# ERP KOKOLA - ENGLISH
# Part 1: Basic Introduction
# Welcome to Kokola ERP
## **Purpose of this Guide**
#### Welcome to the Kokola Group Enterprise Resource Planning (ERP) system. This system integrates all of the company's business activities, from sales, purchasing, and production to finance, into a single, unified platform.
#### The purpose of this guide is to serve as your primary reference for performing daily tasks using the ERP application. This guide is designed to be easy to follow, even for new users.
## **How to Use this Guide**
#### The best way to use this guide is to look for the business process flow that matches your task, rather than searching by module name. For example, if you want to create an invoice for a customer, look for "Chapter 3: Sales Process Flow" and find the section on "Creating an Invoice," rather than searching for the "Sales Module".
## **General Interface & Basic Navigation**
#### After logging in, you will see the main dashboard, which contains menus on the left side of the screen. Each menu represents a business module. You will only see the modules that correspond to the access rights (authorization) granted by the **Management Information System (MIS)** departement.
# Departments and Their Roles in the ERP
#### Each department has specific roles and responsibilities within the ERP system. The following table summarizes the main tasks for each department
#### Matrix of Module Responsibilities per Department
| #### **Departemen**
| #### **Modul dalam ERP**
| #### **Tugas dan Tanggung Jawab**
|
| #### Accounting
| #### General Ledger, Fixed
| #### Manages the chart of accounts (COA), general journals, asset depreciation, and the financial closing process.
|
| #### Finance
| #### Accounts Receivable, Account Payable, Finance
| #### Manages customer payments, vendor payments, and bank reconciliations.
|
| #### Tax and Bea
| #### Accounts Receivable, Inventory
| #### Manages output and input tax invoices, as well as reporting for Bonded Zones.
|
| #### Sales Local & IB
| #### CRM, Sales
| #### Manages customer data, creates quotations, sales orders, and monitors sales targets.
|
| #### Procurement
| #### Purchasing
| #### Executes the procurement process, from purchase requests and purchase orders to supplier evaluations.
|
| #### Warehouse
| #### Inventory
| #### Manages goods receipts, delivery orders, stock-taking, and inventory transfers between warehouses.
|
| #### Production Planning
| #### Production
| #### Plans production schedules, calculates material requirements (MRP), and issues Work Orders..
|
| #### GMP Operation
| #### Production
| #### Executes work orders, records raw material requests, and reports factory activities.
|
| #### Quality Assurance
| #### Quality Control
| #### Performs quality checks on incoming and outgoing goods.
|
| #### RND
| #### Production
| #### Designs and manages the Bill of Materials (BOM).
|
| #### MIS
| #### Settings
| #### Manages user authorization and access rights, as well as other system settings.
|
# Part 2: Core Process Flows
# Sales Process Flow (Quote-to-Cash)
## Purpose
#### provides a comprehensive guide for the Sales, Warehouse, and Finance departments on using the ERP system to execute the entire sales cycle, from managing potential customers (prospects) to receiving payments.
## Relevant Departement
- #### Sales Local & International Business: Responsible for the process from start to creation of Sales Orders.
- #### Warehouse: Responsible for the preparation and delivery of goods based on Sales Orders.
- #### Finance, Accounting, & Tax and Customs: Responsible for billing (invoices) and recording payments.
## Proccess Flow Visual
## Steps in the ERP System
1. #### **Managing Prospects & Activities in CRM**
#### This initial step is important for recording all potential sales and customer interactions to ensure no opportunities are missed.
#### - PIC: Sales Local, International Business.
#### - When to Do: When there is a new potential customer or during sales interactions (phone, email, meetings).
#### - Related Module: CRM.
2. #### **Creating Official Quotations**
#### - PIC: Local Sales, International Business.
#### - When to Do: When there is an official price request from a customer.
#### - Related Module: Sales.
3. #### **Confirming Orders with a Sales Order (SO)**
#### This document is an internal "contract" that triggers other departments to take action
#### - PIC: Local Sales, International Business.
#### - When to Do: After the customer approves the price quotation.
#### - Related Module: Sales.
4. #### **Preparing Goods Delivery (Delivery Note)**
#### - PIC: Warehouse.
#### - When to Do: After a valid SO (Sales Order) exists and the goods are ready to be shipped.
#### - Related Module: Sales, Accounts Receivable.
5. #### **Creating a Sales Invoice (Invoice)**
#### - PIC: Finance, Accounting, Tax and Bea.
#### - When to Do: After the Delivery Note is confirmed (goods have been shipped).
#### - Related Module: Sales, Accounts Receivable.
6. #### Recording Payment Receipts
#### The final step of the cycle, where customer payments are recorded to settle receivables.
#### - PIC: Finance.
#### - When to Do: When receiving payment funds from customers (bank transfer, checks/giro, cash).
#### - Related Module: Accounts Receivable, Finance.
# Purchase Flow Process (Procure-to-Pay)
## Introduction to Flow and Related Departments
#### This flow covers the entire process of goods/services procurement, from the request by the user department to payment to the vendor. The main departments are Procurement, Warehouse, and Finance.
## Process Flow Visual
## Process Steps in the ERP System
1. #### **Create a Purchase Request (PR)**
#### - PIC (Person in Charge): All User Departments.
#### - When to Perform: When a department needs goods or services, they create a PR in the system via **the Purchase Request menu**. This document will go through approval before being forwarded to the Procurement department.
#### - Modul Terkait: Pembelian.
2. #### **Creating a Purchase Order (PO)**
#### - PIC: Procurement.
#### - When It Is Done: After the PR is approved, the Procurement team selects a vendor and creates the PO through **the Purchase Order menu**. This PO is the official document sent to the vendor as an order.
#### - Related Module: Purchasing.
3. #### **Goods Receipt at Warehouse**
#### - PIC: Warehouse.
#### - When It Is Done: When the vendor delivers goods, the Warehouse team creates a Goods Receipt document through **the Goods Receipt menu**, referring to the PO number. Once this document is saved, the system inventory stock increases.
#### - Related Module: Inventory.
4. #### Invoice Verification & Vendor Payment
#### - PIC: Finance, Procurement.
#### - When It Is Done: The Finance/Procurement team receives invoices from vendors and records them in **the Purchase Invoice menu**. After verification, the liability is recorded and payment is scheduled through the Accounts Payable module > Vendor Payment.
#### - Related Modules: Purchasing, Accounts Payable.
# Production Process Flow (Plan-to-Produce)
## Introduction to Flow and Related Departments
#### This flow is the heart of the manufacturing process for producing finished goods. The departments involved are R&D, Production Planning, GMP Operation, and Quality Assurance.
## Process Flow Visual
## Process Steps in the ERP System
1. #### **Managing Bill of Materials (BOM)**
#### - PIC: RND.
#### - When Performed: The R&D team designs the "recipe" for each finished product through **the Bill of Materials menu**, recording all raw materials and quantities required.
#### - Related Module: Production.
2. #### **Planning & Work Order**
#### - PIC: Production Planning.
#### - When Performed: Based on sales forecasts, the PPIC team creates a plan through **the Production Planning menu** and issues a Work Order as an official command to start the production process.
#### - Related Module: Production.
#### 
3. #### **Raw Material Request & Factory Activities**
#### - PIC: GMP Operation.
#### - When Performed: The production team creates a request in **the Material Request menu** to the warehouse based on the Work Order. All activities, machine usage, and production results are then recorded in the Factory Activities menu.
#### - Related Module: Production.
#### 
4. #### **Quality Control Process**
#### - PIC: Quality Assurance.
#### - When Performed: The QA team performs checks on incoming and outgoing goods. The inspection results are entered into the system through the Quality Process menu to ensure products meet standards.
#### - Related Module: Quality Control.
# Part 3: Financial & Support Processes
# Financial Management & Accounting
## Managing Finances & Accounting
- #### **Managing General Journals:** Used by **the Accounting team** to record accounting transactions that do not originate from other modules (e.g., adjustments). Access via **the General Ledger module > General Journals.
**
- #### **Bank Reconciliation Process:** Conducted by **the Finance team** at the end of each month to match the balance in the system with the bank statement. Access via **the Finance module > Bank Reconciliation.
**
- #### **Creating Financial Statements:** Key reports such as the Balance Sheet and Profit & Loss Statement can be pulled at any time by management and **the Accounting team**. Access via **General Ledger > Reports > Balance Sheet > Profit & Loss.**
# Inventory Management
## Inventory Management
- #### **Stock Taking Process:** Conducted periodically by **the Warehouse team** to count physical stock and reconcile it with system data. Access via **the Inventory > Goods/Services > Stock Taking module**
- #### **Inter-Warehouse Transfer Process:** Used when transferring goods from one warehouse location to another. Access via **the Inventory > Warehouse Transfer module.**
# Asset Management
## Asset Management
- #### **New Asset Registration:** Every new company asset (machinery, vehicles, computers) must be registered by **the Accounting/GA team**. Access this through **the fixed Assets > Assets Module
**
- #### **Monthtly Depreciation Proccess:** The system can automatically calculate asset deprecation each month. Thie proccess is run by the Accounting team. Access this through **the Fixed Assets / Depreciation module. **
# Part 4: Attachments
# Glossary
- #### **ERP (Enterprise Resource Planning):** An integrated system for managing all of a company's resources and business processes.
- #### **SO (Sales Order):** Document confirming an order from a customer before goods are shipped.
- #### **PO (Purchase Order):** An official order document sent to a supplier
- #### **BOM (Bill of Materials):** A list of raw materials ("recipe") used to make a product.
- #### **Stocktaking:** The proccess of physically counting inventory in a warehouse.
- #### **PR (Purchase Request):** An internal request document for the procurement of goods/services.
- #### **Delivery Note:** A document accompanying the shipment of goods.
# General Ledger Module
# Budget Plan
### **Detailed Module Guide: Budget Plan**
#### **Module Location**
#### General Ledger > Budget > Budget Plan
#### **Module Objective**
#### The **Budget Plan** module serves as a platform for each department to submit a proposed expense budget for a specific period. Here, each **Cost Center** can detail its budget needs per expense account, which will then go through a review and approval process by management or the finance department.
### **1. Main View (Budget Plan List)**
#### When you open the module, you will be greeted with the main view, which contains a list of all the Budget Plan documents that have been created.
#### **View Explanation**
#### This view provides a summary of budget proposals from various departments.
- #### **Date Filter:** You can filter documents based on a submission date range by filling in the **Start Date** and **End Date**, then clicking **Search**. ****
- #### **Budget List:** The table below displays the details of each submission.
#### **Column Explanations**
- #### **Budget Type:** The type of budget being proposed, for example, "Initial".
- #### **Budget Code:** A unique code automatically generated by the system for each submission document.
- #### **Date:** The date the submission document was created.
- #### **Memo:** A note or brief description of the budget's purpose, for instance, "BUDGET DEPT. ACCOUNTING (UNIMOS) AUGUST 2025".
- #### **Cost Center:** The department or unit submitting and intended to use the budget, for example, "ACCOUNTING", "FINANCE", "WAREHOUSE".
- #### **Budget Period:** The year of the proposed budget period, for example, "2025".
- #### **Amount:** The total nominal value of the budget proposed in the document.
- #### **Status & Approval:** This column shows the current status of the document (e.g., awaiting approval) and icons indicating whether the plan has been approved, rejected, or is still in process.
#### **Button Functions**
- #### **New:** The primary button to create a new Budget Plan document.
### **2. Steps to Create a New Budget Plan**
#### Here is a step-by-step guide to submitting a Budget Plan.
#### **Step 1: Click the "New" Button**
#### From the main view, click the **New** buttonlocated in the bottom-left section to open a new submission form.
#### **Step 2: Fill in the Header Information (General Information)**
#### Once the form opens, fill in the general information in the upper section:
- #### **Journal Date:** Fill in the submission date of the budget plan. By default, it will be filled with today's date (July 28, 2025).
#### 
- #### **Memo:** Provide a clear and concise description of this budget proposal, for example: "Operational Expense Budget for HRD Quarter 3 2025".
#### 
- #### **Cost Center:** Select your department from the available dropdown list.
#### 
- #### **Budget Type:** Choose the appropriate budget type.
#### 
- #### **Budget Period:** Select the budget period year, for example, 2025.
#### 
- #### **Data Upload:** If you have supporting data in a file format (e.g., a detailed Excel file), you can upload it here.
#### 
#### **Step 3: Fill in the Budget Details** In the table section below, detail each budget item one by one:
- #### **Account ID:** Enter the expense account code to be budgeted (e.g., account for office supplies, business travel expenses, etc.). The system will automatically display the **Account Name**.  
- #### **Budget Month:** Select the allocation month for the expense (e.g., July).
#### 
- #### **Amount (2025):** Enter the nominal value or budget amount for that account in the selected month.
#### 
- #### **Description:** Provide additional details if needed to clarify the budget item.
#### 
- #### To add a new row, click the **+** icon. 
#### **Step 4: Saving and Confirmation**
#### After all data has been entered correctly, use the buttons in the bottom-left section:
- #### **Save:** Click this button to save the submission as a draft. You can still edit it later. A document that is only saved has not been sent for the approval process. 
- #### **Confirm:** Click this button if the data is final and ready to be submitted. A confirmed document will enter the approval workflow and usually cannot be changed anymore. 
- #### **Back:** To cancel the entry and return to the main view. 
### **Tips & Important Notes**
- #### Ensure you have coordinated with the **Accounting** team to get the correct list of **Account IDs** to avoid errors in budgeting.
- #### Use the **Memo** field with a clear naming standard (e.g., "Budget Marketing Event August 2025") to make it easy to search for and identify.
- #### After clicking **Confirm**, always monitor the status of your submission through the **Status** and **Approval** columns on the main view.
# Budget Plan Inbox
### **Detailed Module Guide: Budget Plan Inbox**
#### **Module Location**
#### General Ledger > Budget > Budget Plan Inbox
#### **Module Objective**
#### The **Budget Plan Inbox** module is specifically designed for managers or leaders who have the authorization to review, approve, or reject Budget Plan submissions sent by various departments (Cost Centers). This module is the central hub for all budget approval actions.
### **1. Main View (Approval Inbox)**
#### The main view of this module is an "inbox" that displays all Budget Plan documents requiring your action.
#### **View Explanation**
#### This page functions as a dashboard to monitor and manage all incoming budget requests.
- #### **Date Filter:** You can filter documents based on a submission date range by filling in the **Start Date** and **End Date**, then clicking **Search**.
- #### **Request List:** The table below displays the details of each budget request awaiting action.
#### **Column Explanations**
- #### **No.:** Serial number.
- #### **Budget Code:** The unique code from the submitted Budget Plan document.
- #### **Date:** The date the document was created by the requester.
- #### **Status:** An icon indicating the current document status. A document icon typically signifies that the document has been submitted and is ready for review.
- #### **Approval:** An icon showing the approval status. An hourglass icon or yellow/orange color generally indicates "Awaiting Approval," while a checkmark icon or green color indicates "Approved."
- #### **Approval Date:** A timestamp that records when the approval action (accepted/rejected) was taken. This column will be empty if no action has been taken.
- #### **Requester:** The name of the employee who created and submitted the Budget Plan, for example, "Khusain Amalia," "Rina Tetimau," "Ahmad Milaroji."
#### **Button Functions**
- #### **Accept:** The main action button to approve or accept one or more selected Budget Plan submissions.
### **2. Steps for the Budget Approval Process**
#### The following is the standard workflow for an approver in this module.
#### **Step 1: Access and Monitor the Inbox**
#### Open the Budget Plan Inbox module periodically to see if any new submissions have arrived that require your attention.
#### **Step 2: Review Budget Plan Details**
#### To understand the details of a submission, click on one of the rows (for example, the row with the requester "Budi Haryanto"). This action will open the detailed document view, showing the breakdown of expense accounts and proposed amounts (similar to the Budget Plan entry form).
#### **Step 3: Take Action (Approval)**
#### After reviewing the details and ensuring the submission is appropriate:
1. #### Return to the main Inbox page.
2. #### Check the box on the left side of one or more submission rows you wish to approve. 
3. #### Click the **Accept** button located in the bottom-left section of the page to process the approval.
4. #### Once this action is taken, the approval status will change, and the **Approval Date** will be recorded.
#### **Note:** Depending on the system configuration, there may be other buttons such as "Reject" or "Request Revision" within the detailed view of each submission.
### **3. Workflow & Integrated Business Process**
#### This module is part of a larger, integrated budget approval workflow and is directly connected to the **Budget Plan** module.
1. #### **Requester:** An employee from a **Cost Center** (e.g., Idham Wardana) creates a submission in the **Budget Plan** module.
2. #### **Submission:** After the Requester clicks the **Confirm** button, the document is automatically sent and appears in the **Budget Plan Inbox** module of their superior or the party authorized to grant approval.
3. #### **Approver:** The superior or finance manager opens the **Budget Plan Inbox** module to view the request.
4. #### **Action:** The Approver reviews the submission and takes action (e.g., clicks **Accept**).
5. #### **Status Update:** The status on the original document, as seen by the Requester, will be updated in real-time, showing that their budget has been approved.
# Set Budget Plan
### **Detailed Module Guide: Set Budget Plan**
#### **Module Location**
#### General Ledger > Budget > Set Budget Plan
#### **Module Objective**
#### The **Set Budget Plan** module is used to record or establish the **final and official** version of an approved budget. While the "Budget Plan" module is used by departments to submit proposals, this "Master Budget" module is used by the Finance or Budgeting team to formalize that data within the system. The data entered here will become the primary reference for Budget vs. Actual comparison reports.
#### **Difference from the "Budget Plan" Module**
#### Although their interfaces are identical, the roles of these two modules are different:
- #### **Budget Plan:** Serves as a **proposal** or draft submission from each department.
- #### **Set Budget Plan:** Serves as the **established**, final master budget that has been approved by all levels of management
### **1. Main View (Master Budget List)**
#### The main view of this module contains a list of all official Budget documents that have been established.
#### **View Explanation**
#### This page is the central data hub for all final budgets.
- #### **Filter & Search:** You can search for specific documents using the **Start Date** and **End Date** range.
- #### **Budget List:** The table below displays all formalized budget documents. Columns such as **Budget Code**, **Memo**, **Cost Center**, **Amount**, **Status**, and **Approval** provide a summary for each entry.
#### **Button Functions**
- #### **New:** Used to create a new Master Budget entry.
### **2. Steps to Create a Master Budget**
#### This process is typically performed by the Finance or Budget Controller team after all Budget Plan proposals have been approved.
#### **Step 1: Click the "New" Button**
#### From the main view, click **the New** 
#### button located in the bottom-left section to open the budget entry form.
#### **Step 2: Fill in the Header Information (General Information)**
#### Fill in the general information at the top of the form, referencing the approved Budget Plan data:
- #### **Journal Date:** Enter the date when this budget is officially established.
#### 
- #### **Memo:** Provide a clear description, for example: "Final Budget for IT Dept. Year 2025".
#### 
- #### **Cost Center:** Select the department whose budget is being established.
#### 
- #### **Budget Period:** Select the budget period year, for example, 2025.
#### **Step 3: Fill in the Budget Details**
#### In the details table, enter each approved budget item:
- #### **Account ID:** Enter the expense account code (e.g., account for Salary, Electricity, Office Supplies).
####  
- #### **Budget Month:** Select the allocation month for that cost item (e.g., July).
#### 
- #### **Amount (2025):** Enter the final, approved budget amount.
#### 
- #### **Description:** Provide additional notes if any.
#### 
- #### Use the **+** icon to add more budget detail rows.
#### **Step 4: Saving and Confirmation**
#### Use the buttons in the bottom-left section to complete the process:
- #### **Save:** To save the budget entry as a draft. Useful if the data needs to be entered in stages. 
