budget setting modules (Version, Matrix, Period, and budget data entry) have been fully configured.

• Operational Impact: Activating this control will have a direct impact on the procurement process. Ensure all relevant users (e.g., the purchasing department) understand that their requests will now be subject to budget availability.

• Highly Restricted Access: Given its fundamental impact, access to this module must be strictly limited to a Financial Controller or System Administrator.

Organization Level

Module Guide: Organization Level

Module Location

Settings > Organization Structure > Organization Level

Module Purpose

The Organization Level module serves as a central master data hub for creating, viewing, and managing the company's hierarchical organizational structure. This is where organizational units such as companies, divisions, departments, and sections are defined and arranged in a tree structure to reflect the chain of command and reporting relationships.

1. Main View (Organization Tree Structure)

The main page displays the company's entire organizational structure in a hierarchical tree that can be expanded and collapsed.

View Explanation

• Tree Structure:

  • Top Level: Represents the parent company entity (e.g., PT. UNGGUL INDO MODERN SEJAHTERA).

  • Lower Levels: Show the organizational units that fall under the entity above them, such as divisions or departments (e.g., MANAGING DIRECTOR, PRODUCTION PLANNING, ACCOUNTING).

• Action Buttons per Level:

  • Add Icon: (Usually a + icon or similar) to create a new organizational unit under the selected level.

  • Edit Icon: (Usually a pencil icon) to open the detail page and modify the information of the selected organizational unit.

  • Delete Icon: (Usually an x icon) to delete an organizational unit (if it has no descendants or is not in use).

2. Organization Detail Page

This page is the form for editing the details of an existing organizational unit or creating a new one.

View Explanation

• Basic Information:

  • Organization Code & Organization Name: The unique code and name of the organizational unit (e.g., department or division).

  • Organization Level: A dropdown to place this unit under its parent unit, building the hierarchical relationship.

  • Status: An "Active" checkbox to indicate if this organizational unit is still valid.

• Form Action Buttons:

  • Add Child: A shortcut button to create a new organizational unit positioned directly under the one currently being viewed.

  • Change, Reset, Cancel, Delete: Standard data management buttons.

• Archive (Change History):

  • A table at the bottom that serves as an audit log. This table records all changes ever made to this organizational unit, including changes to its name, parent level, and the date of the change.

3. Steps to Build the Organizational Structure

• Starting from the Main View, click the add icon next to the top-level entity to create a new division.

• You will be directed to the Organization Detail page. Fill in the Organization Code, Organization Name, and ensure the parent Organization Level is correct.

• Click Save (or Change).

• To create a department under the division you just created, return to the Main View, find that division, and click the add icon next to it. Repeat this process until the entire organizational structure is formed.

4. Integrated Workflow & Business Process

• Basis for CCPC: The organizational structure created here is the foundation for creating Cost Centers and Profit Centers (CCPC). Each department or division defined here can be designated as a CCPC for cost accounting and budget monitoring purposes.

• Approval Workflow: The hierarchy defined here is often used to build automated approval workflows. For example, a purchase request from a staff member will be automatically routed to their department head for approval, based on the structure in this module.

• Management Reporting: This structure enables the creation of financial or operational reports that can be rolled up by department, by division, and up to the company level.

5. Tips & Important Notes

• The organizational structure is the backbone of many control and reporting processes in an ERP system. Design this structure carefully to match the company's actual operational and reporting structure.​

• Use a logical numbering scheme (Organization Code) to facilitate identification and leave room for future growth.

• The management of this module should be handled by the Human Resources (HR) department or the administrative team responsible for the organizational structure, in coordination with the finance team.

Company Information

Module Guide: Company Information

Module Location

Settings > Organization Structure > Company Information

Module Purpose

The Company Information module serves as a central dashboard or "control room" for each company entity registered in the system. This module displays a summary of the most crucial financial and accounting parameters, as well as providing a real-time overview of the closing status (locked or open) of all transactional sub-modules. It is the primary reference page for administrators and financial managers to monitor the health and configuration status of a company's accounting.​

1. Main View (Company Information Dashboard)

This page presents summary information and status for the selected company.

View Explanation

• Organization Structure:

  • A panel on the left displays the organizational tree structure. Users can select a company (e.g., PT. MEGA GLOBAL FOOD INDUSTRY) to view its details in the main panel.

• Company Form Information:

  • This section displays the fundamental accounting parameters for the selected company :​

    • Base Currency: The functional currency the company uses for its bookkeeping (e.g., IDR).

    • Current Financial Period: The currently active fiscal year.

    • Last Month in Financial Period: The closing month of the fiscal year (e.g., December).

    • Current Conversion Month: The current active accounting period.

    • Number of Periods per Year: Shows the number of accounting periods in a year (e.g., 13, which could mean 12 regular months + 1 adjustment period).

• Module Status:

  • This table gives a quick overview of which transaction modules are currently open or closed (Yes/No). This is a summary view of what is set in the Close Module module.

    • Module Name: The type of transaction (General Journal, Sales Invoice, etc.).

    • Closing Status: Indicates whether the module is locked (Yes) or not (No).

    • Closing Date & Closed By: An audit log that records when and by whom a module was last closed.

• Disallowed Periods:

  • The area at the bottom contains system-wide date control settings to prevent incorrect entries.

    • Deny overdue Entries: Prevents users from entering transactions with a date before a specified date (back-dating control).

    • Deny future Entries: Prevents users from entering transactions with a date too far in the future (future-dating control).

2. Integrated Workflow & Business Process

• Monitoring Dashboard: This module is primarily informational. It is the first place to check to understand a company's basic financial and operational status, such as the active period and which modules are locked.​

• Information Consolidation: The information displayed here (especially Module Status) is a reflection of settings made in other modules (like Close Module and Close Period), consolidated onto one screen for ease of monitoring.

• System Rule Enforcement: The settings in the "Disallowed Periods" section are hard rules enforced by the system. If activated, the system will automatically block any transaction entry attempt that violates these date restrictions.

3. Tips & Important Notes

• Use this module as a quick "health check" to ensure the company's basic configuration is correct before starting large-scale data entry or the closing process.

• Pay attention to the Module Status section before performing a month-end or year-end close to ensure no important modules are left in an open state.

• The "Disallowed Periods" setting is a very powerful internal control tool for maintaining data integrity. Activate it according to your company's policy.

• Access to this module is typically granted to high-level users such as the Financial Controller, accounting managers, and system administrators.

Position

Module Guide: Position

Module Location

Settings > Organization Structure > Position

Module Purpose

The Position module is used to define every specific position or job title that exists within the company's organizational structure. While the "Organization Level" module builds the framework of departments or divisions, the "Position" module fills that framework with individual job titles such as "Finance Manager," "Accounting Staff," or "CEO." This module also stores the job description, requirements, and responsibilities for each position.​

1. Main View (Position Structure)

The main page displays the position structure in the same tree format as "Organization Level," allowing for hierarchical navigation.

View Explanation

• Tree Structure: Displays the hierarchy of organizational units. Users can click the + or edit icon next to each unit to add or edit positions within it.

2. Position Detail Page

This is the form page where all details regarding a job position are defined.

View Explanation

• Basic Information:

  • Parent Position: Defines the direct superior of the position being created.

  • Position Code & Position Name: A unique code and the name of the job title (e.g., MGR-FIN, Finance Manager).

  • Status: An "Active" checkbox to indicate if the position is valid.

• Job Description & Requirements:

  • Several rich text editors are available to document:

    • The job description or main responsibilities.

    • Managerial Requirement: Requirements from a managerial perspective.

    • Technical Requirement: Requirements in terms of technical or specific skills.

• Organizational & Accounting Linkage:

  • Cost Center: A dropdown to link this position to a specific cost center, which is crucial for salary budget reporting and control.

  • Head of Division: Defines the related head of the division.

  • isPosition: A checkbox to confirm that this is a fillable job position.

• Action Buttons:

  • Add Subordinate: A shortcut button to create a new position that is hierarchically under the one currently being edited.

  • Change, Reset, Cancel, Delete: Standard buttons for data management.

• Archive: An audit log that records the entire history of changes made to this position's data.

3. Steps to Create a New Position

• From the main page, navigate to the organizational unit (department) where the new position will be created, then click the add icon.

• You will be directed to the Position Detail page.

• Fill in the Position Code, Position Name, and select the Parent Position (superior).

• Use the text editors to fill in the job description and required qualifications.

• Link the position to the relevant Cost Center.

• Click Save (or Change).

4. Integrated Workflow & Business Process

• Basis of HR Management: The position data here is the foundation for the entire human resource management cycle, from the recruitment process (using job descriptions and requirements) and performance management to succession planning.​

• Approval Workflow: The position hierarchy ("Parent Position") is essential for building automated approval workflows. For instance, a leave request or expense claim from a "Staff" member will be automatically routed to the "Manager" defined as their superior here.

• Cost Control: By linking each position to a Cost Center, the company can accurately allocate and monitor salary costs per department, which is vital for profitability analysis and budget control.

5. Tips & Important Notes

• This module bridges the gap between a conceptual organizational structure and the practicalities of human resource management and cost accounting.

• Ensure that job descriptions and requirements are always kept up-to-date to be relevant for recruitment processes.

• The relationship between positions, users/employees, and Cost Centers is one of the most crucial integrations in an ERP system. The management of this module should ideally be handled by the HR department in coordination with the Finance department.

Employe Data

Module Guide: Employee Data

Module Location

Settings > Organization Structure > Employee Data

Module Purpose

The Employee Data module is the central database for managing all information related to every employee in the company. This module not only stores basic personnel data but also functions as the control center for system user management, including account settings, access rights (authorization), and security. It is the module that connects an individual (employee) to their role and access within the ERP system.​

1. Main View (Employee List)

The main page displays a list of all employees registered in the system, providing a quick overview of the existing staff.

View Explanation

• Filter: Allows searching for an employee by Employee Code or Name, as well as filtering by Employment Status (e.g., Active, Resigned).

• Employee List Table:

  • Employee Code: The Employee ID Number (NIP) or other unique code.

  • Employee Name: The full name of the employee.

  • ESA User Status: An icon indicating whether the system user account for the employee is active (green check) or inactive (red cross).

• Action Buttons:

  • New Employee: (Usually a button/link above the table) to open the form and register a new employee.

  • Clicking on an employee's row will open the Employee Detail page for editing.

2. Employee Detail/Change Data Page

This is a comprehensive form where all of an employee's data is managed, from personal information to system account settings.

View Explanation

• Personnel Information: Contains personal data such as Name, Place & Date of Birth, Gender, Email Address, Phone, and Address.​

• Employment Information:

  • Employee Code, Start Date, Contract Date, and Employment Status.

• Account & Access Settings:

  • User Name: The username for logging into the system.

  • Function Authorization: A multi-select box to assign this employee to one or more User Groups (roles). Their access rights will follow the rights of that group.

  • Password & Confirmation: Fields to set or reset the user's password.

  • LDAP User / 2FA: Security options to integrate login with a central directory or enable two-factor authentication.

  • Current Status: An option to activate or deactivate the user account.

• Signature:

  • A feature to upload a digital signature image, which can be automatically used on documents printed from the system (such as invoices or POs).

3. Steps to Manage Employee Data

• Create New Employee: Click the "New Employee" button, and fill in all personnel and employment information.

• Set Up System Account: In the account settings section, create a User Name, set a Password, and most importantly, assign the user to the appropriate Function Authorization (user group) that matches their job title.

• Activate Account: Ensure the Current Status is set to "Active" so the employee can log in.

• Click Change or Save to store the data.

4. Integrated Workflow & Business Process

• Single Source of Truth: This module becomes the single source of truth for employee data. Data from here is used by other modules such as Payroll, Leave Management, and Performance Appraisal.​

• Centralized Access Control: This is the point where an individual is "linked" to their access rights. By assigning "Arif H" to the "A_LEAD_MANUFACTURING" group, Arif will automatically inherit all access rights defined for that group throughout the system.

• Document Automation: If a signature is uploaded, the system can automatically embed it on relevant documents (e.g., on a Purchase Order created by Arif), adding a touch of personalization and authentication.

5. Tips & Important Notes

• The accuracy of data in this module is critical. An error in an email or employment status can lead to communication or payroll issues.

• The setup in the Function Authorization section is the key to role-based system security. Review these group assignments periodically.

• Because it contains sensitive personal data and security settings, access to create or change data in this module must be strictly limited, usually only to the Human Resources (HR) department and System Administrators.

Ownership Settings

Module Guide: Ownership Settings

Module Location

Settings > Organization Structure > Ownership Settings

Module Purpose

The Ownership Settings module is used to define and record the shareholding structure of a company by another entity. This feature is crucial in the context of a corporate group, where one company (the parent) owns some or all of the shares of another company (the subsidiary). The data entered here forms the basis for the financial statement consolidation process.​

1. Main View (List of Ownerships)

The main page displays the ownership list for the selected parent company.

View Explanation

• Filter:

  • Company Name: A dropdown to select the holding company whose ownership structure you wish to view.

• Ownership Table:

  • Company Name: Displays the name of the owned subsidiary company.

  • Sharing Percentage (%): Shows the percentage of the subsidiary's shares owned by the parent company selected in the filter.

• Currently, the table shows "...No data...", which means no ownership structure has been defined for the selected parent company.

• Action Buttons:

  • New Share: A button to open the form and define a new ownership structure.

2. Add Ownership Setting Page

This form is used to record that a parent company owns shares in one or more subsidiary companies.

View Explanation

• Company: A dropdown to select the parent company that will be the owner.

• [+ Add Row] / [- Delete]: Buttons to add or remove subsidiary entry rows.

• Ownership Input Table:

  • Company: A dropdown in each row to select the subsidiary company whose shares are owned.

  • Percentage (%): A field to enter the percentage of ownership.

• Action Buttons: Save and Cancel.

3. Steps to Define Ownership

• From the main page, click the New Share button.

• On the "Add" page, select the parent Company from the top dropdown.

• In the table, click the Company dropdown to select a subsidiary.

• To the right, enter the Percentage (%) of ownership (e.g., 80 for 80%).

• If the parent company owns more than one subsidiary, click [+ Add Row] and repeat steps 3-4.

• Click Save.

4. Integrated Workflow & Business Process

• Basis for Financial Consolidation: This ownership percentage information is crucial for the financial statement consolidation process.​

  • If ownership is > 50%, the subsidiary's financial statements must be fully consolidated into the parent's report.​

  • If ownership is between 20% and 50% (investment in an associate entity), it will be accounted for using the equity method.

• The system will use this percentage in the Consolidation Worksheet to calculate and separate the Non-Controlling Interest (NCI) portion of the subsidiary's profit and equity.​

• Corporate Governance: This module provides an official record of the group's legal structure, which is important for reporting to regulators and other stakeholders.

5. Tips & Important Notes

• Ensure the percentage entered is accurate, as it has significant accounting and legal implications.​

• This module is at the core of accounting for corporate groups. Its management should be handled by a corporate accounting team or controller who understands consolidation accounting standards (like IFRS 10).

• Whenever an acquisition or divestiture of shares occurs, the data in this module must be immediately updated to reflect the new ownership structure.

Career Path Archive

Module Guide: Career Path Archive

Module Location

Settings > Organization Structure > Career Path Archive

Module Purpose

The Career Path Archive module serves as a complete historical record of every employee's career movement within the company. This module allows the HR department to record, view, and manage every position change, promotion, transfer, or demotion that an employee experiences throughout their tenure.

1. Main View (Employee List)

The main page is a list of all employees in the system, serving as the starting point for accessing each individual's career archive.

View Explanation

• Filter: Allows searching for a specific employee by Employee Code and Employment Status.

• Employee List Table:

  • Employee Code: The Employee ID Number.

  • Employee Name: The full name of the employee.

  • Action: Clicking on a row in this table will take the user to the Career Path Detail page for the respective employee.

2. Career Path Detail Page (Change)

This page is dedicated to managing an employee's career history. Users can view the history of positions held and add new entries for career movements.

View Explanation

• Employee Information: Displays the name and status of the employee being viewed.

• Current Status:

  • This section lists all positions currently held by the employee. An employee can hold more than one position in different companies within a group.

  • Company: The name of the company where the position is held.

  • Position: The name of the job title/position.

  • Delete: A link to end or remove the assignment to that position.

• New Addition:

  • This is the form for recording a new career move (e.g., a promotion or transfer).

  • Company Name & Position: A dropdown and selection button to assign the employee to a new company and position.

  • Main: A checkbox to mark if this is the employee's primary position (if they have more than one).

  • Start Date: The effective date for the employee's start in the new position.

• Action Buttons:

  • Save: Saves the changes, whether ending an old position or adding a new one.

3. Steps to Update a Career Path

• Select Employee: From the main page, find and click on the name of the employee whose career history you want to update.

• End Old Position (if necessary): In the Current Status section, click the Delete link next to the position that the employee no longer holds.

• Add New Position: In the New Addition section, select the new Company Name and Position.

• Fill in the effective Start Date for the new position.

• Click the Save button at the bottom. The system will record this movement and update the employee's position status.

4. Integrated Workflow & Business Process

• Basis for Employee History: This module is the primary source of data for all historical information related to job titles. This data is invaluable for performance analysis, succession planning, and meeting internal and external audit requirements.

• Integration with Approval Workflows: A change in an employee's position here will automatically update their role in approval workflows. For example, if a staff member is promoted to manager, they will automatically start receiving approval requests from their new subordinates.

• Compensation Management: Career history is often closely tied to the history of salary and compensation changes, although the compensation data itself may be managed in the payroll module.

5. Tips & Important Notes

• Ensure the Start Date is filled in accurately, as this marks the starting point of an employee's new responsibilities and authorities.

• This module creates a clear digital trail of an employee's entire career path, which is very useful for future reference.

• The management of this module is a primary responsibility of the Human Resources (HR) department and should be performed whenever there is an official decision letter regarding a promotion, transfer, or other change in job title.

Organizational Structure Template

Module Guide: Organizational Structure Template

Module Location

Settings > Organization Structure > Organizational Structure Template

Module Purpose

The Organizational Structure Template module is a facility for designing and storing various "blueprints" or templates of organizational structures. This feature is highly useful for companies that frequently create new projects, open new branches, or have multiple types of business units with standard internal structures. Instead of building the structure of departments and positions from scratch each time, users can apply a pre-made template.​

1. Main View (Template List)

The main page displays a list of all organizational structure templates that have been created and saved in the system.

View Explanation

• Create New Template: A link to open the page or process for creating a new template.

• Template List Table:

  • Design Name: A unique and descriptive name for each template (e.g., "Branch Office Structure Type A," "Construction Project Team Structure").

  • Date Created: The date the template was first created.

  • Last Change: The date the template was last modified.

  • Status: Indicates the status of the template (e.g., Draft, Active, Inactive).

• Currently, the table shows "NO DATA," which means no templates have been created yet.

2. Steps to Create an Organizational Structure Template

Although the detail page is not shown, the workflow can be summarized as follows:

• Create New Template: Click the Create New Template link.

• Name the Template: The user will be prompted to provide a clear name for the template.

• Design the Structure: The system will likely open an interface similar to the Organization Level and Position modules, where the user can build the hierarchy of departments and job titles visually within the scope of this template.

• Save the Template: After the structure is fully designed, the user will save the entire design as a single template.

3. Integrated Workflow & Business Process

• Standardization and Efficiency: The primary function of this module is efficiency. When the company plans to open a new branch office, the HR manager does not need to create the structure of departments (Sales, Operations, Finance) and the positions under them one by one. By simply applying the "Branch Office Template," the entire structural framework is created automatically.​

• Consistency: Using templates ensures that all units of the same type (e.g., all factories or all projects) have a consistent structure of job titles and departments. This facilitates performance comparison and the uniform application of policies.​

• Foundation for Rapid Projects: In project-based industries, these templates enable rapid team mobilization. When a new project is won, a "Project Team Template" can be immediately applied to create all the necessary positions, from Project Manager to Field Engineer.

4. Tips & Important Notes

• Create templates for every type of recurring structure in your company (e.g., templates for factories, warehouses, sales offices, project teams).

• This template only includes the framework of Organization Levels and Positions, not the people or employees who fill them. The process of assigning employees to these positions is still done separately.

• The management of this module should ideally be handled by the organizational development team within the HR department or a central administration team responsible for business process standardization.

User Data Groups

Module Guide: User Data Groups

Module Location

Settings > Function Authorization > User Data Groups

Module Purpose

The User Data Groups module serves as a master data hub for creating and managing user groups (or roles) within the system. Instead of granting access rights one-by-one to each user, an administrator can create functional groups (such as "Customs," "KOKILA," "SUBCON"), add users to those groups, and then grant access rights to the group. This is a Role-Based Access Control (RBAC) approach that simplifies and standardizes system security.​

1. Main View (List of User Groups)

The main page displays a list of all user groups that have been defined for a specific company.

View Explanation

• Filter: Allows searching for a specific group by Group Name.

• User Group Table:

  • Group Name: The unique name of the user group.

  • Group No: An internal unique ID for the group.

  • Company Name: Indicates the company where this group is defined and applies.

• Action Buttons/Links:

  • [ Add user group ]: A link to open the form and create a new user group.

  • Search / Show all: Buttons to perform a search or display all data again.

2. Steps to Create a User Group

Although the add form is not displayed, the workflow can be summarized as follows:

• From the main page, click the [ Add user group ] link.

• The system will open a new page where the user must enter a Group Name (e.g., "Accounting Staff," "Warehouse Manager," "Auditor").

• Select the Company Name where this group will be active.

• Click Save. The new group will then appear in the list on the main page.

• The next step after creating a group is to add users to it, which is likely done in another module (e.g., in the user management module).

3. Integrated Workflow & Business Process

• Foundation of Security: The groups created here are the foundation of the entire system security matrix.​

• Bulk Access Granting: After a group is created, an administrator can go to other authorization modules (such as Function Authorization, Account Link Authorization, Verification Approval) and grant access rights directly to a group. All users who are members of that group will automatically inherit the same access rights.​

• Access Management Efficiency: If a new employee joins, the administrator does not need to grant dozens of access rights manually. They simply add the employee to the appropriate group (e.g., "Purchasing Staff"), and the employee immediately gets all the necessary access for their role. Similarly, when an employee moves to a different department, the admin only needs to move them to a new group.

4. Tips & Important Notes

• Design the user group structure based on the functional roles and responsibilities in your company, not on individual names.​

• Use clear and intuitive group names.

• Managing user groups is a critical task that should be performed by a System Administrator or the IT department responsible for system security.

• Conduct regular audits of each group's membership to ensure no users have excessive privileges.

User Member

Module Guide: User Member

Module Location

Settings > Function Authorization > User Member

Module Purpose

The User Member module serves as an administrative dashboard for viewing, searching, and creating reports on all users (employees) who have an account in the system. Unlike the "Employee Data" module, which focuses on managing individual details, this module is more oriented towards reporting, auditing, and bulk review of the system's user list.​

1. Main View (List of User Members)

The main page displays a complete list of all employees registered as system users, along with several reporting options.

View Explanation

• Filter:

  • Employee Code: Allows for a quick search for a specific user.

  • User Status: A dropdown to filter users based on their account status (e.g., Active or Resigned).

• User List Table:

  • Employee Code: The unique ID or NIP of the employee.

  • Employee Name: The full name of the user.

  • Archive: This column contains a "View Report" link, which likely opens an activity history, access log, or another report specific to that user.​

• Main Action Buttons:

  • Show Print: A button to generate a user list report in a printer-ready format.

  • View via Excel: A button to export the displayed user list into an Excel file format for further analysis.

2. Print Report Page

When the "Show Print" button is clicked, the system generates a pop-up page containing a clean list of all users, suitable for printing or archiving as a document.

View Explanation

• Report Header: Displays company information and the date the report was generated.

• User List: A simple table containing the Employee No. and Employee Name, presenting the data in a neat and concise format.

• Action Buttons: Print Close to print the report and close the pop-up window.

3. Steps for Use

• Viewing the User List: Access the module to see all registered users. Use the filter to narrow down by status (e.g., to see all currently active users).

• Viewing Individual Archives: To review a user's activity or history, find their name in the list and click the "View Report" link in the "Archive" column.​

• Creating Bulk Reports: For audit or reporting purposes, click the "Show Print" button for a printable version or "View via Excel" to get the raw data.

4. Integrated Workflow & Business Process

• Security Audit Tool: This module is a primary tool for System Administrators, IT Security teams, or Internal Auditors. They can use this module to regularly review the list of individuals who have access to the system.

• Reporting and Compliance: The export to Excel and print features are very useful for providing evidence or documentation during compliance audits (e.g., to ensure that only active employees have active accounts).

• Complement to Authorization Modules: This module is read-only for reporting. It displays the results of settings made in the Employee Data module (account creation) and the User Data Groups / Function Authorization modules (granting of access rights).

• 2FA Login

  1. Install Google Authenticator on your phone Android (https://play.google.com/store/apps/details?id=com.google.android.apps.authenticator2&hl=en&pli=1) or iphone (https://apps.apple.com/id/app/google-authenticator/id388497605?l=id)

     

  2. Open ERP (https://opr.kokola.co.id) then login with current user password

  3.  redirect to New Form. Scan Barcode , add to Google Authenticator then input number on ERP textbox input field
     

     1. 

  4. Press RELOGIN

  5. Every Login You Must Input Number on Google Authenticator Apps

  6. 

5. Tips & Important Notes

• Use this feature periodically (e.g., quarterly) to conduct a User Access Review, which is the process of verifying that all active accounts should indeed be active and correspond to the employee's current role.

• The "View Report" link in the "Archive" column is a powerful feature for tracking a user's digital footprint. Understand what kind of information it presents for effective monitoring.

• Access to this module, especially the ability to view archive reports, should be restricted to personnel with responsibilities in system administration and security, such as IT and audit teams.

User Authorization

Module Guide: User Authorization

Module Location

Settings > Function Authorization > User Authorization

Module Purpose

The User Authorization module is the system's security control center, where the Administrator defines "roles" or "functional positions" in the form of Authorization Groups. Each of these groups represents a collection of access rights to various menus, buttons, and functions throughout the system. This is the core of the Role-Based Access Control (RBAC) mechanism, which determines "who can do what".​

1. Main View (List of Authorization Groups)

The main page displays a list of all roles or authorization groups that have been created.

View Explanation

• Filter: Allows searching for a group by Group ID.

• Add Group: A link to create a new authorization group.

• Group Table:

  • Group ID: A unique ID for each group.

  • Group Name: The name of the functional role (e.g., 1_MANAGING_DIRECTOR, 2_MANAGER_ACCOUNTING).

  • Description: A brief explanation of the group's role.

  • Status: Indicates whether the group is active (Aktif) or not.

  • Action: Clicking on a row will take the user to the Change page to manage that group.

2. Change Page (Authorization Group Details)

This page is the form for editing the details of a group and serves as the gateway to setting its specific access rights.

View Explanation

• Basic Information:

  • Group Name & Description: Fields to change the name and description of the role.

  • Status: An "Active" checkbox to enable/disable the group.

• Advanced Action Buttons:

  • Change: Saves changes to the name, description, or status.

  • Admin Group: Likely used to designate which users can manage the membership of this group.

  • User Authorization: This is the most important button. Clicking it will most likely open a security matrix page, where the administrator can check off every menu, sub-menu, and function (e.g., Create, Change, Delete) that this group is allowed to access.

  • Delete: To delete the authorization group.

3. Steps to Set Access Rights

• Create New Group: From the main page, click Add Group, give it a name and description (e.g., "Purchasing Staff"), and then save it.

• Set Access Rights: Click on the newly created group, then click the User Authorization button.

• Assign Permissions: On the security matrix page that appears (not shown), check all the menus and functions that the "Purchasing Staff" are allowed to access (e.g., can 'view' and 'create' a Purchase Requisition, but cannot 'delete' a Purchase Order). Save that permission matrix.​

• Assign Users to Group: Finally, go to the Employee Data module, find the relevant employee, and in the "Function Authorization" section, add the employee to the "Purchasing Staff" group.

4. Integrated Workflow & Business Process

• RBAC Implementation: The workflow above is a full implementation of Role-Based Access Control. Access rights are not granted to individuals, but to roles (groups). Individuals are then assigned to those roles.​

• Dynamic Security: When an employee ("Purchasing Staff") logs in, the system checks their group. The system will then only display the menus and enable the buttons that have been permitted for that group in this module. All other functions will be hidden or disabled.

• Security Hub: This module, along with Employee Data, is the center of the entire system security framework. The settings here define the boundaries of authority for every user across the entire application.

5. Tips & Important Notes

• The group structure should be carefully designed to reflect the actual functional roles in the company. Avoid creating too many overlapping groups.

• Apply the Principle of Least Privilege: Always grant the minimum access rights necessary for a role to perform its duties.​

• The "User Authorization" button leads to the most sensitive area. A configuration error here can grant excessive access rights or, conversely, prevent users from doing their jobs.

• Managing this module is the exclusive task of the System Administrator or an equivalent role fully responsible for application security.

Function Authorization Report

Module Guide: Function Authorization Report

Module Location

Settings > Function Authorization > Function Authorization Report

Module Purpose

The Function Authorization Report module serves as an audit and access verification tool. It allows an administrator or manager to see the exact, complete list of all functions, menus, and permissions (e.g., read, write, delete) held by a user or a group of users. It is the way to answer the question, "What can user X actually do in the system?"

1. Main View (Report Generator)

The main page is an interactive interface for selecting users and generating their access rights report.

View Explanation

• User List: A box on the left containing a list of all active users in the system.

• Selected User: A box on the right containing the list of users who have been selected for reporting.

• Movement Buttons:

  • >>: Moves a user from the "User List" to the "Selected User" box.

  • <<: Removes a user from the "Selected User" box.

• Action Buttons:

  • Show Report: Generates a printer-ready access rights report for all users in the "Selected User" box.

  • View via Excel: Exports the detailed access rights of the selected users to an Excel file.

2. Access Rights Report View

After users are selected and the "Show Report" button is clicked, the system generates a detailed report in a pop-up window.

View Explanation

• Report Header: Displays the company name and the information of the user whose report is being shown (e.g., A. Bagus Nur Sudrajat).