- #### **Confirm:** To finalize and officially establish the budget in the system. Once confirmed, this data will become the reference for reports. 
### **Tips & Important Notes**
- #### This module is generally operated by the **Finance, Accounting, or Cost Planning Control department**.
- #### The data entered here must reference **the Budget Plan** documents that have been fully approved via the **Budget Plan Inbox** module.
- #### Ensure the selected **Budget Period** and **Cost Center** are correct, as this data will be the primary reference for all future Budget vs. Actual comparison reports.
# Budget
### **Detailed Module Guide: Budget Entry by Dimension**
#### The following modules are tools for inputting or viewing final budget data from various perspectives or dimensions.
#### **Module Locations**
- #### General Ledger > Budget > **Set COA Budget**
- #### General Ledger > Budget > **Set CC Budget**
- #### General Ledger > Budget > **Set Activity Budget**
- #### General Ledger > Budget > **Set Project Budget**
- #### General Ledger > Budget > **Set Budget Matrix**
#### **General Module Objective**
#### After the final budget is established via the **Master Budget** module, this group of modules is used to allocate and view that budget data based on different dimensions. This allows for more in-depth analysis and control.
### **1. Explanation of Each Budget Dimension**
#### Although the interfaces are similar, each module has a specific focus:
- #### **A. Set COA Budget**
- #### **Focus:** Managing the budget by expense account. For example, to view or enter the total budget for "Electricity Costs" across the entire company. 
- #### **B. Set CC Budget**
- #### **Focus:** Managing the budget by department or Cost Center. For example, to view or enter the total budget for the "IT Department" across all of its expense accounts.
- #### **C. Set Activity Budget**
- #### **Focus:** Managing the budget by a specific business activity. For example, to view or enter the total budget for the "New Product Launch Promotion" activity.
- #### **D. Set Project Budget**
- #### **Focus:** Managing the budget by a specific project. For example, to view or enter the total budget for the "New Warehouse Construction Project."
- #### **E. Set Budget Matrix**
- #### **Focus:** Managing the budget by combining two or more dimensions in a single view (e.g., Expense Account vs. Cost Center). This is the most efficient way to input budget data in bulk.
#### 
### **2. General View and Usage Steps**
#### These five modules share an identical initial view: a filter page to specify the budget data you want to view or edit.
#### **Filter View Explanation**
- #### **Budget Period:** A dropdown menu to select the budget year to access.
- #### **Budget Version:** A dropdown to select the budget version. This is useful if the company has multiple budget scenarios (e.g., Version 1 - Target, Version 2 - Realistic).
- #### **Search:** The button to display the budget data after the period and version have been selected.
#### **Standard Usage Steps**
1. #### **Select Period and Version:** Choose the appropriate **Budget Period** and **Budget Version** from the dropdowns.  
2. #### **Display Data:** Click the **Search** button. 
3. #### **Enter or View Budget:** After clicking **Search**, the system will display a table or matrix. You can enter budget amounts in the cells corresponding to the intersection of the dimensions you have chosen (e.g., the intersection of an Expense Account and a Month, or a Cost Center and an Expense Account).
### **3. Tips & Important Notes**
- #### **Data Interconnectivity:** These modules are interconnected. Entering data via the **Matrix Budget** (e.g., for the 'Office Supplies' Account in the 'Finance' Cost Center) will automatically update the total budget in the **COA Budget** (for the 'Office Supplies' Account) and the **CC Budget** (for the 'Finance' Cost Center).
- #### **Input Efficiency:** Use the **Matrix Budget** module for the most efficient data entry, as it allows input for multiple dimensions at once on a single screen.
- #### **Budget Version:** Always ensure you are working on the correct **Budget Version** to avoid data entry errors.
- #### **Authorization:** These modules are generally accessed by the Finance, Accounting, or Cost Planning Control teams responsible for the company's overall budget management.
# Financial Projection
### **Detailed Module Guide: Financial Projection**
#### **Module Location**
#### General Ledger > Budget > Financial Projection
#### **Module Objective**
#### The **Financial Projection** module is used to create an estimate or forecast of the company's future financial performance. Unlike a Budget, which is a target or limit, a Projection is a realistic estimate of revenue and expenses that are likely to occur. This module often uses historical data as a reference to create more accurate forecasts.
### **1. Main View (Financial Projection List)**
#### When you open the module, you will see the main page containing a list of all Financial Projection documents that have been created.
#### **View Explanation** This page is the dashboard for managing and monitoring all projection documents.
- #### **Filters:** You can search for specific documents using various criteria:
- #### By **FPCode** (Financial Projection Code).
- #### By a date range using **Start Date** and **End Date**.
- #### By **Document Status Filter** and **Approval Status Filter**.
- #### **Projection List:** The table below will display all documents matching the filters. The table currently shows "...No Data Available..." because no documents have been created in the selected date range.
- #### **Main Columns:** The important columns that will be displayed include **FPCode**, **Date**, **Memo**, **Cost Center**, **Amount**, **Status**, and **Approval**.
#### **Button Functions**
- #### **New:** The button to create a new Financial Projection document.
### **2. Steps to Create a New Financial Projection**
#### The following is a guide to creating a Financial Projection document.
#### **Step 1: Click the "New" Button**
#### From the main view, click the **New** button 
#### located in the bottom-left section to open a new submission form.
#### **Step 2: Fill in the Header Information (General Information)**
#### Once the form opens, fill in the general information in the upper section:
- #### **Journal Date:** Fill in with the date the projection is created. By default, it will be filled with today's date (July 28, 2025).
#### 
- #### **Memo:** Provide a clear description of the projection's content, for example: "HORECA Sales Revenue & Expense Projection - Semester 2 2025".
#### 
- #### **Cost Center:** Select the department whose performance is being projected.
#### 
- #### **Financial Projection Period:** Select the projection period year, for example, 2025. 
- #### **Data Upload:** You can attach a supporting file if available.
#### 
#### **Step 3: Fill in the Projection Details** In the table section below, detail each projection item one by one. This is the most critical part of the process.
- #### **Account ID:** Enter the revenue or expense account code to be projected. The **Account Name** will appear automatically.
- #### **Financial Projection Month:** Select the month being projected (e.g., July).
#### 
- #### **Actual (2024):** This column will display the actual data from the previous year (2024). Use this number as your primary reference.
- #### **Amount (2025):** Enter your projection figure for the current year (2025) in this column. You can increase or decrease it from the 2024 actual figure based on targets or market conditions.
#### 
- #### **Description:** Provide specific notes if there are certain assumptions made in creating the projection.
#### 
- #### To add a new row, click the **+** icon. 
#### **Step 4: Saving and Confirmation** Use the buttons in the bottom-left section to finish:
- #### **Save:** To save the projection as a draft. You can still edit it later. 
- #### **Confirm:** To finalize and submit the document. Once confirmed, the document will enter the approval workflow. 
- #### **Back:** To cancel and return to the main page. 
### **Tips & Important Notes**
- #### Use the **Actual (2024)** column as a baseline or reference when creating the projection for the **Amount (2025)** to make your estimate more accurate and realistic.
- #### Remember, a **Financial Projection** is different from a **Budget**. A Projection is a *forecast* of what is likely to happen, whereas a Budget is a *target* or *limit* that must be achieved or not exceeded.
- #### After pressing **Confirm**, this document will most likely go to a "Financial Projection Inbox" to be reviewed by a superior, following a workflow similar to the Budget Plan.
# FS Projection
### **Detailed Module Guide: FS Projection**
#### **Module Location**
#### General Ledger > Budget > FS Projection
#### **Module Objective**
#### The **FS Projection** module (Profit Loss Projection) functions to generate a formal Projected Profit & Loss Statement. This module retrieves and consolidates the detailed data you previously entered in the **Financial Projection** module. It is a tool for reporting and analysis, not for line-by-line data entry.
### **1. Main View (Projected Report List)**
#### The main page of this module displays a list of Projected Profit & Loss reports that have been successfully created or generated.
#### **View Explanation**
- #### **Report List:** This table contains all processed projection report documents. For example, there is a document with the memo "Trial FSP (Generate All BPR JAN-JUL 2025)".
- #### **Filters:** You can search for existing reports by **FPCode** or by a date range (**Start Date** and **End Date**).
#### **Column Explanations**
- #### **FPCode:** A unique code for each generated projection report.
- #### **Date:** The date when the report was generated.
- #### **Memo:** The description or title given during the report creation process.
- #### **Status & Approval:** Icons indicating the status of the report document.
#### **Button Functions**
- #### **New:** The button to open a new form to set parameters and generate a new projection report.
- #### **Print:** The button to view, download, or print a projection report that has been selected from the list.
### **2. Steps to Generate a Projected Profit & Loss Report**
#### The following is the workflow for creating a new Projected Profit & Loss report.
#### **Step 1: Open the Report Generator Form** From the main view, click the **New** button.You will be directed to an input form to set the report parameters.
#### **Step 2: Set the Report Parameters** On the **Financial Statement Projection | Input** form, fill in the following information:
- #### **Period:** Select the projection year (e.g., 2025) whose data you want to pull and process. 
- #### **Memo:** Provide a clear title or description for the report you are about to generate. Example: "Consolidated Profit & Loss Projection - Semester 2 2025". 
- #### **Document Cost Center:** Select one, several, or all Cost Centers whose data you want to include in the report. You can press **CTRL+A** to select all options. 
#### **Step 3: Run the Generate Process** After all parameters are filled in, click the **"Process"** or **"Generate"** button (likely located at the bottom of the form) to start the report creation process. The system will gather all relevant projection data from the **Financial Projection** module and process it into a Profit & Loss report.
#### **Step 4: Print the Report** After the process is complete, the system will return to the Main View, and a new report row will appear in the list (as seen in row No. 1 in the image).
1. #### Select the report row you just created by clicking on it.
2. #### Click the **Print** button to view, download, or print the resulting Projected Profit & Loss Statement. 
### **Tips & Important Notes**
- #### **Prerequisite:** Ensure the data in the **Financial Projection** module is complete and confirmed before you run the generator in this module, as this module only pulls existing data.
- #### **Importance of the Memo:** Use the Memo field informatively. This will greatly help you identify the report's content later without having to open each one.
- #### **Consolidation:** If you want to see the profit and loss projection for the entire company, make sure to select all Cost Centers in Step 2.
# FS Projection Inbox
### **Detailed Module Guide: Financial Statement Projection Inbox**
#### **Module Location**
#### General Ledger > Budget > FS Projection Inbox
#### **Module Objective**
#### The **Financial Statement Projection Inbox** module is the approval center for all submitted Financial Projection documents. This module is designed specifically for managers or leaders who are authorized to review and give final approval to the financial forecasts created by their teams or departments.
### **1. Main View (Request Inbox)**
#### When you open the module, you will see the main page, which functions as an "inbox" for all financial projection approval requests.
#### **View Explanation** This page lists all projection documents awaiting your action.
- #### **Filters:** You can filter the displayed documents based on:
- #### **FPCode** (Financial Projection Code).
- #### A **Start Date** and **End Date** range.
- #### **Document Status** and **Approval Status** using the icon filters.
- #### **Request List:** The table below will display all documents matching the filters. The table currently shows "...No Data Available...".
- #### **Main Columns:** The columns that will be displayed include **FPCode**, **Date**, **Status**, and **Approval**.
#### **Button Functions**
- #### **Approve:** The main action button to approve or accept one or more Financial Projection submissions that have been selected from the list.
### **2. Approval Process Steps**
#### The following is the standard workflow for an approver in this module.
#### **Step 1: Access and Monitor the Inbox** Open this module periodically to check if any new projection submissions have arrived that require your approval.
#### **Step 2: Review Projection Details** To understand the details of a submission, click on that document's row in the table. This action will take you to the detail view, where you can see the breakdown of accounts, the previous year's actual values, and the proposed projection values.
#### **Step 3: Take Approval Action** After reviewing the details and ensuring the submission is appropriate:
1. #### Return to the main Inbox page.
2. #### Check the box on the left of the submission row you wish to approve. 
3. #### Click the **Approve** button located in the bottom-left section of the page to process the approval. 
#### After this action, the approval status on the document will be updated.
### **3. Workflow & Integrated Business Process**
#### This module is a critical part of the financial projection workflow.
1. #### **Submission:** A user creates a projection document in the **Financial Projection** module and clicks **Confirm**.
2. #### **Notification:** The confirmed document automatically appears in the **FS Projection Inbox** of their superior or the authorized party.
3. #### **Review & Approval:** The approver opens this module, reviews the details, and grants approval by clicking **Approve**.
4. #### **Finalization:** Once approved, the projection data becomes official and can be used as the basis for generating reports in the **P&L Statement Projection** module.
# General Journal
### **Detailed Module Guide: General Journal**
#### **Module Location**
#### General Ledger > General Journal > General Journal
#### **Module Objective**
#### The **General Journal** module is a fundamental accounting tool used to record various financial transactions that are not covered by other specific modules (such as Sales Invoices or Purchase Invoices). This module is commonly used for entries such as:
- #### Month-end adjusting entries (e.g., accrued expenses).
- #### Corrections of recording errors.
- #### Reversing entries.
- #### Inter-cash/bank transactions.
### **1. Main View (General Journal List)**
#### When you open the module, you will see the main page containing a list of all General Journal entries that have been created.
#### **View Explanation**
#### This page is the central hub for viewing and managing all recorded journals.
- #### **Filters:** You can search for a specific journal by **General Journal Number**, **Journal Type**, or a **Start Date** and **End Date** range.
- #### **Journal List:** The table below displays a summary of each journal entry.
#### **Column Explanations**
- #### **General Journal Number:** A unique code generated by the system for each journal entry, for example, "GE2012507-0000037".
- #### **Journal Date:** The date the journal transaction was recorded.
- #### **General Journal Description:** A brief explanation of the journal's purpose, for example, "Accrued VAT Settlement" or "Audited Inventory Suspense Adjustment".
- #### **Document Status & Posting Status:** Icons that indicate the journal's status, whether it is still a draft, has been confirmed (posted), or is in the approval process.
#### **Button Functions**
- #### **New:** The primary button to create a new General Journal entry.
- #### **Print:** To print the journal voucher for a selected entry.
- #### **Cost Center Journal:** A specific feature to create journals related to a Cost Center.
- #### **Create New From Template:** To create a new journal by copying from an existing journal template or framework, which is very useful for recurring journals.
#### **2. Steps to Create a New General Journal**
#### The following is a guide to recording a transaction using the General Journal.
#### **Step 1: Click the "New" Button**
#### From the main view, click the **New** button in the bottom-left corner to open the General Journal entry form.
#### **Step 2: Fill in the Header Information**
#### On the **General Journal Creation** form, fill in the general information at the top:
- #### **Date:** Enter the transaction date. By default, it is filled with today's date (July 29, 2025). 
- #### **Journal Type:** Select the appropriate journal type (e.g., General). 
- #### **Memo:** Provide a clear and complete description of the purpose of this journal.
#### **Step 3: Fill in the Journal Details (Debit & Credit Accounts)**
#### This is the core step of journaling. You must enter the accounts affected by the transaction.
1. #### Click the **"+ Add Account"** link to add a journal entry row. 
2. #### In the row that appears, fill in the following columns:
- #### **Account:** Enter or select the account code from the Chart of Accounts.
- #### **Debit:** Fill in the amount in this column if the account is in the Debit position.
- #### **Credit:** Fill in the amount in this column if the account is in the Credit position.
- #### **Description:** Provide an additional explanation for that account line if needed.
- #### **Cost Center / Project:** Allocate the expense or revenue to a specific Cost Center or Project if relevant.
3. #### Repeat this step until all accounts involved in the transaction have been entered.
4. #### **Important:** Ensure that the **Total Debits must always equal the Total Credits**. Pay attention to the totals displayed at the bottom of the table (**Total Debit / Credit**).
#### **Step 4: Saving and Confirmation**
#### After all data is entered and balanced, use the buttons in the bottom-left section:
- #### **Save:** To save the journal as a draft. The journal has not yet been posted to the general ledger and can still be modified. 
- #### **Confirm:** To post the journal to the general ledger. A confirmed journal is final and will affect the financial reports. 
### **Tips & Important Notes**
- #### The General Journal module is typically used by the Accounting team, who understands fundamental accounting principles (debit-credit) and the company's Chart of Accounts structure.
- #### Always ensure **Total Debits equal Total Credits** before pressing **\[Confirm\]** to avoid an unbalanced journal.
- #### Use the **Create New From Template** feature for efficiency when creating routine and recurring journals each month, such as amortization or depreciation entries.
# General Journal Inbox
### **Detailed Module Guide: General Journal Inbox**
#### **Module Location**
#### General Ledger > General Journal > General Journal Inbox
#### **Module Objective**
#### The **General Journal Inbox** module serves as the approval center for all General Journal entries that have been created and confirmed by the accounting team. This module is designed for managers or senior accountants who have the authority to review and provide final ratification before a journal is officially posted to the general ledger.
### **1. Main View (Journal Approval Inbox)**
#### The main page of this module is an "inbox" that displays all journal entries requiring your action.
#### **View Explanation** This page provides a summary of all journals that are awaiting ratification.
- #### **Filters:** You can filter the displayed journals by **Document No.**, a **Start Date** and **End Date** range, as well as by **Document Status** and **Approval Status**.
- #### **Request List:** The table below will display all journals awaiting action. The table currently shows "...NO DATA AVAILABLE...".
#### **Column Explanations**
- #### **Document No.:** The unique number of the submitted General Journal entry.
- #### **Date:** The date the journal was created.
- #### **General Journal Description:** The explanation provided when the journal was created.
- #### **Document Status:** An icon indicating the current status of the document (e.g., awaiting ratification).
- #### **Approval Status:** An icon indicating the status of the approval process.
- #### **Created by:** The name of the user or employee who created and submitted the journal.
### **2. Journal Approval Process Steps**
#### The following is the standard workflow for an approver in this module.
#### **Step 1: Access the Inbox** Open the **General Journal Inbox** module to see the list of journals that require ratification. Use the filters if necessary to find a specific journal.
#### **Step 2: Review the General Journal Details** Click on one of the journal rows in the table to open its detail view. In the detail view, you can check the correctness of the debit-credit accounts, the amounts, and the completeness of the description and supporting documents (if any).
#### **Step 3: Provide Ratification (Approval)** Unlike other inboxes, the action buttons are not located on the main page. After you open and review the journal details in Step 2, you will find the buttons to grant approval (e.g., **"Ratify"**, **"Approve"**, or **"Reject"** buttons) within that detail page. Click the appropriate button to complete the review process.
### **3. Workflow & Integrated Business Process**
#### This module ensures the **four-eyes principle** in accounting records.
1. #### **Journal Creation:** An accountant creates an entry in the **General Journal** module and clicks **Confirm**.
2. #### **Entering the Queue:** The confirmed journal is automatically placed in the queue within the **General Journal Inbox** module of their superior or the authorized party.
3. #### **Review & Ratification:** The superior/approver opens this module, selects the journal to be reviewed, opens it, and then provides ratification from within the journal's detail page.
4. #### **Final Posting:** After being ratified, the journal is officially posted to the general ledger and will affect account balances and financial reports.
# Reversible Journal
### **Detailed Module Guide: Reversible Journal**
#### **Module Location**
#### General Ledger > Reversible Journal
#### **Module Objective**
#### The **Reversible Journal** module is a specific accounting tool used to create a journal entry at the beginning of a new accounting period that is the exact opposite of an adjusting journal entry made at the end of the previous period. Its purpose is to simplify the recording of transactions in the new period, especially for transactions related to accruals (accrued expenses or accrued revenue).
### **1. Main View (Reversing Journal List)**
#### The main page of this module displays a list of all Reversing Journals that have been created.
#### **View Explanation**
#### This page is the central hub for viewing and managing all recorded reversing journals.
- #### **Filters:** You can search for journals by **Journal Number**, **Type**, or a **Start Date** and **End Date** range.
- #### **Journal List:** The table below will display a summary of each reversing journal entry. Its columns include **Journal Number**, **Journal Date**, **Description**, **Reversed** (status), and **Reversed By** (username).
#### **Button Functions**
- #### **New:** The primary button to start the process of creating a new Reversing Journal.
- #### **Print:** To print the voucher for a selected reversing journal.
### **2. Steps to Create a Reversing Journal**
#### The process of creating a Reversing Journal is different from a General Journal, as you do not manually input debits and credits, but rather select an existing journal to be reversed.
#### **Step 1: Click the "New" Button**
#### From the main view, click the **New** 
#### button in the bottom-left corner to open the Reversing Journal Entry form.
#### **Step 2: Fill in the Header Information**
#### On the form that appears, fill in the general information at the top:
- #### **Date:** Important! Enter the start date of the new accounting period. For example, if you want to reverse an adjusting journal from July 31, 2025, you should enter the date August 1, 2025. 
- #### **Memo:** Provide a clear description, for example, "Reversing Journal for July 2025 Accrued Salary Expense". 
- #### **Project / Currency:** Fill in if relevant to the transaction being reversed.
#### **Step 3: Select the Journal to be Reversed**
#### This is the most crucial step. The system will display a list of journals (likely adjusting entries from the previous period) in the detail table below.
1. #### Find and locate the journal entry you wish to reverse from the available list.
2. #### Check the box on the left of the corresponding journal row to select it. You can select one or more journals to be reversed simultaneously.
#### **Step 4: Save the Reversing Journal**
#### After the journal(s) to be reversed have been selected:
- #### Click the **Save** button. The system will automatically create a new journal entry with debit and credit positions that are the reverse of the original journal you selected. 
- #### **Reset:** To clear your selections and start over. 
- #### **Back to Index Page:** To cancel the process and return to the main view.
#### 
### **Tips & Important Notes**
- #### This module is an advanced accounting tool. Use it only to reverse **accrual-type adjusting entries**. Do not use it to correct errors (use the General Journal for corrections).
- #### The key to this process is selecting the correct **Date**, which is the first day of the next accounting period.
- #### This process simplifies work. For example, after reversing an accrued salary expense, the Accounting team can record the actual salary payment in the new period by debiting the salary expense account normally, without needing to split the journal entry.
# Defferal Journal
### **Detailed Module Guide: Defferal Journal**
#### **Module Location**
#### General Ledger > Defferal Journal
#### **Module Objective**
#### The **Defferal Journal** module is used to record the periodic recognition of expenses for costs that have been paid in advance (prepaid expenses). For example, if a company pays for office rent or insurance for one year at the beginning, this module is used to systematically expense that cost each month. This process ensures that costs are recognized in the proper period in line with the benefits received.
### **1. Main View (Defferal Journal List)**
#### The main page of this module displays a list of all Defferal Journals that have been created.
#### **View Explanation**
#### This page is the central hub for viewing and managing all recorded amortization journals.
- #### **Filters:** You can search for journals by **Defferal Journal** number or by a **Start Date** and **End Date** range.
- #### **Journal List:** The table below will display a summary of each amortization journal entry that has been created. Currently, the table shows "...No Data Available...".
#### **Button Functions**
- #### **New:** The primary button to start the process of creating a new Amortization Journal.
- #### **Print:** To print the voucher for a selected amortization journal.
### **2. Steps to Create an Defferal Journal**
#### This process is designed for selecting an existing prepaid expense transaction to be amortized.
#### **Step 1: Click the "New" Button**
#### From the main view, click the **New**
#### ****
#### button in the bottom-left corner to open the Prepaid Amortization Journal Input form.
#### **Step 2: Fill in the Header Information**
#### On the form that appears, fill in the general information at the top:
- #### **Journal Date:** Important! Enter the date when the expense is to be recognized. For example, to recognize the rent expense for July, use the date **July 29, 2025**, or July 31, 2025. [](https://manual.kokola.co/uploads/images/gallery/2025-07/Xduimage.png)
#### **Step 3: Select the Prepaid Transaction to be Amortized**
#### In the detail table section, you need to select the initial transaction for the prepaid expense that will be expensed.
- #### Find and select the initial transaction document (e.g., the rent payment document) in the **Journal Code (CB Document)** column.
- #### Once selected, the system will likely fill in related data such as the **Account ID** and **Account Name** of the prepaid asset automatically.
#### **Step 4: Determine the Amortization Value**
#### After the transaction is selected, fill in the following columns:
- #### **Amount to Amortize:** Enter the nominal amount of the cost to be recognized as an expense for this period. For example, if the annual rent is Rp 12,000,000, you would input Rp 1,000,000 each month.
- #### **Memo:** Provide a clear description, for instance, "Expensing of Insurance Cost for July 2025".
- #### **Cost Center:** Select the department that bears the expense. 
#### **Step 5: Save the Defferal Journal**
- #### Click the **Save** button to process. The system will automatically create the corresponding journal entry (e.g., a Debit to Insurance Expense and a Credit to Prepaid Insurance). 
- #### **Reset:** To clear the entries and start over. 
- #### **Back:** To cancel the process and return to the main page. 
### **Tips & Important Notes**
- #### This module is specifically for prepaid expenses. Ensure that the initial payment transaction has been correctly recorded to an asset account (e.g., "Prepaid Rent").
- #### The **Journal Date** is crucial and must correspond to the period in which the expense is recognized to ensure accurate financial statements.
- #### This process helps the company apply the **matching principle** in accounting.
- #### This module is generally operated by the Accounting team as part of the monthly book-closing process.
# Reversable Journal
### **Detailed Module Guide: Reversible Journal**
#### **Module Location**
#### General Ledger > Reversable Journal
#### **Module Objective**
#### The **Reversable Journal** module is a specific accounting tool used to create a journal entry at the start of a new accounting period that is the exact opposite of an adjusting journal entry made at the end of the previous period. Its purpose is to simplify the recording of transactions in the new period, especially for transactions related to accruals (accrued expenses or accrued revenue).
### **1. Main View (Reversable Journal List)**
#### The main page of this module displays a list of all Reversible Journals that have been created.
#### **View Explanation**
#### This page is the central hub for viewing and managing all recorded reversing journals.
- #### **Filters**: You can search for journals by **Journal Number**, **Type**, or a **Start Date** and **End Date** range.
- #### **Journal List**: The table below will display a summary of each reversing journal entry. Its columns include **Journal Number**, **Journal Date**, **Description**, **Reversed** (status), and **Reversed By** (username).
#### **Button Functions**
- #### **New**: The primary button to start the process of creating a new Reversible Journal.
- #### **Print**: To print the voucher for a selected reversing journal (this button may appear after an entry is selected).
### **2. Steps to Create a Reversible Journal**
#### The process of creating a Reversible Journal is different from a General Journal because you do not manually input debits and credits; instead, you select an existing journal to be reversed.
#### **Step 1: Click the "New" Button**
#### From the main view, click the **New** button in the bottom-left corner to open the Reversible Journal Entry form. 
#### **Step 2: Fill in the Header Information**
#### On the form that appears, fill in the general information at the top:
- #### **Date**: ❗**Important!** Enter the start date of the new accounting period. For example, if you want to reverse an adjusting journal from July 31, 2025, you should enter the date **August 1, 2025**.
- #### **Memo**: Provide a clear description, for example, "Reversing Journal for July 2025 Accrued Salary Expense."
#### **Step 3: Select the Journal to be Reversed**
#### This is the most crucial step. The system will display a list of journals (likely adjusting entries from the previous period) in the detail table below.
- #### Find and locate the journal entry you wish to reverse from the available list.
- #### Check the box on the left of the corresponding journal row to select it.
#### **Step 4: Save the Reversible Journal**
#### After the journal to be reversed has been selected, click the **Save** button. The system will automatically create a new journal entry with debit and credit positions that are the reverse of the original journal you selected.
### **Tips & Important Notes**
- #### This module is an advanced accounting tool. Use it **only to reverse accrual-type adjusting entries**. Do not use it to correct errors.
- #### The key to this process is selecting the correct **Date**, which is the first day of the next accounting period.
- #### This process simplifies work. For example, after reversing an accrued salary expense, the Accounting team can record the actual salary payment in the new period by debiting the salary expense account normally, without needing to split the journal entry.
# Journal Verification
### **Detailed Module Guide: Verification Journal**
#### **Module Location**
#### General Ledger > Journal Verification
#### **Module Objective**
#### The **Journal Verification** module serves as a checkpoint or internal control point in the accounting process. Its purpose is to conduct a formal review and validation of transactions or journals that have been input by other users. This verification process ensures that every journal is accurate, valid, and compliant with company policy before being considered final.
### **1. Main View (List of Journals to be Verified)**
#### The main page of this module displays a list of all journals from various transaction types that are awaiting verification.
#### **View Explanation**
#### This page is the work hub for users who have the authority to perform verification.
- #### **Filters**: You can search for specific journals using several very useful filters:
- #### **Journal Code**: To search by a specific journal number.
- #### **Transaction Type**: To filter by the type of transaction (e.g., General Journal, Purchase Invoice, etc.).
- #### **Journal Status**: The most important filter in this module. You can choose to display journals that are **"Not Verified Yet"**, **"Verified"**, or all.
- #### **Date From** and **Date To**: To filter by a date range.
- #### **Journal List**: The table below will display all journals that match the filter criteria. Currently, the table shows "...No Record Found...".
#### **Column Explanation**
- #### **Transaction Type**: The transaction type of the displayed journal.
- #### **Journal Date**: The date the journal was created.
- #### **Journal Code**: The unique number of the journal to be verified.
#### **Button Functions**
- #### **Verify**: The main action button to give a "Verified" status to one or more selected journals.
- #### **Reject**: The button to reject a selected journal, typically if an error or discrepancy is found.
### **2. Journal Verification Process Steps**
#### The following is the standard workflow for a verifier.
#### **Step 1: Filter Journals to be Verified**
#### To see your to-do list, use the **Journal Status** filter and select **"Not Verified Yet"**. Then, click **Search**. The system will display all journals awaiting your action. 
#### **Step 2: Review Transaction Details**
#### Before providing verification, you must check the details of each journal. This can be done by clicking on the journal row or by looking up the **Journal Code** in its original module (e.g., searching in the General Journal module) to see the debit-credit details and its supporting documents.
#### **Step 3: Provide Verification or Rejection**
#### After you are certain of the journal's correctness:
1. #### Check the box on the left of one or more journal rows to be processed.
2. #### Click the **Verify** button in the bottom-left section to approve and apply the "Verified" status. 
3. #### If you find an error, click the **Reject** button to reject the journal. A rejected journal will typically be returned to its creator for correction. 
### **Tips & Important Notes**
- #### This module is a critical part of the internal control process to ensure financial data integrity.
- #### The **Journal Status** filter is your primary tool in this module. Use **"Not Verified Yet"** to see the work that needs to be done.
- #### Before clicking **Verify**, ensure you have checked the correctness of the source documents, authorization, and the related journal entries.
- #### This module is generally used by senior Accounting teams, Internal Audit, or managers responsible for data validation.
# AAP Revalue
### **Detailed Module Guide: AAP Revalue**
#### **Module Location**
#### General Ledger > AAP Revalue
#### **Module Objective**
#### The **AAP Revalue** module is an accounting tool used to adjust the value of liabilities in a foreign currency that do not yet have an invoice (e.g., liabilities from goods received that have not yet been billed by the vendor). This process is performed at the end of an accounting period (month-end) to report the liability's value at the prevailing period-end exchange rate and to recognize any unrealized foreign exchange gain or loss.
### **1. Main View (Revaluation List)**
#### The main page of this module displays a list of all Revaluation documents that have been created.
#### **View Explanation**
#### This page serves as a history of all revaluation activities that have been performed.
- #### **Filters**: You can search for specific documents by number or by the **Reversed** status (whether the journal has been reversed or not).
- #### **Document List**: The table below will display all documents matching the filters. The main columns are **Uninvoiced Liability Revaluation No.**, **Period**, and the **Reversed** status.
#### **Button Functions**
- #### **New**: The primary button to start a new Revaluation process.
- #### **Reverse**: Used to create a reversing journal for a selected revaluation entry. This is typically done at the beginning of the next period.
### **2. Revaluation Process Steps**
#### The following is the workflow for performing an uninvoiced liability revaluation.
#### **Step 1: Start the Revaluation Process**
#### From the main view, click the **New** 
#### button. You will be directed to the **Add Uninvoiced Liability Revaluation** form.
#### **Step 2: Select the Account and Period**
#### On the form that appears, specify the account and period to be revalued:
- #### **Active Period**: Select the month and year to be processed, for example, "July 2025". 
- #### **COA**: Select the uninvoiced liability account to be revalued from the dropdown. For example, the "LONG-TERM EMPLOYEE BENEFITS" account. 
- #### **Currency**: Select the relevant foreign currency, for example, "Euro". 
#### **Step 3: Select Transactions**
#### After you select the COA and Currency, the system will automatically display all open (uninvoiced) transactions in the detail table.
- #### Review the list of transactions that appears, such as Goods Receipt numbers.
- #### Check the box on the left to select which transactions you want to include in this revaluation process. 
#### **Step 4: Calculate the Exchange Difference**
#### In the bottom section of the form, perform the calculation:
1. #### **BI Exchange Rate**: Enter the official period-end exchange rate from Bank Indonesia (BI) for the selected currency. 
2. #### Click the **Calculate** button. 
3. #### The system will calculate the total difference between the liability value at the old rate and the new rate. The result (forex gain/loss) will appear in the **Adjustment Amount** column. 
4. #### **COA**: Select the **Gain/Loss on Foreign Exchange** account to record the result of the calculation.
5. #### 
#### **Step 5: Save the Revaluation Journal**
#### After all data is filled in and the calculation is complete, click the **Save** button. The system will automatically create a journal entry to record the liability value adjustment and the foreign exchange gain/loss. 
### **Tips & Important Notes**
- #### This module is a critical part of the monthly closing process for companies that have import transactions or transactions in foreign currencies.
- #### Ensure the **BI Exchange Rate** you enter is the valid period-end rate to ensure accurate financial statements.
- #### The **Reverse** button on the main page is very important. The revaluation journal is typically reversed on the first day of the following period to neutralize the effect of the adjustment.
- #### This module is generally operated by the Accounting team responsible for financial reporting.
# Offset Journal
### **Detailed Module Guide: Offset Journal**
#### **Module Location**
#### General Ledger > Offset Journal
#### **Module Objective**
#### The **Offset Journal** module is a specific utility tool most likely used to automatically create journal entries to balance certain accounts at the end of a period. This process is typically part of a monthly closing procedure to ensure the balances in specific accounts (e.g., clearing accounts or transitory accounts) are zeroed out or balanced according to internal reporting needs.
### **1. Main View (Offset Journal List)**
#### The main page of this module displays a list of all Balancing Journals that have been created.
#### **View Explanation**
#### This page is a history of all balancing journals that have been processed by the system.
- #### **Filters**: You can search for journals by **Offset Journal** number or a **Start Date** and **End Date** range.
- #### **Journal List**: The table below will display a summary of each balancing journal entry that has been created. Currently, the table shows "...No Data Available...".
#### **Button Functions**
- #### **New**: The primary button to start the process of creating a new Balancing Journal.
- #### **Print**: To print the voucher for a selected balancing journal from the list.
### **2. Steps to Create a Offset Journal**
#### This process involves selecting a period and allowing the system to process the data to generate the required journal.
#### **Step 1: Start the Process**
#### From the main view, click the **New** 
#### button in the bottom-left corner to open the **Offset Journal Input** form.
#### **Step 2: Fill in Information & Select Period**
#### On the form that appears, fill in the necessary information:
- #### **Date**: Enter the date when this balancing journal will be recorded. 
- #### **Memo**: Provide a clear description of this journal's purpose, for example: "Balancing Journal for Clearing Accounts July 2025". 
- #### **Period**: Select the month and year of the data to be processed, for example, "July" and "2025". 
#### **Step 3: Run the Calculation Process**
#### Click the **Process** 
#### button. The system will automatically perform calculations based on the data in your selected period and will display the accounts along with the necessary Debit or Credit values to balance the accounts in the detail table below.
#### **Step 4: Review and Create the Journal**
1. #### Carefully review the journal lines generated by the system in the detail table to ensure their correctness. The table will display the proposed **Account**, **Name**, **Debit**, and **Credit**.
2. #### If you agree with the proposed journal, click the **Create** button to generate and save the journal entry definitively. 
3. #### Click **Cancel** if you wish to abort the process. [](https://manual.kokola.co/uploads/images/gallery/2025-07/U4eimage.png)
### **Tips & Important Notes**
- #### This module is an automation tool and should be used with a full understanding of the business process behind it. Ensure you know which accounts will be affected when you press the **Process** button.
- #### Always carefully review the results displayed in the detail table after pressing **Process** before you click **Create**.
- #### Use the **Memo** to provide a detailed explanation, given the specific and automated nature of this journal.
- #### This module is most likely used by the Accounting team as part of a company-specific monthly closing procedure.
# Transaction Journal
### **Detailed Module Guide: Transaction Journal**
#### **Module Location**
#### General Ledger > Transaction Journal
#### **Module Objective**
#### The **Transaction Journal** module is a very powerful reporting and drill-down center. Its purpose is to display all transaction details from every module in the ERP system in a single, integrated view. This module is not used for inputting new data but rather for viewing, analyzing, and exporting transaction data for auditing, reconciliation, or in-depth analysis.
### **1. Main View (Transaction Report Center)**
#### The main page of this module is an interactive report equipped with various filtering tools to help you find specific data.
#### ****
#### **View Explanation**
#### This page is designed to provide full visibility into all of the company's financial activities.
- #### **Advanced Filters**: The top section of the page provides various filters to sift through very large amounts of data.
- #### **Transaction Table**: The main section displays a detailed list of every journal line (debit and credit) that matches the filter criteria. For example, you can see journals from "SALES INVOICE SETTLEMENT" and "PURCHASE INVOICE SETTLEMENT" on one screen.
#### **Advanced Filter Functions**
- #### **Date**: Specify a **Start Date** and **End Date** range to limit the transaction period.
- #### **Chart of Accounts**: Filter transactions that only affect specific accounts.
- #### **Cost Center & Project**: Filter transactions that are only allocated to specific departments or projects.
- #### **Journal Status**: Choose to display journals with a specific status (e.g., already approved).
#### **Table Column Explanation**
- #### **Journal Number**: The unique code for each transaction.
- #### **Account**: Displays the code and name of the affected account on each journal line.
- #### **Debit / Credit**: Displays the monetary value of the transaction.
- #### **Source Columns (Sales, Purchase, etc.)**: These columns likely serve as markers indicating which module the transaction originated from.
#### **Main Button Functions**
- #### **Search / Show all**: To apply filters or display all data again.
- #### **Export to MS Excel / Export To CSV File**: The most important feature in this module, allowing you to download the displayed data for further processing outside the system.
### **2. Usage Example (Case Study)**
#### **Case**: The Finance Manager wants to analyze all business travel expenses for the entire company during the third quarter of 2025.
#### **Steps**:
1. #### Open the **Transaction Journal** module.
2. #### Set the **Start Date** to July 1, 2025, and the **End Date** to September 30, 2025. 
3. #### In the **Chart of Accounts** filter, search for and select the "Business Travel Expense" account.