• List of Access Rights:

  • This report presents a complete list of all functions and modules accessible to that user, organized by main menu (e.g., General Ledger, Purchase, Finance, Inventory).

  • For each function, the report details the level of permission held, such as (read), (write), or (delete). This provides a very granular view of the user's authority.

3. Steps to Create a Report

• Access the Function Authorization Report module.

• In the left box ("User List"), select one or more users whose access rights you want to check.

• Click the >> button to move them to the "Selected User" box.

• Click the Show Report button to view the report in a printable format or click View via Excel for further data analysis.

4. Integrated Workflow & Business Process

• Verification and Audit Tool: This module is crucial for the security audit process. Auditors (both internal and external) can use this report to verify whether the implementation of access rights in the system complies with the company's Segregation of Duties (SoD) policy.

• Access Troubleshooting: If a user reports that they cannot access a certain function that should be part of their job, an administrator can quickly run this report to see what access rights the user actually has and identify the problem (e.g., the user has not been assigned to the correct authorization group).

• Security Documentation: The generated report can be saved as official documentation of the user access rights matrix at a specific point in time, which is useful for compliance and record-keeping purposes.

5. Tips & Important Notes

• Use this report proactively, not just reactively. Schedule a periodic review of access rights reports (e.g., monthly or quarterly) for all users, especially those in sensitive roles.

• Compare the reports of several users who should have the same role to ensure consistency in access rights.

• Because this report contains highly sensitive security information, access to the Function Authorization Report module itself must be strictly limited to System Administrators, IT managers, and the Internal Audit team.

Data Check

Module Guide: Data Check

Module Location

Settings > Tools > Data Check

Module Purpose

The Data Check module is a powerful and high-risk database query console. This feature provides direct access to the application's underlying database, allowing technical users to execute SQL (Structured Query Language) commands directly. This module is not for business users but is a specialized tool for Database Administrators (DBAs), developers, or advanced technical support teams for the purpose of diagnosing complex data issues, data correction, and creating ad-hoc reports.​

1. Main View (Query Console)

The main page is an interface divided into several sections for writing, executing, and managing database queries.

View Explanation

• Query For Database:

  • This is the main area where the user writes SQL commands.

  • Database Dropdown: Allows the user to select the target database where the query will be executed (e.g., kokola).

• Query Action Buttons:

  • Run: Executes the written SQL command.

  • Clear: Clears the text from the query area.

  • Save As: Saves a frequently used query as a template for future use.

• Query Templates:

  • An area on the right that displays a list of saved queries. This allows users to quickly reload and re-run complex queries without retyping them.

• Results Area:

  • The bottom section of the screen (currently empty) is where the results of a query execution (especially a SELECT command) will be displayed in a table format.

2. Steps for Use

• Select Database: Choose the target database from the dropdown at the top.

• Write Query: Type the SQL command directly into the "Query For Database" text area.

  • To View Data: Use a SELECT command. Example: SELECT * FROM m_customer WHERE customer_city = 'Jakarta';

  • To Modify Data (Extremely Dangerous!): Use an UPDATE command. Example: UPDATE m_item SET is_active = 0 WHERE item_code = 'XYZ';

• Execute Query: Click the Run button.

• View Results: If using SELECT, the results will appear in the area below. If using UPDATE or DELETE, the system will provide a confirmation message with the number of rows affected.

• Save Template (Optional): If the query will be used frequently, click Save As to store it in the "Query Templates" list.

3. Integrated Workflow & Business Process

• Diagnostic Tool: When a data anomaly occurs that cannot be explained through the standard user interface (e.g., mismatched balances, transactions missing from reports), the technical team will use this module to "look directly" into the database tables and diagnose the root cause.

• Emergency Data Correction: In cases of data corruption or mass input errors, this module is the only way to perform direct and efficient data repair.

• Not for Business Users: This module is by design not integrated with daily business workflows. It is a "behind-the-scenes" tool used to maintain and repair the system, not to run the business.

4. Critical Warning & Security Tips

• CRITICAL WARNING: EXTREMELY HIGH RISK: This is the most dangerous module in the entire system. A single incorrect UPDATE or DELETE command without a proper WHERE clause can permanently and irretrievably delete or corrupt the entire company's data.

• SUPER-RESTRICTED ACCESS: Access to this module must be strictly limited and granted only to highly trained and trusted technical personnel, such as a Database Administrator (DBA) or Senior Developer. This module should never be accessible to regular users, managers, or even junior IT staff.

• Always Perform a Backup: Before running any data modification commands (UPDATE, DELETE, INSERT), it is strongly advised to perform a full database backup first.

• Test First in a Safe Environment: Every modification query should always be tested in a staging or testing (non-production) environment before being run on the production database.

Program Defect Report

Module Guide: Program Defect Report

Module Location

Settings > Tools > Program Defect Report

Module Purpose

The Program Defect Report module functions as an integrated internal ticketing system or bug tracker within the application. This module allows users to report problems, bugs, or enhancement requests they encounter while using the system. The development or IT support team can then view, manage, and track the resolution status of each submitted report.​

1. Main View (List of Defect Reports)

The main page displays a list of all problem or bug reports that have been submitted by users.

View Explanation

• Filter: Allows searching for specific reports by the Module Name where the issue was found.

• Report List Table:

  • ID: A unique identification number for each report.

  • Module Name: The name of the module or area where the bug occurred.

  • Title: A brief title or description of the problem (e.g., PO, finance report issue).

  • Type: The category of the issue, such as Bugs or Others.

  • Status: The current status of the report (e.g., Cancelled, Open, In Progress, Closed).

• Action Buttons:

  • Add New: Opens the form to create a new program defect report.

  • Detail: (Usually by clicking a row) to see the full details of a report.

2. Add New Page (Creating a Report)

This form is used by users to submit a new issue report.

View Explanation

• Module Name: A field to write in which module the problem was found.

• Title: A short title that summarizes the issue.

• Type: A dropdown to categorize the report (e.g., Bugs, Enhancement Request, Question).

• Description: A text area to provide a detailed explanation of the problem, including steps to reproduce the bug, the expected result, and the actual result that occurred.​

• Note: An area for additional notes or information.

• Action Buttons: Save to submit the report and Back to cancel.

3. Steps to Report an Issue

• Access the Program Defect Report module.

• Click the Add New button.

• Fill in the Module Name, Title, and select the report Type.

• In the Description section, explain the problem in as much detail as possible. The more detailed the information, the easier it will be for the technical team to understand and fix it.

• Click Save. Your report will appear in the main list with an initial status (e.g., Open).

4. Integrated Workflow & Business Process

• Structured Communication: This module provides a structured communication channel between business users and the technical team. This is far more efficient than reporting issues via email or instant messages, which can easily get lost.​

• Bug Lifecycle: A report will go through a lifecycle :​

  • Open: A user submits a new report.

  • In Progress: The technical team starts working on a fix.

  • Resolved/Fixed: The fix is complete and ready for testing.

  • Closed: The user or QA team has verified that the issue is resolved.

  • Cancelled: The report is cancelled because it's a duplicate, invalid, or for other reasons.

• Continuous Improvement: The data from this module is invaluable for the product development team. By analyzing the type and frequency of reported bugs, they can identify areas of the system that are most in need of repair or enhancement.

5. Tips & Important Notes

• When reporting a bug, always include specific information: transaction IDs, usernames, time of occurrence, and the exact error message that appeared (if any). Screenshots are also very helpful.​

• Train your users to use this module as the sole official channel for reporting system issues.

• The IT team should regularly monitor the list of incoming reports to ensure no critical issues are missed.

• This module is an important collaboration tool for maintaining and improving the quality of the ERP software.

Data Transfer Settings

Module Guide: Data Transfer Settings

Module Location

Settings > Data Transfer > Data Transfer Settings

Module Purpose

The Data Transfer Settings module functions as a data migration tool or a facility for bulk data import/export. This module is used to move large amounts of data into or out of the system, primarily for master data. This is crucial during the initial implementation phase of an ERP system or when bulk updates to existing data are necessary.​

1. Main View (List of Data Entities)

The main page displays a list of all data types or "entities" that can be imported or exported using this module.

View Explanation

• Filter: Allows searching for specific data entities by name.

• Data Transfer Table:

  • Data Transfer: The name of the data entity that can be transferred (e.g., COA (Chart of Accounts), CUSTOMER, SUPPLIER, ITEM CATEGORY).

  • Upload / Download: This column contains two main action buttons for each entity:

    • Upload: A button to import new data into the system from a file (usually Excel or CSV).​

    • Download: A button to export existing data from the system into a template file.

• Add New Button: A button to open a form and define a new data entity that can be migrated, which is typically used only by developers.

2. Add New Page (Entity Definition)

This form, likely accessible only by developers, is used to define a new data entity that can be migrated.

View Explanation

• Data: The technical name of the table or view in the database.

• Table Name: The specific table name in the database that will be the source or destination for the data.

• Field Name: A box to select the specific columns from the table to be included in the import/export process.

3. Steps to Perform Data Migration

A typical process for importing new data (e.g., a customer list) is as follows:

• Download Template: From the main page, find the CUSTOMER entity and click the Download button. The system will generate a blank Excel/CSV file containing all the necessary columns for customer data.

• Fill the Template: Open the downloaded file and populate it with all your customer data. Ensure the data format (e.g., dates, numbers) matches what the system expects.

• Upload File: Return to the module, find the CUSTOMER entity again, and this time click the Upload button.

• Select File & Process: The system will prompt you to select the filled Excel/CSV file. Once the file is selected and the process starts, the system will read the data from the file and insert it into the customer database table.

• Verify: After the upload process is complete, check the customer data in the Master Customer module to ensure all data has been imported correctly.

4. Integrated Workflow & Business Process

• Initial Implementation (Go-Live): This module is a critical tool during the go-live preparation of an ERP system. The implementation team uses this module to migrate all master data from the old system to the new one, such as lists of customers, suppliers, items, and the chart of accounts.​

• Bulk Updates: If there is a need to update information on hundreds or thousands of master data records (e.g., changing the category of all items from 'A' to 'B'), an efficient workflow is:

  • Download the existing data.

  • Perform bulk changes in the Excel file.

  • Upload the modified file. This is much faster than changing data one-by-one through the user interface.

5. Tips & Important Notes

• Data Quality: The success of data migration heavily depends on the quality of the data in the upload file. Ensure there is no duplicate data, incorrect formatting, or missing mandatory data. The adage "garbage in, garbage out" is very applicable here.​

• Migration Sequence: Some data has dependencies. For example, you cannot import ITEM data if the ITEM CATEGORY does not yet exist. Perform data migration in a logical order.

• Backup: Before uploading a large amount of data, it is highly recommended to perform a database backup as a precaution.

• Restricted Access: While not as dangerous as the Data Check module, access to perform Uploads should be restricted to trained users who understand the system's data structure, such as the IT team or super users.

Upload Transaction Data

Module Guide: Upload Transaction Data

Module Location

Settings > Data Transfer > Upload Transaction Data

Module Purpose

The Upload Transaction Data module serves as a specialized tool for importing transactional data in bulk into the system. Unlike "Data Transfer Settings," which focuses on master data, this module is designed for uploading transactional documents such as Sales Orders, Purchase Orders, or General Journals from an external file (e.g., Excel). This is very useful for scenarios where transactions are created in bulk outside the main system and need to be imported periodically.

1. Main View (Upload History List)

The main page displays a log or history of all transaction data upload processes that have been performed, allowing users to track what has been imported and when.

View Explanation

• Filter:

  • Document Type: A dropdown to filter history by the type of transaction that was uploaded.

  • Start Date to End Date: A time range filter to view uploads that occurred within a specific period.

• Upload History Table:

  • Document Type: The type of transaction that was uploaded.

  • Upload Date: The date and time when the upload process was performed.

• Currently, the table shows "...No data...", which means no transaction data has been uploaded in the selected period.

• Action Buttons:

  • Add New: A button to start a new transaction data upload process.

2. Upload Transaction Data Page

This page is the interface for performing the transaction file upload process.

View Explanation

• Document Type: A crucial dropdown for selecting what type of transaction will be uploaded (e.g., Sales Order). This choice will determine the template format that must be used and how the system will process the data within it.

• Action Buttons:

  • Upload: The main button that will open a dialog to select a file from your computer. Once the file is selected, the import process will begin.

  • Download: A button to download the correct Excel/CSV file template for the selected document type. This is a crucial first step to ensure the data format is correct.

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

3. Steps to Upload Transaction Data

• Select Document Type: From the Upload Transaction Data page, select the Document Type you want to import (e.g., "Sales Order").

• Download Template: Click the Download button to get the corresponding Excel template file.

• Fill the Template: Open the template file and populate it with your transaction data. Each row typically represents one transaction detail, and each column represents a field (such as item code, quantity, price).

• Save the File: Save the filled Excel file.

• Upload File: Return to the system, click the Upload button, and then select the file you just saved. The system will process the file.

• Verify: After the upload is complete, check the relevant module (e.g., the Sales Order module) to ensure all transactions from your file have been successfully created in the system.

4. Integrated Workflow & Business Process

• Integration with External Systems: This module is often used to integrate the ERP system with other platforms. For example, daily sales data from an e-commerce platform can be exported into the template format and then uploaded every night into the ERP system via this module to automatically create Sales Orders.

• Bulk Data Entry Efficiency: For businesses with a very high daily transaction volume (e.g., hundreds of sales orders per day), entering them one by one is inefficient. Staff can collect all orders in a single Excel file and upload them all at once using this module.

• Opening Balance Migration: During implementation, this module can also be used to upload opening trial balance figures in the form of a General Journal.

5. Tips & Important Notes

• The Template is Key: Always use the template downloaded directly from the system for the relevant Document Type. Using the wrong format is the most common cause of upload failure.

• Data Validation: Before uploading, double-check the data in your Excel file. Ensure all codes (customer, item, etc.) already exist in the master database, and there are no formatting errors.

• Process One by One: Upload one document type at a time. Do not mix Sales Order and Purchase Order data in the same file.

• Restricted Access: Uploading transaction data in bulk carries significant risks. Access to this module should be restricted to super users or trained staff who understand the impact of this process.

Warehouse Capacity

Module Guide: Warehouse Capacity

Module Location

Settings > Warehouse > Warehouse Capacity

Module Purpose

The Warehouse Capacity module serves as the master data for defining all physical and virtual storage locations owned by the company. This module not only records addresses but also defines the hierarchy, type, physical dimensions (length, width, height), and specific function of each warehouse or storage location. This data is the foundation for all inventory management and logistics operations.​

1. Main View (Warehouse Hierarchy)

The main page displays the hierarchical structure of all registered warehouse types and locations, typically in a tree format.

View Explanation

• Tree Structure: Shows the relationship between warehouse types (categories) and the specific warehouse locations under them. Example: The SUBWH type (likely Raw Material Warehouse) has the UPL location (possibly a shared office) under it.

• Return Own Document: An option or function related to the internal document flow of the warehouse.

• Action Buttons:

  • Add Warehouse Type: Opens the form to create a new warehouse category.

  • Add Warehouse Location: Opens the form to register a new physical warehouse location.

2. Add Warehouse Location Page

This is a comprehensive form for registering and describing a new storage location.

View Explanation

• General Information:

  • Warehouse Type Name: Selects the category of this warehouse.

  • Parent Warehouse: Defines the hierarchy, for example, if this is a rack within a larger warehouse.

  • Warehouse Code & Address: The unique code and physical address of the warehouse location.

• Dimensions & Capacity:

  • Width, Length, Height: Fields to enter the physical dimensions of the warehouse in meters.

  • Total: An automatic calculation of the warehouse volume in cubic meters (m³).

  • Dimension Capacity: The target capacity utilization percentage.

• Additional Info (Specific Functions):

  • A series of checkboxes that define the warehouse's role, such as :​

    • Is it a damaged goods warehouse?: For quarantining damaged goods.

    • Is it a Production Virtual warehouse?: For a virtual location representing a production area.

    • Is it for Subcontracting?: For a warehouse managed by a third party/subcontractor.

    • Is it an Outlet?: For a location that functions as a retail store.

3. Add Warehouse Type Page

A simple form for creating warehouse categories or types.

View Explanation

• Warehouse Type Name: The name of the category (e.g., Raw Material Warehouse, Finished Goods Warehouse, Transit Warehouse).

• Warehouse Type Category: A short code or abbreviation for the type.

4. Steps for Use

• Create Type First: Before registering a location, create its Warehouse Type. Click Add Warehouse Type, fill in the name and category, then save.

• Add New Location: Return to the main page, click Add Warehouse Location.

• Fill in Details: Select the Warehouse Type Name, fill in the code, address, and physical dimensions.

• Define Function: Check the boxes in "Additional Info" that correspond to the warehouse's specific function.

• Click Submit to save.

5. Integrated Workflow & Business Process

• Foundation for Inventory Management: Every item in the system must be assigned to a warehouse location. Without this warehouse master, the system does not know where goods are stored.​

• Space Optimization: By knowing the capacity (volume) of each warehouse and the volume of each item, an advanced system can provide put-away recommendations and prevent a warehouse from becoming overfilled.​

• Transaction Logic: The specific functions checked here will influence business logic. For example:

  • Goods can only be sold from a warehouse marked as Is it an Outlet?.

  • When the production process is complete, finished goods will be automatically received in the Production Virtual Warehouse before being moved to a physical warehouse.

  • Goods returned by customers due to damage will be directed to the Damaged Goods Warehouse.

6. Tips & Important Notes

• Accurate measurement of warehouse dimensions is key to effective capacity management.

• Think carefully about all possible warehouse functions in your company and ensure you check the correct options. A configuration error here can disrupt the receiving and shipping flow of goods.

• The management of this module should be handled by the head of the warehouse or a logistics manager who understands the layout and operational function of each storage location.

Warehouse Cost Component

Module Guide: Warehouse Cost Component

Module Location

Settings > Warehouse > Warehouse Cost Component

Module Purpose

The Warehouse Cost Component module serves as master data for defining all types of costs associated with warehousing activities. This module allows the company to identify, classify, and track various cost elements (such as rent, electricity, labor, or handling) that can later be allocated to specific activities or items. This is a fundamental step for warehouse costing.​

1. Main View (List of Cost Components)

The main page displays a list of all warehouse cost components that have been defined in the system.

View Explanation

• Filter: Allows searching for a specific cost component by Cost Code or Cost Name.

• Add Warehouse Cost Component: A link to open the form and create a new cost component.

• Cost List Table:

  • Cost Code: A unique code for each cost element.

  • Cost Name: A descriptive name of the cost (e.g., "Loading and Unloading Costs," "Cold Storage Costs").

  • Cost Type: The classification of the cost (e.g., Fixed, Variable, Semi-Variable).

  • Warehouse: Indicates whether this cost applies to a specific warehouse or is general.

• Currently, the table shows "...No data...", which means no cost components have been created yet.

2. Steps to Create a Cost Component

Although the add page is not shown in detail, the workflow can be summarized as follows:

• From the main page, click the Add Warehouse Cost Component link.

• The system will open a form where the user must fill in:

  • Cost Code: A unique code (e.g., WH-RENT, WH-LABOR).

  • Cost Name: A clear name (e.g., Warehouse Rent, Warehouse Labor).

  • Cost Type: Select from a dropdown (e.g., Fixed, Variable).

  • Warehouse: Select a specific warehouse if this cost only applies to one location, or leave it blank if it's a general cost.

  • COA Account: There will likely be a field to link this cost component to the corresponding expense account in the Chart of Accounts.​

• Click Save.

3. Integrated Workflow & Business Process

• Basis for Cost Allocation: The components defined here become the basis for allocating warehouse overhead costs to the value of inventory. For example, the total "Warehouse Labor" cost for a month can be allocated to each item that enters or leaves the warehouse based on its volume or weight.​

• Landed Cost Calculation: In the import process, cost components like "Customs Duty Costs" or "Port Handling Fees" created here can be added to the landed cost calculation. This ensures that the cost of goods sold (COGS) reflects all relevant costs, not just the purchase price of the goods.

• Profitability Analysis: By tracking these costs, management can perform activity-based costing to more accurately understand the profitability of each product or customer.

4. Tips & Important Notes

• Identify all significant costs related to your warehouse operations and create components for them in this module.

• Coordinate with the accounting department to ensure each cost component is linked to the correct expense account in the COA. This is important for the integrity of financial statements.

• This module is a cost accounting tool. Its management should be handled by a cost accounting team or a Financial Controller who understands cost allocation methodologies.

Put-away Strategy

Module Guide: Put-away Strategy

Module Location

Settings > Warehouse > Intelligent Bin > Put-away Strategy

Module Purpose

The Put-away Strategy module is the control center for configuring the automated logic the system uses to determine the best storage location (bin) when goods are received in the warehouse. This module allows an administrator to establish a set of rules and priorities that the system will execute to provide the most efficient put-away recommendations, optimizing space utilization and speeding up warehouse processes.​

1. Main View (Strategy List)

The main page is a configuration form where an administrator can enable, disable, and prioritize various item placement strategies.

View Explanation

This module presents three main strategies that can be combined. The system will evaluate these strategies based on the established Priority order (1 is the highest).

• Strategy 1: Relation Between Item/Service and Bin

  • Concept: This is a "Fixed Bin" strategy. The user can explicitly assign a specific item or group of items (RelationCode) to always be stored in a predetermined location (Bin).​

  • Use Case: Very useful for fast-moving items to ensure they are always in the most easily accessible locations, or for items that require special conditions (e.g., chemicals in a separate area).

  • Priority: In the image, this is set to priority 1. This means when an item arrives, the system first checks if a fixed location rule exists for it. If so, the system will immediately recommend that location and ignore other strategies.​

• Strategy 2: Bin Volume

  • Concept: This strategy focuses on utilizing the capacity or volume of storage locations.

  • Method Options:

    • Prevalent: This likely means "prioritize locations that already have contents." The system will try to find a bin that already contains the same item and still has remaining space. The goal is to consolidate stock and not spread one item type across many locations, similar to an "addition to existing stock" strategy.​

    • FullyFirst: This means "fill empty ones first." The system will prioritize finding a completely empty bin that can accommodate the entire quantity of the incoming goods.

  • Priority: Set to priority 3, making it one of the last considerations in this example.

• Strategy 3: Descending Level

  • Concept: This strategy likely directs the system to fill bins from the highest rack level to the lowest, or vice versa. "Descending" could mean filling from top to bottom.

  • Use Case: Useful for ensuring less desirable areas (e.g., the highest, hard-to-reach racks) are filled first, leaving prime, easily accessible areas available.

  • Priority: Set to priority 2, evaluated after the Fixed Bin strategy.

• Action Buttons:

  • Save: Saves the entire configuration of strategies and their priorities.

2. Steps to Configure the Strategy

• Determine Priorities: Think about your warehouse workflow. Which rule is most important? Is consolidating stock more important than filling from the top down? Set the Priority dropdown for each strategy in the desired order (1 = executed first).​

• Activate Strategies: Check the box next to the strategies you want to use. Disable those that are not needed.

• Set Up Fixed Locations: If you activate "Relation Between Item/Service and Bin," click Add to create a new rule, which involves selecting an item code (RelationCode) and assigning a specific Bin location for it.

• Choose Volume Method: If activating "Bin Volume," choose between Prevalent (for consolidation) or FullyFirst (for filling empty locations).

• Click Save to apply the new logic.

3. Integrated Workflow & Business Process

• Goods Receiving Process (Put-Away): When a warehouse staff member scans newly received goods, the WMS will automatically execute this logic:

  1. Is there a Fixed Location for this item (Priority 1)? If yes, the system displays a recommendation for that location. Process ends.

  2. If not, is the Descending Level strategy active (Priority 2)? If yes, the system searches for an empty location that follows the level rule. If found, that location is recommended. Process ends.

  3. If not, is the Bin Volume strategy active (Priority 3)? If yes, the system searches for a location based on the Prevalent or FullyFirst method. If found, that location is recommended. Process ends.​

• Decision Automation: This strategy eliminates the need for warehouse staff to manually think about or search for empty locations. This speeds up the put-away process, reduces placement errors, and maximizes warehouse space utilization.​

4. Tips & Important Notes

• Configuring these strategies requires a deep understanding of warehouse operations, product characteristics (size, weight, turnover rate), and the physical layout of the warehouse.

• A Fixed Bin strategy is very powerful for picking efficiency but can reduce flexibility and space utilization if not managed well.

• Perform periodic evaluations. If warehouse staff frequently override the system's recommendations, there might be something wrong with the strategy configuration that needs adjustment.

• Given its significant impact on operational efficiency, access to this module should be restricted to the Warehouse Manager, Logistics Manager, or a systems analyst.

Picking Strategy

Module Guide: Picking Strategy

Module Location

Settings > Warehouse > Intelligent Bin > Picking Strategy

Module Purpose

The Picking Strategy module is the inverse of the Put-away Strategy. This module is used to configure the automated logic that the system will execute to recommend which batch or unit of goods should be picked first when fulfilling customer orders or production requests. The goal is to enforce correct stock rotation rules, minimize waste, and optimize the efficiency of the goods-picking process.​

1. Main View (Strategy List)

The main page is a simple configuration form where the administrator selects and activates the picking strategy to be used throughout the warehouse.

View Explanation

This module presents several strategies that can be selected. The user can activate one or more of these strategies. The system will likely evaluate these in a specific order (although no priority settings are visible in this image).

• Strategy 1: First-In, First-Out (FIFO)

  • Concept: This is the most common inventory valuation and rotation method. The system will always recommend picking the batch of goods that was received earliest in the warehouse.​

  • Use Case: Essential for almost all types of products to ensure healthy stock rotation and prevent items from becoming obsolete or outdated in the warehouse.

• Strategy 2: Expiration Date (FEFO - First-Expired, First-Out)

  • Concept: The system will prioritize picking the batch of goods that has the nearest expiration date.

  • Use Case: This is a mandatory strategy for the food and beverage, pharmaceutical, and other industries whose products have a limited shelf life. Ignoring this strategy will lead to significant losses due to expired products on the shelves.

• Strategy 3: Descending Level

  • Concept: Similar to the put-away strategy, this likely directs the system to recommend picking from the lowest rack level to the highest (easiest to reach first), or vice versa, depending on the exact configuration.

  • Use Case: Can be used to optimize the picking path. For example, the system might direct staff to pick from the lowest locations first to reduce time and effort.

• Action Buttons:

  • Save: Saves the selected strategy configuration.

2. Steps to Configure the Strategy

• Access the Picking Strategy module.

• Check the box next to the strategy that best fits your business model and product type.

  • For food products, Expiration Date (FEFO) is almost always the primary choice.

  • For electronics or components without an expiration date, First-In, First-Out (FIFO) is the best standard.

• Click Save.

3. Integrated Workflow & Business Process

• Order Picking Process: This is the core of this module's workflow.

  • A Sales Order or Work Order is ready to be processed.

  • A warehouse staff member receives a "Picking List" on their scanner device.

  • When the staff scans the first item to be picked, the WMS automatically executes the configured strategy. For example, if FEFO is active, the system will search all locations where that item is stored, compare the expiration dates of each batch, and then direct the staff to the location containing the batch with the nearest expiration date.

• Accuracy and Efficiency: By automating this decision, the system ensures that business rules (like FEFO/FIFO) are always followed. This reduces the risk of human error, speeds up the picking process, and improves overall inventory accuracy.​

4. Tips & Important Notes

• FEFO vs. FIFO: It is critical to understand the difference between FEFO and FIFO and to choose the most relevant one. For many companies, FEFO is a more specific and preferred form of FIFO if expiration dates are a factor.

• Single Configuration: Typically, only one main strategy (like FEFO or FIFO) is activated at a time to avoid logical conflicts.

• Data Discipline: The success of this strategy heavily depends on the accuracy of data during goods receipt. If expiration dates or receiving dates are not recorded correctly when goods arrive, the system will not be able to make correct picking recommendations.

• The management of this module should be handled by a Warehouse Manager or Supply Chain Manager who is responsible for the company's inventory management policies.

Machine Type

Module Guide: Machine Type

Module Location

Settings > Production > Machine Type

Module Purpose

The Machine Type module serves as master data to create and manage classifications or categories of all machines used in the production process. Instead of recording each machine as a standalone entity, this module allows the company to group them into logical types (e.g., Biscuit Machine, Cream Machine, Mixer Machine). This forms the basis for asset management, production scheduling, and cost accounting.​

1. Main View (Machine Type List)

The main page displays a list of all machine categories defined in the system.

View Explanation

• Filter: Allows quick searching for a specific machine type by Machine Type Code.

• Machine Type Table:

  • Machine Type Code: A short unique code for each category.

  • Machine Type Name: A descriptive name for the category (e.g., Biscuit, Cream, R&D, Mixer).

Action Buttons

• Add Machine Type: Opens the form to create a new machine category.

• Delete: Deletes the selected machine type (only if there are no actual machines linked to it).

2. Add Machine Type Page

This simple form is used to create new entries for machine categories.

View Explanation

• Machine Type Code: Field to enter a new unique code.

• Machine Type Name: Field to enter the descriptive name of the machine type.

• Account for Machine Equipment Tracking: A crucial dropdown to link this machine type to the relevant account in the Chart of Accounts (COA). This can be a Fixed Asset account (for recording asset value) or a Production Expense account (for allocating operational costs).

Action Buttons

• Add: Saves the entry.

• Cancel: Returns without saving.

3. Steps to Create a Machine Type

1. From the main page, click the Add Machine Type button.

2. On the Add page, fill in the Machine Type Code (e.g., PRESS) and Machine Type Name (e.g., Press Machine).

3. Select the appropriate Account for Tracking from the dropdown. This is a crucial step for integration with accounting modules.

4. Click the Add button.

4. Integrated Workflow & Business Process

• Basis for Machine Master Data: Machine types created here are prerequisites for creating individual machine master data entries. Every newly registered machine must be categorized into one of the types defined here.​

• Capacity Planning: By grouping machines, production planners can easily see the total capacity available for certain types of operations. For example, they can quickly determine, "What is the total number of work hours available from all our 'Mixers' this week?".