4. #### Click the **Search** button. The system will display all journal entries related to business travel expenses in that period. 
5. #### Click the **Export to MS Excel** button to download the data and create custom reports or charts. 
### **Tips & Important Notes**
- #### This module is **read-only**. You cannot create, modify, or delete transactions from this page.
- #### Take advantage of the **Export to MS Excel** feature for more in-depth data analysis, such as creating Pivot Tables, summarizing by department, or creating trend graphs.
- #### Because this module pulls data from the entire system, always use filters (especially the date filter) to speed up the search process and prevent excessive load on the system.
- #### This module is essential for the Accounting, Finance, and Internal Audit teams for transaction tracing, account reconciliation, and auditing processes.
# Balance Sheet
### **Report Module Guide: Balance Sheet**
#### **Module Location**
#### General Ledger > Report > Balance Sheet
#### **Module Objective**
#### The **Balance Sheet** module is a reporting tool that generates the Balance Sheet financial statement. This report presents a snapshot of the company's financial position—showing total **Assets**, **Liabilities**, and **Equity**—at a specific point in time. This module is not used for inputting data, but rather for configuring and displaying the report based on existing data in the general ledger.
### **1. Balance Sheet Report Parameters (Balance Sheet Filters)**
#### The main page of this module is a form containing various parameters or filters to customize the Balance Sheet report according to your needs.
#### Here is an explanation for each parameter:
- #### **Include Account Number / Rounding:**
- #### Check **Include Account Number** to display account codes next to account names on the report.
- #### Check **Rounding** to round the figures on the report.
- #### **As of:**
- #### This is the most important parameter. Select the end-of-period date for which you want to see the financial position. The Balance Sheet will display balances as of this date (e.g., July 31, 2025).
- #### **Compare report within a period:**
- #### Use this feature to create a comparative report. You can choose to compare it with the same period in the previous year or with a different month's period.
- #### **Currency:**
- #### **Transaction Currency**: Displays the report in the original transaction currencies.
- #### **Base Currency**: Displays the report in the company's base currency (e.g., IDR) by converting all foreign currencies using the recorded exchange rates.
- #### **Report Level:**
- #### This dropdown is used to set the report's depth or level of detail (e.g., a summary by account group or detail down to the lowest sub-account).
- #### **Display:**
- #### Choose the report layout format, either **Horizontal** or **Vertical**.
- #### **Include Adjustment Period:**
- #### Check **Yes** if you want to include adjusting entries in the calculation of the balance sheet accounts.
### **2. Steps to Generate the Report**
#### The process to create a Balance Sheet report is very simple:
#### **Step 1: Set Report Parameters**
#### Fill in or select all the parameters you need in the **Balance Sheet Filters** section to ensure the resulting report meets your requirements.
#### **Step 2: Generate the Report**
#### After all parameters are set, click one of the three buttons in the bottom-left section of the page:
- #### **Display Report**: To preview the report directly on your screen.
- #### **Export to MS Excel**: To download the report data in an Excel file format, which can be processed further. 
- #### **Export to PDF**: To download the report in a PDF format that is ready to be printed or shared. 
### **Tips & Important Notes**
- #### The Balance Sheet is a report of financial position at a single point in time. Ensure the **As of** date you select is correct for the desired period-end.
- #### For performance analysis, the **Compare report within a period** feature is very useful for seeing growth or changes from previous periods.
- #### Use **Export to MS Excel** if you need to perform custom calculations or create custom charts from the balance sheet data for presentations or internal reports.
# Profit & Loss
### **Report Module Guide: Profit & Loss**
#### **Module Location**
#### General Ledger > Report > Profit & Loss
#### **Module Objective**
#### The **Profit & Loss** module is used to generate the Profit & Loss Statement, which presents a company's financial performance by summarizing all **Revenues** and **Expenses** over a specific period of time. The module provides various parameter options to customize the report for your analysis needs, including flexible currency options.
### **1. Profit & Loss Report Parameters (Profit & Loss Filter)**
#### The main page of this module is a form containing various parameters to customize the report that will be generated.
#### Here is an explanation for each parameter:
- #### **Include Account Numbers / Rounding**:
- #### Check **Include Account Numbers** to display account codes on the report.
- #### Check **Rounding** to round the monetary values on the report.
- #### **Report Level**:
- #### This dropdown is used to set the report's level of detail (e.g., summary or detailed).
- #### **Start Date / Until**:
- #### The most important parameters that define the report's time period. Enter the start and end dates of the period to be analyzed (e.g., July 1, 2025, to July 31, 2025).
- #### **Compare Report Within**:
- #### Activate this feature to create a comparative report with the same period in a different year or a different month.
- #### **Currency**:
- #### Choose how currency values will be displayed.
- #### **Respective Currency**: Will display values in the original currency of each transaction.
- #### **Base Currency**: Will convert all transactions to the company's base currency (e.g., IDR) based on existing exchange rates.
- #### **Include Adjustment Period**:
- #### Check **Yes** if you want to include adjusting entries in the profit and loss calculation.
### **2. Steps to Generate the Report**
#### The process to create a Profit & Loss report is very easy:
#### **Step 1: Set Report Parameters**
#### Fill in or select all the parameters you need in the **Profit & Loss Filter** section to ensure the generated report matches the scope of your analysis.
#### **Step 2: Generate the Report**
#### After all parameters are set, click one of the two buttons in the bottom-left section of the page:
- #### **Display Report**: To preview the report directly on your screen. 
- #### **Export To MS Excel**: To download the report data in an Excel file format.
#### 
### **Tips & Important Notes**
- #### The Profit & Loss Statement is a report of financial performance for a **period of time**. Ensure the **Start Date** and **Until** date range is correct.
- #### Use the **Currency** option to analyze performance in a specific foreign currency. This is very useful for reports related to **International Business** activities.
- #### Take advantage of the **Export To MS Excel** feature for further analysis, such as calculating profitability ratios or creating performance graphs for presentations.
# Profit & Loss Coorporate
### **Report Module Guide: Profit & Loss Coorporate**
#### **Module Location**
#### General Ledger > Report > Profit & Loss Coorporate
#### **Module Objective**
#### The **Profit & Loss Coorporate** module is used to generate the Profit & Loss Statement for the corporate entity as a whole. This report is crucial for showing the company's financial performance over a specific period of time by summarizing all **Revenues** and **Expenses**.
### **1. Report Parameters (Profit & Loss Filter)**
#### The main page of this module is a form containing various parameters to customize the report that will be generated.
#### Here is an explanation for each parameter:
- #### **Include Account Numbers / Rounding**:
- #### Check **Include Account Numbers** to display account codes next to account names on the report.
- #### Check **Rounding** to round the monetary values on the report.
- #### **Report Level**:
- #### This dropdown is used to set the report's level of detail, for example, a summary by account group or a breakdown to the smallest sub-account.
- #### **Start Date / Until**:
- #### These are the most important parameters that define the time period covered by the report. Enter the start date and end date of the period you wish to analyze (e.g., July 1, 2025, to July 31, 2025).
- #### **Compare Report Within**:
- #### Activate this feature to create a comparative report. You can choose to compare with the same period in a different year or a different month.
- #### **Include Adjustment Period**:
- #### Check **Yes** if you want to include adjusting entries in the profit and loss calculation.
### **2. Steps to Generate the Report**
#### The process to create a Corporate Profit & Loss report is very easy:
#### **Step 1: Set Report Parameters**
#### Fill in or select all the parameters you need in the **Profit & Loss Filter** section to ensure the generated report matches the scope of your analysis.
#### **Step 2: Generate the Report**
#### After all parameters are set, click one of the two buttons in the bottom-left section of the page:
- #### **Display Report**: To preview the report directly on your screen. 
- #### **Export To MS Excel**: To download the report data in an Excel file format, which can be processed further. 
### **Tips & Important Notes**
- #### The Profit & Loss Statement is a report of financial performance for a **period of time**. Ensure the **Start Date** and **Until** date range is correct.
- #### The **Compare Report Within** feature is very useful for analyzing revenue trends or cost control compared to previous periods.
- #### Use **Export To MS Excel** if you need to perform further analysis, such as calculating profitability ratios or creating performance graphs for presentations.
# Profit Loss By Cost Center
### **Report Module Guide: Profit & Loss by Cost Center**
#### **Module Location**
#### General Ledger > Report > Profit & Loss by Cost Center
#### **Module Objective**
#### The **Profit & Loss by Cost Center** module is used to generate a Profit & Loss Statement where the data is grouped or segmented by Department or Cost Center. This report is crucial for analyzing the performance, profitability, and cost control at the level of individual departments or business units.
### **1. Report Parameters**
#### The main page of this module is a form containing various parameters to customize the report that will be generated, with a primary focus on selecting Cost Centers.
#### Here is an explanation for each parameter:
- #### **Cost Center**:
- #### This is the key filter in this module. You can choose:
- #### **Selected Cost Center**: To choose one or more specific departments from a list (e.g., MANAGEMENT, ACCOUNTING, FINANCE).
- #### **All Cost Center**: To generate a combined report of all departments.
- #### **Report Level**:
- #### A dropdown to set the report's depth or level of detail.
- #### **Transaction Date**:
- #### Specify the **From** and **To** date range to define the report's period (e.g., July 1, 2025, to July 31, 2025).
- #### **Show Logo**:
- #### Check **Yes** to display the company logo on the generated report.
- #### **Compare Report Within**:
- #### A feature to create a comparative report with the same period in a different year or a different month.
- #### **Currency**:
- #### Choose how currency values will be displayed, either in **Respective Currency** (original transaction currency) or **Base Currency** (company's base currency).
- #### **Include Adjustment Period**:
- #### Check **Yes** if you want to include adjusting entries in the calculation.
- #### **Display**:
- #### Choose the report layout format, either **Vertical** or **Horizontal**.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Fill in or select all the parameters you need, especially ensuring you have selected the correct **Cost Center(s)** according to your analysis requirements.
#### **Step 2: Generate the Report**
#### After all parameters are set, click one of the two buttons in the bottom-left section of the page:
- #### **Display Report**: To preview the report directly on your screen. 
- #### **Export To MS Excel**: To download the report data in an Excel file format. 
### **Tips & Important Notes**
- #### This module is a very useful tool for department managers to monitor the costs and performance of their respective units.
- #### To obtain an accurate report, ensure that all expense transactions have been allocated to the correct Cost Center during initial data entry (e.g., in the General Journal or Purchase Invoice modules).
- #### Use the **Selected Cost Center** feature to compare the performance between several departments side-by-side by selecting more than one department in the list.
# Chart Of Account Report
### **Report Module Guide: Chart of Account Report**
#### **Module Location**
#### General Ledger > Report > Chart of Account Report
#### **Module Objective**
#### The **Chart of Account Report** module is used to display and export the complete list of all financial accounts (Chart of Accounts) used by the company. This report serves as the master list of the entire accounting structure and is the basis for all transaction journaling.
### **1. Report Parameters (Chart of Account Filter)**
#### The main page of this module is a form containing various parameters to customize the report that will be generated.
#### Here is an explanation for each parameter:
- #### **Include Account Numbers**:
- #### Check this box to display account codes next to account names on the generated report.
- #### **Report Level**:
- #### This dropdown is used to set the depth or hierarchy of the accounts you want to display.
- #### **Currency**:
- #### Choose how currency values will be displayed if the report includes balances.
- #### **Respective Currency**: Displays values in their original currency.
- #### **Base Currency**: Converts all values to the company's base currency (e.g., IDR).
- #### **Include Adjustment Period**:
- #### Check **Yes** if you want to include adjusting entries in the balance calculations (if displayed).
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Fill in or select all the parameters you need in the **Chart of Account Filter** section.
#### **Step 2: Generate the Report**
#### After all parameters are set, click one of the two buttons in the bottom-left section of the page:
- #### **Display Report**: To preview the Chart of Accounts list directly on your screen.
#### 
- #### **Export To MS Excel**: To download the complete list in an Excel file format.
#### 
### **Tips & Important Notes**
- #### This report is not a financial performance report (like a Profit & Loss or Balance Sheet), but rather a **master list** of all accounts in the system.
- #### This report is very useful for the Accounting team when they need to review the account structure or as a reference when creating a General Journal.
- #### Use the **Export To MS Excel** feature to get a complete list of accounts that can be used for analysis, documentation, or sharing with other departments.
# Trial Balance
### **Report Module Guide: Trial Balance**
#### **Module Location**
#### General Ledger > Report > Trial Balance
#### **Module Objective**
#### The **Trial Balance** module is used to generate the Trial Balance report. This report is a list of all accounts in the general ledger along with their debit or credit balances for a specific period of time. The primary purpose of the Trial Balance is to verify the mathematical equality between the total debits and total credits of all accounts, which is a fundamental step in the accounting cycle before preparing the main Financial Statements.
### **1. Report Parameters (Trial Balance Filter)**
#### The main page of this module is a form containing various parameters to customize the Trial Balance report according to your needs.
#### Here is an explanation for each parameter:
- #### **Include Account Numbers**:
- #### Check this box to display account codes next to account names on the report.
- #### **Cost Center**:
- #### Select **All** to display a combined trial balance of all departments, or select **Selected Cost Center** to generate a report for specific departments only.
- #### **Start Date / Until**:
- #### Specify the **Start Date** and **Until** (End Date) range to define the report's period (e.g., December 1, 2025, to December 31, 2025).
- #### **Compare Report Within**:
- #### A feature to create a comparative report with the same period in a different year or a different month.
- #### **Currency**:
- #### Choose how currency values will be displayed, either in **Respective Currency** (original transaction currency) or **Base Currency** (company's base currency).
- #### **Include Adjustment Period**:
- #### Check **Yes** if you want to include adjusting entries in the calculation of each account's final balance.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Fill in or select all the parameters you need in the **Trial Balance Filter** section to ensure the generated report matches the desired scope.
#### **Step 2: Generate the Report**
#### After all parameters are set, click one of the three buttons in the bottom-left section of the page:
- #### **Display Report**: To preview the report directly on your screen. 
- #### **Export To MS Excel**: To download the report data in an Excel file format. 
- #### **Export To CSV**: To download the data in a CSV (Comma-Separated Values) format. 
### **Tips & Important Notes**
- #### The Trial Balance is a very important **internal working step** for the Accounting team before preparing the Profit & Loss Statement and Balance Sheet.
- #### The main purpose of this report is to ensure the **total Debit balance exactly equals the total Credit balance**. If it is not balanced, this indicates an error in journaling that needs to be traced immediately.
- #### Use the **Cost Center** filter to check balances at the departmental level, which can help to localize an imbalance if one occurs.
# Tax Code
### **Report Module Guide: Tax Code**
#### **Module Location**
#### General Ledger > Report > Tax Code
#### **Module Objective**
#### The **Tax Code Report** module is used to display and export the master list of all tax codes that have been set up and are used within the ERP system. This report is useful for reviewing tax settings and serves as a reference for the Accounting and Tax teams when recording transactions.
### **1. Report Parameters (Tax Code Filter)**
#### The main page of this module is a simple form containing filters to customize the list of tax codes you wish to display.
#### Here is an explanation for each parameter:
- #### **Tax Code**:
- #### Use this dropdown to search for and display a single, specific tax code. Leave it set to **"All"** to display all tax codes.
- #### **Tax Type**:
- #### Use this dropdown to filter tax codes by their type, for example, **PPN** (Value Added Tax), **PPh** (Income Tax), and others. Select **"All"** to display all types.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Select the criteria you want in the **Tax Code Filter** section. You can leave the options set to **"All"** to get a complete list.
#### **Step 2: Generate the Report**
#### After the parameters are set, click one of the two buttons in the bottom-left section of the page:
- #### **Display Report**: To preview the Tax Code list directly on your screen.
#### 
- #### **Export To MS Excel**: To download the complete list in an Excel file format.
#### 
### **Tips & Important Notes**
- #### This report functions as the **master list** for all tax settings in the system.
- #### Use the **Tax Type** filter to see all tax codes that belong to a specific category, for example, to review all registered PPh 23 (Article 23 Income Tax) codes.
- #### This report is very useful for the **Tax and Customs** team and the **Accounting** team for verification purposes and as a reference when recording transactions involving taxes.
# General Ledger
### **Report Module Guide: General Ledger**
#### **Module Location**
#### General Ledger > Report > General Ledger
#### **Module Objective**
#### The **General Ledger** report module is used to generate a detailed list of all transactions (debits and credits) that have been recorded for a specific account or all accounts within a selected time period. This report is the primary "book of record" in accounting and is crucial for transaction tracing, analysis, and account balance reconciliation.
### **1. Report Parameters (General Ledger Filter)**
#### The main page of this module is a form containing various parameters to customize the General Ledger report you wish to generate.
#### Here is an explanation for each parameter:
- #### **Account**:
- #### Select **All Account** to display the general ledger for all accounts.
- #### Select **Selected Account** to display the transaction details for a single, specific account that you choose from the adjacent dropdown.
- #### **Currency**:
- #### Choose how currency values will be displayed, either in **Respective Currency** (original transaction currency) or **Base Currency** (company's base currency).
- #### **Date**:
- #### Specify the **From** and **To** date range to define the period of transactions you want to display (e.g., July 1, 2025, to July 31, 2025).
- #### **Display Cost Center**:
- #### Check **Yes** if you want to display the Cost Center column on the report to see the allocation for each transaction.
- #### **Cost Center**:
- #### Use this dropdown to filter and only display transactions allocated to a specific department or Cost Center.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Select all the parameters you need in the **General Ledger Filter** section. The most commonly used combination of filters is selecting a specific **Selected Account** and defining a **Date** range.
#### **Step 2: Generate the Report**
#### After all parameters are set, click the **Display Report** button in the bottom-left section of the page to view the General Ledger report.
#### 
### **Tips & Important Notes**
- #### The General Ledger report is the "heart" of accounting records. Use this report to trace the history of transactions in detail for a specific account.
- #### During monthly reconciliation, this report is essential for verifying the ending balance of an account by reviewing all the transactions that make up that balance.
- #### For departmental cost analysis, use the **Cost Center** filter to see all transactions charged to that department.
# Budget Cost Center
### **Report Module Guide: Budget VS Actual**
#### **Module Location**
#### General Ledger > Report > Budget Cost Center
#### **Module Objective**
#### The **Budget VS Actual** report module is used to generate a comparative report between the established **Budget** values and the actual **Realized** values. This report is a crucial management control tool for evaluating performance, measuring efficiency, and controlling costs at both the account and department (Cost Center) levels.
### **1. Report Parameters (Filter)**
#### The main page of this module is a form containing various filters to define the scope of the data to be compared.
#### Here is an explanation for each parameter:
- #### **Date**:
- #### Specify the **From** and **To** date range to define the comparison period (e.g., July 1, 2025, to July 31, 2025).
- #### **Chart Of Account**:
- #### Use this list box to select one or more specific accounts you wish to analyze. You can select multiple accounts by holding down the **Ctrl** key while clicking.
- #### **Cost Center**:
- #### Use this list box to select one or more departments (Cost Centers) whose performance you want to compare against the budget.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Select all the parameters you need in the **Filter** section. For example, to view your own department's performance, select your department's **Cost Center** and specify the relevant month's period.
#### **Step 2: Generate the Report**
#### After all parameters are set, click one of the two buttons in the bottom-left section of the page:
- #### **Display Report**: To preview the comparative report directly on your screen. 
- #### **Export To MS Excel**: To download the report data in an Excel file format for further analysis. 
### **Tips & Important Notes**
- #### This report is a very important **control tool**. Use it to see if your department's spending is in line with the established budget.
- #### To obtain an accurate report, ensure that the data in the **Master Budget** module (for the Budget side) and all actual transactions (for the Actual side) have been entered correctly.