• Cost Accounting: Linking to COA accounts allows for automated accounting processes. When a machine of type "Mixer" is used in a Work Order, its operating costs (e.g., depreciation expense or hourly cost) can be automatically charged to the proper account specified here.

• Maintenance Management: The maintenance module can use machine types to schedule preventive maintenance en masse for all machines of the same type.

5. Tips & Important Notes

• Create a logical machine type structure that matches your production process flow.

• Consult with the accounting department to ensure each machine type is linked to the correct COA account. Errors here can cause inaccuracies in financial reports and product cost calculations.

• The management of this module should ideally be handled by the engineering team or production manager in close coordination with the cost accounting team.

Machine Master

Module Guide: Machine Master

Module Location

Settings > Production > Machine Master

Module Purpose

The Machine Master module is the inventory center for all individual production machine assets. While "Machine Type" is about categories, this module is about registering each physical machine or work center specifically, complete with its unique code, name, production capacity, and operational costs. The data here becomes the backbone for production scheduling, utility tracking, and cost calculation.​

1. Main View (Machine List)

The main page displays a list of all individual production machines registered in the system.

View Explanation

• Filter: Allows searching for a specific machine by Machine Master Code.

• Machine List Table:

  • Machine Master Code: A unique ID for each machine asset (e.g., opballmill, WL001).

  • Machine Name: A descriptive name for the machine (e.g., BALLMILL ZIP, WLP).

  • Machine Type: The category of the machine, which is drawn from the Machine Type module.

  • Is Replaceable: An indicator (yes/no) that shows whether this machine has an alternative if it breaks down.

  • Is Broken: A status indicator that shows whether the machine is currently in a broken state or not.

• Action Buttons:

  • New Machine: Opens the form to register a new machine.

  • Delete / Print: Standard buttons for data management and reporting.

2. Add Machine Master Page

This form is used to register the details of a new production machine.

View Explanation

• Basic Information:

  • Code & Machine Name: The unique ID and name for this specific machine.

  • Number of Machines: The number of physical units of this machine.

  • Is Replaceable: A checkbox to mark the machine's flexibility.

  • Machine Type: A dropdown to select the machine's category from the Machine Type master.

• Capacity & Cost:

  • Machine Capacity: A very important section where the user defines the machine's output capacity for each type of process or production section. This capacity is measured in units per hour (e.g., the BALLMILL ZIP machine can produce X units in the Biscuit Production section per hour).

  • Machine Cost: A field to enter the machine's operational cost per hour (e.g., electricity, depreciation, maintenance costs). This is a key component for cost accounting.​

3. Steps to Register a New Machine

1. Ensure the Machine Type already exists. If not, create it first in the Machine Type module.

2. On the Machine Master main page, click New Machine.

3. Fill in the Code and Machine Name.

4. Select the appropriate Machine Type.

5. Define the Machine Capacity for each relevant production section. This is the most critical data for scheduling.

6. Enter the Machine Cost per hour.

7. Click Save.

4. Integrated Workflow & Business Process

• Production Scheduling & Capacity Planning: The capacity-per-hour data is the heart of the scheduling system. When a Production Planner creates a Work Order for 1,000 biscuit units on the BALLMILL ZIP machine, the system will look at this machine's capacity (e.g., 100 units/hour) and automatically allocate 10 hours of machine time to complete the job.​

• Cost of Production (COGS) Calculation: The machine cost per hour defined here will be automatically accumulated into the cost of production. If a Work Order runs for 10 hours on a machine with a cost of Rp50,000/hour, then Rp500,000 will be charged as an overhead cost to that Work Order.​

• Asset & Maintenance Management: With a complete list of all machines, the maintenance team can plan preventive maintenance schedules, track repair history, and manage spare parts for each machine individually. The "Is Broken" indicator will tell the scheduling system not to allocate jobs to a machine that is currently non-operational.

5. Tips & Important Notes

• The accuracy of the Machine Capacity data is extremely important. Inaccurate data will lead to errors in estimating production completion times and result in unrealistic scheduling.

• Periodically review and update the capacity and cost data, especially after machine upgrades or changes in operational expenses.

• The management of this module requires collaboration between the engineering team (for capacity data), the production team, and the accounting team (for cost data).

Factory Labor Master

Module Guide: Factory Labor Master

Module Location

Settings > Production > Factory Labor Master

Module Purpose

The Factory Labor Master module serves as a data hub for managing specific information about the direct labor force on the production floor. The main focus of this module is on labor cost and the allocation of personnel into work teams or workgroups. It acts as a bridge between employee data from HR and the planning and cost accounting needs of the production department.

1. Main View (Factory Labor List)

The main page displays a list of all employees classified as factory labor, along with their wage information and assignments.

View Explanation

• Filter: Allows for a quick search for a specific employee by Employee Code.

• Instructions: There are important notes at the top:

  • "To add new labor, use Employee Data menu.": This indicates that basic employee data is not created here but is pulled from the Employee Data module.

  • "To Assign labor to Section use Master Section menu.": This shows that the process of assigning a worker to a workgroup is done in another module, namely Master Section.

• Labor List Table:

  • Employee Code & Employee Name: The ID and full name of the worker.

  • Wage: Displays the wage per unit of time (e.g., per hour or per day) that has been set for that worker. This is key data for cost calculation.

  • Section / Workgroup: Shows the workgroup or production section where the worker is currently assigned. A status of "Not Assigned" means the worker has not yet been allocated.

2. Detail Page (Section - Employee's Workgroup)

This page, accessible by clicking a row on the main page, displays the details of wage setting and workgroup assignment for a specific worker.

View Explanation

• Labor Information: Displays the Employee Name and Code.

• Wage: A field to set or change the worker's wage amount.

• Workgroup List: A table that will display all sections or workgroups of which the employee is a member.

• Action Buttons: Change to save any changes to the wage.

3. Steps for Use

• Register Employee: Ensure the employee is already registered in the Employee Data module. This module only displays existing employees.

• Set Wage: Find the employee in the Factory Labor Master module. Click on their name, then enter the Wage amount on the detail page and click Change.

• Allocate to Workgroup: Go to the Master Section module (a separate module) to assign the employee to one or more workgroups on the production floor.

4. Integrated Workflow & Business Process

• Direct Labor Cost Calculation: The Wage data set here is a fundamental component for cost accounting. When a Work Order is executed by a workgroup for 8 hours, the system will sum the hourly wages of all members of that workgroup and charge the total cost to the Work Order as Direct Labor Cost.

• Labor Planning: By knowing which workers belong to which workgroup, production managers can plan work schedules, manage labor capacity, and ensure each production line has an adequate number of personnel.

• Basis for Payroll: Although the hourly wage is set here, the calculation of the total salary (e.g., hourly wage multiplied by total hours worked) and the payment process are likely handled in the payroll module, which would pull the wage data from this module.

5. Tips & Important Notes

• The accuracy of the Wage data is crucial for the accuracy of the Cost of Production (COGS) calculation. Ensure this data is always in line with employment contracts or applicable wage regulations.

• This module works very closely with the Master Section and Employee Data modules. Understand the workflow among these three for effective labor management.

• Because it contains sensitive information about wages, access to change data in this module should be restricted, ideally only to the HR department or authorized production managers.

Activity Master

Module Guide: Activity Master

Module Location

Settings > Production > Activity Master

Module Purpose

The Activity Master module is used to define every standard step or stage in the production process flow. Each "activity" created here represents a specific operation (e.g., "Biscuit Activity," "Cream Activity," "Formulation Activity"). This data forms the basic building blocks for creating the Bill of Materials (BOM) and Routing (production process flow).

1. Main View (Activity List)

The main page displays a list of all standard activities or operations defined in the system.

View Explanation

• Filter: Allows searching for a specific activity by Activity Name.

• Activity List Table:

  • Activity Name: A descriptive name of the production operation (e.g., Biscuit Activity, Cream Activity).

  • Duration: Shows the standard duration required to complete the activity. A value of 0 is likely a default before being further set in the routing.

  • Description: A brief explanation of what is done in the activity.

• Action Buttons:

  • Add: Opens the form to create a new activity.

  • Delete: Deletes the selected activity from the master.

2. Add Activity Master Page

This simple form is used to register a new production operation or activity.

View Explanation

• Activity Name: Field to enter a unique name for the activity (e.g., "Packing Process").

• Duration: Field to enter the standard duration. The time unit (minutes/hours) is usually determined in a broader context. A "Seconds" option is also available.

• Description: A text area for providing a more detailed explanation about the activity.

• Action Buttons: Save to save the new activity and Cancel to return.

3. Steps to Create a New Activity

1. From the main page, click the Add button.

2. On the Add page, fill in the Activity Name (e.g., "Final Quality Inspection").

3. Specify the standard Duration if available.

4. Provide a brief Description.

5. Click Save.

4. Integrated Workflow & Business Process

• Core Component of Routing: Activities defined here are the main components of Routing (or Process Flow). A Routing to make a finished product will consist of a sequence of these activities. Example Routing for "Cream Biscuit":

  • Formulation Activity (Duration: 30 minutes)

  • Mixer Activity (Duration: 60 minutes)

  • Biscuit Activity (baking) (Duration: 120 minutes)

  • Cream Activity (filling) (Duration: 45 minutes)

  • Packing Activity (Duration: 90 minutes)

• Basis for Scheduling and Cost Calculation:

  • Scheduling: When a Work Order is created, the system will read the product's Routing and sum the durations of all its activities to determine the total production time.

  • Cost Accounting: Each activity in the Routing will be linked to a work center (machines and/or labor groups). The system will use the activity duration to allocate machine costs (from Machine Master) and labor costs (from Factory Labor Master) into production costs.

5. Tips & Important Notes

• Define activities at a level of detail sufficient to allow accurate tracking of costs and time, but not so detailed as to be unmanageable.

• Activity names should be clear, standardized, and easily understood by production and planning teams.

• This module is one of the most fundamental production master data modules. Its management should be done by the Process Engineering team or PPIC (Production Planning and Inventory Control) that designs the production process flow.

Workgroup Master

Module Guide: Workgroup Master

Module Location

Settings > Production > Workgroup Master

Module Purpose

The Workgroup Master module is used to define functional teams or workgroups on the production floor. Each workgroup represents a labor unit responsible for performing a series of specific production activities. This data forms the foundation for labor capacity planning, scheduling, and most importantly, direct labor cost calculation.

1. Main View (Workgroup List)

The main page displays a list of all workgroups defined in the system.

View Explanation

• Filter: Allows quick searching for a specific workgroup by Workgroup Master Code.

• Workgroup Table:

  • Workgroup Master Code: A unique code for each team (e.g., WGWAFER, WGFORMULASI).

  • Workgroup Name: A descriptive name for the team (e.g., WorkGroup Wafer, WorkGroup Formulation).

• Action Buttons:

  • Add Workgroup: Opens the form to create a new workgroup.

  • Delete: Deletes the selected workgroup.

2. Add Workgroup Page

This form is used to register the details of a new team or workgroup.

View Explanation

• Code & Workgroup Name: A unique ID and name for the team (e.g., Code: WG-PACK, Name: WorkGroup Packing).

• Wage / Hour: A field to enter the standard labor cost for the workgroup per hour. This can be the average wage of team members or a predetermined standard rate.

• Account for Direct Labor: A dropdown to link this workgroup's costs to the appropriate expense account in the Chart of Accounts (COA). This is a crucial field for accounting integration.

• Total Labor: The total number of personnel or members in the workgroup.

3. Steps to Create a New Workgroup

1. From the main page, click the Add Workgroup button.

2. Fill in the Code, Name, Wage / Hour, and Total Labor.

3. Select the correct Account for Direct Labor from the dropdown. Coordinate with the accounting department for this account selection.

4. Click Save.

5. After the workgroup is created, you can assign individual employees to this group via the Factory Labor Master or Master Section modules.

4. Integrated Workflow & Business Process

• Definition of Work Center: This workgroup, often combined with one or more machines (from Machine Master), forms a Work Center or Cost Center. A production Routing will specify which activities must be performed at which Work Center.

• Labor Capacity Planning: The Total Labor multiplied by the available working hours provides the total man-hours capacity of a group. This information is used by the production planning module to determine whether human resources are sufficient to meet the production schedule.

• Direct Labor Cost Calculation: This is the most crucial integration.

  • A Work Order is scheduled for an activity (from the Activity Master) that takes 2 hours.

  • The activity is executed by the WorkGroup Packing, which has a Wage / Hour rate of Rp100,000.

  • The system will automatically calculate the direct labor cost as 2 hours x Rp100,000 = Rp200,000.

  • This cost of Rp200,000 will be charged to the Work Order, and its accounting journal entry will be recorded to the Account for Direct Labor specified here.

5. Tips & Important Notes

• Ensure the Wage / Hour data is always accurate and updated according to the company's cost standards, as this directly impacts the accuracy of the Cost of Goods Manufactured (COGM).

• The selection of the Account for Direct Labor must be done carefully and coordinated with the accounting team to ensure production costs are reported correctly.

• This module is one of the main pillars in modulating production costs. Its management should be a joint responsibility between the Production Manager and the Cost Controller.

Master Section

Module Guide: Master Section

Module Location

Settings > Production > Master Section

Module Purpose

The Master Section module is used to define work areas or functional stages on the production floor. Each "section" represents a center of activity where a group of specific production operations or activities are carried out. This module plays a key role in grouping production activities, which later becomes the basis for creating Routing (process flow) and defining Work Centers.

1. Main View (Section List)

The main page displays a list of all production sections registered in the system.

View Explanation

• Filter: Allows a quick search for a specific section by Section Code.

• Section List Table:

  • Section Code: A unique code for each section (e.g., BPRO, WPRO, CPRO).

  • Section Name: A descriptive name for the area or function (e.g., Biscuit Production, Wafer Production).

  • Section Activities: Displays the list of production activities conducted within the section.

• Action Buttons:

  • Add Section: Opens the form to create a new section.

  • Delete Section: Deletes the selected section.

2. Add Section Page

This form is used to define a new section and allocate which activities belong to it.

View Explanation

• Code, Name, & Description: Fields to define the section’s identity and explanation.

• Activities: This is the core feature of the module. There are two list boxes:

  • Left Box: Displays all available activities from the Activity Master.

  • Right Box: Displays the activities that have been selected to be part of the section being created.

• Buttons >> and <<: Used to move activities from the available list to the allocated list, and vice versa.

• Action Buttons: Save to store the data and Cancel to go back.

3. Steps to Create a New Section

1. Ensure all relevant production activities have been created first in the Activity Master module.

2. From the main page, click the Add Section button.

3. Fill in the Section Code, Section Name, and Description.

4. In the Activities area, select one or more activities from the left box.

5. Click the >> button to move the selected activities to the right box.

6. Click Save.

4. Integrated Workflow & Business Process

• Building Work Centers: A section is a key component in defining a Work Center. A Work Center is a combination of a Section (where tasks are performed), Machines (Machine Master), and Labor (Workgroup Master).

• Basis for Routing: A Routing, or production process flow, is a sequence of various activities. With sections, the routing becomes more specific. For example:

  • The routing for a "Chocolate Wafer" product could be: Formulation Activity (in the Formulation Section) -> Wafer Activity (in the Wafer Production Section) -> Packing Activity (in the Packing Section).

• Production Planning and Scheduling: When the system schedules a Work Order, it will allocate resources (machines and labor) located in the precise section according to the order of activities in the Routing.

• Cost Accounting: Overhead costs can be accumulated per section. By knowing what activities are performed in a section, costs incurred in that section (like electricity, rent, etc.) can be more accurately allocated to the products passing through it.

5. Tips & Important Notes

• The section structure should reflect the physical layout or logical process flow on your production floor.

• This module heavily depends on the Activity Master. Make sure the activity master is complete before defining sections.

• Management of this module should ideally be handled by the PPIC (Production Planning and Inventory Control) team or Industrial Engineering, who are responsible for designing and optimizing production processes.

Master Division

Module Guide: Master Division

Module Location

Settings > Production > Master Division

Module Purpose

The Master Division module serves as master data for defining organizational units or divisions within the company, particularly those related to the production process. This grouping is important for reporting purposes, resource allocation, and performance analysis at a higher level than sections or workgroups.​

1. Main View (Division List)

The main page displays a list of all divisions that have been registered in the system.

View Explanation

• Filter: Allows searching for a specific division by Division Code or other criteria.

• Division List Table:

  • Division Code: A short, unique code for each division.

  • Division Name: A descriptive name for the division.

• Currently, the table shows "...No data...", which means no divisions have been created yet.

• Action Buttons:

  • Add Division: Opens the form to create a new division.

  • Delete Division: To delete the selected division.

2. Add Division Page

This form is used to register a new production division.

View Explanation

• Division Code: Field to enter a new unique code for the division.

• Division Name: Field to enter the descriptive name of the division.

• Description: A text area to provide a more detailed explanation of the scope and responsibilities of the division.

• Action Buttons: Save to store the data and Cancel to return.

3. Steps to Create a New Division

1. From the main page, click the Add Division button.

2. On the Add page, fill in the Division Code (e.g., PROD-A) and Division Name (e.g., Biscuit Production Division).

3. Provide a brief Description of the division.

4. Click Save.

4. Integrated Workflow & Business Process

• Organizational Structure: The Master Division helps map the production's organizational structure within the system. Sections and Work Centers can be grouped under a specific division.

• Managerial Reporting: This data enables the creation of performance reports (such as output, efficiency, and cost) grouped by division. This helps upper management compare performance between divisions.

• Overhead Cost Allocation: Overhead costs that are common to several sections (such as the cost of a division manager or production administration costs) can be allocated first to the division level before being further distributed to work centers or products.

• Integration with HR: This division data can be linked with employee data in the HR module to determine the placement of non-production personnel (such as production administration staff or division supervisors).

5. Tips & Important Notes

• The division structure must align with the official organizational structure in the company to ensure reporting consistency.

• This module is fundamental, and changes to it can impact many other reports and workflows. Its management must be done carefully.

• Access to this module should be restricted to system admins, HR, or top management who have the authority to define the organizational structure.

Standart Cost Settings

Module Guide: Standard Cost Settings

Module Location

Settings > Production > Standart Cost Settings

Module Purpose

The Standard Cost Settings module is the center of cost accounting within the production system. Its purpose is to define, manage, and allocate all the standard cost components that form the Cost of Goods Manufactured (COGM). This includes direct labor costs and various types of Factory Overhead (FOH) costs, such as depreciation, electricity, gas, and maintenance.​

1. Main View (Standard Cost List)

The main page displays all the standard cost components that have been defined for use in production cost calculations.

View Explanation

• Filter: Allows for a quick search by Standard Cost Code.

• Standard Cost Table:

  • Standard Cost Code: A unique code for each cost element (e.g., COGM_DIRECTLABOUR, COGM_FOH_ELECTRICITY).

  • Standard Cost Name: A descriptive name for the cost element.

  • Standard Cost Type: The category of the cost, which is either Labour or FOH (Factory Overhead).

  • Standard Cost: The standard value or rate for the cost (e.g., a rate per hour).

  • Currency: The currency used (e.g., IDR).

  • Number of Items/Services: Indicates to how many sections or cost centers this cost element is allocated.

• Action Buttons:

  • New Standard Cost: Opens the form to create a new cost element.

  • Delete Standard Cost: Deletes the selected cost element.

2. Add Standard Cost Page

This form is the core of the module, where each cost component is defined in detail, including its allocation and accounting links.

View Explanation

• Standard Cost Type: To select the cost category, whether Labour or FOH.

• Standard Cost Code & Name: The unique ID and name for the cost element.

• Standard Cost & Standard Quantity: To set the standard rate value and its calculation basis (e.g., per hour).

• Section: An important feature for cost allocation. Here, the user selects which production sections will be charged with this cost. A common overhead cost (like electricity) can be allocated to multiple sections at once.

• Accounting Integration:

  • Cost Account: Links this cost to the appropriate expense account in the Chart of Accounts (COA).

  • FOH P/L Account: The Profit & Loss account used to hold the variance (difference) between standard and actual FOH costs.

  • Cost Center: Links the cost to a specific Cost Center for more detailed financial reporting.

3. Steps to Create a New Standard Cost

1. From the main page, click the New Standard Cost button.

2. Select the Standard Cost Type (Labour or FOH).

3. Fill in the Code, Name, and Standard Cost (rate).

4. Use the Section allocation feature to select one or more production sections to be charged with this cost.

5. Select the appropriate Cost Account, FOH P/L Account, and Cost Center. This step must be coordinated with the accounting department.

6. Click Save.

4. Integrated Workflow & Business Process

• Cost of Goods Manufactured (COGM) Calculation: This is the main purpose of this module. When a Work Order is completed, the system will calculate the total production cost by accumulating:

  • Raw Material Cost (from the Bill of Materials).

  • Direct Labor Cost (the rate from COGM_DIRECTLABOUR multiplied by the actual work hours).

  • Factory Overhead Cost (the rates from various FOH costs multiplied by a relevant allocation base, such as machine hours).​

• Variance Analysis: By comparing the total standard cost with the actual costs incurred, management can perform variance analysis to identify inefficiencies or savings in the production process.​

• Budgeting: The standard costs set here become the basis for creating the production budget and the overhead cost budget for the upcoming period.

5. Tips & Important Notes

• This module is the heart of your cost accounting system. The accuracy of the data here directly impacts the accuracy of the COGM, product profitability, and strategic decisions regarding sales prices.

• The process of setting standard costs and selecting accounting accounts must be the result of close collaboration between the Production, PPIC, and Cost Accounting teams.

• Conduct periodic reviews and updates of the standard cost rates (e.g., annually or semi-annually) to ensure they remain relevant to actual cost conditions.

• Access to this module should be highly restricted and only granted to the Cost Controller or authorized accounting personnel.

QC Section

Module Guide: QC Section

Module Location

Settings > Production > QC Section

Module Purpose

The QC Section module is used to define Quality Control (QC) inspection points along the production process flow. Each "QC Section" entry represents a quality checkpoint that must be performed at a specific production section. This module ensures that quality standards are systematically enforced at each crucial stage, from before, during, to after the production process.

1. Main View (QC Section List)

The main page displays a list of all QC checkpoints defined in the system.

View Explanation

• Filter: Allows searching for QC checkpoints based on QC Name, Section, or other criteria.

• QC Section List Table:

  • QC Name: A unique name for the quality inspection checkpoint.

  • Section Name: Indicates in which production section the inspection is performed.

  • Employee Name: Displays the name of the responsible QC personnel (if assigned).

  • Currently, the table shows "...NO DATA...", meaning no QC checkpoints have been created.

• Action Buttons:

  • New: Opens the form to create a new QC checkpoint.

  • Delete: Deletes the selected QC checkpoint.

2. Add QC Section Page

This form is used to define a new QC checkpoint, including its location, parameters, and documentation requirements.

View Explanation

• QC Name: A descriptive name for the inspection point (e.g., "Oven Temperature Check," "Dough Composition Verification").

• Section: A dropdown to select the production section from Master Section where this QC checkpoint will be placed.

• Sample: A dropdown to select the QC parameter template or standard to be used. This refers to master quality parameter data defined elsewhere.

• Section Part: Radio buttons to determine when the inspection occurs:

  • Before Section: Inspection of raw materials or inputs before the process begins.

  • In Section: Inspection during the production process (in-process control).

  • Post Section: Inspection of output or semi-finished products after the section's process is complete.

• STF Requirement: A checkbox indicating whether an STF (Standard Test Form) or a similar document must be created as formal evidence of the inspection.

• QC Description: A text area to provide detailed instructions or explanations about the inspection procedure.

3. Steps to Create a New QC Section

1. Ensure Master Section and QC parameter templates (if any) are already created.

2. From the main page, click the New button.

3. Fill in the QC Name.

4. Select the Section from the dropdown.

5. Select the appropriate Sample (QC template).

6. Determine when the inspection is done by selecting the Section Part.

7. Check the STF Requirement box if formal documentation is needed.

8. Write a clear QC Description.

9. Click Save.

4. Integrated Workflow & Business Process

• Integration with Routing and Work Order: QC checkpoints defined here become integral parts of the production Routing. When a Work Order passes through a particular section, the system automatically triggers the relevant QC inspection tasks.

• Quality Assurance: The system will "force" the production process to halt at this checkpoint until QC personnel perform inspections and provide a status (Pass/Fail). The product cannot proceed to the next stage without receiving a "Pass" status.

• Traceability and Documentation: If the STF Requirement is checked, the system requires QC personnel to fill out and upload the STF document. This creates a thorough quality audit trail for each production batch, which is critical for tracking in case of customer complaints or product recalls.

• Quality Analysis: Inspection data (the number of products passing/failing at each checkpoint) can be collected and analyzed to identify weak points in the production process and drive continuous improvement.

5. Tips & Important Notes

• Define QC checkpoints at the most critical points in your process (where the risk of quality failure is highest).

• Ensure QC parameter templates (the Sample field) contain clear, measurable, and objective standards to avoid ambiguity during inspections.

• The management of this module should be the responsibility of the Quality Control or Quality Assurance department, in close coordination with the Production team.

Holiday Setting

Module Guide: Holiday Settings

Module Location

Settings > Production > Holiday Settings

Module Purpose

The Holiday Settings module is used to register national holidays, collective leave periods, or other non-production periods into the system calendar. This data is crucial for production planning modules (such as the Master Production Schedule - MPS and Material Requirements Planning - MRP) to accurately calculate available production capacity and schedule work appropriately.

1. Main View (Holiday List)

The main page displays a list of all holiday dates or periods defined in the system.

View Explanation

• Filter: Allows searching for holiday periods by description or date range.

• Holiday List Table:

  • Start Date & End Date: Shows the holiday date range.

  • Description: Notes about the holiday (e.g., "New Year's Day," "Eid al-Fitr Collective Leave").

  • Global: A checkmark (✓) indicates that the holiday applies to the entire company or all work centers. If unchecked, the holiday may apply only to specific sections or work centers.

  • Modified By: The user who last created or modified the holiday data.

• Action Buttons:

  • New Holiday: Opens the form to add a new holiday period.

  • Delete: Deletes the selected holiday data.

2. Add Holiday Page

This form is used to input information about a new holiday period.

View Explanation

• Start Date & End Date: Calendar fields to select the holiday date range. For one-day holidays, set the start and end dates to be the same.

• Description: A text area to provide the name or description of the holiday.

• Global: A checkbox to indicate if this holiday applies generally to the entire production operation.

• Action Buttons: Save to store the data and Cancel to return.

3. Steps to Add a Holiday

1. From the main page, click the New Holiday button.

2. Select the Start Date and End Date from the calendar.

3. Enter the holiday Description (e.g., "Independence Day").

4. Check the Global box if the holiday applies to all production lines.

5. Click Save.

4. Integrated Workflow & Business Process

• Production Capacity Planning: This is the most fundamental integration. The planning system will automatically exclude the dates registered in this module when calculating the total available machine hours or working hours in a period. Without this data, the system would assume the plant operates 24/7, leading to unrealistic planning.

• Work Order Scheduling: When the scheduling module creates a production schedule, it will "skip" holiday dates. For example, if a job requires 3 days and starts on a Friday, and the following Monday is a holiday, the system will schedule the job to finish on Wednesday, not Tuesday.

• Lead Time Calculation: The lead time for procurement or production calculated by the system will also consider holidays, providing more accurate estimated arrival or completion dates.

5. Tips & Important Notes

• It is very important to enter all holidays (national, local, and company collective leave) at the beginning of the year or as soon as the official schedule is released to ensure accurate production planning throughout the year.

• Pay attention to the use of the Global checkbox. If there are certain departments or work centers that continue to operate on public holidays (e.g., maintenance or utility teams), then holiday settings for them may need to be created separately (non-global).

• The management of this module should ideally be the responsibility of the HR or PPIC (Production Planning and Inventory Control) department, which has valid information regarding the company's work calendar.

Machine Usage Template

Module Guide: Machine Usage Template

Module Location

Settings > Production > Machine Usage Template

Module Purpose

The Machine Usage Template module is an advanced configuration feature that allows for the creation of dynamic data input forms to record machine operational parameters. Its purpose is to create specific templates that can be attached to certain machines, enabling operators to record relevant, structured data during the production process, such as temperature, pressure, speed, or other Quality Control parameters.

1. Main View (Template List)

The main page displays a list of all the templates or form designs that have been created.

View Explanation

• Filter: Allows searching for templates by Design Name.

• Template List Table:

  • Design Name: A unique name for each created template.

  • Currently, the table shows "...No Data...", indicating that no templates have been defined.

• Action Buttons:

  • Add New: Opens the form to create a new machine usage template.

2. Add Machine Usage Template Page

This is the main configuration page where a dynamic form template is built from scratch.

View Explanation

• Design Name: A field to provide a unique name for the template being created (e.g., "Mixer Machine Quality Check Form," "Daily Oven Machine Logsheet").

• Machine Selection:

  • Two list boxes function to link this template to specific machines.

  • Users select machines from the Available Machines list (taken from the Machine Master) and move them to the Selected Machines list.

• Dynamic Form Configuration:

  • The form is divided into two parts: Header Object and Detail Object.

  • Header Object: Used for parameters that are filled in once per usage session (e.g., Operator Name, Shift, Work Order Number).

  • Detail Object: Used for parameters that are filled in repeatedly (e.g., Hourly Temperature Checks, Quality Notes per batch).

• Field Attributes: For each row in both the Header and Detail, users can define:

  • Field Code & Field Name: The ID and label for the input column.

  • Field Type: The type of input (text, number, date, dropdown).

  • Data Type: The type of data (e.g., string, integer, decimal).

  • Default Value: The default value that will appear.

  • Size: The maximum character length.

  • Required: Specifies whether the field must be filled in.

  • Readonly: Specifies if the field is read-only or editable.

  • Order No: The display order of the field on the form.

3. Steps to Create a New Template

1. From the main page, click the Add New button.

2. Enter a descriptive Design Name.

3. Select one or more machines from the Available Machines list and move them to Selected Machines.

4. Define the fields for the Header Object as needed.

5. Define the fields for the Detail Object if repeated data entry is required.

6. Carefully set each attribute (Field Name, Type, Required, etc.).

7. Click Save.

4. Integrated Workflow & Business Process

• Data Collection on the Production Floor: When operators run a Work Order on a machine linked to a template, this dynamic form will appear on their terminal or tablet. The operators then fill in the parameters according to the actual data on the floor.

• Machine Performance & OEE Analysis: Data collected from these templates (such as downtime notes, production speed, scrap quantity) become crucial inputs for calculating Overall Equipment Effectiveness (OEE) and other machine performance analyses.

• Paperless Production: This module serves as the foundation for digital factory (smart factory) initiatives, replacing manual paper logbooks with structured, centralized digital input.

• In-Process Quality Control (QC): The template can be used as a QC checklist, ensuring that all critical process parameters are checked and recorded according to standards.

5. Tips & Important Notes

• Designing templates requires a deep understanding of the production process and what data is important to record for each machine or work center.

• This is a very powerful yet complex configuration module. Its management should be carried out by trained personnel such as Process Engineers, IT teams, or System Administrators.

• Before creating templates, ensure all relevant machines have been registered in the Machine Master module.

• Use clear and easily understood naming conventions (Field Name) for the operators on the production floor.

Scarp Disposal Location

Module Guide: Scrap Disposal Location

Module Location

Settings > Production > Scrap Disposal Location

Module Purpose

The Scrap Disposal Location module serves as master data for defining official locations or destinations for the disposal of production leftovers, waste, or scrap materials. Recording these locations is important for ensuring traceability and compliance with environmental regulations, as well as for cost accounting purposes related to waste management.​

1. Main View (Disposal Location List)

The main page displays a list of all disposal locations that have been registered in the system.

View Explanation

• Filter: Allows for a quick search by Disposal Site Code.

• Location List Table:

  • Disposal Site Code: A unique code for each location.

  • Disposal Site Name: A descriptive name of the location (e.g., "Third-Party Plastics Recycling," "Internal Liquid Waste Disposal Site").

  • Disposal Site Address: The physical address of the disposal location.

• Currently, the table shows "...No Data...", which means no locations have been defined yet.

• Action Buttons:

  • New Disposal Site: Opens the form to add a new location.

  • Delete: To delete the selected location.

2. Add Scrap Disposal Location Page

This form is used to register the details of a new disposal location.

View Explanation

• Disposal Site Code: Field to enter a unique location code.

• Disposal Site Name: Field for the descriptive name of the location.

• Disposal Site Address: Field to record the full address of the location.

• Action Buttons: Save to store the data and Cancel to return.

3. Steps to Add a Disposal Location

1. From the main page, click the New Disposal Site button.

2. Fill in the Code, Name, and Address of the disposal site.

3. Click Save.

4. Integrated Workflow & Business Process

• Waste and Scrap Management: When a production operator records leftovers or scrap from a Work Order, the system will prompt them to select where the scrap is being disposed of. The list of options will be drawn from the master data created in this module.

• Environmental Regulatory Compliance: By digitally recording every waste disposal (especially for hazardous waste), the company can easily generate the necessary reports for environmental audits or government requirements. This creates a clear audit trail for every kilogram of waste produced and disposed of.​

• Environmental Cost Accounting: Costs associated with waste disposal (e.g., transportation costs to a third party or internal processing costs) can be linked to these disposal locations. This allows the accounting department to track and allocate waste management costs more accurately.

5. Tips & Important Notes

• Ensure the data, especially the Disposal Site Address, is accurate and matches the actual vendor or internal location data.

• For third parties (waste management vendors), it is advisable that the names and codes used here are consistent with the data in the Vendor Master to facilitate reconciliation.

• The management of this module should be the responsibility of the Environment, Health, and Safety (EHS) department or the department responsible for waste management, in coordination with the Production and Accounting teams.

Forecast Settings

Module Guide: Sales Forecast Settings

Module Location

Settings > Production > Sales Forecast Settings

Module Purpose

The Sales Forecast Settings module is a simple yet fundamental configuration feature aimed at setting the default time period (time bucket) that the system will use in displaying and managing sales forecast data. This setting determines the time granularity (daily, monthly, or yearly) for all modules related to forecasting.

1. Main View and Functions

This module page is very concise and focused on a single setting.

View Explanation

• Sales Forecast Period: This is the only parameter that can be set. Users are presented with three radio button choices:

  • per Day

  • per Month

  • per Year

• Action Buttons:

  • Change: To save the new period selection.

  • Cancel: To cancel the change and revert to the previous setting.

2. Steps to Set the Period

1. Navigate to Settings > Production > Sales Forecast Settings.

2. Choose one of the three available periods (per Day, per Month, or per Year) according to your company's planning needs.

3. Click the Change button to save the setting.

3. Integrated Workflow & Business Process

• Sales Forecast Input: This setting directly determines how the interface for the Sales Forecast input module will be displayed. If set to "per Month," users will enter forecast data in monthly buckets.

• Long-Term Production Planning (Master Production Schedule, MPS): Sales forecast data is a primary input for the MPS. The period chosen here will determine the planning horizon and level of detail.

  • Daily: Suitable for short-term planning and industries with highly fluctuating demand (fast-moving consumer goods, FMCG).

  • Monthly: Most commonly used for tactical planning (1–18 months), providing a balance between detail and ease of management.

  • Yearly: Typically used for strategic and long-term budgeting and planning, not for operational production scheduling.

• Material Requirements Planning (MRP): The MRP module will use MPS data (which is primarily from the forecast) to calculate when raw materials should be ordered. More granular forecast periods (e.g., daily) will result in more precise ordering schedules.

4. Tips & Important Notes

• The choice of period is a strategic decision. Choose the period that best fits your business cycle, market demand characteristics, and company planning horizon.

• Changing this setting in the middle of an ongoing planning period can cause confusion and require readjustment of existing forecast data. Make changes carefully and inform all relevant parties (Sales team, PPIC).

• Access to this module should be highly restricted, ideally only to System Administrators or PPIC Managers, due to its wide impact on the entire planning cycle.

Project Resources

Module Guide: Project Resources

Module Location

Settings > Project > Resources

Module Purpose

The Project Resources module is the configuration center for defining the human resources that can be allocated to projects, along with their cost settings and accounting mapping. Its purpose is to establish standard cost rates (usually per hour) for each employee and to ensure that every labor cost incurred from project activities can be automatically recorded and charged to the appropriate balance sheet or profit/loss account.

1. Main View (Project Resources List)

The main page displays a list of all resources (employees) that have been configured for project allocation.

View Explanation

• Filter: Allows searching for employees by Employee Code or Resource Category.

• Resource List Table:

  • Employee Code & Employee Name: The ID and name of the resource.

  • Position: The employee's title or role.

  • Cost / Hour: The hourly rate that will be charged when this employee works on a project.

• Currently, the table shows "...No data...", indicating that no resources have been configured yet.

• Action Buttons:

  • Add Resource: Opens the form to register a new employee as a project resource.

  • Delete: Deletes the selected resource data.

2. Add/Edit Resource Page

This form is the core of the module, where cost details and, most importantly, the accounting mappings for each resource are set.

View Explanation

• Basic Information:

  • Employee: A dropdown to select an employee from the employee master data.

  • Cost / Hour: A field to enter the employee’s standard hourly cost rate.

  • Currency: The choice of currency for the cost rate.

• Project Request Account Settings:

  • This is the most crucial part, serving as a "bridge" to the accounting module. There are two main configuration blocks:

  • Account for Internal Project Requests: Defines the General Ledger (GL) account to be used for recording labor costs on internal projects (e.g., R&D projects, infrastructure repairs).

  • Account for External Project Requests: Defines the GL account for projects intended for external customers.

  • Mapping per Currency: Within each block, the user must map each type of transaction and currency to a specific GL account. This ensures that if there is a project cost transaction in a foreign currency (e.g., USD), the system knows which account to post it to.

3. Steps to Configure Project Resources

1. Ensure the employee is already registered in the Employee Data module.

2. Go to the Project Resources module, then click Add Resource.

3. Select an Employee from the list.

4. Fill in the Cost / Hour rate and select the Currency.

5. Critical Step: In collaboration with the Accounting department, perform the GL account mapping for each currency and transaction type in the Internal Project and External Project blocks.

6. Click Save Resource.

4. Integrated Workflow & Business Process

• Project Budgeting: When creating a cost budget for a new project, the project manager will use the Cost / Hour rates from this module to estimate the total labor cost.

• Actual Cost Recording: When employees fill out their timesheets for project tasks, the system will automatically multiply the reported hours by the rates stored in this module to calculate the actual labor costs.

• Automatic Accounting Journal Entries: Based on the account mappings set here, the system will automatically create accounting journal entries. For example, for an external project, the labor cost will be recorded as a Debit to the Cost of Goods Sold (COGS) Project account and a Credit to the Salary Payable account.

• Project Profitability Analysis: By accurately recording resource costs, the company can analyze the profitability of each project by comparing the total project revenue with its total costs (including labor costs).

5. Tips & Important Notes

• The configuration of account mappings in this module must be done in collaboration with the Accounting and Finance teams to ensure all costs are recorded in the correct accounts according to company accounting standards.

• The accuracy of the Cost / Hour rates is vital for the accuracy of budgeting and project profitability analysis.

• Because this module contains sensitive cost data and complex accounting configurations, access to modify it should be highly restricted, ideally only for the Cost Controller, Senior Project Manager, or a System Administrator.

Project Activity

Module Guide: Project Activity

Module Location

Settings > Project > Project Activity

Module Purpose

The Project Activity module functions as master data for defining templates or standard activities commonly performed in a project. The goal is to create a Work Breakdown Structure (WBS) template where each activity is predefined along with its standard required resources (personnel, assets, materials, etc.). This speeds up and standardizes the process of creating new projects.​

1. Main View (Project Activity List)

The main page displays all the activity templates that have been registered in the system.

View Explanation

• Filter: Allows for a quick search by Activity Code.

• Activity List Table:

  • Activity Code: A unique code for each activity template.

  • Activity Name: A descriptive name for the activity (e.g., "Requirements Analysis," "System Design," "Equipment Installation").

  • Standard Order: The default sequence of this activity in a project flow.

  • Description: Additional information about the activity.

• Currently, the table shows "...data not found...", which means no activity templates have been created yet.

• Action Buttons:

  • New: Opens the form to create a new activity template.

2. Add New Activity Page

This form is the core of the module, where an activity template is defined in detail, including the standard resources required.

View Explanation

• Basic Information:

  • Activity / Service / Material Code: A unique code for the activity.

  • Activity Name: A descriptive name for the activity.

  • Standard Order: The default sequence of the activity.

  • Description: A description of the activity.

• Resources: This section is used to define the standard resources needed to complete this activity. It consists of four categories:

  • Position: Defines the job title or role required (e.g., "Project Manager," "Systems Analyst") and the quantity.

  • Asset: Defines the equipment or fixed assets required (e.g., "High-Spec Computer," "Measuring Tool") and the quantity.

  • Others: For other resources outside the existing categories (e.g., "External Consultant Services").

  • Item/Service: Defines the materials or consumables needed (e.g., "UTP Cable," "Cement") and the quantity.

3. Steps to Create an Activity Template

1. Ensure all resource master data (Position, Asset, Item/Service) is available in the system.

2. From the main page, click the New button.

3. Fill in the basic activity information (Code, Name, Order, Description).

4. In the Resources section, click the [+] icon in each category to add the required resources. Select the resource from the list that appears and specify the Quantity.

5. Repeat step 4 for all necessary resources.

6. Click New Activity or Save.

4. Integrated Workflow & Business Process

• Rapid Project Creation: When a project manager creates a new project, they no longer need to define each task and resource requirement from scratch. They can simply select the relevant activity templates from this module, and the system will automatically create a task list along with an estimate of its resource needs.

• Standardization of Work Breakdown Structure (WBS): This module promotes standardization in project planning. All projects of a similar type (e.g., all network installation projects) will have a consistent initial activity structure and resource estimation.​

• Basis for Project Budgeting: The resource requirements defined in this template (e.g., 20 hours of a "Systems Analyst," 5 "Computers") will be multiplied by the cost rates from the Resource Module to generate an initial cost budget estimate for the activity.

• Resource Capacity Planning: By having standard templates, the company can perform long-term capacity planning. For example, if there is a plan to undertake 10 installation projects next year, the company can easily calculate the total resource needs (e.g., 10 projects x 2 "Systems Analysts" per project = 20 "Systems Analysts") and plan for recruitment or training.

5. Tips & Important Notes

• Create activity templates that are generic yet detailed enough to be reused in many projects with minor modifications.

• This module is highly dependent on the completeness of other master data such as Master Position, Master Asset, and Master Item. Ensure this data is complete.

• The management of this module should be handled by a Project Management Office (PMO) or senior project managers who have the experience and authority to set project planning standards.

Project Phases

Module Guide: Project Phases

Module Location

Settings > Project > Project Phases

Module Purpose

The Project Phases module is used to create templates or standard frameworks for the lifecycle of a project. This module groups a series of activities (tasks) into logical phases or stages, such as "Initiation," "Planning," "Execution," and "Closure." The goal is to standardize project workflows and speed up the process of creating new project plans.

1. Main View (List of Project Phases)

The main page displays all defined project phase templates.

View Explanation

• Filter: Allows quick searching by Phase Code.

• Project Phase List Table:

  • Phase Code: A unique code for each phase template.

  • Phase Name: A descriptive name of the phase (e.g., "Analysis & Design," "Development," "Testing").

  • Milestone?: Indicates whether completing this phase is considered an important milestone in the project.

• Currently, the table shows "...Data not found...", meaning no phase templates have been created.

• Action Buttons:

  • New: Opens the form to create a new phase template.

2. Add Project Phase Page

This is the place where a phase template is built by grouping relevant activities.

View Explanation

• Basic Information:

  • Phase Code: A unique code for the phase template.

  • Phase Name: A descriptive name for the phase.

  • Notes: A description or instructions related to this phase.

• Activity List:

  • This is the core of the module, where users can associate one or more standard activities with this phase.

  • By clicking the [+] icon, users can select activities from the previously created Project Activity master data.

  • The table will display the Activity Code, Activity Name, and Standard Order of the selected activities.

3. Steps to Create a Phase Template

1. Ensure all relevant activity templates have been created in the Project Activity module.

2. From the main page, click the New button.

3. Fill in the Phase Code, Phase Name, and Notes.

4. Click the [+] icon in the Activity List section to open a popup or selection list of activities.

5. Select all activities that belong to this phase.

6. Click Save.

4. Integrated Workflow & Business Process

• Work Breakdown Structure (WBS) Framework: This module, together with the Project Activity module, forms the foundation of the company's standard WBS framework. Phases are level 1 of the WBS, and Activities are level 2.

• Project Plan Creation: When a project manager creates a new project, they can select this phase template. The system will then automatically build the entire phase structure and the list of activities under it, complete with estimations of the required resources. This drastically reduces planning time.

• Project Monitoring and Reporting: With a standardized phase structure, management can easily monitor project progress against the established timeline. Progress reports can be aggregated at the phase level, providing a concise, high-level overview for stakeholders.

• Milestone Management: Phases marked as milestones become key focus points in tracking. Completing a milestone often triggers client payments or approvals to proceed to the next phase.

5. Tips & Important Notes

• Define phases that reflect a logical and common project lifecycle in your organization (e.g., following waterfall or agile methodologies).

• The order of activities within a phase is very important. Ensure the Standard Order is set correctly to reflect dependencies among activities.

• The management of this module should ideally be performed by the Project Management Office (PMO) or the project management team to ensure consistent standardization across the company.

Payment Rules

Module Guide: Payment Rules

Module Location

Settings > Project > Payment Rules

Module Purpose

The Payment Rules module is used to define payment term schemes that can be applied to project contracts. The goal is to create reusable payment rule templates, setting schedules and payment percentages linked to project milestones or progress. This standardizes the billing process and cash flow management for projects.

1. Main View (Payment Rules List)

The main page displays all defined payment term schemes or templates in the system.

View Explanation

• Filter: Allows quick searching based on TermsCode.

• Rules List Table:

  • TermsCode: A unique code for each payment rule.

  • TermsName: A descriptive name of the rule (e.g., "DP 30% - Final 70%," "Payment per Milestone").

  • TermsPeriod: The payment duration (days, months).

  • Receivables per Condition: Indicates if invoicing is triggered by a certain condition or event.

• Currently, the table shows "...data not found...", indicating no rules have been created.

• Action Buttons:

  • Add Payment Rule: Opens the form to create a new rule.

  • Delete: Deletes the selected rule.

2. Add Payment Rule Page

This form is used to define the details of one payment term within a scheme.

View Explanation

• Payment Rule Code: A unique code for the payment scheme.

• Payment Calculation: The payment duration after an invoice is issued, which can be in days or months.

• Percentage and total amount: The percentage of the total contract value to be billed for this term.

• Enter Payment Rule: A button to add another payment term to the same scheme, allowing for the creation of multi-stage payment schemes (e.g., Term 1: 30%, Term 2: 50%, Term 3: 20%).

3. Steps to Create a Payment Rule

1. From the main page, click the Add Payment Rule button.

2. Enter a unique Payment Rule Code (e.g., "DP30-FINAL70").

3. Set the first Payment Calculation (e.g., 30 days) and the billing Percentage (e.g., 30%).

4. If the payment scheme has more than one term, click Enter Payment Rule to add a new row.

5. Repeat step 3 for each payment term until the total percentage reaches 100%.

6. Click Save.

4. Integrated Workflow & Business Process

• Project Contracts: When creating a new project contract, the sales or project administration team can select one of these Payment Rule templates. The payment scheme will be automatically applied to the contract.

• Milestone-Based Automatic Billing: These payment rules can be linked to milestones in the Project Phases module. When a milestone (e.g., "Testing Phase Complete") is marked as done, the system can automatically trigger the billing process for the corresponding term (e.g., the 2nd term at 50%).

• Cash Flow Management: Having structured payment schedules linked to project progress allows the finance department to more accurately project incoming cash flows from projects.

• Revenue Accounting: Billing processes triggered by these rules will automatically create relevant accounting journal entries, such as recording Accounts Receivable and Project Revenue.

5. Tips & Important Notes

• Create payment rule codes that are intuitive and easy to understand (e.g., "50-50," "DP20-M3-M6-FINAL").

• Ensure the total percentage of all terms within one payment rule equals 100%.

• This module should be managed by the Finance or Sales department responsible for contract negotiation and billing to ensure consistency and compliance with company policies.

Project Components

Module Guide: Project Components

Module Location

Settings > Project > Project Components

Module Purpose

The Project Components module is a simple master data used to define categories or main types of elements that make up a project. These components can be considered as high-level labels or groupings that assist in cost analysis and project progress reporting. This differs from the Work Breakdown Structure (WBS) because it is not hierarchical but rather an attribute.

1. Main View (Project Component List)

The main page displays a list of all project components that have been defined.

View Explanation

• Filter: Allows for a quick search based on Component Code.

• Project Component List Table:

  • Component Code: A unique code for each component (e.g., C001, C002).

  • Component Name: A descriptive name of the component (e.g., Component Project 2).

  • Component Description: A more detailed explanation of the component.

• Action Buttons:

  • New: Opens the form to create a new component.

  • Delete: Deletes the selected component.

2. Add Component Page

This form is used to add a new project component into the system.

View Explanation

• Component Code: Field to enter the unique code of the component.

• Component Name: Field for the descriptive name of the component.

• Description: A text area for giving a more detailed explanation.

3. Steps to Create a Project Component

1. From the main page, click the New button.

2. Enter the Component Code, Component Name, and Description.

3. Click Save.

4. Integrated Workflow & Business Process

• Budgeting and Cost Tracking: When creating a budget or recording actual costs for a project, each cost item (whether labor, material, or other costs) can be labeled or linked to one of these Project Components.

• Project Cost Analysis: With this labeling, management can easily analyze project costs by component. For example, in a construction project, management can see detailed costs for components like "Structure," "Mechanical & Electrical," and "Finishing" separately.

• Progress Reporting: Components can be used as one dimension in project progress reporting, providing a different perspective from just WBS or timeline-based reports.

5. Tips & Important Notes

• Define relevant and commonly used components across company projects to ensure consistency in reporting.

• Keep the number of components manageable to avoid confusion during data input and analysis. Focus on the main categories that are most important to track.

• The management of this module should be the responsibility of the Project Management Office (PMO) or Cost Controller to ensure uniformity in component labeling standards.

Project Category

Module Guide: Project Category

Module Location

Settings > Project > Project Category

Module Purpose

The Project Category module serves as fundamental master data that classifies the types of projects run by the company. Its main goal is to standardize projects based on their type (e.g., Asset Capitalization Projects, Research & Development Projects, Customer Projects) and automatically link each category to specific business rules, especially related to document numbering patterns and, most importantly, revenue accounting mappings.

1. Main View (Project Category List)

The main page displays all configured project categories in the system.

View Explanation

• Filter: Allows quick searching by Category Code.

• Project Category List Table:

  • Category Code: A unique code for each category, such as "CPHCH".

  • Category Name: A descriptive name explaining the project type, for example, CAPITALIZATION CIP MACHINE.

  • Pattern Group Name: Indicates the group of document numbering patterns that will be used.

  • Document Pattern: Specifies the format or template of document numbering that will apply to all projects in this category.

• Action Buttons:

  • New: Opens the form to create a new project category.

  • Delete: Deletes the selected category.

2. Add Project Category Page

This form is the configuration center where each project category is defined and linked to the relevant accounting rules.

View Explanation

• Basic Information:

  • Category Code: A unique code for the new category.

  • Category Name: A descriptive name for the category.

  • Pattern Group Name: Selects the numbering pattern group.

  • Document Pattern: Selects the specific document numbering template.

• Account for Project Revenue:

  • This is the most critical part of the module. Its function is to map the revenue generated from projects in this category to the correct General Ledger (GL) account.

  • The setup is done per Available Currency. For each currency (IDR, USD, EUR, etc.), the user must select the appropriate GL account from a dropdown list of accounts. This ensures that when there is project revenue, the system automatically knows where to journal it.

3. Steps to Create a Project Category

1. Collaborate with the Finance/Accounting team to determine the revenue accounts to be used.

2. From the main page, click the New button.

3. Fill in the Category Code, Category Name, and select a Pattern Group and Document Pattern.

4. In the Account for Project Revenue section, select the correct GL account for each relevant currency. You can check "All" to apply one account to all currencies if appropriate.

5. Click Save.

4. Integrated Workflow & Business Process

• Project Creation: When a new project is created, the user will be prompted to select a Project Category. This selection will automatically determine the document numbering pattern and, most importantly, the revenue journaling rules for the project.

• Accounting Automation: This is the most powerful integration. When the project team invoices clients and receives payments, the system will use the account mappings from this category to automatically journal revenue to the correct GL accounts. This eliminates manual entries, reduces errors, and ensures consistency in financial reporting.

• Financial Analysis: By grouping projects by category, the finance department can easily analyze portfolio performance. They can answer questions like, "What is the total revenue from 'Customer Projects' this quarter?" or "How does the profitability of 'Internal Projects' compare to 'External Projects'?".

5. Tips & Important Notes

• The configuration of the Account for Project Revenue is a very important step and must be done with the approval of the Accounting department to ensure financial compliance.

• Use clear and standard category names to make them easily understood by all departments (Sales, Project, Finance).

• Access to this module should be highly restricted to authorized personnel only (e.g., a System Administrator or Finance Controller) due to its direct impact on the company's financial reports.

Asset Usage Period

Module Guide: Asset Usage Period

Module Location

Settings > Maintenance - Fixed Assets > Asset Usage Period

Module Purpose

The Asset Usage Period module serves as master data to define standard operating cycles or intervals for fixed assets. Its main goal is to create period templates (based on time, operating hours, or other units) that can be used to automatically schedule preventive maintenance and track asset usage. This is the foundation of proactive maintenance management strategies.

1. Main View (Usage Period List)

The main page displays a list of all configured asset usage period templates.

View Explanation

• Filter: Allows searching based on Period Code.

• Usage Period List Table:

  • Period Code: A unique code for each period template.

  • Period Name: A descriptive name (e.g., "Maintenance Cycle 500 Hours," "Monthly Operating Period").

  • From and To: The valid date range for this period template.

  • Unit Type: The unit of measurement for the period (e.g., Hours, Days, Months).

• Currently, the table shows "...No Data...", indicating that no periods have been defined.

• Action Buttons:

  • New: Opens the form to create a new period template.

  • Delete: Deletes the selected period.

2. Add Asset Usage Period Page

This form is used to define an operational cycle in detail and link it to specific assets.

View Explanation

• Basic Information:

  • Period Code and Period Name: A unique and descriptive identity for the template.

  • Unit Type: The unit used to measure the cycle (e.g., Hours for production machines).

  • Usage Planning Type: Determines the planning basis (e.g., per day).

  • Period: The date range during which this template is valid.

• Options and Schedule:

  • Asset Meter Each Usage Period: A checkbox that likely functions to reset the asset usage meter (e.g., running hours) back to zero each time this period ends.

  • Periodic Maintenance: A crucial section to link maintenance schedules to this period.

  • Asset Selection: Two list boxes that let users select which assets will follow the operational cycle being defined.

3. Steps to Create a Usage Period

1. Ensure all relevant assets have been registered in the asset master data.

2. From the main page, click the New button.

3. Fill in the Period Code, Period Name, and select the appropriate Unit Type (e.g., Hours).

4. Specify the date range of the Period.

5. Select assets from the available list and move them to the selected assets box.

6. Configure options such as meter resetting and link maintenance schedules if necessary.

7. Click Save.

4. Integrated Workflow & Business Process

• Preventive Maintenance Management: This is the main integration. A period created here (e.g., "Maintenance every 500 hours") acts as a trigger for the system. When an asset’s usage meter approaches 500 hours, the system will automatically generate a Work Order for preventive maintenance.

• Scheduling Automation: This module automates maintenance scheduling, shifting the approach from reactive ("fix when broken") to proactive ("maintain before failure").

• Asset Usage Efficiency: By tracking asset usage against established cycles, management can analyze whether an asset is optimally utilized and if its maintenance schedule is effective.

• Maintenance Resource Planning: Based on upcoming schedules generated from these periods, the maintenance department can better plan for technician needs and spare parts inventory.

5. Tips & Important Notes

• The Unit Type must align with how asset usage is measured in the field (e.g., working hours for machines, kilometers for vehicles).

• Collaboration with the Maintenance Department is crucial when configuring this module to ensure cycles comply with manufacturer recommendations and operational needs.

• The "Reset Meteran" (Reset Meter) function should be used carefully, as it affects how the system calculates the time until the next maintenance schedule.

• Access to this module should be controlled and managed by the Maintenance Manager or Asset Manager.

Maintenance Period

Module Guide: Maintenance Period

Module Location

Settings > Maintenance - Fixed Assets > Maintenance Period

Module Purpose

The Maintenance Period module functions as a planning calendar for maintenance activities. Unlike the Asset Usage Period, which is based on operational cycles (hours, km), this module is used to define a specific time window or calendar period (e.g., "Annual Maintenance 2025," "Q4 Inspection Schedule") during which a series of maintenance activities will be planned and executed.

1. Main View (Maintenance Period List)

The main page displays all calendar-based maintenance schedules or periods that have been defined.

View Explanation

• Filter: Allows for a quick search based on Period Code.

• Period List Table:

  • Period Code: A unique code for each schedule period.

  • Period Name: A descriptive name for the schedule (e.g., "2025 Machine Audit Schedule").

  • Period Type: Describes the type of schedule (e.g., Daily, Monthly).

  • Period Start Date: The start date of the maintenance time window.

  • Period End Date: The end date of the maintenance time window.

• Currently, the table shows "...No Data...", which means no schedules have been created.

• Action Buttons:

  • New: Opens the form to create a new maintenance period.

  • Delete: Deletes the selected period.

2. Add Maintenance Period Page

This form is used to define a specific maintenance period.

View Explanation

• Basic Information:

  • Period Code and Period Name: A unique identity and description for the schedule (e.g., "SHUTDOWN-OCT25," "October 2025 Plant Maintenance").

  • Start Date and End Date: To define the exact date range when this maintenance schedule is applicable.

  • Schedule Type: The frequency or basis of the schedule within the period (e.g., Daily).

• Asset List: Determines the scope of assets included in this schedule.

  • All Assets: If selected, this schedule applies to all registered assets.

  • Select Assets: Allows the user to select specific assets to be included in the maintenance plan for this period.

• Cancelled: A checkbox to mark whether this maintenance period has been cancelled.

3. Steps to Create a Maintenance Period

1. From the main page, click the New button.

2. Fill in the Period Code and Period Name.

3. Set the Start Date and End Date to create the maintenance time window.

4. Select the Schedule Type.

5. Specify whether the schedule applies to All Assets or Select Assets.

6. Click Save.

4. Integrated Workflow & Business Process

• Large-Scale Maintenance Planning: This module is ideal for planning coordinated maintenance activities that involve many assets at once, such as an annual plant shutdown.

• Basis for Work Plan Creation: The period created here becomes the basis for the Maintenance Manager to create a more detailed Maintenance Work Plan. The system will present a list of all assets that must be maintained within the specified date range.

• Resource Allocation: By knowing there is a major maintenance schedule (e.g., from October 20 to November 20), the maintenance department can plan the allocation of technicians, order spare parts, and inform the production department about potential downtime.

• Schedule Compliance Monitoring: This module allows management to track whether the maintenance plan set for a specific period (e.g., Q4) was successfully executed according to the schedule.

5. Tips & Important Notes

• This module focuses on when maintenance is done (calendar-based), while the Asset Usage Period module focuses on the trigger for maintenance (usage-based). They complement each other.

• Use clear naming for the Period Name (e.g., "2025 Year-End Maintenance") to make it easily identifiable.

• The All Assets option should be used with care as it can generate a very large work plan. This option is best suited for general inspection activities or full-scale simultaneous maintenance.

Maintenance Category

Module Guide: Maintenance Category

Module Location

Settings > Maintenance - Fixed Assets > Maintenance Category

Module Purpose

The Maintenance Category module is master data that serves to classify the types of maintenance work performed on fixed assets. Its main purpose is to standardize and group maintenance activities (e.g., Preventive Maintenance, Corrective Maintenance, Inspection, Calibration) so that cost analysis, scheduling, and reporting processes become more structured and efficient.