- #### A department manager will typically select their own **Cost Center** to evaluate their monthly performance.
- #### Use **Export to MS Excel** to perform more in-depth **variance analysis** or to add comments to the report before sharing it.
# General Ledger Project Cost Center
### **Report Module Guide: Project Cost Center General Ledger**
#### **Module Location**
#### General Ledger > Report > Project Cost Center General Ledger
#### **Module Objective**
#### The **Project Cost Center General Ledger** report module is used to generate a detailed general ledger report that is filtered specifically by **Account** and **Cost Center** (Department). This report is designed to provide an in-depth view of all debit and credit activities for a particular account within a specific department, especially those related to project activities.
### **1. Report Parameters (General Ledger Project Cost Center Filter)**
#### The main page of this module is a form containing various parameters to customize the report that will be generated.
#### Here is an explanation for each parameter:
- #### **Account**:
- #### Select **Selected Account** to display the transaction details for one or more specific accounts you choose from the list.
- #### Select **All Account** to display the general ledger for all accounts.
- #### **Cost Center**:
- #### Select **Selected Cost Center** to filter the report for specific departments only, or select **All** to display data from all departments.
- #### **Date**:
- #### Specify the **From** and **To** date range to define the period of transactions you want to display (e.g., July 1, 2025, to July 31, 2025).
- #### **Show Logo**:
- #### Check **Yes** to display the company logo on the generated report.
- #### **Currency**:
- #### Choose how currency values will be displayed, either in **Respective Currency** (original transaction currency) or **Base Currency** (company's base currency).
- #### **Include Adjustment Period**:
- #### Check **Yes** if you want to include adjusting entries in the report.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Select all the parameters you need. For the most specific analysis, use a combination of the **Selected Account** and **Selected Cost Center** filters. 
#### **Step 2: Generate the Report**
#### After all parameters are set, click one of the two buttons in the bottom-left section of the page:
- #### **Display Report**: To preview the report directly on your screen. 
- #### **Export To MS Excel**: To download the report data in an Excel file format. 
### **Tips & Important Notes**
- #### Use this report to trace in detail all transactions that occurred on a specific account within a specific department (Cost Center).
- #### This report is very useful for department managers or project managers to perform reconciliation and verify every transaction that has been charged to their unit.
- #### For the most focused analysis, always use the **Selected Account** and **Selected Cost Center** filters together.
# Job Activity
### **Report Module Guide: Job Activity**
#### **Module Location**
#### General Ledger > Report > Job Activity
#### **Module Objective**
#### The **Job** **Activity** report module is used to generate reports that summarize or detail all activities related to ongoing projects within the company. This report is used to monitor progress, trace transactions, and analyze the activities that occur within a project.
### **1. Report Parameters (Filter)**
#### The main page of this module is a form containing several parameters to customize the report that will be generated.
#### Here is an explanation for each parameter:
- #### **Summary / Detail Filter**:
- #### This is the main choice for your report format.
- #### **Summary**: Generates a concise or summary report of project activities.
- #### **Detail**: Generates a detailed report that displays each transaction or activity line by line.
- #### **Currency**:
- #### Choose how monetary values will be displayed in the report.
- #### **Base Currency**: Converts all values to the company's base currency (e.g., IDR).
- #### **Transaction Currency**: Displays values in the original currency of each transaction.
- #### **Show Logo**:
- #### Check **Yes** if you want to display the company logo on the generated report.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Select all the parameters you need, especially making sure to define the report format you want by choosing between **Summary** or **Detail**. **Note**: After selecting parameters, additional filters such as Project selection or a date range may appear to narrow down the report results.
[](https://manual.kokola.co/uploads/images/gallery/2025-07/nedimage.png)
#### **Step 2: Generate the Report**
#### After all parameters are set, click one of the two buttons in the bottom-left section of the page:
- #### **Display Report**: To preview the report directly on your screen.
#### 
- #### **Export to MS Excel**: To download the report data in an Excel file format.
#### 
### **Tips & Important Notes**
- #### Start by selecting the **Summary** format to get a general overview of the main project activities.
- #### Use the **Detail** format if you need to trace specific transactions related to a project activity.
- #### This report is very useful for **Project Managers** and the **Accounting team** to monitor and review the progress and costs associated with the company's projects.
# Job List
### **Report Module Guide: Job List**
#### **Module Location**
#### General Ledger > Report > Job List
#### **Module Objective**
#### The **Job List** report module is used to display and export the master list of all projects registered in the ERP system. This report provides a quick and complete overview of all projects managed by the company.
### **1. Report Parameters (Filter)**
#### The main page of this module is a simple form containing several parameters to customize the report that will be generated.
#### Here is an explanation for each parameter:
- #### **Currency**:
- #### Choose how monetary values (if any, such as project value) will be displayed in the report.
- #### **Base Currency**: Converts all values to the company's base currency (e.g., IDR).
- #### **Respective Currency**: Displays values in the original currency of each project.
- #### **Show Logo**:
- #### Check **Yes** if you want to display the company logo on the generated report.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Select the parameters you want in the **Filter** section.
#### **Step 2: Generate the Report**
#### After all parameters are set, click one of the two buttons in the bottom-left section of the page:
- #### **Display Report**: To preview the project list directly on your screen.
#### 
- #### **Export To MS Excel**: To download the complete list in an Excel file format.
#### 
### **Tips & Important Notes**
- #### This report functions as the **master list** for all projects registered in the system.
- #### Use this report to get a quick overview of all projects in the company, both ongoing and completed.
- #### The **Export To MS Excel** feature is very useful for creating summaries, custom reports, or for presentations about the company's project portfolio.
# Job Profit Loss
### **Report Module Guide: Job Profit & Loss**
#### **Module Location**
#### General Ledger > Report > Job Profit & Loss
#### **Module Objective**
#### The **Job Profit & Loss** report module is used to generate a profit and loss statement that is specific to a particular project. This report is crucial for project managers and management to assess the financial performance and measure the profitability of each project undertaken by the company.
### **1. Report Parameters (Filter)**
#### The main page of this module is a form containing several parameters to customize the report that will be generated.
#### Here is an explanation for each parameter:
- #### **Start Date / Until**:
- #### Specify the **Start Date** and **Until** (End Date) range to define the report's period. The system will pull all project revenues and expenses that occurred within this date range.
- #### **Currency**:
- #### Choose how currency values will be displayed in the report.
- #### **Base Currency**: Converts all values to the company's base currency (e.g., IDR).
- #### **Respective Currency**: Displays values in the original currency of each transaction.
- #### **Show Logo**:
- #### Check **Yes** if you want to display the company logo on the generated report.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Fill in all the parameters you need in the **Filter** section. **Note**: After filling in the existing parameters, the system will likely prompt you to select the specific **Project** for which you want to view the report. 
#### **Step 2: Generate the Report**
#### After all parameters are set, click one of the two buttons in the bottom-left section of the page:
- #### **Display Report**: To preview the report directly on your screen. 
- #### **Export To MS Excel**: To download the report data in an Excel file format. 
### **Tips & Important Notes**
- #### This report is the primary tool for measuring the **profitability of each project**.
- #### To obtain an accurate report, ensure that all revenues and costs related to a project have been **correctly recorded and allocated** to that project in the transaction modules.
- #### Use this report routinely (e.g., monthly) to **monitor the financial health of a project** and take corrective action if necessary.
# Budget Vs Actual
### **Report Module Guide: Budget VS Actual (Matrix View)**
#### **Module Location**
#### General Ledger > Report > Budget VS Actual
#### **Module Objective**
#### The **Budget VS Actual** report module is used to generate a comparative report between the **Budget** and the **Actual** realization in a Matrix format. The matrix view is highly effective for analyzing and comparing the performance of multiple departments (Cost Centers) simultaneously within a single period, both on a yearly and monthly basis.
### **1. Report Parameters (Matrix Budget)**
#### The main page of this module is a form containing various parameters to customize the comparison report that will be generated.
#### Here is an explanation for each parameter:
- #### **Budget Period**:
- #### Select the budget year to be analyzed from the dropdown (e.g., 2025).
- #### **View**:
- #### Choose the time scope of the report.
- #### **Yearly View**: To display a comparison of accumulated data for the entire year.
- #### **by month**: To display a comparison of data for a specific selected month.
- #### **Cost Center**:
- #### Use this list box to select one or more departments (Cost Centers) that you want to include in the report. You can select multiple departments at once.
- #### **Employee**:
- #### This dropdown is likely used to filter budgets related to a specific employee.
- #### **Type**:
- #### Select the report's level of detail.
- #### **Summary**: Displays the report in a summary format.
- #### **Register**: Displays the report as a detailed list of transactions.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Fill in or select all the parameters you need in the **Matrix Budget** section to ensure the generated report matches the scope of your analysis.
#### **Step 2: Generate the Report**
#### After all parameters are set, click one of the buttons in the bottom-left section of the page to generate the report in a new format:
- #### **Display Report New**: To preview the comparison report directly on your screen. 
- #### **Export To MS Excel New**: To download the report data in an Excel file format. 
#### **Additional Button Functions**
#### This module also has several buttons with advanced functions:
- #### **Upload Data**: This button is likely used to upload budget data in a matrix format (e.g., from an Excel file) directly into the system. 
- #### **Verify**: This button is likely used to verify or ratify the uploaded budget data before it can be used in reports. 
### **Tips & Important Notes**
- #### Use the **by month** view for in-depth monthly analysis or the **Yearly View** for an overview of annual performance.
- #### The matrix view is highly effective for comparing the performance of several **Cost Centers** side-by-side in a single report.
- #### The **Upload Data** and **Verify** functions indicate that this module may also be a tool for managing matrix budget data. Please coordinate with the **Cost Planning Control** team before using these features.
# Financial Projection Report
### **Report Module Guide: Financial Projection Report (Matrix)**
#### **Module Location**
#### General Ledger > Report > Financial Projection Report
#### **Module Objective**
#### The **Financial Projection Report** module is used to generate a comparative report between the **Financial Projection (Forecast)** and the **Actual** realization in a matrix format. This report is very useful for evaluating how accurate the financial forecast was when compared to the performance that actually occurred.
### **1. Report Parameters (Matrix Financial)**
#### The main page of this module is a form containing various parameters to customize the comparison report that will be generated.
#### Here is an explanation for each parameter:
- #### **Account**:
- #### Select **All** to include all accounts, or select **COA** to filter the report to only display specific accounts chosen from the dropdown.
- #### **Cost Center**:
- #### Select **All** for all departments, **No Cost Center** for transactions without an allocation, or **Cost Center** to select specific departments.
- #### **Period**:
- #### Specify the **From** and **To** date range to define the comparison period (e.g., July 1, 2025, to July 30, 2025).
- #### **Type**:
- #### Choose the presentation or data grouping method for the report.
- #### **By Dept**: Grouped by department.
- #### **By Monthly**: Grouped by month.
- #### **By Accounting**: Grouped by accounting structure.
- #### **Register**: Displays in a detailed transaction format.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Fill in or select all the parameters you need in the **Matrix Financial** section to ensure the generated report matches the scope of your analysis.
#### **Step 2: Generate the Report**
#### After all parameters are set, click the **Display Report** button in the bottom-left section of the page to preview the comparison report. 
#### **Additional Button Functions**
#### This module also has several buttons with advanced functions:
- #### **Upload Data**: This button is likely used to upload financial projection data in a matrix format (e.g., from an Excel file) directly into the system. 
- #### **Verify**: This button is likely used to verify or ratify the uploaded projection data before it can be used in reports. 
### **Tips & Important Notes**
- #### This report is different from a "Budget VS Actual" report. This report measures how accurate your **forecast** was, whereas "Budget VS Actual" measures performance against a **target (budget)**.
- #### To obtain an accurate report, ensure that the data in the **Financial Projection** module (for the Financial Projection side) and all actual transactions have been entered correctly.
- #### Use the **Type** filter to change how data is presented according to your analysis needs (e.g., **By Monthly** to see the trend of forecast accuracy from month to month).
# Budget Vs Actual Customer
### **Report Module Guide: Budget Vs Actual**
#### **Module Location**
#### General Ledger > Reports > Budget Vs Actual Customer
#### **Module Objective**
#### The **Budget Vs Actual Customer** module is used to generate a report that compares the **Sales Budget/Target** per customer with the **Actual** sales to that customer. This report is a crucial tool for sales teams and management to monitor performance and the achievement of sales targets for each customer.
### **1. Report Parameters (Budget Filter)**
#### The main page of this module is a form containing various parameters to customize the comparison report that will be generated.
#### Here is an explanation for each parameter:
- #### **Budget Period**:
- #### Select the budget year to be analyzed from the dropdown (e.g., 2025).
- #### **View**:
- #### Choose the time scope of the report.
- #### **Yearly View**: To display a comparison of accumulated data for the entire year.
- #### **by month**: To display a comparison of data for a specific month.
- #### **Account**:
- #### This dropdown is likely used to filter the report by a specific revenue account.
- #### **Cost Center**:
- #### This dropdown is likely used to filter the report by a sales department or Cost Center.
- #### **Type**:
- #### Select the report's level of detail.
- #### **Summary**: Displays the report in a summary format.
- #### **Register**: Displays the report as a detailed list of sales transactions.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Fill in or select all the parameters you need in the **Budget Filter** section to ensure the generated report matches the scope of your analysis.
#### **Step 2: Generate the Report**
#### After all parameters are set, click the **Display Report** button in the bottom-left section of the page to preview the comparison report. 
#### **Additional Button Functions**
#### This module also has several buttons with advanced functions:
- #### **Upload Data**: This button is likely used to upload sales targets or budgets per customer (e.g., from an Excel file) into the system. 
- #### **Verify**: This button is likely used to verify or ratify the uploaded customer budget data before it can be used in reports. 
### **Tips & Important Notes**
- #### This report is very important for the **Sales team** to monitor the achievement of sales targets per customer or customer group.
- #### To obtain an accurate comparison report, ensure that the sales target/budget per customer has been **uploaded and verified** via the **Upload Data** and **Verify** buttons.
- #### Use the **'by month' View** to track and evaluate customer sales performance on a monthly basis.
# Cost Center Report
### **Report Module Guide: Cost Center Report**
#### **Module Location**
#### General Ledger > Report > Cost Center Report
#### **Module Objective**
#### The **Cost Center Report** module is used to generate a detailed report of all financial transactions (debits and credits) that have been allocated to one or more departments (Cost Centers) within a specific time period. This report is very useful for departmental cost control and analysis.
### **1. Report Parameters (Filter)**
#### The main page of this module is a form containing various parameters to customize the report that will be generated.
#### Here is an explanation for each parameter:
- #### **Cost Center**:
- #### This is the primary filter for this report.
- #### **Selected Cost Center**: Allows you to choose one or more specific departments from a list to be analyzed.
- #### **All Cost Center**: Displays a combined report of all departments.
- #### **Transaction Date**:
- #### Specify the **From** and **To** date range to define the report's period.
- #### **Show Logo**:
- #### Check **Yes** to display the company logo on the generated report.
- #### **Currency**:
- #### Choose how currency values will be displayed, either in **Respective Currency** (original transaction currency) or **Base Currency** (company's base currency).
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Select all the parameters you need, especially making sure to define the **Cost Center** and the **Transaction Date** range you wish to analyze.
#### **Step 2: Generate the Report**
#### After all parameters are set, click one of the two buttons in the bottom-left section of the page:
- #### **Display Report**: To preview the report directly on your screen. 
- #### **Export To MS Excel**: To download the report data in an Excel file format.
#### 
### **Tips & Important Notes**
- #### This report is very useful for department managers to review and verify all transactions that have been charged to their department.
- #### Use this report to ensure all cost allocations are correct and to analyze departmental spending patterns in detail.
- #### The accuracy of this report is highly dependent on the discipline of correctly inputting the **Cost Center** allocation for every transaction in other modules (such as in the General Journal or Purchase Invoice).
# Unvouchered Trade Report
### **Report Module Guide: Unvouchered Trade Report**
#### **Module Location**
#### General Ledger > Reports > Unvouchered Trade Report
#### **Module Objective**
#### The **Unvouchered Trade Report** module is used to generate a list of transactions that are still "pending" or have not yet had their official invoice/bill created. This report is crucial for ensuring all sales transactions are billed (Accounts Receivable/AR) and all purchase transactions are recorded as liabilities (Accounts Payable/AP).
### **1. Report Parameters**
#### The main page of this module is a simple form containing several parameters to define the type of report that will be generated.
#### 
#### Here is an explanation for each parameter:
- #### **Date**:
- #### Specify the **From** and **To** date range to search for uninvoiced transactions within that period (e.g., July 1, 2025, to July 30, 2025).
- #### **Type Of Report**:
- #### This is the key filter to determine the type of report you want.
- #### **AP (Accounts Payable)**: Select this option to see a list of goods received from vendors for which you have not yet received or recorded a purchase invoice.
- #### **AR (Accounts Receivable)**: Select this option to see a list of goods shipped to customers for which you have not yet issued a sales invoice.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Select the **Date** range and specify the **Type Of Report** you need, either AP or AR.
#### **Step 2: Generate the Report**
#### After the parameters are set, click the **Display Report** button in the bottom-left section of the page to see the list of uninvoiced transactions. 
### **Tips & Important Notes**
- #### Use this report routinely (e.g., weekly or at month-end) to ensure no shipments are forgotten to be billed (AR) and no goods receipts are forgotten to be recorded as a liability (AP).
- #### This report is very important for the **Accounting team (both AP and AR departments)** in maintaining the accuracy of payables and receivables records and ensuring smooth cash flow.
- #### The output of this report is an **action list** that must be followed up on, namely: creating sales invoices (for AR) or recording purchase invoices received from vendors (for AP).
# Unvouchered Outstanding Report
### **Report Module Guide: Unvouchered Outstanding Report**
#### **Module Location**
#### General Ledger > Report > Unvouchered Outstanding Report
#### **Module Objective**
#### The **Unvouchered Outstanding Report** module is used to generate a list of outstanding transactions that have not yet had a voucher or official invoice created for them as of a specific date. This report is an important control tool for reviewing unfinished transactions, both on the Accounts Payable (AP) and Accounts Receivable (AR) sides.
### **1. Report Parameters**
#### The main page of this module is a simple form containing several parameters to define the type of report that will be generated.
#### Here is an explanation for each parameter:
- #### **Date**:
- #### Select the end date or "cut-off" date for the report. The system will display all transactions that have not been invoiced up to this date (e.g., July 30, 2025).
- #### **Type Of Report**:
- #### Choose the desired depth of the report.
- #### **Summary**: Displays the report in a summary or recap format.
- #### **Detail**: Displays the report as a detailed, line-by-line list of transactions.
- #### **Type**:
- #### Choose the type of transaction you want to see.
- #### **AP (Accounts Payable)**: To see a list of goods receipts for which purchase invoices have not been recorded.
- #### **AR (Accounts Receivable)**: To see a list of goods shipments for which sales invoices have not been issued.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Specify the **Date**, **Type Of Report** (Summary or Detail), and **Type** (AP or AR) according to the information you need.
#### **Step 2: Generate the Report**
#### After the parameters are set, click the **Display Report** button in the bottom-left section of the page to see the list of transactions. 
### **Tips & Important Notes**
- #### This report is very important for the **monthly closing process** to ensure all pending transactions have been identified and properly recognized.
- #### Use the **Summary** type to get a quick overview of the total unbilled value, and **Detail** to trace each individual transaction.
- #### This is a key control report for the **Accounting team (both AP & AR sections)** to maintain data accuracy and smooth billing and payment processes.