1. Main View (Maintenance Category List)

The main page displays all maintenance categories registered in the system.

View Explanation

• Filter: Allows for a quick search based on Category Code.

• Maintenance Category List Table:

  • Category Code: A unique code that identifies each type of maintenance.

  • Category Name: A descriptive name for the category (e.g., "Preventive Maintenance," "Emergency Repair").

  • Category Description: A more detailed explanation of the scope of the category.

  • Active Status: Indicates whether the category is active and can be used in new transactions.

• Currently, the table shows "...No Data...", indicating that no categories have been defined.

• Action Buttons:

  • New: Opens the form to create a new maintenance category.

  • Delete: Deletes the selected category.

2. Add Category Page

This form is used to define a new maintenance category.

View Explanation

• Category Code*: A required field for the unique category code.

• Category Name*: A required field for the descriptive name of the category.

• Category Description: An optional text area for a more detailed explanation.

• Note: The asterisk (*) indicates that the field above it is required.

3. Steps to Create a Maintenance Category

1. From the main page, click the New button.

2. Enter a unique and easy-to-remember Category Code (e.g., "PREV" for Preventive).

3. Clearly fill in the Category Name (e.g., "Regular Preventive Maintenance").

4. Add a Category Description if needed to clarify the scope of the work.

5. Click Save.

4. Integrated Workflow & Business Process

• Work Order Creation: When a technician or planner creates a Work Order for an asset, they will be required to select a Maintenance Category. This choice directly classifies the type of work to be performed.

• Cost and Performance Analysis: This category data is crucial for analysis. Management can easily filter and analyze the total costs, time, and resources spent on each type of maintenance. This helps answer questions such as, "How much did we spend on emergency repairs (Corrective Maintenance) versus planned maintenance (Preventive Maintenance) last month?".

• Maintenance KPI Reporting: Categories serve as the basis for calculating important Key Performance Indicators (KPIs), such as the ratio of preventive to corrective maintenance, which is a key indicator of the effectiveness of the maintenance program.

5. Tips & Important Notes

• Define maintenance categories that are clear, concise, and mutually agreed upon by the entire maintenance team to ensure everyone has the same understanding.

• Commonly used categories include Preventive Maintenance, Corrective Maintenance, Predictive Maintenance, Inspection, Calibration, and General Repairs.

• Limit the number of categories to avoid over-complication. Focus on classifications that truly add value to the analysis.

• Access for creating or modifying categories should be restricted to the Maintenance Manager or System Administrator to maintain data consistency.

Maintenance Type

Module Guide: Maintenance Type

Module Location

Settings > Maintenance - Fixed Assets > Maintenance Type

Module Purpose

The Maintenance Type module serves as master data to define more specific maintenance tasks under the broader Maintenance Category. If categories are general groupings (e.g., Preventive Maintenance), then types are the specific activities (e.g., "Oil Change," "Filter Inspection"). Its main goal is to standardize tasks, set priorities, and most importantly, link each task type to the correct cost account for detailed financial analysis.

1. Main View (Maintenance Type List)

The main page displays a list of all defined maintenance task types.

View Explanation

• Filter: Allows for a quick search by Type Code.

• Maintenance Type Table:

  • Type Code: A unique code for each task type.

  • Type Name: A descriptive name for the task (e.g., "Engine Oil Change").

  • Category Code: Shows the parent category of this maintenance type (e.g., "PREV" for Preventive).

  • Priority: Displays the urgency level of the maintenance task.

• Currently, the table shows "...No Data...", meaning no types have been defined.

• Action Buttons:

  • New: Opens the form to create a new maintenance type.

2. Add Maintenance Type Page

This form is the configuration center where each maintenance task type is defined in detail.

View Explanation

• Type Code*: A unique code for the task, e.g., "OIL-CHANGE".

• Type Name*: The specific name of the task, e.g., "Engine Oil Replacement".

• Category Code*: A dropdown to select the parent category from the Maintenance Category module. This is a mandatory link.

• Priority*: A dropdown to set the urgency level (e.g., High, Medium, Low).

• Indicator Color: An option to select a color to be used as a visual marker on calendars or planning lists.

• Account ID*: A crucial dropdown to select the Cost Account from the General Ledger. All costs linked to this task will be charged to this account.

3. Steps to Create a Maintenance Type

1. Ensure that the Maintenance Category and the Chart of Accounts are complete.

2. Collaborate with the Finance department to determine the appropriate Account ID for each task type.

3. From the main page, click the New button.

4. Fill in the Type Code and Type Name.

5. Select the appropriate Category Code, Priority, and Indicator Color.

6. Select the correct Account ID from the dropdown.

7. Click Save.

4. Integrated Workflow & Business Process

• Work Order Detail: When creating a Work Order, after selecting the category, users will select a specific Maintenance Type. This provides clear work instructions to the technician.

• Cost Accounting Automation: This is the most important integration. When costs (such as spare parts or technician hours) are recorded in a Work Order, the system will automatically use the Account ID linked to the maintenance type to journal the costs to the correct account. This enables highly accurate maintenance cost tracking.

• Priority-Based Scheduling: The Priority set here can be used by the planning module to order work. Tasks with "High" priority will appear at the top of the technician's work queue. The Indicator Color helps to visualize this urgency.

• In-Depth Analysis: The combination of Category and Type allows management to perform a very detailed analysis. For example, they can compare the costs of an "Oil Change" with a "Brake Inspection" across the vehicle fleet over a year.

5. Tips & Important Notes

• The determination of the Account ID must always be validated by the Accounting department to ensure financial reporting integrity.

• Use a consistent naming convention for the Type Code to make identification easier.

• Use Priority and Indicator Color consistently across all maintenance types to create a uniform visual language for the planning and field teams.

Vehicle Settings

Module Guide: Vehicle Settings

Module Location

Settings > Delivery > Vehicle Settings

Module Purpose

The Vehicle Settings module serves as master data to register and manage all vehicle assets used for delivery operations. Its main goal is to create a comprehensive fleet database, including both internal company-owned vehicles and rental vehicles, complete with capacity specifications and driver details.

1. Main View (Vehicle List)

The main page displays all vehicles registered in the system, providing an overview of the available fleet.

View Explanation

• Filter: Allows quick searching based on Registration Number and Vehicle Type (All, Internal, Rental).

• Vehicle List Table:

  • Registration Number: The license plate or unique vehicle identifier.

  • Description: A brief description of the vehicle (e.g., container type, brand).

  • Type: Indicates ownership status, either Internal (company-owned) or Rental.

• Action Buttons:

  • Add: Opens the form to register a new vehicle.

  • Delete: Deletes the selected vehicle data.

  • Add OFIDAS: A specific function, likely for integration with another system.

  • View Parcel Installation: A specific function, possibly to view shipping history or status.

2. Add Vehicle Page

This form is used to enter detailed data for each new vehicle into the system.

View Explanation

• Vehicle Type: Choice between Rental or Internal.

• Vehicle License Plate Number: The official registration number of the vehicle.

• Description: Additional information about the vehicle.

• Vehicle Capacity:

  • Weight: Maximum carrying capacity in kg.

  • Dimensions: Maximum volume capacity in m³.

  • Weight Tolerance and Dimension Tolerance: Overload tolerance limits in %. This is important for loading flexibility.

• Assignment:

  • Driver: A dropdown to assign a specific driver to the vehicle.

  • Image: An option to upload a photo of the vehicle.

3. Steps to Add a Vehicle

1. Ensure driver data is available in the master employee/driver data.

2. From the main page, click the Add button.

3. Choose the Vehicle Type (Internal or Rental).

4. Fill in all vehicle details, especially the License Plate Number and capacity specifications (Weight, Dimensions, and Tolerances).

5. Select the Driver from the available list.

6. Click Save or Save and add another to continue inputting data.

4. Integrated Workflow & Business Process

• Delivery Planning: This module is the core of delivery planning. When the logistics division creates a Delivery Order or Shipping Plan, they will select a vehicle from the list available here.

• Load Optimization: The system can use the weight and dimension capacity data to help planners choose the most efficient vehicle for a route or order. The system can provide alerts if the total weight or volume of goods exceeds the selected vehicle's capacity.

• Tracking and Assignment: By linking Drivers to Vehicles, management can easily know who is responsible for each delivery. This data can also be integrated with GPS tracking systems.

• Operational Cost Analysis: By differentiating between Internal and Rental vehicles, the finance department can analyze and compare the operational costs of the company’s own fleet versus the rental costs from third parties.

5. Tips & Important Notes

• Ensure the capacity data for Weight and Dimensions is filled in accurately, as this will be the basis for planning algorithms and load optimization.

• Tolerance is an important feature that provides flexibility but must be established according to company policies and safety regulations.

• Always update the vehicle status and driver assignments to ensure real-time and accurate operational data.

Rayon Settings

Module Guide: Rayon Settings

Module Location

Settings > Delivery > Rayon Settings

Module Purpose

The Rayon Settings module serves as master data to define all geographic areas, regions, or zones that are delivery destinations. Its main purpose is to create a standard list of delivery locations (both domestic and international, such as cities, ports, or countries) that will be used throughout the system to standardize route planning, time estimation, and logistics cost analysis.

1. Main View (Area Settings)

The main page displays all rayons or delivery regions that have been registered, providing a comprehensive view of the distribution operational coverage.

View Explanation

• Filter: Allows for a quick search based on Area Code.

• Area List Table:

  • Area Code Number: A unique code representing a region (e.g., country codes such as "AE" for United Arab Emirates or "AU" for Australia).

  • Area Name: The specific name of the location (e.g., "Dubai," "Sydney," "KHALIFA PORT").

  • Description: Additional information or remarks about the region.

• Action Buttons:

  • Add: Opens the form to create a new rayon.

  • Delete: Deletes the selected rayon.

2. Add Area Page

This form is used to enter details for a new delivery area or rayon.

View Explanation

• Area Code: A unique code for the new region.

• Area Name: A clear name for the destination region or city.

• Description: An area to provide additional notes.

• Travel Time: The estimated delivery duration to this region, which can be set in units of Days or Hours. This is a crucial data point for planning.

3. Steps to Add a Rayon

1. From the main page, click the Add button.

2. Enter a standard and unique Area Code.

3. Clearly fill in the Area Name.

4. Specify the estimated Travel Time to the location, along with its unit (Days/Hours).

5. Click Save or Save and Add Another to continue inputting data.

4. Integrated Workflow & Business Process

• Sales and Order Entry: When the sales team creates an order, they will select the customer's address. This address can then be mapped to the appropriate Rayon from this master data to determine the initial delivery time estimate.

• Delivery and Logistics Planning: The Travel Time data entered here becomes the main basis for the logistics department to create delivery schedules. This helps in calculating the Estimated Time of Arrival (ETA) and planning daily routes.

• Route Optimization: By grouping several delivery destinations based on nearby rayons, the system can assist logistics planners in creating the most efficient delivery routes, saving time and fuel costs.

• Delivery Cost Analysis: Rayon data can be used to analyze delivery costs per region, assisting management in making decisions related to freight pricing strategies or distribution efficiency.

5. Tips & Important Notes

• Use widely recognized standard codes for Area Codes (e.g., ISO country codes or IATA city codes) to ensure consistency and ease of integration with other systems.

• Travel Time data should be periodically evaluated and updated based on actual historical delivery data to maintain estimation accuracy.

• The management of this module should ideally be carried out by the Logistics or Supply Chain Management teams to ensure all area data is accurate and relevant to company operations.

Driver Settings

Module Guide: Driver Settings

Module Location

Settings > Delivery > Driver Settings

Module Purpose

The Driver Settings module serves as master data to register and manage all personnel who serve as drivers. Its main purpose is to create an official list of drivers, including both internal employees and those from external vendors, complete with their identification numbers (driver's licenses). This data forms the foundation for the delivery assignment and tracking process.

1. Main View (Driver List)

The main page displays all drivers registered in the system, providing an overview of the human resources available for the delivery fleet.

View Explanation

• Filter: Allows for a quick search based on Driver Name and Driver Type (All, Internal, External).

• Driver List Table:

  • Driver Code: A unique code for each driver.

  • Driver Name: The full name of the driver.

  • License Number: The registered driver’s license number.

  • Driver Type: The driver's status, distinguished as Internal (company employee) or External (from a vendor or third party).

• Action Buttons:

  • New: Opens the form to register a new driver.

  • Delete: Deletes the selected driver data.

  • Add Print and View Fajar Installation: Custom buttons with specific functions.

2. Add Driver Page

This form is used to enter detailed data for each new driver, especially for internal drivers whose data is linked to the employee master data.

View Explanation

• Driver Code: A unique code to identify the driver.

• Driver Type: A dropdown to select the driver's status as Internal or External.

• Employee: A dropdown displaying the list of employees from HR master data. This field links the internal driver's profile to the existing employee data.

• License Number: A field to enter the driver’s license number.

• All Fields Required: A note indicating that all columns must be filled.

3. Steps to Add a Driver

1. If adding an internal driver, ensure their employee data is registered in the HR module.

2. From the main page, click the New button.

3. Enter the Driver Code.

4. Select the Driver Type. If you choose "Internal," proceed to step 5. If "External," the flow might differ (e.g., entering the name manually).

5. Select the Employee from the list. The driver’s name will likely auto-fill based on the selected employee data.

6. Enter a valid License Number.

7. Click Save.

4. Integrated Workflow & Business Process

• Human Resource Validation: With the Employee field, the system ensures that every internal driver is an active employee registered in HR. This is an important control point.

• Vehicle and Delivery Assignment: Data from this module is the primary source used for assignments in the Vehicle Settings module and when creating Delivery Plans. Logistics planners can only choose from the list of active drivers.

• Official Documentation: The registered driver's name and license number will be automatically included in official documents such as a Delivery Order, ensuring the accuracy and legality of the document.

• Performance and Payment Management: By distinguishing the Driver Type (Internal vs. External), the Finance and HR departments can more easily manage payroll processes (for internal drivers) or service payments (for external drivers).

5. Tips & Important Notes

• This module is a critical link between the Human Resources (HR) and Logistics modules. Ensure employee data is always synchronized.

• The accuracy and validity of License Numbers should be a top priority. It is advisable to have a mechanism to monitor license expiry dates.

• Access to add or modify driver data should be restricted to HR personnel or Logistics Managers to maintain data integrity and security.

Vehicle Type Settings

Module Guide: Vehicle Type Settings

Module Location

Settings > Delivery > Vehicle Type Settings

Module Purpose

The Vehicle Type Settings module serves as master data to create classifications or categories for all transportation modes used by the company. The goal is to standardize the types of delivery assets (e.g., BOX CAR, TRUCK, AIRPLANE) so they can be used consistently in other modules for filtering, planning, and reporting purposes.

1. Main View (Vehicle Type List)

The main page displays all vehicle types that have been defined in the system.

View Explanation

• Filter: Allows for a quick search based on Vehicle Type Name.

• List Table:

  • Vehicle Type Name: The name of each vehicle category that has been created (e.g., SEA SHIP, CAR, MOTORCYCLE).

  • Image: Displays the filename or image reference representing the vehicle type.

• Action Buttons:

  • Add: Opens the form to create a new vehicle type.

  • Delete: Deletes the selected type from the list.

2. Add Vehicle Type Page

This form is used to define a new vehicle type along with its basic attributes.

View Explanation

• Vehicle Type Code: A unique code to identify the vehicle type.

• Vehicle Type Name: A descriptive name for the type (e.g., "Refrigerated Box Car").

• Vehicle Type Photo: A feature to upload an image or icon that represents the vehicle type.

3. Steps to Add a Vehicle Type

1. From the main page, click the Add button.

2. Enter a unique Vehicle Type Code.

3. Clearly fill in the Vehicle Type Name.

4. Click "Choose File" to select and upload an appropriate image.

5. Click Save.

4. Integrated Workflow & Business Process

• Standardization of Master Assets: The data from this module will become a dropdown option when registering new assets in the Vehicle Settings module. This ensures that every truck, car, or motorcycle is classified correctly.

• Logistics Planning: When a delivery planner needs to allocate the fleet, they can filter available vehicles by their type. For example, if a shipment requires a refrigerated container, they can search for vehicles of the appropriate type.

• Fleet Analysis: Management can use this classification to analyze operational costs, utility, and effectiveness per vehicle type. For instance, comparing the total cost per kilometer between "Trucks" and "Box Cars."

• Visual Identification: The uploaded image helps users across departments (sales, warehouse, logistics) to quickly recognize the intended vehicle type, reducing the potential for communication errors.

5. Tips & Important Notes

• Create Vehicle Type Codes and Names that are simple and easy for all users to understand.

• Consistency is key. Use these types uniformly across all related modules to ensure accurate report data.

• Although it may seem simple, this module is the foundation of good fleet management. Its management should be handled centrally by a Logistics or Fleet Manager.

Region Settings

Module Guide: Region Settings

Module Location

Settings > Delivery > Region Settings

Module Purpose

The Region Settings module serves as master data for grouping several Rayons (smaller delivery areas like cities or ports) into a single, larger Region, such as a country or continent. The main goal is to create a logical geographical hierarchy, allowing management to perform analysis, planning, and set logistics policies at a macro level.

1. Main View (Region Settings)

The main page displays all the Regions that have been defined in the system.

View Explanation

• Filter: Allows for a quick search based on Region Code.

• List Table:

  • Region Code Number: A unique code for each Region (e.g., R001, R002).

  • Description: The name of the Region (e.g., INDONESIA, SOUTH KOREA, VIETNAM).

• Action Buttons:

  • Add: Opens the form to create a new Region.

  • Delete: Deletes the selected Region.

2. Add Region Page

This form is used to define a new Region and associate the Rayons that are its members.

View Explanation

• Region Code*: The unique code to be created for the new Region.

• Region Name*: A descriptive name for the Region (e.g., "Southeast Asia," "Western Europe").

• UnRegion: This list box displays all Rayons (from the Rayon Settings module) that have not yet been allocated to any Region.

• Region: This list box displays all Rayons that have already been allocated to the Region being created or edited.

3. Steps to Create a Region

1. Ensure all specific delivery areas (Rayons) have been created first in the Rayon Settings module.

2. From the main page, click the Add button.

3. Fill in the Region Code and Region Name.

4. In the UnRegion box, select the Rayons you want to include in this new Region.

5. Use the transfer function to move the selected Rayons to the Region box.

6. Repeat steps 4 and 5 until all relevant Rayons are in the Region.

7. Click Save.

4. Integrated Workflow & Business Process

• Market and Sales Segmentation: The sales team can use Region data to analyze sales performance per Region. This helps in setting regional sales targets and marketing strategies.

• Logistics Pricing Policy: The company can set different pricing policies or shipping rates for each Region. For example, the shipping rate to the "Europe" Region might differ from the "Asia" Region.

• High-Level Reporting: This module allows management to view aggregated reports on shipping, costs, and logistics efficiency per Region, providing a broader strategic view compared to reports per Rayon.

• Supply Chain Management: For global companies, grouping by Region helps in managing the supply chain. For example, a warehouse in Singapore can be assigned to serve all shipments to the "Southeast Asia" Region.

5. Tips & Important Notes

• The hierarchical structure between Regions and Rayons should be well-planned to align with the company's operational and reporting structure.

• Use consistent and clear naming for Region Names so they are easily understood by all departments.

• This module is very important for strategic analysis, so its management should be handled centrally by the team responsible for logistics or commercial strategy.

Product Type

Module Guide: Product Type

Module Location

Settings > Inventory > Product Type

Module Purpose

The Product Type module serves as master data to categorize all items managed in the system, whether they are physical goods or services. Its primary purpose is to standardize product classification and, most crucially, to link each sales category directly to a specific revenue account in the general ledger. This ensures accurate and detailed financial reporting.

1. Main View (Product Type List)

The main page displays all product categories that have been created. Currently, the page is empty, which indicates that no product types have been defined yet.

View Explanation

• List Table: Will display the Product Code and Product Name once data is created.

• Action Buttons:

  • Add New: Opens the form to create a new product type.

2. Add Product Type Page

This form is the main configuration area where each new product type is defined and linked to a financial account.

View Explanation

• Product Name*: The name of the product category (e.g., "Merchandise," "Raw Materials," "Repair Services").

• Currency*: Defines the standard currency to be used for transactions involving this product type.

• Revenue Account for Sales of Goods/Services: This is the most important field. The user selects a revenue account from the Chart of Accounts (COA) that will automatically record all revenue generated from the sale of products in this category.

3. Steps to Add a New Product Type

1. Coordinate with the Accounting department to determine the appropriate Revenue Account for each product category that will be created.

2. From the main page, click the Add New button.

3. Enter a clear and descriptive Product Name.

4. Select the appropriate Currency from the dropdown.

5. Select the pre-approved Revenue Account from the available dropdown.

6. Click Save.

4. Integrated Workflow & Business Process

• Automatic Accounting Integration: This is the core function of this module. When the sales team creates an invoice for a product of a certain type, the system will automatically journal the revenue to the account specified here. This eliminates manual entry and reduces the risk of revenue allocation errors.

• Profitability Analysis: By separating revenue based on product type (e.g., revenue from "Goods Sales" vs. "Service Revenue"), management can easily analyze the profit and loss statement per business line to make strategic decisions.

• Item Master Standardization: When creating a new item in the inventory module (item master), the user will be required to select a Product Type. This ensures every item is classified correctly from the beginning.

5. Tips & Important Notes

• The determination of the Revenue Account is a very crucial step and must be validated by the Finance or Accounting team to ensure the integrity of financial statements.

• Create Product Type categories that are specific enough for business analysis but not so numerous that they confuse users.

• Due to its direct impact on the finance module, access to create or change data in this module should be restricted to senior users or system administrators.

Product Category

Module Guide: Product Category

Module Location

Settings > Inventory > Product Category

Internal System Name: MaterialType

Module Purpose

The Product Category (MaterialType) module serves as the most fundamental master data for creating the primary classifications or groupings for all inventory items (goods or materials). Its main purpose is to standardize general categories (e.g., Raw Materials, Finished Goods, Spare Parts) that will be used to organize and report inventory data in a more structured manner.

1. Main View (Category List)

The main page displays all material categories that have been defined in the system. In the provided image, this list is still empty, indicating that no categories have been created yet.

View Explanation

• List Table: The columns will display Material_CatCode (Material Category Code) and Material_CatName (Material Category Name) once data is added.

• Action Buttons:

  • Add Item: Opens the form to create a new category.

2. Add Item Page

This form is used to define a new product or material category.

View Explanation

• All Fields Required: A note indicating that all columns are mandatory.

• Material_CatCode: A field to enter a unique alphanumeric code for the new category.

• Material_CatName: A field to enter a descriptive name for the category.

3. Steps to Add a Product Category

1. From the main page, click the Add Item button.

2. Fill in the Material_CatCode with a unique and easily identifiable code (e.g., "RM" for Raw Material).

3. Fill in the Material_CatName with a clear category name (e.g., "Chemical Raw Materials").

4. Click Save.

4. Integrated Workflow & Business Process

• Foundation for the Item Master: The categories created here will be the primary choice when registering a new item in the Item Master module. This is the first level of classification before other details.

• Inventory Management: This makes it easier for the warehouse and inventory team to manage and search for stock based on its group. For example, performing a stock take only for items in the "Spare Parts" category.

• Reporting and Analysis: It allows management to generate inventory reports segmented by category. For example, a report on inventory value by category or a report on slow-moving items for each category.

• Data Structuring: This module creates the basic structure for inventory. When compared to the Product Type module, Product Type focuses on financial classification (revenue accounts), whereas Product Category focuses on the physical or logical classification of the item itself.

5. Tips & Important Notes

• The naming and coding system for categories should be carefully planned and standardized across the entire company.

• Although simple, this module has a major impact on the inventory data structure. It is recommended that the management of this module be handled centrally by an Inventory Manager or Cost Accountant.

• Because this is foundational data, changes to existing categories should be made with caution as they can affect historical data and reports.

Size

Module Guide: Size

Module Location

Settings > Inventory > Size

Module Purpose

The Size module serves as master data to define all the size variants available for products in inventory. The goal is to standardize size attributes (e.g., 0.5 M, 1.5 M, 10 M, S, M, L, XL) so they can be used consistently when creating new items and managing product variations.

1. Main View (Size List)

The main page displays all sizes that have been registered in the system.

View Explanation

• Filter: Allows for a quick search based on Size Name.

• List Table:

  • Size Name: Displays all size values that have been created (e.g., 0.5 M, 1.5 M).

• Action Buttons:

  • Add Size: Opens the form to create a new size.

  • Delete: Deletes the selected size from the list.

2. Add New Size Page

This simple form is used to add a new size value to the system.

View Explanation

• All Fields Required: A note indicating that the size column is mandatory.

• Size: A field to enter the value or name of the new size to be added.

3. Steps to Add a Size

1. From the main page, click the Add Size button.

2. In the New Size form, fill in the Size field with the desired value (e.g., "2.5 M" or "XXL").

3. Click Save.

4. Integrated Workflow & Business Process

• Product Variant Management: Data from this module will become a dropdown option when creating or editing data in the Master Item. This allows a single product (e.g., "Optical Fiber Cable") to have multiple variants based on different sizes ("10 M," "20 M," "50 M").

• Sales and Purchasing Process: When creating sales or purchase orders, the team can select the product along with its size variant. This ensures the received or delivered stock matches the order.

• Stock Management: The warehouse team can manage stock for each size variant separately. This is very important to prevent stockouts of popular sizes or excess stock of less popular sizes.

• Sales Analysis: Management can analyze sales data to see which size trends are most in demand by customers. This information can be used for future production or purchasing planning.

5. Tips & Important Notes

• Use a consistent naming format for Size, especially when it involves units (e.g., always use "M" for meter, do not mix it with "mtr" or "meter").

• Before adding a new size, first check if that size already exists to avoid data duplication.

• This module, although simple, is very fundamental for companies that sell products with many variations. Its management should be done centrally to maintain data consistency.

Leather Type

Module Guide: Leather Type

Module Location

Settings > Inventory > Leather Type

Module Purpose

The Leather Type module serves as the primary data center (master data) for defining and managing all types of leather used in production or as product components. Its purpose is to standardize the attributes of leather types (e.g., Aniline, Buffalo, Harian) so they can be used consistently throughout the system, from creating new items and managing inventory to the production process.

1. Main View (Leather List)

The main page displays all the leather types that have been registered in the system. This page provides a general overview of the available master data.

View Explanation

• List Table: Displays the list of existing leather types with the following columns:

  • No: The serial number of the data entry.

  • Leather Code: A unique code that represents each type of leather.

  • Leather Type Name: The descriptive name of the leather type (e.g., Special PVC, Ladios).

• Action Buttons:

  • New Leather Type: A button to open the form for adding a new leather type to the system.

2. New Leather Type Page

This form is used to add a new leather type to the master data list.

View Explanation

• All Fields Required: A note indicating that all columns must be filled in to save the new data.

• Leather Code: A field to enter a unique code for the new leather type.

• Leather Type Name: A field to enter the name of the leather type you want to add.

• Buttons:

  • Save: To save the new leather type data to the database.

  • Cancel: To cancel the addition process and return to the list page.

3. Steps to Add a New Leather Type

1. From the main Leather List page, click the New Leather Type button.

2. On the New Leather Type page, fill in the Leather Code and Leather Type Name fields.

3. Ensure all the data entered is correct.

4. Click Save to store the data.

4. Integrated Workflow & Business Process

The data managed in this module plays an important and integrated role with other modules:

• Product Variant Management: The leather type data will be an option when creating or editing data in the Item Master. This allows a single product to have several variants based on the type of leather used.

• Planning & Production Process: When creating a work order, the selected leather type will determine the material that must be prepared by the production team.

• Stock Management: It allows the warehouse team to manage and track stock for each type of leather specifically and accurately, helping to control material inventory levels.

• Analysis & Reporting: Management can analyze the data to find out which leather types are most frequently used, most in demand, or have the highest cost.

5. Tips & Important Notes

• Use a consistent and easy-to-understand numbering or coding system for the Leather Code to facilitate searching and integration.

• Before adding a new leather type, always check the existing list to avoid data duplication, which can cause report inconsistencies.

• This module is an important foundation for manufacturing companies (such as shoes, bags, furniture) whose products are highly dependent on material variations. Centralized management will maintain data accuracy throughout the entire business flow.

Item Option

Module Guide: Item Option

Module Location

Settings > Inventory > Item Option

Module Purpose

The Item Option module serves as master data to manage various options or additional attributes that can be applied to a product. Its purpose is to standardize specific choices (e.g., Anti Static, Mid Sole, CC) so they can be used consistently when creating new items, managing product variations, and in the production process.

1. Main View (Item Option List)

The main page displays all item options that have been registered in the system, providing a general overview of the available master data.

View Explanation

• List Table: Displays the list of existing item options with the following columns:

  • No: The entry's serial number.

  • Item Option Code: A unique code for each item option.

  • Item Option Name: The name or description of the option (e.g., Anti Static and Mid Sole, None).

• Action Buttons:

  • New Item Option: Opens the form to add a new item option.

2. New Item Option Page

This form is used to add new item option master data to the system.

View Explanation

• All Fields Required: A note indicating that all columns are mandatory.

• Item Option Code: A field to enter the unique code for the new item option.

• Item Option Name: A field to enter the name or description of the option.

• Buttons:

  • Save: To save the new item option data to the database.

  • Cancel: To cancel the addition process and return to the list page.

3. Steps to Add a New Item Option

1. From the main Item Option List page, click the New Item Option button.

2. On the New Item Option page, fill in the Item Option Code and Item Option Name fields.

3. Ensure all data entered is correct.

4. Click the Save button to store the data.

4. Integrated Workflow & Business Process

• Product Variant Creation: Data from this module will become an option for additional attributes in the Item Master module. This allows a single base item to have multiple functional variants, for example, a standard shoe, a shoe with an 'Anti Static' feature, or a shoe with a 'Mid Sole'.

• Production Process: Attributes from the Item Option can influence additional components or work steps in the production process.

• Pricing and Sales: The selected option can affect the final selling price of the product.

• Analysis & Reporting: This data enables analysis of trends regarding which product options are most in demand by customers or most frequently produced.

5. Tips & Important Notes

• Use a structured Item Option Code scheme for easier identification and searching.

• Before adding a new option, ensure it does not already exist in the list to avoid data duplication.

• This module is very useful for industries whose products have many customizations or additional features, such as the footwear, garment, or automotive industries.

Unit Measure Group

Module Guide: Unit Measure Group

Module Location

Settings > Inventory > Unit Measure Group

Module Purpose

The Unit Measure Group module functions to group various units of measure available in the system. The goal is to create standard categories for different types of measurements, such as "Length," "Weight," or "Volume," so that relevant units (e.g., meter, centimeter, inch) can be grouped under the same category. This aids in standardizing and managing data across the system.

1. Main View (Unit Measure Group List)

The main page displays all registered unit measure groups and provides search functionality.

View Explanation

• Search Filter:

  • UnitTypeGroupCode/Name: Allows for a quick search based on the group code or name. You can select the search criteria and enter keywords.

  • Search: A button to start the search.

  • Show all: A button to reset the filter and display all data again.

• List Table: Displays the search results or all existing data with the following columns:

  • No.: The entry's serial number.

  • UnitTypeGroupCode: A unique code representing the unit measure group.

  • UnitTypeGroupName: A descriptive name of the group.

  • ... No data ...: This message appears if no data is found or if no data has been created yet.

• Action Buttons:

  • New Group: Opens the form to create a new unit measure group.

2. Add Unit Measure Group Page

This form is used to add a new unit measure group to the master data.

View Explanation

• UnitTypeGroupCode: A field to enter the unique code for the new unit measure group.

• UnitTypeGroupName: A field to enter the name or description of the group.

• Buttons:

  • Save: To save the new unit measure group data to the database.

3. Steps to Add a New Unit Measure Group

1. From the main page, click the New Group button.

2. On the Add page, fill in the UnitTypeGroupCode and UnitTypeGroupName fields.

3. Ensure the entered data is correct.

4. Click the Save button to store the data.

4. Integrated Workflow & Business Process

• Standardization of Units of Measure: This module forms the basis for the Unit of Measure module, where each unit created (e.g., Kg, Gram) will be associated with the relevant group (e.g., "Weight").

• Product Management: Simplifies the management of products that have various types of units, such as products that can be sold per piece (Group: Quantity) and also by weight (Group: Weight).

• Purchase & Sales Transactions: Ensures consistency in the use of units of measure across all transactions, from purchase orders to sales deliveries.

• Unit Conversion: Forms the basis if the system will implement conversion features between units within the same group (e.g., from kilogram to gram).

5. Tips & Important Notes

• Use clear and universal naming and coding conventions (e.g., WEIGHT for Weight, LENGTH for Length) to be easily understood by all users.

• Before creating a new group, first, discuss with the relevant team to agree on what categories are needed for the business to avoid overlaps or confusion.

• This module is one of the main pillars of inventory management. Proper management will have a positive impact on the accuracy of stock data and operational efficiency.

Unit Of Measure

Module Guide: Unit of Measure

Module Location

Settings > Inventory > Unit of Measure

Module Purpose

The Unit of Measure module serves as master data to define all units used to measure item quantities within the system. Its purpose is to standardize units such as "PCS" (pieces), "KG" (kilogram), "METER," "LITER," and others, so they can be used consistently across all modules, from inventory management and purchasing to sales.

1. Main View (Unit of Measure List)

The main page displays all registered units of measure, with filtering options to facilitate searching.

View Explanation

• Search Filter:

  • Unit of Measure: Allows for a quick search by the unit's name or description.

  • Search: A button to run the search.

  • Show all: Resets the filter and displays the entire list.

• Category Filter:

  • Item/Service Category Type: Filters units of measure based on the item category (e.g., Raw Materials), so only relevant units are displayed.

• List Table:

  • No.: Serial number.

  • Unit of Measure: The code or short name of the unit (e.g., M3, LITER, KG).

  • Unit Description: The full explanation of the unit of measure (e.g., CUBIC METER, KILOGRAM).

• Action Buttons:

  • New Unit: Opens the form to add a new unit of measure.

2. New Unit Page

This form is used to add a new unit of measure to the master data.

View Explanation

• Item/Service Category Type: A dropdown selection to associate the new unit with a specific item category.

• Unit Name: A field to enter the short code or name of the unit (required).

• Unit Description: A field to enter the full description of the unit (required).

• Buttons:

  • Save: To save the new unit of measure data.

  • Cancel: To cancel the process and return to the list page.

3. Steps to Add a New Unit of Measure

1. From the main page, click the New Unit button.

2. On the New Unit page, select the appropriate Item/Service Category Type.

3. Fill in the Unit Name (e.g., BOX) and Unit Description (e.g., BOX).

4. Ensure all required data has been filled in.

5. Click the Save button.

4. Integrated Workflow & Business Process

• Basis of Inventory Management: A unit of measure is a fundamental attribute in the Item Master module. Every item created in the system must have a base unit of measure.

• Purchase & Sales Transactions: This unit is used in every transaction line on a Purchase Order (PO) and Sales Order (SO) to define the quantity of the item being bought or sold.

• Stock Management: All stock movements (goods receipt, issues, transfers) are recorded using the predefined unit of measure, ensuring the accuracy of inventory data.

• Production Planning: In a Bill of Materials (BOM), the quantity of each component needed for production is stated in its respective unit of measure.

5. Tips & Important Notes

• Maintain naming consistency in the Unit Name field. It is advisable to use common and easily understood abbreviations (e.g., KG, M, L, PCS).

• Always check the list before adding a new unit to prevent data duplication (e.g., PCS already exists, but someone adds PIECE).

• The filter feature based on Item/Service Category Type is very helpful for simplifying the choice of units for users in different departments.

Unit of Measure Conversion

Module Guide: Unit of Measure Conversion

Module Location

Settings > Inventory > Unit of Measure Conversion

Module Purpose

The Unit of Measure Conversion module is used to define the mathematical relationship between two different units of measure. The goal is to enable the system to automatically calculate quantity equivalencies between one unit and another. For example, defining that "1 DOZEN = 12 PIECES" or "1 ROLL = 5 KILOGRAMS." This feature is crucial for business processes where goods are purchased in one unit, stored in another, and sold in yet a different one.

1. Main View (Unit of Measure Conversion List)

The main page displays all conversion rules that have been registered in the system.

View Explanation

• Search Filter: Allows for a quick search based on the units of measure involved in the conversion.

• Category Filter: Filters the conversion list by Item/Service Category Type (e.g., Raw Materials).

• List Table: Displays the details of each conversion rule:

  • No.: Serial number.

  • Unit of Measure 1: The source unit to be converted from.

  • Unit of Measure 2: The target unit after conversion.

  • Scale: The multiplier factor used for the conversion. The formula used is: 1 [Unit of Measure 1] = [Scale] [Unit of Measure 2].

  • Conversion Date: The date when this conversion rule becomes effective or was created.

• Action Buttons:

  • Add Conversion: Opens the form to create a new conversion rule.

2. Add New Conversion Page

This form is used to define a new conversion rule between two units of measure.

View Explanation

• Unit of Measure 1: A dropdown to select the source unit. The number "1" next to it indicates that this is the base for the conversion.

• Unit of Measure 2: A dropdown to select the target unit.

• Scale Input: A numeric field to enter the conversion value (scale) from Unit of Measure 1 to Unit of Measure 2.

• Conversion Date: A field to specify the date this conversion rule takes effect.

• Buttons:

  • Save: To save the new conversion rule.

  • Cancel: To cancel the process and return to the list page.

3. Steps to Add a New Conversion

1. From the main page, click the Add Conversion button.

2. Select Unit of Measure 1 (e.g., DOZEN).

3. Select Unit of Measure 2 (e.g., PIECES).

4. Enter the conversion Scale value. Based on the example, you would enter 12, meaning "1 DOZEN = 12 PIECES."

5. Select the Conversion Date.

6. Click the Save button.

7. Important: For full functionality, a two-way conversion is often necessary. Repeat the steps above to create the reverse conversion (e.g., 1 PIECE = 0.0833 DOZEN).

4. Integrated Workflow & Business Process

• Transaction Flexibility: Users can perform purchase transactions in units of BALES, and the system can automatically update the stock in units of PIECES according to the existing conversion rules.

• Multi-Unit Inventory Management: The warehouse team can view stock reports in various units (e.g., 500 METERS or 5 ROLLS of remaining fabric), providing better visibility into material availability.

• Production Process: In a Bill of Materials (BOM), material requirements can be defined in the smallest unit (e.g., GRAMS), while purchases are made in the largest unit (e.g., SACKS), and the system will convert them automatically.

• Sales: Allows for the sale of products in a unit different from their storage unit. For example, selling cable by the METER from stock that is stored in ROLLS.

5. Tips & Important Notes

• The accuracy of the Scale value is extremely crucial. A small error in the scale can lead to significant stock discrepancies in the long run.

• Always define a two-way conversion if it is required in the business process to ensure maximum flexibility in all transaction modules.

• This module is one of the most powerful features in an ERP system for complex inventory management. Utilize this module to simplify processes that involve many units of measure.

Color

Module Guide: Color

Module Location

Settings > Inventory > Color

Module Purpose

The Color module serves as master data to define all available color variants for products, raw materials, or other components in inventory. The goal is to standardize color attributes (e.g., BLUE, GREEN, RED) so they can be used consistently throughout the system, especially in product variant management.

1. Main View (Color List)

The main page displays all registered color data and provides a search function.

View Explanation

• Search Filter:

  • Color: A dropdown and input field to search for specific colors by name.

  • Search: A button to start the search process.

  • Show all: A button to reset the filter and display the entire color list.

• List Table:

  • Checkbox: A checkbox in each row to select one or more colors to be deleted.

  • No.: The entry's serial number.

  • Color: The name of the registered color (e.g., VIOLET, YELLOW).

• Action Buttons:

  • Add Color: Opens the form to add a new color.

  • Delete: Deletes the selected (checked) color data from the system.

2. New Color Page

This form is used to add new color data to the master list.

View Explanation

• All Fields Required: A note indicating that all fields must be filled.

• Color: A field to enter the name of the new color to be added.

• Buttons:

  • Save: To save the new color data to the database.

  • Cancel: To cancel the addition process and return to the color list page.

3. Steps to Add a New Color

1. From the main Color List page, click the Add Color button.

2. On the New Color page, fill in the Color field with the desired color name (e.g., BLACK).

3. Click the Save button to save the data.

4. Integrated Workflow & Business Process

• Product Variant Management: Color data from this module will be one of the main attributes when creating items in the Master Item module. This allows a single product model to have many variants based on color (e.g., Model A Shoes - Black, Model A Shoes - White).

• Stock Management: Enables accurate tracking of stock for each product color variant. The warehouse team can easily distinguish between stock of the same product but with different colors.

• Sales Process: Sales orders can record customer orders specifically based on the desired color, reducing shipping errors.

• Analysis & Reporting: Management can analyze sales trends to find out which colors are the most popular or least favored for each product.

5. Tips & Important Notes

• Use consistent and easy-to-understand color naming. It is advisable to use standard English (e.g., BLACK instead of [HITAM](pplx://action/translate)) if the system is used more broadly, or vice versa, according to company policy.

• Before adding a new color, always use the search feature to ensure the color does not already exist, in order to avoid data duplication.

• Although simple, this module is a vital foundation for industries such as garments, footwear, paint, or automotive, where color is a crucial product attribute.

Size

Module Guide: Size

Module Location

Settings > Inventory > Size

Module Purpose

The Size module serves as master data to define all available size variants for products in inventory. The goal is to standardize size attributes (e.g., 0.5 M, 1.5 M, S, M, L) so they can be used consistently when creating new items and managing product variations.

1. Main View (Size List)

The main page displays all sizes that have been registered in the system.

View Explanation

• Search Filter:

  • Size Name: Allows for a quick search based on the size name.

  • Search: A button to start the search.

  • Show all: Resets the filter and displays the entire list again.

• List Table:

  • Checkbox: A checkbox to select items to be deleted.

  • No.: Serial number.

  • Size Name: Displays all created size values (e.g., 0.5 M, 1.5 M).

• Action Buttons:

  • Add Size: Opens the form to create a new size.

  • Delete: Deletes the selected size from the list.

2. New Size Page

This form is used to add a new size value to the system.

View Explanation

• All Fields Required: A note indicating that the input fields are mandatory.

• Size: A field to enter the value or name of the new size you want to add.

• Buttons:

  • Save: To save the new size data.

  • Cancel: To cancel the addition process.

3. Steps to Add a New Size

1. From the main page, click the Add Size button.

2. On the New Size page, fill in the Size field with the desired value (e.g., 2.5 M or XXL).

3. Click Save.

4. Integrated Workflow & Business Process

• Product Variant Management: Data from this module will become a selection option when creating or editing data in the Master Item module. This allows a single product to have several variants based on different sizes.

• Sales and Purchasing Process: When creating orders, the team can select a product along with its size variant, ensuring that the stock received or shipped matches the order.

• Stock Management: Allows for the separate management of stock for each size variant. This is important to prevent stockouts of popular sizes or excess stock of less popular ones.

• Sales Analysis: Management can analyze sales data to see which size trends are most in demand by customers for future planning.

5. Tips & Important Notes

• Use a consistent naming format for sizes, especially when it involves units (e.g., always use M for meter, do not mix it with mtr or meter).

• Before adding a new size, first check if that size already exists to avoid data duplication.

• This module is very fundamental for companies that sell products with many variations. Its management should be done centrally to maintain data consistency.

Dimension

Module Guide: Dimension

Module Location

Settings > Inventory > Dimension

Module Purpose

The Dimension module functions to combine several separate attributes—namely Color, Size, and Configuration—into a single, unique variant entity. The purpose is to create and manage specific combinations that will be attached to a product. Each "Dimension" created here will represent one unique variant of an item (SKU - Stock Keeping Unit).

1. Main View (Dimension List)

The main page displays all dimension combinations (variants) that have been created and registered in the system.

View Explanation

• Search Filter:

  • Dimension Name: Allows for a quick search based on the dimension name.

  • Search: A button to start the search process.

  • Show all: Resets the filter and displays the entire list again.

• List Table:

  • Checkbox: A checkbox to select one or more dimensions to be deleted.

  • No.: The entry's serial number.

  • Dimension Name: The unique name of the dimension combination that has been created (e.g., VIOLET-1.5 M-DEFAULT).

• Action Buttons:

  • Add Dimension: Opens the form to create a new dimension combination.

  • Delete: Deletes the selected dimension data.

2. New Dimension Page

This form is the core of variant creation, where you combine existing attributes.

View Explanation

• All Fields Required: A note indicating that the Dimension Name field is mandatory.

• Dimension Name: A field to enter a unique name that will represent this dimension combination.

• Color: A dropdown selection with data taken from the Color Module.

• Size: A dropdown selection with data taken from the Size Module.

• Configuration Name: A dropdown selection with data taken from the Configuration Module.

• Buttons:

  • Save: To save the new dimension combination.

  • Cancel: To cancel the process and return to the list page.

3. Steps to Add a New Dimension

1. From the main Dimension List page, click the Add Dimension button.

2. On the New Dimension page, fill in the Dimension Name. It is advisable to use a standard format, for example, [Color]-[Size]-[Configuration].

3. Select the Color, Size, and Configuration Name from their respective dropdowns.

4. Ensure that the selected combination has not been created before.

5. Click the Save button.

4. Integrated Workflow & Business Process

• Foundation of Variant Item Master: This module is the main prerequisite before creating items with variants. When creating a Master Item, the user will select one of the "Dimensions" available here to create a specific SKU.

• Accurate Stock Tracking: With dimensions, the system can track stock quantities for a "Plain Shirt-Red-L" separately from a "Plain Shirt-Blue-M." This is the core of variant-based inventory management.

• Sales & Purchasing Transactions: Allows sales and purchasing teams to create orders with great specificity, reducing the risk of errors in shipping or receiving goods.

• Product Performance Analysis: Management can perform in-depth analysis to see which variants (dimensions) are best-sellers, which are slow-moving, and which provide the highest profit margins.

5. Tips & Important Notes

• Naming Consistency: It is highly recommended that the Dimension Name has a standard format and is created systematically (e.g., COLOR NAME-SIZE NAME) to facilitate searching and reporting. If possible, this field should be auto-filled by the system based on the dropdown selections to avoid typing errors.

• Avoid Duplication: Before clicking "Save," always ensure that the combination of Color, Size, and Configuration you have chosen has not been created before to maintain the cleanliness and accuracy of the master data.

• This module is the "heart" of product variant management. Data management in this module must be done carefully as it will directly impact the entire company's operational processes.

Item Dimension

Module Guide: Item Dimension (Item/Service Dimension)

Module Location

Settings > Inventory > Item Dimension

Module Purpose

The Item Dimension module is the final module in the inventory setup series, which serves to assign or link the dimension combinations (variants) that have already been created to each master item/service. The purpose is to officially register which variants are available for an item. After a dimension is assigned here, the system can uniquely identify, track stock, and conduct transactions for each variant (SKU).

1. Main View (Item/Service Dimension List)

The main page displays a list of all items/services in the system and provides a summary of the dimensions attached to each one.

View Explanation

• Search Filter:

  • Item/Service Code: Searches for a specific item by its code.

  • Category: Filters items by category (e.g., RAW MATERIAL).

• List Table:

  • No.: Serial number.

  • Item/Service Code: The unique code of the item.

  • Item/Service Name: The full name of the item.

  • Detail: A summary column that displays the dimension attributes attached to the item, in the format - DIMENSION : [Color], [Size], [Configuration].

2. Item/Service Dimension Detail Page

This page can be accessed by clicking on an item from the main list. This page serves as the center for managing all variants belonging to a specific item.

View Explanation

• Item Information: Displays details of the item being managed, such as Category Type, Code, Name, and Cost Method.

• Add Action:

  • [+ Add Dimension]: A link to add a new dimension combination (variant) to the currently active item.

• Attached Dimension List:

  • This table displays all variants already attached to the item, with detailed columns for Dimension Name, Color, Size, and Configuration.

• Buttons:

  • Done: To return to the main list page.

3. Steps to Manage Item Dimensions

1. From the main page, use the filter to search for and find the item you want to manage.

2. Click on the item's row to go to the Item/Service Dimension Detail page.

3. To add a new variant, click the [+ Add Dimension] link. This will open a page (not shown, but can be assumed) where you can select one of the Dimensions created in the previous module.

4. After saving, the new dimension will appear in the list on the detail page.

5. To delete a variant, check the box next to the unwanted dimension and click the Delete button (not shown, but its functionality is common).

6. Click Done when you have finished managing the dimensions for that item.

4. Integrated Workflow & Business Process

• SKU (Stock Keeping Unit) Formation: The process in this module effectively creates a unique SKU. The SKU is the result of the Item Code + Dimension. Example: CC-20x20 + VIOLET-1.5M-DEFAULT.

• Activation of Variants for Transactions: Only after an item has a dimension assigned here does the variant become "active" and selectable in other modules like Sales Order, Purchase Order, and Stock Opname.

• Master Data Control: This module acts as a control gate to ensure that only approved variants can be transacted, preventing the sale or purchase of variant combinations that do not exist or are not produced.

• Basis for Inventory Reports: All stock and goods movement reports will be based on the unique SKU formed from the combination of the item and its dimension.

5. Tips & Important Notes

• This is the final configuration step for a product before it can be fully used in the operational cycle.

• Ensure all attribute master data (Color, Size, Configuration, Dimension) is complete before performing settings in this module.

• The role of this module is to connect, not create. You do not create new items or dimensions here; you only pair them.

Sales Stage

Module Guide: Sales Stage

Module Location

Settings > CRM > Sales Stage

Module Purpose

The Sales Stage module is used to define and standardize the steps or stages that make up the company's sales cycle (sales pipeline). The purpose is to create a structured framework (e.g., Prospecting, Qualification, Presentation, Negotiation, Won, Lost) that will be used by the CRM module to track and manage every sales opportunity.

1. Main View (Sales Stage List)

The main page displays all the sales stages that have been configured in the system.

View Explanation

• Search Filter:

  • Sales Stage Code: Allows for a quick search based on the unique code of a stage.

• List Table:

  • Checkbox: A checkbox to select one or more stages to be deleted.

  • No.: Serial number.

  • Sales Stage Code: The unique code for each stage.

  • Sales Stage Name: The descriptive name of the stage.

  • Description: A more detailed explanation of the activities or criteria at this stage.

  • Order: A number that determines the position of the stage in the sales process flow.

• Action Buttons:

  • New Sales Stage: Opens the form to create a new stage.

  • Delete: Deletes the selected stages.

2. Add Sales Stage Page

This form is used to add a new stage to the sales process flow.

View Explanation

• Sales Stage Code: A field to enter a unique code (required).

• Sales Stage Name: A field to enter the name of the stage (required).

• Description: An optional field to provide a more detailed explanation of the stage.

• Order: A dropdown selection to determine the order or position of this stage in the sales pipeline.

• Buttons:

  • Save: To save the new sales stage data.

  • Cancel: To cancel the process and return to the list page.

3. Steps to Add a New Sales Stage

1. From the main page, click the New Sales Stage button.

2. Fill in the Sales Stage Code and Sales Stage Name.

3. Add a Description if needed.

4. Select the appropriate Order to determine its position in the sales flow.

5. Click the Save button.

4. Integrated Workflow & Business Process

• Backbone of the CRM Sales Pipeline: The data from this module is the backbone of the pipeline or sales funnel feature within the CRM module. Every sales opportunity will be marked as being in one of the stages defined here.

• Sales Progress Tracking: The sales team can update the status of their opportunities by moving them from one stage to the next, providing clear visibility into the progress of each deal.

• Performance Reporting & Analysis: Management can use this data to analyze the health of the pipeline, measure conversion rates between stages, forecast revenue, and identify bottlenecks in the sales process.

• Process Standardization: Ensures the entire sales team follows the same process and uses uniform terminology when managing sales opportunities.

5. Tips & Important Notes

• Define stages that truly reflect the actual sales process in your company. Avoid creating too many or too few stages.

• Use clear, action-oriented names, such as "Identify Needs," "Send Proposal," or "Follow-up."

• The Order field is very important as it determines the visualization of the sales funnel. Ensure the sequence is logical from the beginning to the end of the sales cycle.

• This module is a crucial initial configuration step before the sales team can begin using the CRM module effectively.

Activity Type

Module Guide: Activity Type

Module Location

Settings > CRM > Activity Type

Module Purpose

The Activity Type module is used to define and categorize the types of activities performed by the sales team when interacting with prospects or customers. The purpose is to standardize the logging of activities (e.g., Phone Call, Email, Meeting, Product Demo) so they can be tracked, scheduled, and analyzed in the context of sales opportunities within the CRM module.

1. Main View (Activity Type List)

The main page displays all the activity types that have been configured in the system.

View Explanation

• Search Filter: Allows for a quick search based on the activity type name.

• List Table:

  • No.: Serial number.

  • Activity Type Name: A descriptive name of the activity.

  • Order: A number that determines the display order or priority.

  • Sales Stage: Indicates at which sales stage this activity is relevant or frequently performed.

  • Send Email: An indicator (likely a checkbox or Yes/No) that signals whether an automatic email template is triggered by this activity.

• Action Buttons:

  • New Activity Type: Opens the form to create a new activity type.

  • Delete: Deletes the selected activity type.

2. Add Activity Type Page

This form is used to add a new activity type to the CRM system.

View Explanation

• Activity Type Name: A field to enter the name of the activity (required).

• Order: A dropdown selection to determine the order.

• Sales Stage: A selection box (likely multi-select) to associate this activity with one or more stages from the Sales Stage Module.

• Send Email: A checkbox to enable the automatic email-sending functionality related to this activity.

• Data: A field to upload a default file or template that will be used when this activity is selected (e.g., an email template for the "Send Proposal" activity).

• Buttons:

  • Save: To save the new activity type data.

  • Cancel: To cancel the process.

3. Steps to Add a New Activity Type

1. From the main page, click the New Activity Type button.

2. Fill in the Activity Type Name (e.g., Follow-up Call).

3. Select the relevant Order and Sales Stage.

4. Check Send Email if this activity should trigger an email to be sent.

5. Upload a template file in the Data section if applicable.

6. Click the Save button.

4. Integrated Workflow & Business Process

• CRM Activity Management: When the sales team logs or schedules activities for an opportunity, they will select from the list of Activity Types created here.

• Process Automation: The "Send Email" feature allows for automation. For example, when a sales representative schedules a "Send Demo Invitation" activity, the system can automatically send an invitation email based on the uploaded template.

• Sales Performance Analysis: Management can analyze the data to see which activities are most effective in moving a deal to the next stage. For example, "How many 'Product Demos' successfully converted to 'Negotiation'?".

• Guidance for the Sales Team: By linking activities to sales stages, the system can provide guidance to the sales team on what activities are recommended at each stage.

5. Tips & Important Notes

• Create a list of activity types that is concise yet covers all the main activities of the sales team. Avoid creating a list that is too long and confusing.

• Utilize the Sales Stage column to build a logical workflow. For example, the "Initial Contact" activity might only be relevant in the "Prospecting" stage.

• The Data feature is very useful for standardizing communication. Upload proposal templates, brochures, or standard email content to ensure all teams use uniform and up-to-date materials.

Activity Status

Module Guide: Activity Status

Module Location

Settings > CRM > Activity Status

Module Purpose

The Activity Status module is used to define the result or final state of an activity recorded in the CRM. Its purpose is to standardize status options (e.g., Planned, Completed, Canceled, Postponed) so that the sales team can consistently mark the progress or outcome of each activity they perform.

1. Main View (Activity Status List)

The main page displays all activity statuses that have been configured in the system.

View Explanation

• Search Filter: Allows for a quick search based on the activity status name.

• List Table:

  • No.: Serial number.

  • Activity Status Name: The descriptive name of the status.

  • Order: A number that determines the display order.

• Action Buttons:

  • New Activity Status: Opens the form to create a new status.

  • Delete: Deletes the selected status.

2. Add Activity Status Page

This form is used to add a new status that can be selected when managing CRM activities.

View Explanation

• Activity Status Name: A field to enter the name of the status (required).

• Final Status: A very important checkbox. If checked, this status will be considered a final status that "closes" an activity (e.g., Completed or Canceled). If unchecked, the activity will still be considered "open" or "in progress."

• Order: A dropdown selection to determine the display order of the status.

• Buttons:

  • Save: To save the new status data.

  • Cancel: To cancel the process.

3. Steps to Add a New Activity Status

1. From the main page, click the New Activity Status button.

2. Fill in the Activity Status Name (e.g., Completed).

3. Check the Final Status box if this status indicates that an activity has ended.

4. Choose the appropriate Order.

5. Click the Save button.

4. Integrated Workflow & Business Process

• Task Management: When a sales representative records an activity (e.g., a Follow-up Call), they will mark the activity with one of these statuses. For example, initially, the status is Planned, and after it is done, it is changed to Completed.

• Activity Lifecycle: The Final Status flag controls the lifecycle of a task. An activity with a status not marked as "final" will continue to appear on the user's to-do list. Once the status is changed to a "final" one, the activity is considered complete and may disappear from the active task list.

• Productivity Reporting: Management can create reports to see how many activities were successfully completed, how many were postponed, and how many were canceled by the sales team. This helps in measuring team productivity.

5. Tips & Important Notes

• Create a list of statuses that is simple and intuitive. Common examples are Planned, In Progress, Completed, Postponed, and Canceled.

• The use of the Final Status checkbox must be well understood. Ensure that only statuses that truly end a task (such as Completed and Canceled) are marked as the final status.

• This module, along with Sales Stage and Activity Type, forms a complete work system for activity management within the CRM module.

Activity Priority

Module Guide: Activity Priority

Module Location

Settings > CRM > Activity Priority

Module Purpose

The Activity Priority module is used to define the level of importance or urgency of an activity within the CRM. The goal is to standardize priority levels (e.g., High, Normal, Low) so that the sales team can easily identify and work on the most crucial activities first.

1. Main View (Activity Priority List)

The main page displays all the priority levels that have been configured in the system.

View Explanation

• Search Filter: Allows for a quick search based on the priority name.

• List Table:

  • No.: Serial number.

  • Activity Priority Name: The descriptive name of the priority level.

  • Order: A number that determines the rank of the priority (e.g., 1 for the highest).

• Action Buttons:

  • New Activity Priority: Opens the form to create a new priority level.

  • Delete: Deletes the selected priority.

2. Add Activity Priority Page

This form is used to add a new priority level to the system.

View Explanation

• Activity Priority Name: A field to enter the name of the priority level (required).

• Order: A dropdown selection to determine the ranking or order of the priority.

• Buttons:

  • Save: To save the new priority data.

  • Cancel: To cancel the process.

3. Steps to Add a New Activity Priority

1. From the main page, click the New Activity Priority button.

2. Fill in the Activity Priority Name (e.g., High).

3. Choose the appropriate Order (e.g., 1 for the highest priority).

4. Click the Save button.

4. Integrated Workflow & Business Process

• Task and Time Management: When creating or scheduling an activity in the CRM (e.g., the task "Call prospect A"), users can assign a priority level from the list created here.

• Sorting and Filtering: In the CRM task list (To-Do List) or calendar, users can sort or filter activities by their priority. This helps them focus on "High" priority tasks first.

• Escalation and Reporting: Management can easily monitor high-priority activities that have not been completed or are past their due date, allowing for intervention or escalation if necessary.

5. Tips & Important Notes

• Use common and easily understood priority terminology, such as High, Normal, and Low.

• The Order field is crucial for sorting functionality. Ensure you set it logically (e.g., the lowest value for the highest priority).

• Keep the number of priority levels simple. Too many options can make the system complicated and defeat its main purpose.

CRM Alert Settings

Module Guide: CRM Alert Settings

Module Location

Settings > CRM > CRM Alert Settings

Module Purpose

This module serves as the central configuration page for all automatic notifications and alerts related to activities within the CRM. Its purpose is to set up email delivery parameters, define reminder time intervals, and assign notification recipients to ensure that no tasks or responses are missed by the sales team.