# Unvouchered Mutation Report
### **Report Module Guide: Unvouchered Mutation Report**
#### **Module Location**
#### General Ledger > Reports > Unvouchered Mutation Report
#### **Module Objective**
#### The **Unvouchered Mutation Report** module is used to generate a report that shows the **mutation or movement** of transactions that have not yet had a voucher or official invoice created for them within a specific period. Unlike an outstanding report which only shows the ending balance, the mutation report displays the **beginning balance, additions, reductions, and ending balance** of unbilled transactions, for both the Payables (AP) and Receivables (AR) sides.
### **1. Report Parameters**
#### The main page of this module is a simple form containing several parameters to define the type of report that will be generated.
#### Here is an explanation for each parameter:
- #### **Date**:
- #### Specify the **From** and **To** date range to view the transaction movement within that period (e.g., July 1, 2025, to July 31, 2025).
- #### **Type Of Report**:
- #### Choose the desired depth of the report.
- #### **Summary**: Displays the report as a summary or recap of the total movement.
- #### **Detail**: Displays the report as a detailed list of each transaction that moved during the period.
- #### **Type**:
- #### Choose the type of transaction for which you want to see the mutation.
- #### **AP (Accounts Payable)**: To see the mutation of goods receipts that do not yet have an invoice.
- #### **AR (Accounts Receivable)**: To see the mutation of goods shipments that have not yet been billed.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Specify the **Date** range, **Type Of Report** (Summary or Detail), and **Type** (AP or AR) according to the information you need.
#### **Step 2: Generate the Report**
#### After the parameters are set, click the **Display Report** button in the bottom-left section of the page to view the mutation report. 
### **Tips & Important Notes**
- #### Use this report to analyze the **movement or workflow** of unbilled transactions, not just to see their ending balance.
- #### This mutation report is very useful for the **Accounting team (AP & AR)** to understand how quickly incoming transactions are processed into formal invoices.
- #### This report **complements the outstanding report** by providing a more dynamic picture of the efficiency of the billing and liability recording processes.
# COGM Report
### **Report Module Guide: COGM (Cost of Goods Manufactured) Report**
#### **Module Location**
#### General Ledger > Report > COGM Report
#### **Module Objective**
#### The **COGM Report** module is used to generate the **Cost of Goods Manufactured** report. This report is crucial for manufacturing companies as it summarizes the total costs incurred to complete the production of goods within a specific period. COGM is a key component for calculating the **Cost of Goods Sold (COGS)** on the Profit & Loss Statement.
### **1. Report Parameters**
#### The main page of this module is a simple form containing several parameters to define the report that will be generated.
#### Here is an explanation for each parameter:
- #### **COGM Analysis Report Type**:
- #### Choose the desired depth of the report.
- #### **Summary**: Displays the COGM report in a summary or recap format.
- #### **Detail**: Displays a detailed COGM report showing a breakdown of each production cost component.
- #### **Date**:
- #### Specify the **Date (From)** and **Date To (To)** range to define the production period for which costs will be calculated (e.g., July 31, 2025).
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Specify the **Date** range and choose the **COGM Analysis Report Type** (Summary or Detail) according to your analysis needs. 
#### **Step 2: Generate the Report**
#### After the parameters are set, click one of the two buttons in the bottom-left section of the page:
- #### **Display Report**: To preview the COGM report directly on your screen. 
- #### **Export To MS Excel**: To download the report data in an Excel file format.
#### 
### **Tips & Important Notes**
- #### The COGM report is a fundamental report for manufacturing companies to understand and control production costs.
- #### To obtain an accurate report, ensure that all production cost data (raw material usage, direct labor cost, and factory overhead) in the **Production Module** have been recorded correctly.
- #### Use the **Detail** type to analyze each production cost component in-depth, and **Summary** for management-level reporting.
- #### This report is generally used by the **Cost Planning Control** and **Accounting** teams.
# Consolidation Report
### **Report Module Guide: Consolidation Report**
#### **Module Location**
#### General Ledger > Report > Consolidation Report
#### **Module Objective**
#### The **Consolidation Report** module is used to combine the financial statements of multiple company entities (a parent and its subsidiaries) into a single, unified financial report as if they were one entity. This report is crucial for group (holding) companies to get a comprehensive overview of their combined financial position.
### **1. Report Parameters (Consolidation Filter)**
#### The main page of this module is a form containing various parameters to customize the consolidation report that will be generated.
#### Here is an explanation for each parameter:
- #### **Include Account Numbers / Rounding**:
- #### Check **Include Account Numbers** to display account codes on the report.
- #### Check **Rounding** to round the monetary values on the report.
- #### **Period**:
- #### Select the month and year of the reporting period to be consolidated (e.g., July 2025).
- #### **Report Type**:
- #### Choose the type of consolidation report you want to generate.
- #### **Worksheet**: Generates a consolidation worksheet that details the data from each individual company, the elimination entries, and the final results. This is useful for auditing and verification processes.
- #### **Balance Sheet**: Generates the final, combined Consolidated Balance Sheet.
- #### **Currency**:
- #### Choose how currency values will be displayed, either in **Respective Currency** (original currency) or **Base Currency** (company's base currency).
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Select all the parameters you need in the **Consolidation Filter** section, especially making sure to define the desired **Period** and **Report Type**.
#### **Step 2: Generate the Report**
#### After all parameters are set, click one of the two buttons in the bottom-left section of the page:
- #### **Display Report**: To preview the consolidation report directly on your screen. 
- #### **Export To MS Excel**: To download the report data in an Excel file format. 
### **Tips & Important Notes**
- #### The Consolidation Report is crucial for group companies to see the **combined financial position** of all their subsidiaries.
- #### To get accurate data, ensure the **book-closing process in each subsidiary is complete** before running this report.
- #### Use the **Worksheet** report type to trace and verify **elimination entries** (e.g., the elimination of intercompany transactions) that are made during the consolidation process.
- #### This module is generally used by the **Accounting team at the corporate or holding company level**.
# Gross Margin Analysis
### **Report Module Guide: Gross Margin Analysis**
#### **Module Location**
#### General Ledger > Report > Gross Margin Analysis
#### **Module Objective**
#### The **Gross Margin Analysis** module is used to generate a report that analyzes **Gross Margin**, which is the difference between Sales Revenue and the Cost of Goods Sold (COGS). This report is a very powerful profitability analysis tool, allowing you to dissect the margin by various dimensions such as customer, product, and payment status.
### **1. Report Parameters (Filter)**
#### The main page of this module is a form containing various filters to customize the analysis report that will be generated.
#### Here is an explanation for each parameter:
- #### **Warehouse / Type of Report**:
- #### Select the **Warehouse** and **Type of Report** (e.g., FINISHED GOOD) to define the initial scope of products to be analyzed.
- #### **Customer**:
- #### Filter data by customer in various ways: **All**, **Category** (Customer Category), **Leader**, **Salesman**, or **Selected** (Specific Customer).
- #### **By Item Code / Material Category**:
- #### Filter data by product, either for **All** products or a specific **Item Code**. You can also filter by **Material Category**.
- #### **Options**:
- #### Filter transactions by their payment status: **All**, **Full Paid**, or **only Half Paid/Not Paid**.
- #### **Customer Date**:
- #### Specify the **From** and **To** date range to define the analysis period (e.g., July 1, 2025, to July 31, 2025).
- #### **Based On**:
- #### Defines the basis for the calculation, which is based on **Invoice** data.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Select all the combinations of parameters you need in the **Filter** section to get the specific analysis you want.
#### **Step 2: Generate the Report**
#### After all parameters are set, click one of the three buttons in the bottom-left section of the page:
- #### **Display Report**: To preview the analysis report directly on your screen.
#### 
- #### **Export To MS Excel XLS**: To download the report data in an Excel file format (.xls). 
- #### **Export To MS Excel CSV**: To download the data in a CSV format. 
### **Tips & Important Notes**
- #### This report is crucial for making strategic decisions related to **selling prices, product focus, and sales strategy**.
- #### Use the **Customer** filter with the **Salesman** option to evaluate the profitability generated by each salesperson.
- #### Use the **By Item Code** or **Material Category** filter to identify which products yield the highest and lowest profit margins.
- #### To get a valid margin analysis, ensure that the **Cost of Goods Sold (COGS) data is accurate** in the system.
# Integrity Report
### **Report Module Guide: Integrity Report**
#### **Module Location**
#### General Ledger > Report > Integrity Report
#### **Module Objective**
#### The **Integrity Report** module is a crucial diagnostic and verification tool. Its purpose is to check the integrity and consistency of the financial data within the system. This report is typically used to ensure that the total balance in a sub-ledger (e.g., the accounts receivable or accounts payable ledger) matches the balance of its control account in the General Ledger.
### **1. Report Parameters**
#### The main page of this module is a form containing several parameters to define the scope of the verification report.
#### Here is an explanation for each parameter:
- #### **Account**:
- #### Select **All Account** to check the integrity of all accounts.
- #### Select **Selected Account** to run a check on one specific account (e.g., the Accounts Receivable control account).
- #### **Period**:
- #### Specify the **From** and **To** date range to define the checking period (e.g., July 1, 2025, to August 1, 2025).
- #### **Currency**:
- #### Choose how currency values will be displayed, either in **Respective Currency** (original currency) or **Base Currency** (base currency).
- #### **Type**:
- #### Choose the report's level of detail.
- #### **Summary**: Displays the report in a summary format, typically only showing totals and the difference (if any).
- #### **Detail**: Displays the transaction details that make up the balance to assist in the tracing process.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Select all the parameters you need, especially defining the **Account** (if specific) and the **Period** you wish to check.
#### **Step 2: Generate the Report**
#### After all parameters are set, click one of the two buttons in the bottom-left section of the page:
- #### **Display Report**: To see the integrity report results directly on your screen.
#### 
- #### **Export To MS Excel**: To download the report data in an Excel file format.
#### 
### **Tips & Important Notes**
- #### Run this report routinely, especially during the **monthly closing process**, to ensure there are no data imbalances between the sub-ledgers and the general ledger.
- #### If this report shows a **difference or imbalance**, it is an indication of a data issue that needs to be immediately investigated and corrected by the Accounting or MIS team.
- #### Use the **Detail** type to help trace the specific transactions that might be causing the imbalance.
# Cost Center
### **Module Guide: Cost Center**
#### **Module Location**
#### General Ledger > Cost Center
#### **Module Objective**
#### The **Cost Center** module serves as the master data hub for creating and managing the company's cost center structure. A Cost Center is a department, location, or even an asset (like a machine) where costs can be allocated for the purpose of tracking, budgeting, and analysis. The structure built here becomes the foundation for all departmental cost reporting.
### **1. Main View (Cost Center Structure)**
#### The main page of this module displays all the Cost Centers that have been created in a hierarchical **tree view** format.
#### **View Explanation**
- #### **Hierarchical Structure**: This view shows the parent-child relationship between Cost Centers. You can see two main groups: **DEPARTMENTAL COST CENTERS** (for functional units like Finance, Marketing, Sales) and **ASSET COST CENTERS** (for physical assets like a Building or Machine).
- #### **Navigation**:
- #### You can click the **\[+\]** or **\[-\]** icons to expand or collapse the structure's branches.
- #### To edit a Cost Center, **double-click** on its name to enter the Edit form.
### **2. Steps to Manage a Cost Center**
#### **Step 1: Create a New Cost Center**
#### To create a new Cost Center (for example, a new department under CLUSTER SUPPORT), you must first enter the edit mode of its parent.
1. #### **Double-click** on **CLUSTER SUPPORT** to open the Edit form. 
2. #### On the Edit form, click the **Add Child** button. This will open the form to create a new Cost Center. 
#### **Step 2: Fill in Cost Center Details (Add Form)**
#### On the form that appears, fill in the required details:
- #### **Cost Center Code**: Enter a unique code for the cost center (mandatory `*`).
- #### **Cost Center Name**: Enter a descriptive name for the cost center (mandatory `*`).
- #### **Type**: Select the appropriate type from the dropdown.
- #### Click **Save** to create the new Cost Center.
#### 
#### **Step 3: Modify or Deactivate a Cost Center**
#### You can change existing Cost Center data via the Edit form.
- #### Change the **Cost Center Name** or **Type** if needed.
- #### Use the **Delete** button to remove it (if no transactions have ever been linked to it) or the **Disable** button to deactivate the Cost Center so it can no longer be used in new transactions.  
### **Tips & Important Notes**
- #### The Cost Center structure you build here will become the options available when allocating costs in all transaction modules (e.g., General Journal, Purchase Invoice, etc.).
- #### This is a crucial master data setup and should be well-designed according to the company's organizational structure. Coordinate with the **Accounting and Cost Planning Control** teams.
- #### Grouping **ASSET COST CENTERS** down to the individual machine level (like B01, WS1) allows for very detailed tracking of maintenance or operational costs per machine.
# Chart of Account
### **Module Guide: Chart of Accounts**
#### **Module Location**
#### General Ledger > Chart of Accounts
#### **Module Objective**
#### The **Chart of Accounts (COA)** module is the foundation or "backbone" of the entire accounting system. Its purpose is to create, manage, and view the complete list of all accounts (Assets, Liabilities, Equity, Revenue, Expenses) that the company uses to record financial transactions. The structure defined here will determine how all transactions are classified and reported.
### **1. Main View (Chart of Accounts List)**
#### The main page of this module displays the entire Chart of Accounts structure in an organized and hierarchical format.
#### **View Explanation**
- #### **Hierarchical Structure**: This page displays the entire COA structure, organized into standard accounting groups such as **ASSETS, LIABILITIES, EQUITY, NET SALES**, and others. The accounts are broken down from large groups into more detailed sub-accounts (e.g., 2-1.1 CURRENT ASSETS has a sub-account 2-1.1.1 CASH AND CASH EQUIVALENTS).
- #### **Navigation**: To view or modify the details of an account, click on the corresponding **Account Name**.
### **2. Steps to Manage an Account (Edit Account Form)**
#### When you create a new account or edit an existing one by clicking on it, you will see a detail form.
#### **Step 1: Fill in Basic Account Information**
#### At the top of the form, fill in or change the basic details of the account:
- #### **Account Classification**: The main group of the account. 
- #### **Account No.**: The unique code for the account (e.g., 1-1110101). 
- #### **Account Name**: The descriptive name for the account (e.g., PETTY CASH). 
#### **Step 2: Set Up Account Behavior (Important!)**
#### This section contains control settings that will affect how this account can be used in transactions:
- #### **Allow Account Selection in General Journal**: Check "Yes" if this account should be selectable when manually creating a transaction in the General Journal. 
- #### **Must Have a Cost Center**: Check "Yes" if every transaction using this account must be allocated to a Cost Center. This is an important rule for cost tracking. 
- #### **Cash Flow Type**: Set the cash flow classification for this account (In, Out, or In & Out) for the Statement of Cash Flows. 
#### **Step 3: Save Changes**
#### Use the buttons in the bottom-left section to save your changes:
- #### **Save**: Saves the changes you have made. 
- #### **Delete**: Deletes the account (usually only possible if no transactions have used it). 
- #### **Disable**: Deactivates the account so it can no longer be used in new transactions. 
### **Tips & Important Notes**
- #### The Chart of Accounts is the most **fundamental master data**. Changes to this structure have a wide-ranging impact on the entire system and must be made very carefully by the **Accounting team**.
- #### Settings like **Must Have a Cost Center** are crucial internal control tools to ensure all costs can be correctly allocated and reported per department.
- #### A well-organized COA structure will result in **accurate and easy-to-read Financial Statements** (Balance Sheet, Profit & Loss).
# CRM Module
# Opportunity
### **Module Guide: Opportunity**
#### **Module Location**
#### CRM > Opportunity
#### **Module Objective**
#### The **Opportunity** module is the primary tool for the sales team to track all potential sales transactions or deals. Each "Opportunity" entry represents one potential business deal, which is tracked through various **sales stages** until the deal is **won** or **lost**. This module is crucial for managing the **sales pipeline** and creating a **sales forecast**.
### **1. Main View (Opportunity List)**
#### The main page of this module displays a list of all sales opportunities that exist in the system.
#### **View Explanation**
#### This page provides a general overview of the company's entire sales pipeline.
- #### **Filters**: You can search for a specific opportunity using filters based on the Opportunity name/code or a **Date From** and **Date To** range.
- #### **Opportunity List**: The table below displays all opportunities that match the filters. Its columns include **Opportunity**, **Status**, **Customer**, **Sales Stage**, **Probability**, **Price**, and **Account Officer**.
- #### **New Button**: The primary button to create a new Opportunity entry.
### **2. Steps to Manage an Opportunity**
#### The following is the complete workflow from creating to updating an Opportunity.
#### **Step 1: Create a New Opportunity**
#### From the Main View, click the **New** button in the bottom-left corner to open the **New Opportunity** form. 
#### **Step 2: Fill in Opportunity Details (New Opportunity Form)**
#### Fill in all the relevant information on the form that appears. Fields marked with `(*)` are mandatory.
- #### **Company Name & Contact Person**: Select the company name and contact person from the list of registered customers.
- #### **Opportunity Name**: Give a specific name for this opportunity, for example: "Production Machine Offer Batch 2". 
- #### **List of Item**: Select the product or service the customer is interested in.
- #### **Estimate Closed Date**: Enter the estimated date when this deal will be finalized (won or lost). 
- #### **Sales Person**: Assign the salesperson responsible for this opportunity.
#### 
- #### **Description**: Provide additional notes or a description regarding this opportunity.
- #### **Sales Stage**: Select the initial stage of the sales process (e.g., Prospecting, Qualification). 
- #### **Price**: Enter the estimated total value of this sale.
- #### **Probability**: Enter the percentage chance that this deal will be successful.
#### 
- #### **Status**: Select the initial status of the opportunity (e.g., Open).
#### **Step 3: Save the Opportunity**
#### After all mandatory fields have been completed, click the **Save** button at the bottom to save the new opportunity. The opportunity will now appear in the Main View. 
#### **Step 4: Update the Opportunity**
#### As the sales process progresses (e.g., after a presentation or negotiation), the responsible Sales Person must regularly reopen and update the opportunity data, especially the **Sales Stage** and **Probability** columns, to reflect the latest progress.
### **Tips & Important Notes**
- #### This module is the main work tool for the **Sales Local** and **International Business** teams to manage their daily sales activities.
- #### By keeping the data in this module **up-to-date**, management can see an accurate **sales pipeline** and create a more reliable **sales forecast**.
- #### Each **Sales Stage** typically has a standard **Probability** associated with it, which helps in weighting the sales forecast.
# Activity
### **Module Guide: Activity**
#### **Module Location**
#### CRM > Activity
#### **Module Objective**
#### The **Activity** module functions as a calendar and work agenda for the sales team. Its purpose is to plan, view, and manage all customer-related activities, such as meeting schedules, phone calls, tasks, and follow-ups. Using this module effectively helps ensure all prospects and customers are handled properly and on time.
### **1. Main View (Activity Calendar)**
#### The main page of this module is an interactive calendar view that provides a visual overview of your activity schedule.
#### **View Explanation**
- #### **Monthly Calendar View**: Displays the schedule in a monthly format, complete with color codes corresponding to the **Legend** on the right side.
- #### **Daily Schedule (Schedule for)**: Displays a detailed hourly schedule for the selected date.
- #### **Activity List (Activities Sort by Priority)**: Displays a list of activities for the selected day.
#### **Understanding the Legend**
#### Pay attention to the **Legend** box on the upper-right side to understand the meaning of each color on the calendar:
- #### **Activity**: There is a scheduled activity.
- #### **Today**: Marker for the current day.
- #### **Holiday**: A public holiday.
- #### **Rescheduled**: A rescheduled activity.
- #### **Done**: An activity that has been completed.