View & Configuration Explanation

This page is divided into several main sections for configuring the alert system:

1. Activity Settings (Email Configuration)

This section manages the connection to the email server that will be used to send all notifications from the CRM.

• SMTP Server: The outgoing email server address used by the company (e.g., smtp.yourcompany.com).

• Username: The username (usually an email address) of the account that has permission to send emails through the SMTP server.

• Password: The password for that email account.

2. Activity Alerts

This section manages general reminders for upcoming or scheduled activities.

• Time Interval: The time interval (in hours) before an activity is due, at which point the system will send a reminder. For example, if set to 24, the system will send a reminder 24 hours before the activity's deadline.

• Sender: Determines which email account will be used as the sender for notifications:

  • System Account: Emails are sent from a single, centralized system email address (configured in the first section).

  • User Account: Emails are sent from the individual email account of the user who owns the activity (if integrated).

3. Late Response Notifications

This section is specifically for setting up escalation notifications if an activity does not receive a response or is not completed past a certain deadline.

• Time Interval: The time interval (in hours) after an activity has passed its deadline that will trigger a late notification to be sent.

• Sender: Determines the sending account for late notifications. The available options are:

  • System Account: Uses the system's email account.

  • Email: Allows for entering a specific email address as the sender.

• Default Person: A list of users or managers who will receive a notification in case of a delay. This serves as an escalation mechanism to ensure there is follow-up.

4. Action Buttons

• Change: A button to save all changes made on this configuration page.

• Reset: A button to revert all settings to their default or last saved values.

Integrated Workflow & Business Process

• Reminder Automation: Once configured, the system will automatically scan all scheduled activities in the CRM. If an activity is approaching its deadline (according to the Alert Time Interval), the system will send a reminder email to the responsible user.

• Lateness Management: If an activity is past its due date, the system will wait for the Notification Time Interval before sending an escalation email to the designated Default Person.

• Productivity Improvement: With automatic reminders, the risk of important tasks being missed is minimized, helping the sales team stay organized and responsive.

Tips & Important Notes

• Credential Security: For security reasons, ensure the email account used for SMTP is a dedicated service account for the application and not a personal email account.

• Reasonable Intervals: Set the Time Interval wisely. An interval that is too short can lead to notification spam, while an interval that is too long can make the reminder ineffective.

• Escalation List: Always update the Default Person list according to the relevant team structure or manager to ensure escalations reach the right people.

• This module is a "set and forget" configuration. Once set up correctly at the beginning of implementation, it will run in the background to support the daily operations of the CRM team.

Sales Period

Module Guide: Sales Period

Module Location

Settings > CRM > Sales Period

Module Purpose

The Sales Period module is used to define the time range or accounting period for reporting, analysis, and sales target setting. The goal is to create structured time segments (e.g., monthly, quarterly) so that sales performance can be measured and compared consistently over time.

1. Main View (Sales Period List)

The main page displays all the sales periods that have been defined in the system.

View Explanation

• Search Filter: Allows for a quick search based on the period code.

• List Table:

  • No.: Serial number.

  • Period Code: The unique name or code of the period (e.g., APRIL 2011-JULY 2011).

  • Start Date: The start date of the period.

  • End Date: The end date of the period.

  • Interval: The duration of the period in a specific time unit (e.g., 4).

  • Period Type: The type of time unit used (e.g., MONTHLY).

  • Recurring: An indicator (Yes/No) that shows whether this period is part of a recurring cycle.

• Action Buttons:

  • New Sales Period: Opens the form to create a new period.

  • Delete: Deletes the selected period.

2. Add Sales Period Page

This form is used to define a new sales period.

View Explanation

• Period Code: A field to enter a unique code for the period (required).

• Period Start Date: A calendar to select the start date of the period (required).

• Period End Date: A calendar to select the end date of the period (required).

• Interval: A numeric field to enter the duration of the period.

• Period Type: A dropdown to select the time unit (e.g., per Month).

• Recurring: A checkbox to mark if this period is recurring.

• Notes: An optional field for additional comments.

• Buttons:

  • Save: To save the new period data.

  • Cancel: To cancel the process.

3. Steps to Add a New Sales Period

1. From the main page, click the New Sales Period button.

2. Fill in the Period Code with a descriptive name (e.g., Q4 2025).

3. Select the Period Start Date and Period End Date.

4. Enter the Interval and select the appropriate Period Type (e.g., 3 and per Month for one quarter).

5. Check Recurring if this is part of a regular cycle (e.g., a monthly period).

6. Click the Save button.

4. Integrated Workflow & Business Process

• Basis for Sales Reporting: All sales performance reports will use the periods defined here as the main time filter. This allows management to view revenue, deal count, or team performance within specific time ranges (e.g., "sales in January 2025").

• Target Setting (Sales Target/Quota): Sales periods form the basis for setting targets. Management can set sales targets per individual or per team for a period like "Q1 2026".

• Trend Analysis: With structured periods, the company can analyze sales trends from period to period (e.g., comparing sales in Q1 2024 with Q1 2025).

• Commission Calculation: These periods are often used as the basis for calculating commissions or sales incentives for the sales team.

5. Tips & Important Notes

• Ensure there is no overlap between periods to avoid ambiguity in reporting.

• Use a consistent Period Code scheme, such as [MONTH]-[YEAR] or Q[QUARTER NUMBER]-[YEAR].

• The Recurring feature is useful for marking standard periods (like monthly or yearly) that will continue to be used in the future.

Complaint Category

Module Guide: Complaint Category

Module Location

Settings > CRM > Complaint Category

Module Purpose

The Complaint Category module is used to create and manage a standard list of complaint types received from customers. Its purpose is to classify each incoming complaint into a specific category (e.g., Packaging Issues, Defective Product, Shipping Issues) so that it can be handled, tracked, and analyzed more effectively by the customer service team.

1. Main View (Complaint Category List)

The main page displays all the complaint categories that have been registered in the system.

View Explanation

• Search Filter: Allows for a quick search based on the complaint category name.

• List Table:

  • Checkbox: A checkbox to select one or more categories to be deleted.

  • No.: Serial number.

  • Complaint Category Name: The descriptive name of the complaint category (e.g., End User - Product Performance Issues).

  • Order: A number that determines the display order of the categories.

• Action Buttons:

  • New Complaint Category: Opens the form to create a new category.

  • Delete: Deletes the selected categories.

2. Add Complaint Category Page

This form is used to add a new complaint category to the master data.

View Explanation

• Complaint Category Name: A field to enter the name of the complaint category (required).

• Order: A dropdown selection to determine the display order.

• Buttons:

  • Save: To save the new category data.

  • Cancel: To cancel the process.

3. Steps to Add a New Complaint Category

1. From the main page, click the New Complaint Category button.

2. Fill in the Complaint Category Name with a clear description (e.g., Distributor - Late Delivery).

3. Select the appropriate Order.

4. Click the Save button.

4. Integrated Workflow & Business Process

• Service Ticket Management (Ticketing System): When the customer service team creates a new ticket for a customer complaint, they will classify the ticket using one of the categories available here.

• Escalation and Assignment: Complaint categories can be used as the basis for automatic escalation rules. For example, all complaints with the "Defective Product" category could be automatically forwarded to the Quality Control team.

• Root Cause Analysis: By grouping complaints, management can easily identify problem trends. If many complaints fall into the "Packaging Issues" category, the company knows there is a systemic problem that needs to be investigated in the packaging area.

• Management Reporting: This data provides powerful reports for management to evaluate overall product and service quality, as well as customer satisfaction.

5. Tips & Important Notes

• Use a clear naming scheme to distinguish the source of the complaint, as seen in the example (End User - ... vs Distributor - ...). This is very helpful for segmenting analysis.

• The Order field can be used to group similar categories together in the list, making it easier to navigate.

• Periodically review the existing categories. Remove categories that are no longer relevant or add new ones as different types of complaints emerge.

LC Purchase Steps

Module Guide: LC Purchase Steps

Module Location

Settings > Purchase > LC Purchase Steps

Module Purpose

The LC Purchase Steps module is used to define and standardize the stages (milestones) that must be passed in a purchasing process that uses a Letter of Credit (LC). The goal is to create a structured and trackable workflow for import purchases, from the issuance of the LC and shipping to the settlement of documents.

1. Main View (LC Purchase Steps List)

The main page displays all the configured stages of the LC purchasing process.

View Explanation

• Search Filter: Allows for a quick search based on the Purchase Stage Code.

• List Table:

  • No.: Serial number.

  • Purchase Stage Code: A unique code for each step (e.g., PS24, PS23).

  • Purchase Stage Name: A descriptive name of the process step (e.g., Dokumen Bila Cula, Angka Pengenal Impor).

  • Order: A number that determines the position of this step in the overall LC purchasing process flow.

• Action Buttons:

  • Add Purchase Stage: Opens the form to create a new process step.

  • Delete: Deletes the selected step.

2. Add Purchase Stage Page

This form is used to add a new step to the LC purchasing workflow.

View Explanation

• Purchase Stage Code: A field to enter a unique code (required).

• Purchase Stage Name: A field to enter the name of the process step (required).

• Order: A dropdown selection to determine the order of this step in the workflow.

• Buttons:

  • Save: To save the new purchase step data.

  • Cancel: To cancel the process.

3. Steps to Add a New Purchase Stage

1. From the main page, click the Add Purchase Stage button.

2. Fill in the Purchase Stage Code and Purchase Stage Name.

3. Select the appropriate Order to determine its position in the process.

4. Click the Save button.

4. Integrated Workflow & Business Process

• Framework for Import Purchasing Process: The steps defined here will become the reference framework for the LC Purchase Transaction module. Every Purchase Order that uses an LC will follow and have its status updated according to these stages.

• Tracking and Monitoring: The purchasing team can track which stage each import PO has reached. This provides clear visibility into the progress of shipments and document fulfillment.

• Document Management: Each stage can be associated with documents that must be fulfilled, for example, "Issuance of Bill of Lading" or "Approval of Import Documents."

• Basis for Reporting: Allows management to view reports on the duration of each stage, identify potential bottlenecks, and measure the efficiency of the import purchasing process.

5. Tips & Important Notes

• Define stages that accurately reflect the actual LC purchasing process in your company, from negotiation, opening the LC, and shipping, to the goods being received.

• Order is a crucial field because it determines a logical and sequential workflow. Ensure it is set up correctly.

• Use a clear and easily understandable Purchase Stage Code and Name for the purchasing and finance teams involved in the LC process.

LC Document Checklist

Module Guide: LC Document Checklist

Module Location

Settings > Purchase > LC Document Checklist

Module Purpose

The LC Document Checklist module is used to create master data for all documents required in the purchasing process using a Letter of Credit (LC). The purpose is to create a standard checklist of documents (e.g., Negotiation Document, Document Proposal) and associate them with the relevant LC purchasing stages. This ensures that all necessary documents are prepared and verified at each step of the process.

1. Main View (LC Document Checklist List)

The main page displays all document items that have been defined for the LC purchasing process.

View Explanation

• Search Filter: Allows for a quick search based on the Document Code.

• List Table:

  • No.: Serial number.

  • Document Code: A unique code for each document item (e.g., DC01, DC02).

  • Document Name: A descriptive name of the document (e.g., Follow Up Document).

  • Purchase Stage: Indicates the purchasing stage at which this document is required or checked.

  • Description: Additional notes or explanations regarding the document.

• Action Buttons:

  • Add Document Checklist: Opens the form to define a new document item.

  • Delete: Deletes the selected document items.

2. Add Document Checklist Page

This form is used to define a new document item and associate it with one or more LC purchase stages.

View Explanation

• Document Code: A field to enter the unique document code (required).

• Document Name: A field to enter the name of the document (required).

• LC-Purchase Stage: A multi-select box to choose one or more stages from the LC Purchase Steps Module where this document is relevant.

• Description: An optional field to provide additional details or instructions related to the document.

• Buttons:

  • Save: To save the new document data.

  • Cancel: To cancel the process.

3. Steps to Add a New Document

1. From the main page, click the Add Document Checklist button.

2. Fill in the Document Code and Document Name (e.g., INV01 and Commercial Invoice).

3. In the LC-Purchase Stage box, select one or more stages where this document is required. You can select multiple stages by holding down the Ctrl key while clicking.

4. Add a Description if necessary.

5. Click the Save button.

4. Integrated Workflow & Business Process

• Building a Dynamic Checklist: This module is directly connected to the LC Purchase Steps module. When the purchasing team processes an import PO, the system will use this configuration to display a checklist of documents that must be prepared at each stage.

• Risk Mitigation: With a standardized document checklist, the risk of missing documents—which could delay customs clearance or negotiations with the bank—is minimized.

• Process Transparency: All involved teams (purchasing, finance, logistics) can see which documents are ready and which are still pending for each shipment, improving inter-departmental coordination.

• Audit Trail: Serves as the basis for an audit trail of document completeness in every import purchase transaction.

5. Tips & Important Notes

• It is very important to link a document to the correct Purchase Stage. Errors in this mapping can cause confusion in the operational process.

• Document names and codes should follow standard international trade terminology (e.g., Bill of Lading, Certificate of Origin, Packing List) to facilitate understanding.

• Periodically review and update this document list, especially if there are changes in import regulations from the government or new requirements from the bank.

Score Mask

Module Guide: Score Mask

Module Location

Settings > Quality Control > Score Mask

Module Purpose

The Score Mask module is used to define which parameters or attributes will be assessed in the quality inspection process. The goal is to create an assessment "mask" or template (e.g., Shape, Color) which will later be filled with specific scoring criteria. This module is the first step in building a structured quality assessment scheme.

1. Main View (Score Mask List)

The main page displays all the assessment parameters (masks) that have been configured in the system.

View Explanation

• Search Filter: Allows for a quick search based on the Mask Code.

• List Table:

  • No.: Serial number.

  • Mask Code: A unique code for each assessment parameter (e.g., CLR, WRN).

  • Mask Name: The descriptive name of the parameter being assessed (e.g., Shape, Colour).

• Action Buttons:

  • New Score Mask: Opens the form to create a new assessment parameter.

2. Add Score Mask Page

This form is used to define a new assessment parameter.

View Explanation

• Mask Code: A field to enter a unique code (required).

• Mask Name: A field to enter the name of the parameter (required).

• Score Detail:

  • [+ Add Score]: A link to add a new row to define the specific scores or values that will be used in the assessment of this parameter. This is where you define the assessment choices (e.g., for 'Color', the score details could be 'Meets Standard,' 'Slightly Faded,' 'Wrong Color').

• Score Mask Order by Description: A checkbox that, if enabled, will sort the score options by their description when used in an inspection.

• Buttons:

  • Save: To save the new parameter data.

  • Cancel: To cancel the process.

3. Steps to Add a New Score Mask

1. From the main page, click the New Score Mask button.

2. Fill in the Mask Code and Mask Name (e.g., FNG and Finishing).

3. Click [+ Add Score] to start adding specific assessment criteria for that parameter.

4. Check Score Mask Order by Description if needed.

5. Click the Save button.

4. Integrated Workflow & Business Process

• Foundation of the Assessment Scheme: The Score Mask is the foundation of the quality assessment system. The parameters created here (like "Color") will be used in subsequent modules to build complete quality inspection forms.

• Inspection Standardization: Ensures that all quality inspectors assess products based on the same parameters, making the assessment results objective and consistent.

• Assessment Flexibility: Allows the company to create different sets of parameters for different types of products. For example, food products might have "Taste" and "Aroma" masks, while electronic products have "Functionality" and "Accessory Completeness" masks.

• Quality Data Analysis: The data collected based on these masks can be analyzed to identify in which areas (parameters) product defects most frequently occur.

5. Tips & Important Notes

• This module only defines what will be assessed (the parameters). The details of how to assess it (specific criteria and their scores) are defined on this add/edit page via the [+ Add Score] link.

• Use clear names and codes that are easily understood by the Quality Control team.

• Think carefully about what parameters are crucial for determining the quality of your product before configuring them in this module.

Parameter

Module Guide: Parameter

Module Location

Settings > Quality Control > Parameter

Module Purpose

The Parameter module serves as master data to define the specific items that will be checked on a quality inspection form. Unlike the Score Mask, which defines the assessment categories, this module defines the individual question items or checkpoints (e.g., Printing Colour, Label Quality, Overall Shape).

1. Main View (Parameter List)

The main page displays all the parameter items that have been registered in the system.

View Explanation

• Search Filter: Allows for a quick search based on the Param Code.

• List Table:

  • No.: Serial number.

  • Param Code: A unique code for each parameter item (e.g., CLR, LBLQ).

  • Param Name: The name or specific question of the parameter to be checked (e.g., Colour, Label Quality).

• Action Buttons:

  • Add New: Opens the form to create a new parameter.

2. Add Parameter Page

This form is used to define a new checking parameter item.

View Explanation

• Parameter Code: A field to enter a unique code (required).

• Parameter Name: A field to enter the name or specific question of the parameter (required).

• Score Mask: A very important dropdown selection. Here, you link this parameter with a Score Mask. This determines how this parameter will be assessed.

  • If you select the "Shape" Score Mask, then during the inspection, the answer choices will correspond to those defined in the "Shape" mask.

  • If you select the "Numeric" Score Mask, the inspector must enter a number.

  • If you select the "Free Text" Score Mask, the inspector can type a free-form answer.

• Notes: An optional field to provide additional instructions or information about this parameter.

• Buttons:

  • Save: To save the new parameter data.

  • Cancel: To cancel the process.

3. Steps to Add a New Parameter

1. From the main page, click the Add New button.

2. Fill in the Parameter Code and Parameter Name (e.g., CLR-VAR and Color Variant According to PO).

3. In the Score Mask dropdown, select the appropriate assessment scheme (e.g., Yes/No or Conforming/Non-Conforming).

4. Add Notes if necessary, for example, "Compare with the approved color master."

5. Click the Save button.

4. Integrated Workflow & Business Process

• Inspection Form Builder: The parameters created here are the "building blocks" for creating a quality inspection form. A form will later consist of a collection of several parameters.

• Standardization of Assessment Method: By linking each parameter to a Score Mask, the system ensures that each checkpoint is assessed with the correct and consistent method. The "Product Weight" parameter must be assessed with a number (Numeric), not with "Yes/No."

• Structured Data Collection: The results of the inspection (the data entered for each parameter) become highly structured, allowing for in-depth data analysis.

• Defect Analysis: Management can analyze which parameters most frequently fail inspection, indicating weak points in the production process or raw material quality.

5. Tips & Important Notes

• Think of this module as the "question creator" for a quality test. Each parameter is one question.

• The relationship between a Parameter and a Score Mask is the key to this functionality. Ensure that each parameter is linked to a logical and appropriate mask.

• The parameter name should be in the form of a clear question or statement so that it is not ambiguous for the inspector in the field, for example: "Are the stitches neat?" or "Check for surface flatness."

Price Type

Module Guide: Price Type

Module Location

Settings > System Settings > Price Type

Module Purpose

The Price Type module serves as master data to define the various types or levels of prices applicable within the company. The goal is to create standard price categories (e.g., Retail Price, Wholesale Price, Distributor Price) that can be used in sales transactions, the creation of price lists, and for analysis in reporting.

1. Main View (Price Type List)

The main page displays all the price types that have been registered in the system.

View Explanation

• List Table:

  • Price Name: The name of the price type.

  • Price Category: The category or code that represents the price type.

  • ... No Data ...: This message appears if no price types have been created yet.

• Action Buttons:

  • New Price: Opens the form to create a new price type.

2. New Price Page

This form is used to add a new price type to the system.

View Explanation

• All Fields Required: A note indicating that all the fields below it are mandatory.

• Price Name: A field to enter the descriptive name of the price type (e.g., Jakarta Retail Price).

• Price Category: A field to enter a code or short category for the price type (e.g., RETAIL_JKT).

• Buttons:

  • Save: To save the new price type data.

  • Cancel: To cancel the process.

3. Steps to Add a New Price Type

1. From the main page, click the New Price button.

2. Fill in the Price Name and Price Category fields.

3. Click the Save button.

4. Integrated Workflow & Business Process

• Price List Management: The price types created here become the basis for creating price lists. The company can create several different price lists for each product, one for each different price type (e.g., one product has a price for Retail and another for Wholesale).

• Sales Transactions: When creating a Sales Order, the sales team can select a customer. The system can then automatically apply the appropriate price type for that customer (e.g., customer A is a distributor, so the "Distributor Price" is used automatically).

• Promotional Flexibility: Facilitates the creation of promotional prices or special prices for specific events by creating temporary price types, such as "Year-End Discount Price."

• Profitability Analysis: Allows management to analyze profitability based on customer segments or sales channels that use different price types.

5. Tips & Important Notes

• Use a clear and consistent naming and categorization scheme to avoid confusion.

• This module is an important foundation for the company's pricing strategy. Discuss with the sales and finance teams to determine what price types are needed.

• This module is often tightly integrated with customer master data, where each customer can be assigned a default price type.

Global Settings

Module Guide: Global Settings

Module Location

Settings > System Settings > Global Settings

Module Purpose

The Global Settings module is the main control center for configuring various operational parameters and system behaviors across the entire ERP application. The settings changed here will have a widespread impact on various modules, from display, transaction workflows, production management, quality control, to system administration.

View & Configuration Explanation

This page contains a long list of configurable parameters. Here is an explanation for some of the main groups of settings visible:

1. Display & Basic Settings

• Maximum Display Rows: Sets how many rows of data are displayed per page in tables throughout the system.

• Maximum Print Rows: Sets the maximum number of rows when printing documents.

• Decimal Number System: Defines the number of digits after the decimal point for calculations.

• Currency: Defines the default currency used in transactions and reporting.

2. Transaction & Journal Settings

• Prefix for Transaction Type: Sets the prefix used for numbering documents like Sales Orders, Invoices, Journals, etc. This can be set as Fixed (cannot be changed by the user) or Changeable. This is very important for standardizing document numbering.

• Installment & Credit Limit Settings: Configures the system's behavior regarding customer credit management.

• Invoice Numbering: Configures whether invoice numbering follows a Strict (sequential) or Loose rule.

3. Quality Control (QC) Settings

• MOQ, Processing, and Sampling Settings: Parameters that set the rules for Minimum Order Quantity, processing, and sampling for the QC process.

• QC Outgoing & Incoming: Activates or deactivates the QC process for outgoing and incoming goods.

4. Production & Warehouse Settings

• Item Code Format: Defines the structure or format for creating new item codes, can be set to Automatic Numbering.

• Work Shift: Sets the number of work hours per shift, break times, and the number of shifts per day.

• Warehouse Automation: Parameters like Automatic Goods Receipt or Automatically Move Finished Goods control automated workflows in the warehouse.

• Warehouse Logic: Sets the logic for item placement, for example, whether it's based on Destination Warehouse or Isolate Lot#.

5. Administration & Access Settings

• System Administrator: Assigns which user has system administrator access rights.

• Approval: Configures the approval workflow for various documents. Users listed in the ApprovalList will have the authority to approve transactions.

• IP Setting: Sets the allowed IP addresses for accessing the system, as an additional security layer.

6. Action Buttons

• Change: This button (usually located at the bottom of the page) is used to save all changes made on the global settings page.

• Reset: Reverts all values to their default settings or the last saved configuration.

Workflow & System Impact

• Widespread Impact: Every change made on this page will directly affect the behavior of related modules. For example, changing the Decimal Number System will alter how all monetary values and quantities are displayed in the system.

• Process Standardization: Settings like transaction Prefixes and Item Code formats ensure that data across the company is structured and consistent.

• Control & Security: Parameters like ApprovalList, System Administrator, and IP Setting are crucial tools for controlling access and approval workflows, maintaining the integrity and security of company data.

• Operational Efficiency: Automation settings (e.g., automatic goods movement) are designed to reduce manual work and increase the efficiency of workflows in the warehouse and production.

Tips & Important Notes

• Restricted Access: Due to its very broad impact, access to this module must be highly restricted and only given to the System Administrator or high-level IT personnel.

• Test Changes: Before changing crucial settings in a live production environment, it is highly recommended to test them first in a development or UAT (User Acceptance Test) environment to understand their impact.

• Document Changes: Every change made to the Global Settings must be well-documented, noting what was changed, when, by whom, and why. This is important for tracking and if problems arise later.

• This module is the "brain" of the ERP system. Careful and planned configuration on this page is the key to the successful implementation and smooth operation of the system.

Application Parameters

Module Guide: Application Parameters

Module Location

Settings > System Settings > Application Parameters (or Settings > System Settings > Application Parameters)

Module Purpose

The Application Parameters module is a more specific configuration page than "Global Settings." This module is used to set default parameters related to financial, operational, and printing workflows within the application. These settings help standardize default values to speed up data input and ensure consistency.

View & Configuration Explanation

This page contains a list of parameters that can be set by an administrator to control specific application behaviors:

• Adjustment Period Effective Date: Defines the reference date or start date that the system uses for accounting or stock adjustment periods.

• Default PR Cost Center: Specifies the default Cost Center that will be automatically filled in when creating a Purchase Requisition (PR) document.

• Default PR Department: Specifies the default department that will be automatically filled in when creating a PR.

• Effective Currency: A setting that defines how the default currency will be applied:

  • Company Wide: A single effective currency applies to the entire company.

  • Application Wide: The currency can vary depending on the part of the application being used.

• Standard Tax 1: Defines the default tax percentage (e.g., VAT) that will be applied to transactions.

• Offset AR Upon Cheque: Configures how the system handles accounts receivable when payment is received by check.

  • Received: The receivable is considered settled when the check is received.

  • Cleared: The receivable is only considered settled after the check has successfully cleared.

• Working Days: A set of checkboxes to determine which days are considered the company's operational working days. This can affect the calculation of deadlines or production schedules.

• Open Preserve Module: A Yes/No setting that likely controls whether data that has been "preserved" (saved/archived) can still be opened or modified.

• Print Number Limit: Defines the maximum number of times a document (e.g., an invoice) can be reprinted.

• Based on Item/Service Tolerance: A dropdown selection that sets how the system handles tolerance (e.g., over or under-delivery) in transactions. Possible options are Item Based (tolerance is set per item) or Order Based (tolerance is set per order).

Action Buttons

• Change: Saves all changes made on this page.

• Add Parameter: Possibly opens a page to add a new custom parameter to this list (if the system supports it).

• Reset: Reverts all values to their default settings or the last saved configuration.

Workflow & System Impact

• Data Input Efficiency: With default values for Cost Center, Department, and Tax, users do not need to fill them in every time they create a new transaction, thus speeding up the workflow.

• Accounting Consistency: Settings like Offset AR Upon Cheque and Adjustment Period Effective Date ensure that all financial transactions are recorded with a consistent method across the company.

• Operational Control: Parameters such as Print Number Limit and Working Days provide more control over daily operations and document security.

• Transaction Handling Flexibility: The Based on Item/Service Tolerance option gives the company the flexibility to choose the method for handling quantity discrepancies that best suits its business model.

Tips & Important Notes

• Like Global Settings, this module has a significant impact on the workflow and should be managed carefully by the system administrator.

• Default settings like Cost Center and Department are very useful if the majority of purchase requisitions come from the same department.

• The Offset AR Upon Cheque choice has important accounting implications. The decision between Received and Cleared should be discussed with the finance team to ensure it aligns with the company's revenue recognition policy.

• Last Update: Pay attention to the "Last Update" information in the top right corner. This is an important record for tracking when and (often) by whom this configuration was last changed.

Master Type

Module Guide: Master Type

Module Location

Settings > Reports > Master Type (or Settings > Menu/General > Master Type)

Module Purpose

The Master Type module is a developer or super-administrator level configuration module that defines and manages the various types of master data used throughout the system. This module controls the options that appear in various dropdowns or fields across the application, as well as their labels and multilingual behavior. It is the "master of all master data."

1. Main View (Master Type List)

The main page displays a complete list of all master types that exist in the system, from various different modules.

View Explanation

• Search Filter: Allows searching by Type Code or Table Name.

• List Table:

  • No.: Serial number.

  • Type Code: The internal unique code used by the system to identify a master value (e.g., CRYtype2, SO, PO).

  • Type Name (English/Indonesian): The label or description of the master value in various languages. This supports multilingual functionality in the interface.

  • Table Name: Indicates which database table or master group this value belongs to (e.g., CylinderRequestType, YesNoApprovalBoth, VesReffDocType).

  • Sequence Number: Determines the display order of this value within a dropdown.

• Action Buttons:

  • Add New: Opens the form to add a new master type entry.

2. Add/Edit Master Type Page

This form is used to create or edit a master type entry.

View Explanation

• Type Code: Field for the internal unique code.

• Type Name: Fields to enter the label in various languages (English, Indonesian, etc.). The Apply to All button likely copies text from one language field to the others.

• Table Name: A dropdown to select the master group or database table this value will be associated with.

• Number: Field to determine the display order.

• Enabled: A checkbox to enable or disable this master value, preventing it from appearing in dropdown choices without deleting the data.

• Buttons:

  • Save: To save the master type data.

  • Reset: Reverts the values to their initial state.

  • Cancel: Cancels the process.

3. Steps to Add a New Master Type

1. From the main page, click the Add New button.

2. Select the relevant Table Name from the dropdown.

3. Fill in the Type Code with a unique code.

4. Enter the Type Name in the available languages.

5. Set its sequence Number.

6. Ensure the Enabled checkbox is checked.

7. Click the Save button.

4. Workflow & System Impact

• Populating Dropdowns System-Wide: This module is the primary data source for almost all dropdowns in the application. For example, all options in a "Payment Type" dropdown (like Cash, Bank Transfer) are defined here under the corresponding Table Name.

• Advanced System Configuration: Allows administrators to add or change the options available to users without needing to alter program code. For example, if the company wants to add a new payment method, they can simply add it through this module.

• Multilingual Functionality: By providing labels in various languages, the system can dynamically display the correct text according to the language preference of the currently logged-in user.

• Application Behavior Control: By enabling or disabling entries, administrators can control which options are available to users at any given time.

5. Tips & Important Notes

• High Risk: This module is extremely fundamental and critical. Configuration errors, such as incorrectly mapping a Table Name or changing an existing Type Code, can cause serious functional errors throughout the entire application.

• Super Admin Access: Access to this module should be strictly limited to the most senior and well-trained personnel in the architecture of this ERP system.

• Do Not Change Existing Type Codes: Changing a Type Code that is already in use by transactional data can corrupt the integrity of historical data. If a change is needed, it is better to disable the old one and create a new one.

• This module is the "engine room" of the application. Changes must be made with a full understanding of their impact on the other modules that depend on it.

Dashboard Settings

Module Guide: Dashboard Settings (Announcements)

Module Location

Settings > System Settings > Dashboard Settings

Module Purpose

The Dashboard Settings module serves as a control center for creating, editing, and managing announcement content that will be displayed on the main application dashboard. Its purpose is to act as an internal communication tool for administrators to disseminate important information, news, or notifications to all users who log into the system.

1. Main View (Announcement List)

The main page displays all announcements that have ever been created, both active and inactive.

View Explanation

• Search Filter: Allows for a quick search based on the announcement's Subject ID (title).

• List Table:

  • No.: Serial number.

  • Subject ID: The title of the announcement that was created (e.g., New dashboard now, Happy Chinese New Year).

• Action Buttons:

  • Add New: Opens the form to create a new announcement.

  • Delete: Deletes the selected announcement.

• Current Status: Displays information about the view mode or available actions, such as Mode: View, Print View, Export to MS Excel, and Export to Open Office.

2. Add/Edit Letter Template (Announcement) Page

This form is used to create or edit the content details of an announcement.

View Explanation

• Notification Code: The internal unique code for this announcement.

• Company: A dropdown to specify if the announcement applies to a specific company (if the system is multi-company).

• Subject: A multilingual field for entering the announcement title. Text can be entered in various languages (indicated by flags).

• Contents: The main text area, also multilingual, for entering the body of the announcement.

• Attachment: An option to upload a file (e.g., PDF, image) to be included with the announcement.

• Show Notification: A dropdown selection to set how often this announcement will appear to users (e.g., Every Day, Only Once).

• Enabled: A checkbox to activate or deactivate the announcement.

• Buttons:

  • Save: To save a new announcement or the changes made.

  • Cancel: To cancel the process.

3. Steps to Create a New Announcement

1. From the main page, click the Add New button.

2. Fill in the Notification Code and select the Company if necessary.

3. Write the title in the Subject field and the message in the Contents. Utilize the multilingual feature if needed.

4. Upload an Attachment if there is one.

5. Select the frequency in Show Notification.

6. Ensure the Enabled checkbox is checked if you want it to be displayed immediately.

7. Click the Save button.

4. Integrated Workflow & Business Process

• Internal Communication: The main function of this module is to serve as the company's digital bulletin board. Administrators can quickly disseminate information about system maintenance schedules, holidays, new policies, or company achievements.

• Employee Engagement: Can be used to announce internal events such as company anniversaries, social activities, or training programs to increase employee engagement.

• Dissemination of Critical Information: For very important information, an administrator can set Show Notification to Every Day to ensure all users see it.

5. Tips & Important Notes

• Use the multilingual feature if your company has users from different countries to ensure everyone understands the message.

• Keep the announcement content concise and to the point. For more detailed information, utilize the Attachment feature.

• Actively manage announcements. Disable or delete announcements that are no longer relevant to keep the dashboard clean and informative.

B2B Settings

Module Guide: B2B Settings

Module Location

Settings > System Settings > B2B Settings

Module Purpose

The B2B Settings module serves as the main control panel for enabling and managing the Business-to-Business (B2B) portal. The goal is to configure the most basic settings of the B2B site, including activating the site and defining the new user registration process.

View & Configuration Explanation

This page contains the fundamental settings for the B2B portal:

• B2B Site Active: This checkbox serves as the main switch for the entire B2B portal.

  • If checked, the B2B portal will be active and accessible to business customers.

  • If unchecked, all B2B portal functionality will be disabled.

• B2B Registration Verification: This checkbox controls the registration process for new users on the B2B portal.

  • If checked, every new user who registers must be manually verified and approved by a system administrator before they can log in. This is a security layer to ensure only legitimate business partners gain access.

  • If unchecked, new users can log in immediately after completing the registration process without requiring approval.

• » To B2B Site: This link is a shortcut to directly open the front-end page of the B2B portal.

• [ Manage B2B Users ]: This link is a shortcut to the B2B user management page, where administrators can approve, reject, or manage business customer accounts.

• Save Settings Button: Saves the configurations set on this page.

Integrated Workflow & Business Process

• Activation of a New Sales Channel: Activating the "B2B Site Active" opens a self-service sales channel dedicated to corporate customers or distributors. They can view product catalogs, special pricing, and place orders independently.

• Access Security: The "B2B Registration Verification" option is crucial for controlling who can access sensitive information such as wholesale prices or volume discounts. This prevents competitors or unauthorized parties from viewing the company's commercial data.

• Automation & Efficiency: An active B2B portal allows customers to track order statuses, view transaction history, and download invoices on their own, which can reduce the administrative workload on internal sales teams.

Tips & Important Notes

• This is a high-impact module. Changing settings here will directly affect the availability of your B2B portal.

• It is highly recommended to always activate "B2B Registration Verification" as a standard security practice to protect your pricing data and business information.

• Before activating the "B2B Site Active" for the first time, ensure that all supporting configurations—such as the B2B price list, the product catalog to be displayed, and customer groups—are correctly set up in their related modules.

Business Type Settings

Module Guide: Business Type Settings

Module Location

Settings > System Settings > Business Type Settings

Module Purpose

The Business Type Settings module serves as a high-level control panel to define the core business logic related to inventory movement. Its purpose is to configure which modules or processes will officially reduce stock (inventory consumption) within the system. This setting is highly fundamental and affects how profitability and stock valuation are calculated.

View & Configuration Explanation

This page contains one crucial setting:

Inventory Issuance Control:

• Description: "This setting is used to determine the module that will reduce the quantity of goods."

• Options: This dropdown likely contains a list of modules or processes that can issue goods from the warehouse, such as:

  • Service Entry

  • Delivery Order

  • Sales Invoice

  • And others, depending on the system's configuration.

• Function: The value selected here will become the single source of truth for stock reduction transactions. For example, if "Delivery Order" is selected, the stock quantity will only decrease in the system when a Delivery Order is created and processed, even if a Sales Invoice may have been created earlier.

Action Buttons

• Change: Saves the choice that has been set.

Workflow & System Impact

• Stock Reduction Logic: The choice in this module directly defines the cost of goods sold (COGS) or when the cost of goods is recognized as an expense.

  • If set to Delivery Order, then COGS and stock reduction occur when the goods physically leave the warehouse. This is the most common practice.

  • If set to Sales Invoice, COGS and stock reduction occur when the customer is billed, which could happen before or after the goods are shipped.

• Inventory Data Integrity: By establishing a single trigger, the system prevents double stock reduction (e.g., stock decreasing when an invoice is created, and then decreasing again when a delivery order is made). This maintains the accuracy of inventory data.

• Impact on Accounting: This setting has a direct impact on accounting journal entries. The selected transaction will trigger a journal entry to debit COGS and credit the Inventory account.

Tips & Important Notes

• Fundamental Decision: This is one of the most fundamental decisions in an ERP implementation. This choice must be discussed and agreed upon by the Accounting, Finance, and Logistics teams, as it affects the way all these departments work.

• Process Consistency: Once set, this choice must be followed consistently throughout the company. Changing this setting mid-stream without careful data reconciliation can cause major chaos in financial reports and stock valuation.

• Best Practice: For most manufacturing and distribution businesses, setting stock reduction based on the Delivery Order is the best practice because it most accurately reflects the physical movement of goods.

Personal Settings

Personal Settings Module Guide

Module Location

Settings > Personal Settings

The Personal Settings module allows each user to customize the appearance and elements displayed on their main dashboard. These settings are divided into three main categories: Graph, KPI, and Misc.

1. Graph Tab

This tab is used to manage all graphical elements that can be displayed on your main page.

a. Graph Setting

This section is used to show or hide summary information cards (custom items) on the dashboard.

• Nama Custom (Custom Name): Displays a list of available custom items.

• Lihat (View): An option to display (Yes) or hide (No) the item from the dashboard.

b. Graph Settings

This table allows you to customize each graph in detail, from its visibility to its appearance.

2. KPI (Key Performance Indicator) Tab

This tab (not shown in the image) most likely functions to select and configure the KPI metrics you want to monitor on your main page.

3. Misc (Miscellaneous) Tab

This tab (not shown in the image) likely contains various other personal settings that do not fall under the Graph or KPI categories.

Action Buttons

• Ubah (Change): Click this button to save all the changes you have made in any tab within the Personal Settings module. Changes will not be applied if this button is not clicked.

Multi Languange Text

Module Guide: Multi-language Text

Module Location

Settings > System Settings > Multi-language Text

Module Purpose

The Multi-language Text module is the central management hub for translations of all text appearing in the system's interface. This module allows administrators to add, search for, and manage text translations in various languages, such as Indonesian and English, to ensure linguistic consistency across the entire application.

1. Main View (Text List)

When you first open the module, you are presented with a list of all existing texts in the system.

a. Search and Filter Features

At the top of the page, there are features to filter the data:

• Text Identity: A field to search for text based on its unique identifier.

• Contains: A field to search based on a word or phrase contained within the translation.

• Search Button: Executes a search based on the entered criteria.

• Show All Button: Clears all filters and displays the entire dataset again.

b. Multi-language Text Table

This table displays all stored text data with the following columns:

• No.: The serial number of the data entry.

• Text Identity: The unique code or identifier used by the system to refer to a specific text (e.g., GroupCodeRequired).

• English: The translation of the text in English.

• Indonesian: The translation of the text in Indonesian.

c. Page Navigation

In the top right corner of the table, there is Page navigation to switch between data pages if the number of entries exceeds the capacity of a single page.

d. Add Multi-language Text

At the bottom of the page, there is an Add Multi-language Text button that will direct you to the form for adding a new text entry.

2. Add Multi-language Text Form

This page is used to add a new translation to the system.

a. Input Fields

• Internal Text Identity: An internal code, likely generated automatically by the system, as the primary identifier.

• Text Identity*: A unique identifier for the text to be added. This field is required and typically uses a format like CamelCase or similar without spaces (e.g., DepositCannotBeCombineWithOtherDocument).

• English*: A field to enter the text translation in English. This field is required.

• Indonesian: A field to enter the text translation in Indonesian.

b. Action Buttons

• Save: Saves the new multi-language text data into the system.

• Cancel: Cancels the addition process and returns to the text list page without saving any changes.

Notification Management

Module Guide: Notification Management

Module Location

Settings > System Settings > Notification Management

Module Purpose

The Notification Management module is a control panel for setting up who will receive automatic email notifications for each specific type of notification within the system. Its purpose is to ensure that important information or alerts reach the right individuals or groups according to their roles and responsibilities.

View and Configuration Explanation

This page serves as a tool for mapping users to specific notification types.

• Notification: This selection contains a list of all available automatic notification types in the system. The example shown is "Credit note for sales return," but it could also include other notifications like "Purchase Order Approval" or "New Lead Received."

• Company: An option to select the company entity. Notification settings can be configured differently for each company if the system is multi-company.

• Unnotified User: The list box on the left contains all system users who are not yet registered to receive the currently selected notification type.

• Notified User: The list box on the right contains all users who will receive an email notification for the selected notification type.

• Transfer Buttons:

  • The double right arrow moves all users from the "Unnotified" list to the "Notified" list.

  • The double left arrow moves all users from the "Notified" list back to the "Unnotified" list.

  • Users can also select one or more specific names and use the single arrow buttons or move them individually.

• Action Buttons:

  • Change: Saves the recipient list configuration for the currently active notification type.

Steps to Configure Notifications

1. Select the type of notification you want to set up from the "Notification" selection.

2. Select the relevant company.

3. From the "Unnotified User" list, select one or more users you want to add as recipients.

4. Move the selected users to the "Notified User" box using the arrow buttons.

5. If any user in the "Notified User" list should not be receiving the notification, select them and move them back to the list on the left.

6. Once the recipient list on the right is correct, click the "Change" button to save the settings.

7. Repeat this process for every type of notification that needs to be configured.

Integrated Workflow and Business Process

• Automated Information Distribution: When an event occurs in the system, for example, a sales return is approved and a credit note is created, the system will automatically check this module to see who should be sent a notification email and then sends it.

• Increased Response Speed: By ensuring the right people get information directly, business processes can run faster. The finance manager will know immediately when a credit note is created, and the warehouse team will know when a sales return is approved for receipt.

• Approval Workflow: This module is very important for approval workflows. When a staff member submits a document that requires approval, the system will send a notification to the manager registered here for the "Approval Request" notification type.

• Reduced Manual Communication: Reduces the need to send manual emails or messages between departments because the system does it automatically and in a standardized way.

Tips and Important Notes

• Need-to-Know Principle: Register users only for notifications that are truly relevant to their work. Registering everyone for all notifications will cause information overload and lead to important notifications being ignored.

• Routine Maintenance: The recipient list should be reviewed and updated periodically, especially when there are role changes, new employees, or employees who have left the company.

• Ensure that the email server configuration in the CRM Alert Settings or global email settings is correct, as this module only determines who the recipients are, not how the email is sent.

Currency

Module Guide: Currency

Module Location

Settings > System Settings > Currency

Module Purpose

The Currency module serves as master data to define all types of currencies that will be used in transactions throughout the system. Its purpose is to create a standardized list of currencies, complete with their codes, symbols, and descriptions, so the system can handle multi-currency transactions and calculate exchange rates correctly.

1. Main View (Currency List)

The main page displays all currencies that have been registered in the system, both active and inactive.

View Explanation

• Search Filter: Allows for a quick search based on the Currency ID or Active status.

• List Table:

  • No: Serial number.

  • Currency ID: The international standard code for the currency, for example, AED, AUD, IDR.

  • Currency Description: The full name or description of the currency, for example, United Arab Emirates Dirham, Australian Dollars, Rupiah.

  • Active Status: An indicator that shows whether the currency can currently be used in transactions. A green checkmark indicates active, and a red cross indicates inactive.

• Action Buttons:

  • Add: Opens the form to add a new currency.

2. Add Currency Page

This form is used to define a new currency in the system.

View Explanation

• Currency ID: A field to enter the standard 3-letter code of the currency; this is required.

• Currency Symbol1: A field for the main currency symbol, for example, Rp or $.

• Currency Symbol2: A field for an alternative symbol, if any.

• Currency Description: A multilingual field to enter the full name or description of the currency.

• Active Status: An option to activate or deactivate the currency.

• Required Field: A note indicating that fields with an asterisk are required.

• Buttons:

  • Save: To save the new currency data.

  • Cancel: To cancel the process.

3. Steps to Add a New Currency

1. From the main page, click the Add button.

2. Fill in the Currency ID with the ISO code, for example, JPY for Japanese Yen.

3. Enter the symbol in Currency Symbol1.

4. Write the description in Currency Description.

5. Select Active Status if this currency will be used immediately.

6. Click the Save button.

Integrated Workflow and Business Process

• Multi-Currency Transactions: This master data is a prerequisite for conducting purchase or sales transactions in currencies other than the company's functional currency.

• Exchange Rate Management: This currency module will be closely linked with the exchange rate module. The system will use the list of active currencies here as a basis for managing daily or periodic exchange rate tables.

• Financial Reporting: Enables the creation of financial reports that can be converted into various currencies, providing a clearer picture of the company's performance on a global scale.

• Bank Reconciliation: Important for the process of reconciling bank accounts that use foreign currencies.

Tips and Important Notes

• Use Currency IDs that comply with the ISO 4217 standard to ensure consistency and ease of integration with other systems.

• Only activate currencies that are actually used by the company in transactions to keep the selection list concise and relevant.

• When deactivating a currency, ensure there are no open transactions or account balances still using that currency to avoid accounting complications.

System Log

Module Guide: System Log (User Login Logout)

Module Location

Settings > System Settings > System Log

Module Purpose

The System Log module serves as a security audit trail that records all user login and logout activities within the system. Its purpose is to provide a clear digital footprint of who accessed the system, when they logged in and out, and where they accessed it from. This is a crucial tool for security monitoring and user activity analysis.

View and Feature Explanation

The main page of this module is the interface for viewing and filtering log data.

Search Filter

• User ID: Allows an administrator to filter the log and display only the activities of a specific user.

• Start Date and End Date: A time range filter to view login or logout activities within a specific period.

• Search: A button to apply the selected filters.

• Show all: A button to clear all filters and display the entire log record again.

Log List Table

• No: Serial number.

• User ID: The unique ID of the user who performed the activity.

• Employee ID: The employee ID associated with the user account.

• User Name: The name of the user account.

• Employee Name: The full name of the employee.

• IP Address: The IP address from which the user logged in.

• Log Date: The exact date and time when the login or logout activity occurred.

• Time(ms): Most likely records the session duration or system response time in milliseconds.

Action Buttons

• Delete: A button to delete the selected log records. This action should be performed with extreme caution.

Integrated Workflow and Business Process

• Security Auditing: The primary function of this module is for security audits. Administrators can regularly review the logs to detect suspicious activities, such as login attempts from unknown IP addresses or activities outside of normal working hours.

• User Activity Monitoring: Helps in monitoring user compliance with company policies. For example, to ensure users log out at the end of the workday.

• Incident Investigation: If a security incident or data error occurs, the System Log is a crucial starting point for an investigation. An administrator can track who was active on the system at the time of the event to narrow down the possible causes.

• System Performance Analysis: The Time(ms) column can provide initial insights into the system's performance and response speed during user interactions. Consistently high times may indicate a performance issue.

Tips and Important Notes

• Log Retention Policy: The company should have a clear policy on how long this log data is to be stored. Deleting logs too quickly can hinder investigations, while storing them for too long can overload the database.

• IP Address Security: Pay attention to unusual IP addresses. If your company uses an internal network, all logins should originate from an internal IP range. Logins from unexpected external IPs should be investigated immediately.

• Delete Action: Deleting log records should be restricted and strictly regulated. In many compliance standards, deleting audit logs without a clear reason is a serious violation.

Pending Document Settings

Module Guide: Pending Document Settings

Module Location

Settings > System Settings > Pending Document Settings

Module Purpose

The Pending Document Settings module serves as a control panel for administrators to select which types of operational documents with a pending status will be displayed as notifications or alerts within the system, most likely on a user's main dashboard. Its purpose is to highlight documents that are stalled or require follow-up, so that business processes can run smoothly.

View and Configuration Explanation

This page contains a list of various types of transactional documents from the sales, purchasing, and inventory cycles.

Document Options List

Each row represents a document type for which the process has not yet been completed. Next to each document name is a checkbox.

• If checked, notifications or summaries for pending documents of this type will be active and displayed to the relevant users.

• If unchecked, notifications for this document type will be hidden.

Available Document Types:

• Outstanding Warehouse Transfer Requisition: Warehouse transfer requests that have not been processed.

• Outstanding Warehouse Transfer (Warehouse Transfer Acceptance): Warehouse transfers where goods have been shipped but not yet received by the destination warehouse.

• Outstanding Warehouse Transfer (Internal Shipment Notes): Warehouse transfers for which an internal shipment note has not yet been created or processed.

• Outstanding Sales Order: Customer sales orders for which goods have not yet been shipped.

• Outstanding Delivery Instruction: An instruction to ship goods for which a Delivery Order has not yet been created.

• Outstanding Delivery Order: A Delivery Order that has been created but has not been confirmed as received by the customer or has not yet been invoiced.

• Active Purchase Requisitions Not Yet Completed: Internal purchase requisitions that have not yet been converted into a Purchase Order.

• Outstanding Purchase Order: Purchase orders sent to suppliers for which the goods have not yet been received.

• Outstanding Goods Receipt: Goods that have been received from suppliers but have not yet been matched with a purchase invoice.

Action Buttons

• Save: Saves the configuration for which pending document notifications will be displayed.

Workflow and Integrated Business Process

• Workflow Visibility: By enabling these options, managers and operational staff gain direct visibility on their dashboards regarding "bottlenecks" in the workflow. For example, the sales team can see how many orders are still pending, and the warehouse team can see how many goods they need to receive.

• Increased Accountability: Highlighting pending documents encourages the responsible personnel to take immediate action. This helps to reduce the cycle time from order to delivery and from requisition to receipt.

• Basis for Decision-Making: This information provides quick data for managers to make decisions. If the number of "Outstanding Purchase Orders" is very high, it may be time to check in with suppliers.

Tips and Important Notes

• Select According to Need: Activate notifications only for the most crucial documents to monitor. Activating all of them could clutter the dashboard and cause important information to be overlooked.

• Role Relevance: Ideally, the system can be further configured so that each type of pending document notification appears only for relevant users. For example, "Outstanding Purchase Order" notifications are more relevant to the purchasing team than to the sales team.

• Initial Configuration: These settings are usually part of the initial system setup tailored to the company's core business processes. It is important to conduct regular reviews to ensure the settings remain appropriate as business needs evolve.

Automatic Report Delivery

Module Guide: Automatic Report Delivery

Module Location

Settings > System Settings > Automatic Report Delivery

Module Purpose

The Automatic Report Delivery module serves as the central configuration hub for scheduling the automatic delivery of reports via email to predetermined recipients. Its goal is to automate the distribution process of routine reports—whether daily, weekly, or monthly—so that management and relevant staff can consistently receive important data without needing to create it manually each time.

View and Feature Explanation

The main page of this module is the interface for viewing and managing all existing report delivery schedules.

Search Filter

• Setting Name: Allows an administrator to search for a specific report delivery schedule by its name.

• Search: A button to apply the selected filters.

• Show all: A button to clear the filters and display all existing schedules again.

Settings List Table

• No: Serial number.

• Setting Name: A descriptive name for the report delivery schedule.

• A "No Data" message will appear if no automatic report delivery schedules have been created yet.

Action Buttons

• It is likely that there is an "Add New" button or similar to open the form for creating a new schedule, although it is not visible in the image.

Expected Workflow Based on Convention

Although the detailed form is not visible, the workflow for such a module generally includes:

1. Creating a New Schedule: The administrator creates a new entry and gives it a clear name, for example, "Daily Sales Report for Area Sales Managers."

2. Selecting the Report: The administrator selects which report from the list of existing reports in the system they want to send, for example, "Sales Report per Salesman" or "Warehouse Stock Report."

3. Setting the Schedule: Defines the delivery frequency, such as daily, weekly, or monthly, along with the delivery time.

4. Determining Recipients: Adds one or more recipient email addresses. These can be internal employee emails or external emails.

5. Setting the Format: Chooses the format of the report attachment, usually PDF, Excel, or CSV.

6. Activating the Schedule: Activates the schedule so the system starts sending reports according to the configuration.

Integrated Workflow and Business Process

• Consistent Information Dissemination: Ensures all stakeholders, from the board of directors to operational managers, receive the same report at the same time. This creates a single source of truth for decision-making.

• Time Savings: Eliminates the manual and repetitive work of creating and sending reports. The team no longer needs to spend time every morning exporting data and attaching it to emails.

• Improved Discipline and Monitoring: With routine reports arriving automatically, it encourages managers to disciplinedly review the performance of their teams and operations.

• Support for External Customers: This feature can also be used to send automatic reports to customers or business partners, for example, an inventory status report for consignment customers.

Tips and Important Notes

• Report Size: Pay attention to the size of the report to be sent. Very large reports can overload the email server or be rejected by the recipient's email server. Consider filtering the report data to be more concise if possible.

• Recipient Management: Always keep the recipient list up-to-date. Remove recipients who are no longer relevant, such as employees who have left, to maintain data confidentiality.

• Delivery Verification: After creating a new schedule, perform a verification on the first delivery cycle to ensure the report was successfully sent and received correctly by all recipients.

• Ensure that the system's email server (SMTP) configuration is set up correctly in the relevant settings module, as this module depends on that functionality to work.

Banner Configuration

Module Guide: Banner Configuration

Module Location

Settings > System Settings > Banner Configuration

Module Purpose

The Banner Configuration module is a simple feature that functions to upload and change the main banner image displayed throughout the application. Its purpose is for system personalization or branding, typically to display the company logo or another relevant image at the top of every page.

View and Feature Explanation

This page has a very straightforward interface for changing the banner.

• Upload Data: This is the area where you select an image file from your computer. There is a "Choose File" button to open the file browser window.

• Preview: This area will display a preview of the image file you have selected before you save it. This allows you to ensure the image is correct.

• Upload Button: This button is used to save and apply the image you have selected as the new banner throughout the entire system.

Steps to Change the Banner

1. Click the "Choose File" button in the Upload Data row.

2. Select the image file you want to use as the banner from your computer.

3. After selecting, check the image that appears in the Preview area to ensure it is correct.

4. Click the Upload button to complete the process. The system banner will be updated immediately.

Integrated Workflow and Business Process

• Branding and Corporate Identity: The main function of this module is to reinforce the company's visual identity. By consistently displaying the company logo on every page, it helps create a more professional and unified user experience.

• Visual Communication: Besides a logo, this banner can also be used temporarily to announce special events, holidays, or company achievements, serving as a visual bulletin board.

• Global Impact: Changes made in this module will be immediately visible to all users accessing the system, as this banner is global.

Tips and Important Notes

• Image Size: For the best results, use an image with dimensions or an aspect ratio recommended for the system's banner area. Using an image that is too large or too small can cause the display to become distorted.

• File Format: Use common image file formats like JPG or PNG to ensure compatibility.

• Administrator Access: Because this change affects all users, access to this module should only be given to system administrators or authorized personnel.

User Defined Report Settings

Module Guide: User-Defined Report Settings

Module Location

Settings > Reports > User-Defined Report Settings

Module Purpose

This module serves as a control panel for setting up role-based or position-based access rights to specific reports. Its purpose is to ensure that reports containing sensitive or relevant data can only be accessed by users with appropriate job positions, such as managers or higher-level staff.

View and Feature Explanation

The main page of this module displays a list of reports for which access has been specifically configured.

Search Filter:

• Report Name: Allows an administrator to search for the access settings of a specific report.

• Search: A button to apply the filter.

• Show all: Clears the filter and displays all settings.

Settings List Table:

• Report Name: The name of the report for which access is being configured (e.g., Campaign Report).

• Allowed Positions: Shows the names of the positions or job titles that have been granted the right to access the report (e.g., GENERAL MANAGER).

Action Buttons:

• There are likely "Add New" buttons to create new access rules and "Delete" buttons to remove existing rules, although they are not actively shown in the image.

Expected Workflow (Based on Convention)

1. Creating a New Rule: The administrator opens a new form to create an access rule.

2. Selecting a Report: The administrator selects one report from the list of all existing reports in the system.

3. Defining Positions: The administrator selects one or more job positions (e.g., Sales Manager, Finance Director, Warehouse Manager) that are allowed to view the report.

4. Saving the Rule: Once saved, only users who hold the specified job positions will see and be able to open the report from their report menu.

Integrated Workflow and Business Process

• Data Access Control: This is a very important data security function. A company can limit access to sensitive financial reports to only the board of directors, or restrict sales performance reports to only the sales team and their managers.

• Information Confidentiality: Prevents staff from one department from viewing the performance data or sensitive data of another department, maintaining confidentiality and the work focus of each team.

• Simplified View: By limiting the reports that are visible, the report menu for each user becomes simpler and contains only the reports that are relevant to them, making it easier to use.

• Compliance: For industries that are strictly regulated, controlling access to data and reports is one of the compliance requirements that must be met.

Tips and Important Notes

• Job Structure: The effectiveness of this module is highly dependent on how the job or position structure is defined within the system (usually in the HR or User Management module). Ensure that the structure is accurate and up-to-date.

• Principle of Least Privilege: Apply the principle of minimum access rights. Grant access to a report only to positions that truly need it for their work. Always start with the least privilege and add more only if it is absolutely necessary.

• Custom Reports: If the company creates new custom reports, do not forget to set their access rights through this module if the reports contain sensitive data.

User Defined Report View

Module Guide: User-Defined Report View

Module Location

Settings > Reports > View Reports (or similar name)

Module Purpose

This module serves as a centralized interface for users to view a summary or log of the reports that have been run within the system. Its purpose is for auditing and monitoring reporting activities, allowing administrators or managers to see which reports have been accessed, by whom, and when they were last accessed.

View and Feature Explanation

This module is divided into two main parts: a filter panel and a report results area.

1. Filter Panel

This section is used to filter the report log data you want to display.

• Report Date: Users can specify a time range, namely a start date and an end date, to view report activity within that period.

• Department: An option to filter the log based on the department that ran the report. The "All" option will display data from all departments.

• Category: An option to filter by a specific category, in this case, "Report".

Filter Action Buttons:

• Display Report: A button to execute the search and display the report log results according to the set filters.

• Export to MS Excel: A button to download the data displayed in the table into a Microsoft Excel file format for further analysis.

2. Report Results Table (Log)

After the filters are applied, the table below will display a list of the reports that have been accessed.

• No.: Serial number.

• Report: The name of the accessed report, complete with its unique code.

• Department: The department of the user who accessed the report.

• Count: The number of times the report was accessed or run within the specified period.

• Last Access Time: The date and time when the report was last accessed.

• Total: A summary total for a specific column, in this case, the total count.

Integrated Workflow and Business Process

• Auditing and Monitoring: The main function of this module is for auditing purposes. Management or the IT team can monitor which reports are most or least frequently accessed. Unusual activity, such as sensitive reports being accessed outside of working hours, can be easily detected.

• System Usage Analysis: The data from this module can be used to analyze the adoption rate of the reporting system. If an important report is rarely accessed, this could be an indication that users require additional training or that the report is less relevant.

• Resource Optimization: By knowing which reports are most frequently used, the IT team can prioritize performance optimization for those reports so they can run faster.

Tips and Important Notes

• Use the Report Date filter to narrow down search results, especially if the system has been running for a long time and has a large amount of log data.

• The Export to MS Excel feature is very useful for creating internal audit reports or for analyzing trends in report usage over time.

• Access rights to this module itself are usually limited to system administrators or specific managerial positions that have the authority to supervise user activity.