### **2. Steps to Manage Activities**
#### The following is the complete workflow for creating and managing an Activity.
#### **Step 1: Create a New Activity**
#### To add a new activity, **double-click** on the desired time slot in the **Schedule for** section or directly on a date in the calendar. This action will open the **Add Activity** form.
#### **Step 2: Fill in Activity Details (Add Activity Form)**
#### Fill in all the relevant information on the form that appears. Fields marked with `(*)` are mandatory.
- #### **Customer Type, Company Name, Opportunity, Contact Person**: Link this activity to the relevant customer or sales opportunity. This is important for tracking interaction history.
- #### **Activity Type**: Choose the type of activity from the dropdown (e.g., Meeting, Call, Email). 
- #### **From / To**: Set the start and end date and time for the activity. 
- #### **Reminder**: Set a reminder if needed so you don't miss the schedule.
- #### **Description**: Fill in a detailed description or the purpose of this activity.
- #### **Priority & Status**: Set the priority (e.g., High, Normal, Low) and the initial status of the activity.
#### **Step 3: Save the Activity**
#### After all mandatory fields have been completed, click the **Save** button at the bottom to save the new activity. The activity will now appear as a colored block on your Activity Calendar. 
#### **Step 4: Update Activity Status**
#### After an activity has been completed, reopen the activity from the calendar and change its status to "Done". This will change the activity's color on the calendar according to the Legend.
### **Tips & Important Notes**
- #### Use this module every morning to plan your work and ensure you don't miss any important appointments or tasks.
- #### By always linking activities to the relevant **Opportunity**, you can build a complete interaction history for each potential sale.
- #### The **Export To MS Excel** feature can be used to create your weekly or monthly activity reports for reporting purposes to your superior.
# Complaint Management
### **Module Guide: Complaint Management**
#### **Module Location**
#### CRM > Complaint Management
#### **Module Objective**
#### The **Complaint Management** module functions as a centralized system to record, track, manage, and resolve every complaint received from customers. Using this module helps the company handle issues systematically, improve customer satisfaction, and identify frequently recurring problems with products or services.
### **1. Main View (Complaint List)**
#### The main page of this module displays a list of all customer complaints that have been recorded in the system.
#### **View Explanation**
#### This page serves as a dashboard to monitor all incoming complaints.
- #### **Filters**: You can search for a specific complaint by **Document Number**, a **Date** range, **Category**, or most importantly, by **Status (Solved / Not Solved)**.
- #### **Complaint List**: The table below displays a summary of each complaint, with columns such as **Document Number**, **Requester**, **Complaint Date**, **Customer Name**, and **Category**.
#### **Button Functions**
- #### **New**: The primary button to record a new complaint received from a customer.
### **2. Steps to Manage a Complaint**
#### The following is the complete workflow from recording to resolving a customer complaint.
#### **Step 1: Record a New Complaint**
#### From the Main View, click the **New** button to open the **Add Complaint Management** form. 
#### **Step 2: Fill in Complaint Details**
#### Fill in all the relevant information on the form that appears. Fields marked with `(*)` are mandatory.
- #### **Complaint Date & Customer**: Select the date the complaint was received and the name of the complaining customer from the dropdown. 
- #### **Category**: Choose the most appropriate complaint category (e.g., Product Quality, Delivery Delay, etc.). 
- #### **Attachment / Reference Documents**: Attach supporting files (photos, emails) or link to other documents in the system (such as an invoice number or delivery order). 
- #### **Item Complained**: If the complaint is related to a specific product, click the **\[+\]** icon and add the product details in this section, such as **Item Code** and **Qty**. 
- #### **Complaint Description**: Write down the details of the customer's complaint clearly and completely in the description field. 
#### **Step 3: Save the Complaint**
#### Click the **Save** button to record the new complaint into the system. Its status will automatically be set to 'Not Solved'. 
#### **Step 4: Update Resolution Status**
#### After the complaint has been successfully handled and a solution has been provided to the customer, reopen the complaint entry, add notes regarding its resolution, and check the **Solved** box. 
### **Tips & Important Notes**
- #### Use the **Status** filter on the main page to quickly see all complaints that are still open (**Not Solved**) and require immediate follow-up.
- #### Always attach relevant supporting evidence using the **Attachment** or **Reference Documents** features to strengthen the record and facilitate investigation.
- #### This module is an important tool for the **Customer Service, Sales, and Quality Assurance** teams to monitor and improve the quality of services and products.
# Service Note
#### **Module Location**
#### CRM > Service Note > Service Note
#### **Module Objective**
#### The **Service Recording** module functions as a system to document and manage all service activities provided to customers. This can include repair services, maintenance, or other after-sales services. This module helps track the entire process, from receiving the item from the customer, through the work process, to returning the item after the service is complete.
### **1. Main View (Service Recording List)**
#### The main page of this module displays a list of all Service Recording documents that have been created.
#### **View Explanation**
#### This page is the center for viewing and managing all service records that are ongoing or have been completed.
- #### **Filters**: You can search for a specific service record by **Service Recording Number** or a **Start Date** and **End Date** range.
- #### **Service List**: The table below displays a summary of each service, with columns such as **Service Recording Number**, **Start Date**, **Customer**, **Status**, and **Approval**.
#### **Button Functions**
- #### **New**: The primary button to create a new service record.
### **2. Steps to Record a New Service**
#### The following is the complete workflow for recording a new service.
#### **Step 1: Create a New Service Record**
#### From the Main View, click the **New** button to open the **Add Service Recording** form. 
#### **Step 2: Fill in General Service Information**
#### Fill in all the general information at the top of the form:
- #### **Official Record Date & Customer**: Select the date and the name of the customer receiving the service. 
- #### **Complaint Number**: If this service is a follow-up to a recorded complaint, link it with the relevant Complaint Number.
- #### **Service Fee & Payment Type**: Determine the service fee and select its type, whether it is **Free** or **Service Item Price** (Paid).
- #### **Description must be filled**: Describe in detail the service to be provided or the problem being handled.
#### **Step 3: Detail the Related Goods/Services**
#### Use the tables in the bottom section to detail the items involved in the service process:
- #### **Goods/Services to be Received**: List the items you receive from the customer to be repaired or serviced. 
- #### **Service Item/Part Code**: Specify the type of service or spare parts used during the service process. 
- #### **Goods/Services to be Sent**: List the items that will be returned to the customer after the service is complete. 
#### **Step 4: Save the Service Record**
#### After all data is filled in, use the buttons in the bottom-left section:
- #### **Save**: To save the service record as a draft. 
- #### **Confirm**: To finalize the service record and move it into the next workflow.
#### 
- #### **Cancel**: To cancel the entry. 
### **Tips & Important Notes**
- #### Use this module to document all after-sales service activities to have a clear history for each customer.
- #### Linking a service record with a **Complaint Number** provides an integrated and easily traceable problem-resolution flow from start to finish.
- #### This module is very important for the **Customer Service team** and the **technical/service team** to ensure all service jobs are recorded and handled properly.
# Service Note Inbox
### **Module Guide: Service Note Inbox**
#### **Module Location**
#### CRM > Service Note > Service Note Inbox
#### **Module Objective**
#### The **Service Note Inbox** module functions as the approval center for all **Service Recording** documents that have been submitted. This module is used by superiors or managers who are authorized to review and provide approval for service records created by the customer service or technical teams.
### **1. Main View (Service Note List)**
#### The main page of this module is an "inbox" that displays all service notes requiring your action.
#### **View Explanation**
#### This page provides a summary of all service notes that are awaiting approval.
- #### **Filters**: You can search for a specific service note by **Service Note Number** or a **Date From** and **Date To** range. You can also filter by **Document Filter Status** and **Approval Filter Status**.
- #### **Request List**: The table below will display all service notes awaiting action. The table currently shows "...No Record...".
#### **Column Explanation**
- #### **Service Note Number**: The unique number of the submitted Service Recording document.
- #### **Start Date**: The date the service was started or recorded.
- #### **Customer**: The name of the customer associated with the service.
- #### **Status**: An icon indicating the current status of the document.
- #### **Approval**: An icon indicating the status of the approval process.
- #### **Approved date**: The date when the approval was given.
### **2. Approval Process Steps**
#### The following is the standard workflow for an approver.
#### **Step 1: Access the Inbox**
#### Open the **Service Note Inbox** module to see the list of service notes that require approval.
#### **Step 2: Review the Service Note Details**
#### Click on one of the rows in the table to open its detail view. In the detail view, you can check all the information that has been input, such as the customer's complaint, the items received, and the service to be provided.
#### **Step 3: Provide Approval**
#### After you open and review the service note details in Step 2, you will find the buttons to grant approval (e.g., **"Approve"** or **"Reject"** buttons) **within that detail page**. Click the appropriate button to complete the review process.
### **3. Workflow & Integrated Business Process**
#### This module is part of a structured service process workflow.
1. #### **Submission**: A user (e.g., customer service staff) creates an entry in the **Service Recording** module and clicks **Confirm**.
2. #### **Entering the Queue**: The confirmed service note automatically enters the queue in this **Service Note Inbox** module.
3. #### **Review & Approval**: The manager or approver opens this module, selects the service note to be reviewed, opens it, and then provides approval from within the detail page.
4. #### **Status Update**: After approval, the status on the original document is updated, and the service process can continue.
# Service Sheet
### **Module Guide: Service Sheet**
#### **Module Location**
#### CRM > Service Note > Service Sheet
#### **Module Objective**
#### The **Service Sheet** module is the next step after Service Recording. This module is used to create a work document or "job sheet" that details the technical work that has been performed. If the "Service Recording" is the initial request, then the "Service Sheet" is the record of the execution and completion of that service by the technical team.
### **1. Main View (Service Sheet List)**
#### The main page of this module displays a list of all Service Sheets that have been created.
#### **View Explanation**
#### This page is the center for viewing and managing all service work sheets.
- #### **Filters**: You can search for a specific service sheet by **Service Sheet Number** or a **Date From** and **Date To** range.
- #### **Service Sheet List**: The table below displays a summary of each service sheet, with important columns such as **Service Sheet Number**, **Service Note Number** (showing its link), **Customer**, and **Status**.
#### **Button Functions**
- #### **New**: The primary button to create a new Service Sheet.
### **2. Steps to Create a New Service Sheet**
#### The following is the complete workflow for creating a Service Sheet.
#### **Step 1: Create a New Service Sheet**
#### From the Main View, click the **New** button to open the **Add Service Sheet** form. 
#### **Step 2: Select the Service Note**
#### This is the most important step in this process.
1. #### On the **Add Service Sheet** form, click the **Pick** button next to the **Service Note Number** field. 
2. #### The system will display a list of "Service Notes" that have been approved and are ready to be worked on. Select the Service Note that corresponds to the job you are about to perform.
#### **Step 3: Complete and Save the Service Sheet**
1. #### After the Service Note is selected, the system will likely fill in the customer and service data automatically.
2. #### Complete any other necessary details (if any), which might include technician's notes, work hours, or spare parts used.
3. #### Click **Save** to save as a draft or **Confirm** to complete and finalize the Service Sheet. 
### **Workflow & Integrated Business Process**
1. #### A **Service Note** (Service Recording) is created to record the initial request from the customer.
2. #### The Service Note is approved via the **Service Note Inbox**.
3. #### The technical team creates a **Service Sheet** from the approved Service Note to document the details of the work that has been performed.
### **Tips & Important Notes**
- #### The Service Sheet is **proof of work**. Ensure you always create it based on a valid "Service Note" via the **Pick** button.
- #### This module is very important for the **technical or field service team** to report on the work they have completed in detail.
- #### The data from this Service Sheet can become the **basis for billing** if the service is chargeable.
# Service Sheet Inbox
### **Module Guide: Service Sheet Inbox**
#### **Module Location**
#### CRM > Service Recording > Service Sheet Inbox
#### **Module Objective**
#### The **Service Sheet Inbox** module functions as the approval center for all **Service Sheets** that have been completed and submitted by the technical team. This module is used by a superior or service manager to review and validate the work that has been done before the service is considered officially complete and, if necessary, proceeds to the billing process.
### **1. Main View (Service Sheet List)**
#### The main page of this module is an "inbox" that displays all Service Sheets requiring your action.
#### **View Explanation**
#### This page provides a summary of all Service Sheets that are awaiting approval.
- #### **Filters**: You can search for a specific service sheet by **Service Sheet Number** or a **Date From** and **Date To** range. You can also filter by **Document Filter Status** and **Approval Filter Status**.
- #### **Request List**: The table below will display all service sheets awaiting action. The table currently shows "...No Record...".
#### **Column Explanation**
- #### **Service Sheet Number**: The unique number of the submitted Service Sheet document.
- #### **Service Note Number**: The reference number from the initial Service Recording.
- #### **Customer**: The name of the customer associated with the service.
- #### **Status**: An icon indicating the current status of the document.
- #### **Approval**: An icon indicating the status of the approval process.
- #### **Approved date**: The date when the approval was given.
### **2. Approval Process Steps**
#### The following is the standard workflow for an approver.
#### **Step 1: Access the Inbox**
#### Open the **Service Sheet Inbox** module to see the list of completed service jobs that require approval.
#### **Step 2: Review the Service Sheet Details**
#### Click on one of the rows in the table to open its detail view. In the detail view, you can check all the information that has been input by the technical team, such as work notes, time spent, or spare parts used.
#### **Step 3: Provide Approval**
#### After you open and review the Service Sheet details in Step 2, you will find the buttons to grant approval (e.g., **"Approve"** or **"Reject"** buttons) **within that detail page**. Click the appropriate button to complete the review process.
### **3. Workflow & Integrated Business Process**
#### This module is the final stage in the structured service process workflow.
1. #### A **Service Note** (Service Recording) is created to record the request.
2. #### A **Service Sheet** is created by the technical team to document the completed work, and then it is **Confirmed**.
3. #### The confirmed Service Sheet automatically enters the queue in this **Service Sheet Inbox** module.
4. #### The service manager reviews and gives final approval.
5. #### After approval, the service cycle is considered complete and can be forwarded to the **Finance team for billing** if the service is chargeable.
### **Tips & Important Notes**
- #### This module is the **final control point** in the service workflow to ensure all work reported by the technical team is valid and appropriate.
- #### Approval in this module often **triggers the billing process** to the customer.
- #### Use the status filters to easily see all Service Sheets that are still awaiting your approval.
# Sales Target
### **Module Guide: Sales Target**
#### **Module Location**
#### CRM > Sales Target > Sales Target
#### **Module Objective**
#### The **Sales Target** module serves as a central hub for setting, managing, and monitoring sales targets for various periods, sales groupings, and products. The data input here becomes the basis or reference for all sales performance comparison reports, such as "Target vs. Actual."
### **1. Main View (Sales Target List)**
#### The main page of this module displays a list of all Sales Target documents that have been created.
#### **View Explanation**
#### This page is for viewing and managing all targets that have been set.
- #### **Filters**: You can search for a specific target by **Period** or other keywords.
- #### **Target List**: The table below displays a summary of each target, with columns such as **SalesTargetNumber**, **Period**, **Sales Grouping**, **Status**, and **Approval**.
#### **Button Functions**
- #### **New**: The primary button to create a new Sales Target.
- #### **Delete**: To delete a selected target.
### **2. Steps to Manage a Sales Target**
#### The following is the workflow for setting a new target.
#### **Step 1: Create a New Target**
#### From the Main View, click the **New** button to open the target entry form.
#### **Step 2: Fill in Product Sales Target Details**
#### You will be directed to a form to fill in the target details, which can be specific per product.
- #### **Sales Grouping**: Select the sales group or team whose target is being set (e.g., UMS - Mondelez). 
- #### **Period Code**: Enter the code for the target period, for example, "2025M". 
- #### **Target Value**: Enter the total sales target value in the appropriate currency.
#### 
- #### **File Upload**: You can attach a supporting file if available. 
- #### **Monthly Target Details**: In the detail table below, you can break down the total target into monthly targets. Select the month from the **Sales Target Month** dropdown and enter the nominal **Amount** for that month.  
#### **Step 3: Save the Target**
#### After all data is filled in, use the buttons in the bottom-left section:
- #### **Save**: To save the target as a draft. 
- #### **Confirm**: To finalize and send the target into the approval workflow.
- #### **Cancel**: To cancel the entry. 
### **Workflow & Integrated Business Process**
- #### The target data input here will be pulled by the system for performance comparison reports, such as Target vs Actual Sales Stages.
- #### A target that has been **Confirmed** will likely go to a **Sales Target Inbox** to be approved by management.
### **Tips & Important Notes**
- #### Ensure the **Sales Grouping** and **Period** are correct before saving the target.
- #### This module is the foundation for all sales performance reporting. The accuracy of the data input here is very important.
- #### Use the detail table to break down annual targets into more easily monitored monthly targets.
# Sales Target Inbox
### **Module Guide: Sales Target Inbox**
#### **Module Location**
#### CRM > Sales Target > Sales Target Inbox
#### **Module Objective**
#### The **Sales Target Inbox** module functions as the approval center for all **Sales Target** documents that have been submitted. This module is used by managers or leaders who are authorized to review and provide final approval for the set targets before they become the official performance benchmark.
### **1. Main View (Target List)**
#### The main page of this module is an "inbox" that displays all Sales Target documents requiring your action.
#### **View Explanation**
#### This page provides a summary of all sales targets that are awaiting approval.
- #### **Filters**: You can search for a specific target by **Period** or other keywords.
- #### **Request List**: The table below will display all targets awaiting action. The table currently shows "...No Record...".
#### **Column Explanation**
- #### **SalesTargetNumber**: The unique number of the submitted Sales Target document.
- #### **Period**: The time period covered by the target.
- #### **Total Value**: The total value of the submitted target.
- #### **Status**: An icon indicating the current status of the document.
- #### **Approval**: An icon indicating the status of the approval process.
- #### **Approved Date**: The date when the approval was given.
- #### **Requested By**: The name of the user or employee who submitted the target.
#### **Button Functions**
- #### **Approve**: The main action button to approve one or more selected sales targets.
### **2. Approval Process Steps**
#### The following is the standard workflow for an approver.
#### **Step 1: Access the Inbox**
#### Open the **Sales Target Inbox** module to see the list of targets that require approval.
#### **Step 2: Review Target Details**
#### Click on one of the rows in the table to open its detail view. In the detail view, you can check all the details that have been input, such as monthly targets or targets per product.
#### **Step 3: Provide Approval**
#### After you have reviewed and are certain about the submitted target:
1. #### Return to the main **Inbox** page.
2. #### Check the box on the left of one or more target rows you wish to approve.
3. #### Click the **Approve** button located in the bottom-left section of the page to process the approval. 
### **3. Workflow & Integrated Business Process**
#### This module is part of a structured target-setting process.
1. #### **Submission**: A user (e.g., a sales team lead) creates a target in the **Sales Target** module and clicks **Confirm**.
2. #### **Entering the Queue**: The confirmed target automatically enters the queue in this **Sales Target Inbox** module.
3. #### **Review & Approval**: A manager or sales director opens this module, reviews, and provides approval.
4. #### **Target Activation**: After approval, the target becomes active and is officially used as the benchmark in performance comparison reports.
# Sales Stage Target Percentage
### **Module Guide: Sales Stage Target Percentage**
#### **Module Location**
#### CRM > Sales Stage Target Percentage
#### **Module Objective**
#### The **Sales Stage Target Percentage** module functions as a configuration tool to set the target distribution of opportunities across each **sales stage** for individual **salespersons (Account Officers)**. The goal is to ensure each salesperson has a healthy and balanced sales pipeline, preventing opportunities from just piling up in the initial or final stages.
### **1. Main View (Target List)**
#### The main page of this module displays a list of the target settings that have been created for each Account Officer.
#### **View Explanation**
#### This page is for viewing and managing all existing target percentage settings.
- #### **Filter**: You can search for the settings for a specific Account Officer using the search bar.
- #### **Settings List**: The table below displays the Account Officer and a summary of the Sales Stage Target Percentage that has been configured for them.
#### **Button Functions**
- #### **New**: The primary button to create new target percentage settings for an Account Officer.
### **2. Steps to Set the Target Percentage**
#### The following is the workflow for setting a new target percentage.
#### **Step 1: Create New Settings**
#### From the Main View, click the **New** button to open the **New Sales Stage Target** form. 
#### **Step 2: Select the Account Officer**
#### On the form that appears, select the name of the **Account Officer** (salesperson) from the dropdown whose target you want to set. This field is mandatory `(*)`. After selecting, click **Save**.  
#### **Step 3: Fill in the Percentage per Stage**
#### After saving in Step 2, the system will display the next page (not shown in the image) where you can enter the target percentage for each sales stage that exists in the system. Example entry:
- #### Prospecting: 20%
- #### Qualification: 30%
- #### Proposal: 40%
- #### Negotiation: 10%
### **Workflow & Integrated Business Process**
#### The percentage settings you define here will become the benchmark in the **CRM > Target vs Actual Sales Stages** report to compare the actual pipeline composition of each salesperson against their target composition.
### **Tips & Important Notes**
- #### Ensure the total percentage of all sales stages for one Account Officer adds up to **100%**.
- #### This module is a **strategic tool for Sales Managers** to guide their teams in managing the pipeline so it doesn't get stuck in just one stage, thus ensuring a smoother sales flow.
- #### These settings focus on the **distribution of opportunities**, not on their monetary value.
# Closing Sales Period
### **Module Guide: Closing Sales Period**
#### **Module Location**
#### CRM > Closing Sales Period
#### **Module Objective**
#### The **Closing Sales Period** module is an administrative tool used to officially close a sales period within the system. After a period is closed, sales transactions (such as Opportunities or Activities) within that period generally can no longer be created or modified. This process is important for finalizing data for performance reporting and accurate commission calculations
### **1. Main View (Sales Period List)**
#### The main page of this module displays a list of all sales periods that have been defined in the system.
#### **View Explanation**
#### This page is the center for performing the period-closing action.
- #### **Filter**: You can search for a specific period by **Period Code**.
- #### **Period List**: The table below displays all existing sales periods, with the following details:
- #### **Period Code**: The unique code for each sales period (e.g., APRIL 2011-JULI 2011, JAN-DES 2012).
- #### **Start Date**: The start date of the period.
- #### **End Date**: The end date of the period.
- #### **Interval Period**: The duration of the period in a specific unit.
- #### **Period Type**: The type of period, for example, MONTHLY.
#### **Button Functions**
- #### **Close**: The main action button to run the closing process on the selected period.
### **2. Steps to Close a Sales Period**
#### **Step 1: Access the Module and Select a Period**
#### Open the **Closing Sales Period** module. Find the period you want to close from the list, then select that period by clicking the radio button in the leftmost column of the corresponding row. 
#### **Step 2: Run the Closing Process**
#### After the period is selected, click the **Close** button in the bottom-left section of the page to run the closing process. The system will process and lock that period.
#### 
### **Tips & Important Notes**
- #### The period closing process is **final**. After a period is closed, you will most likely no longer be able to create or modify sales transactions within that period.
- #### Before closing a period, ensure all sales transaction data (such as the status of Opportunities and Activities) is **complete and correct**.
- #### This module is generally only accessed by the **CRM Administrator or Sales Manager** who has the authority to perform period closings.
# Manage Warranty
### **Module Guide: Manage Warranty**
#### **Module Location**
#### CRM > Manage Warranty
#### **Module Objective**
#### The **Manage Warranty** module functions as the data center for viewing, searching for, and managing all product warranty information for items that have been sold to customers. This module is used by the customer service team to verify the warranty status of a product when a customer submits a claim or service request.
### **1. Main View (Warranty List)**
#### The main page of this module displays a list of all product warranty records that exist in the system.
#### **View Explanation**
#### This page is the database for all active and expired warranties.
- #### **Filter**: You can search for a specific warranty record using the search bar based on **Document Number** or other details.
- #### **Warranty List**: The table below displays all warranty records that match the filters. The table currently shows "...No Record...".
#### **Column Explanation**
- #### **Document Number**: The reference document number, most likely the sales invoice number that is the basis for the warranty creation.
- #### **Item Code / Item Name**: The code and name of the product that has a warranty.
- #### **Warranty Start Date**: The start date of the warranty period, usually the same as the sales/invoice date.
- #### **Warranty End Date**: The expiration date of the warranty period.
#### **Button Functions**
- #### **Update**: The button to update or change selected warranty data.
### **2. Warranty Management Workflow**
#### **1. Warranty Data Creation (Automatic)**
#### Warranty data is generally **not created manually** in this module. A warranty record is created **automatically** by the system when a product that has a warranty period is sold and its **Sales Invoice** is issued. The invoice date will become the **Warranty Start Date**.
#### **2. Searching for Warranty Data**
#### To check the warranty status of a customer's product:
1. #### Open the **Manage Warranty** module.
2. #### Use the search bar to find the data by **Document Number** (invoice number), **Item Code**, or **Item Name**.
3. #### Click **Search**. The system will display the warranty details, including its expiration date. 
#### **3. Updating Warranty Data**
#### If there is a need to change the data (for example, due to a warranty extension program):
1. #### Search for and find the warranty record to be changed.
2. #### Select that record by checking the box in the leftmost column.
3. #### Click the **Update** button to open the editing form and make the changes.
#### 
### **Tips & Important Notes**
- #### This module is the primary source of information for the **Customer Service team** to validate warranty claims from customers quickly and accurately.
- #### Ensure the **product master data** has been set up with the correct warranty period so that the records automatically created by the system are valid.
- #### The **Warranty End Date** column is the key piece of information for determining whether a customer's product is still under warranty or not.
# Campaign List
### **Module Guide: Campaign List**
#### **Module Location**
#### CRM > Campaign Management > Campaign List
#### **Module Objective**
#### The **Campaign List** module functions as the central hub for planning, budgeting, executing, and monitoring all marketing campaigns or promotional events. This module allows you to define event details, assign responsible persons, and track its budget and actual realized costs.
### **1. Main View (Campaign List)**
#### The main page of this module displays a list of all promotional events or campaigns that have been created.
#### **View Explanation**
#### This page provides a general overview of all ongoing or completed campaigns.
- #### **Filters**: You can search for a specific campaign by **Campaign Code** or a **Date From** and **Date To** range.
- #### **Campaign List**: The table below displays a summary of each campaign. There is one example of a "Festival Food" campaign in Gresik.
#### **Column Explanation**
- #### **Campaign Code**: The unique code for each promotional event.
- #### **Campaign Name**: The name of the promotional event.
- #### **Location**: The location where the event is held.
- #### **Start Date / End Date**: The start and end dates of the event.
- #### **Total Budget**: The total budget allocated for the event.
- #### **Total Expenses**: The total actual costs that have been incurred for the event.
#### **Button Functions**
- #### **New**: The primary button to create new promotional event data.
- #### **Print**: To print the details of a selected event.
- #### **Delete**: To delete a selected event.
### **2. Steps to Create a New Promotional Event**
#### **Step 1: Create a New Campaign**
#### From the Main View, click the **New** button to open the **Add Campaign** form.
#### **Step 2: Fill in Campaign Details**
#### Fill in all the relevant information on the form that appears. Fields marked with `(*)` are mandatory.
- #### **Campaign Name, Description, Start Date, End Date, Location**: Fill in all the basic details about the promotional event.
- #### **Campaign Manager & Campaign Staff**: Assign the manager and staff responsible for the event's execution by clicking **\[+\] Add Person**.
 
- #### **Budget**: Link the campaign with its allocated budget. Click **\[+\] Add Row** to add the **Budget Code** and **Budget Amount** details.
 
#### **Step 3: Save the Campaign**
#### After all details are filled in, click the **Save** button to save the new promotional event data. 
### **Tips & Important Notes**
- #### Use this module for all promotional activities so that their expenses and effectiveness can be tracked centrally.
- #### Monitor the **Total Budget vs. Total Expenses** columns on the main page to ensure event spending does not exceed the budget.
- #### For the **Total Expenses** column to be populated automatically, ensure that all costs related to this promotion are correctly allocated to the corresponding **Campaign Code** in other modules (e.g., when recording a purchase invoice for the venue rental fee).
# Activity History Repot
### **Report Module Guide: Activity History Report**
#### **Module Location**
#### CRM > CRM Report > Activity History Report
#### **Module Objective**
#### The **Activity History Report** module is used to generate a report containing the history or a list of all activities (such as meetings, phone calls, tasks) that have been recorded in the Activity Module. This report is very useful for managers to monitor the productivity of the sales team and for the sales team to review the interactions they have had with customers.
### **1. Report Parameters**
#### The main page of this module is a form containing various parameters to customize the report that will be generated.
#### Here is an explanation for each parameter:
- #### **Criteria**:
- #### Use this dropdown to filter the report by specific criteria, most likely such as per Salesperson, per Customer, or per Activity Type.
- #### **Display**:
- #### Choose the display format you want for the report.
- #### **Report**: Displays the data in a standard list or table format.
- #### **Calendar**: Displays the data in a visual calendar format.
- #### **Location / Status**:
- #### Filter the report by the location or the status of the activities (for example, to only display activities that are "Done" or completed).
- #### **From / To**:
- #### Specify the **From** and **To** date range to define the report's period (e.g., August 1, 2025).
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Select all the parameters you need, especially defining the date range and other criteria to get the specific data you want.
#### **Step 2: Generate the Report**
#### After all parameters are set, click one of the two buttons in the bottom-left section of the page:
- #### **Display Report**: To preview the activity report directly on your screen.
#### 
- #### **Export To MS Excel**: To download the report data in an Excel file format.
#### 
### **Tips & Important Notes**
- #### This report is an excellent tool for **Sales Managers** to monitor the quantity and type of activities performed by each member of their team.
- #### Use the **Calendar** format to get a visualization of the schedule of past activities within a period.
- #### The accuracy of this report is highly dependent on the **Sales team's discipline** in routinely recording all of their activities in the Activity Module.
# Current Sales Stage
### **Report Module Guide: Current Sales Stage**
#### **Module Location**
#### CRM > CRM Report > Current Sales Stage
#### **Module Objective**
#### The **Current Sales Stage** report module is used to generate a report that provides a current overview or snapshot of the sales pipeline. This report displays a list of all existing opportunities and shows which stage each of those opportunities is currently in. This is an important tool for sales forecasting and managing the overall health of the pipeline.
### **1. Report Parameters**
#### The main page of this module is a form containing various parameters to customize the report that will be generated.
#### Here is an explanation for each parameter:
- #### **Account Officer**:
- #### Use this dropdown to filter the report to show the pipeline for all salespeople (**-- All --**) or for a specific selected salesperson.
- #### **Opportunity**:
- #### Use this field to search for and display data for one specific opportunity.
- #### **Status**:
- #### Filter opportunities by their status, for example, to only display those that are still **"Open"**, **"Won"**, or **"Lost"**.
- #### **Change Date**:
- #### Specify a **To** date range to see opportunities whose status changed within that period (e.g., up to August 31, 2025).
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Select all the parameters you need to focus the report. For example, select a specific **Account Officer** and the **"Open" Status** to see all active deals for that salesperson.  
#### **Step 2: Generate the Report**
#### After all parameters are set, click one of the two buttons in the bottom-left section of the page:
- #### **Display Report**: To preview the report directly on your screen.
- #### **Export To MS Excel**: To download the report data in an Excel file format.
### **Tips & Important Notes**
- #### This report is a primary tool for **Sales Managers** to get a quick overview of the entire ongoing sales pipeline.
- #### Use the **Status** filter and select **"Open"** to see all active deals that still have the potential to be won.
- #### The accuracy of this report is highly dependent on the **Sales team's discipline** in updating the **Sales Stage** in the Opportunity Module whenever there is progress.
# Performance Each Account Officer
### **Report Module Guide: Performance Each AO**
#### **Module Location**
#### CRM > CRM Report > Performance Each AO
#### **Module Objective**
#### The **Performance Each AO** (Account Officer) report module is used to generate a report that analyzes the performance of each salesperson. This report summarizes their activities and work results based on the opportunity data they manage. It is an important tool for sales managers to conduct evaluations, provide coaching, and measure team achievements.
### **1. Report Parameters**
#### The main page of this module is a form containing various parameters to customize the performance report that will be generated.
#### Here is an explanation for each parameter:
- #### **Account Officer**:
- #### Select **All** to display the performance report for all salespeople, or select **Selected** to choose one or more specific salespeople to be evaluated.
- #### **Opportunities Created From / To**:
- #### Specify the opportunity creation date range to define the performance evaluation period (e.g., August 1, 2025).
- #### **Sales Stage In**:
- #### Filter the report to only display opportunities that are in a specific sales stage. Select **All** to include all stages.
- #### **Opportunity Status In**:
- #### Filter the report based on the final status of the opportunities. For example, select **"Won"** to see the win-rate, or **"Lost"** to see failed opportunities. Select **All** to include all statuses.
- #### **Display Report**: To preview the performance report directly on your screen. 
- #### **Export To MS Excel**: To download the report data in an Excel file format.
#### 
- #### This report is a primary evaluation tool for **Sales Managers** to objectively assess the performance of each member of their team based on data.
- #### To see how many deals a salesperson won in a specific period, set the date range and filter the **Opportunity Status In** to **"Won"**.
- #### The accuracy of this report is highly dependent on the salesperson's discipline in managing data in the **Opportunity Module**, especially in updating its status to **"Won"** or **"Lost"** when a deal is concluded.
- #### **Filter**: You can search for a specific customer using the **Customer** search bar at the top. You can search by name or a part of the name.
- #### **Customer List**: The table below displays the search results. There is one example of a customer named "Citra Mitra Nusantara Perkasa".
- #### **Customer**: Displays the official name of the customer (debtor).
- #### **Address**: Displays the address of the customer.
- #### **Data Source**: Debtor (Customer) data is not created in this module. The customer master data is created and managed centrally in the **4. Sales > Customer** module.
- #### **Function**: This Debtor Enquiry module functions as an 'address book' or reference list for the Accounts Receivable and Finance teams to view customer data that is relevant to the billing process without having to go into the Sales module.
- #### Use this module to quickly find a customer's address or basic details when sending billing documents or for confirmation purposes.
- #### If you find that any customer data is incorrect or you need to add a new customer, you must do so through the **Sales Module**.
- #### **Customer Filter**: You can search for a specific customer using the **Customer Code** search bar at the top.
- #### **Category Filter**: There is also an **Item Category** filter that allows you to filter customers based on the category of products they purchase (e.g., FINISHED GOOD).
- #### **Customer List**: The table below displays the search results, complete with contact details.
- #### **Customer Code**: The unique code for each customer.
- #### **Customer Name**: The official name of the customer.
- #### **Address**: The address of the customer.
- #### **Phone / Fax**: The customer's phone and fax numbers.
- #### Use the filters at the top to quickly find a customer's contact information or address based on their code or name.
- #### This module is a useful search tool for the **Accounts Receivable (AR) team** to get customer contact information quickly.
- #### The **Item Category** filter can be useful for analyzing the customer base based on the types of products they purchase.
- #### If you need to change or add new customer data, you must do so through the **4. Sales Module**
- #### **Customer**:
- #### Select the customer scope for the report. The **All** option will calculate the average for all customers.
- #### **Date Payment**:
- #### Specify the **From** and **To** date range for payments that will be analyzed. The report will calculate the average age of receivables for payments received within this period (e.g., August 1, 2025, to August 31, 2025).
- #### **Display Report**: To see the report results directly on your screen. 
- #### **Export To MS Excel**: To download the report data in an Excel file format.
#### 
- #### This report is a **Key Performance Indicator (KPI)** for the Finance and Accounts Receivable (AR) teams.
- #### A **lower number** on this report indicates that the company is faster and more efficient in collecting receivables from customers, which has a positive impact on cash flow.
- #### Use this report periodically (e.g., monthly or quarterly) to monitor trends in collection efficiency over time.
- #### **Vendor**:
- #### Select **All** to include Input VAT transactions from all vendors.
- #### Select **Selected** to filter the report to only display data from a specific vendor.
- #### **Date**:
- #### Specify the **Start Date** and **To Date** range to define the tax period to be reported (e.g., August 1, 2025, to August 31, 2025).
- #### **Display Report**: To preview the Tax In report directly on your screen.
#### 
- #### **Export To MS Excel**: To download the report data in an Excel file format.
#### 
- #### This report is the primary data source for the recapitulation of **Input VAT** that can be credited in the Monthly VAT Return.
- #### To ensure the accuracy of this report, make sure all **purchase invoices from vendors** (Purchase Invoices in the Purchasing module) that include VAT have been recorded correctly.
- #### This report is a primary tool for the **Tax and Customs** and **Accounting (AP - Account Payable)** teams.
- #### **Filters**: You can search for a specific letter by **Introduction Number** or a **Date From** and **Date To** range.
- #### **Letter List**: The table below will display all letters that match the filters, with columns such as **Introduction Number**, **Customer**, **Introduction Date**, and **Status**.
- #### **New**: The primary button to create a new Introduction Letter.
- #### **Delete**: To delete a selected letter.
- #### **Print**: To print a selected letter.
- #### **Letter Date**: Select the date of the letter.
#### 
- #### **Customer**: Select the intended customer. The system will likely fill in the **Address** automatically. 
- #### **Contact Person**: Select the contact person at the customer's company who will receive this letter. 
- #### **Save**: To save the letter as a draft. 
- #### **Confirm**: To finalize the letter. 
- #### **Back**: To return to the main page without saving. 
- #### This module is very useful for maintaining a standard of formal communication when first interacting with important customers.
- #### To ensure the letter template can be populated automatically and correctly, make sure the **customer and contact person master data is complete and accurate**.
- #### After a letter is **Confirmed**, you can print it from the main page using the **Print** button to then be signed and sent.
- #### **Filters**: You can search for a specific MOU by **MOU Number**, **Item Category**, **Status**, or a date range (**Date From / Date To**).
- #### **MOU List**: The table below displays a summary of each MOU, with important columns such as **MOU Number**, **Customer Name**, **Regional**, **Target**, **Bank Guarantee**, and **Credit Limit**.
- #### **New**: The primary button to create a new MOU document.
- #### **Delete**: To delete a selected MOU.
- #### **Print**: To print the details of a selected MOU.
- #### **Save**: To save the MOU as a draft. 
- #### **Confirm**: To finalize and send the MOU into the approval workflow. 
- #### **Cancel**: To cancel the entry. 
- #### The MOU that is created and approved here will become the **basis for all transactions** with the related customer.
- #### Ensure all commercial terms such as **Credit Limit** and **Payment Term** are filled in accurately, as the system will likely use this data for automatic transaction validation.
- #### An MOU that has been **Confirmed** will likely go to an **MOU Inbox** for further approval by management.
- #### **Filters**: You can search for a specific order by **Sales Order Number**, **Item Category**, **Is Active**, or a date range.
- #### **Order List**: The table below will display all orders that match the filters, with columns such as **Sales Order Number**, **Customer**, **SO Date**, and **Sales Order Status**.
- #### **New**: The primary button to create a new Consignment Sales Order.
- #### **Print**: To print the details of a selected order.
- #### **Change Status**: To change the status of a selected order.
- #### **SO Date & Estimated Date**: Enter the date the order is created and the estimated shipping date.
- #### **Customer**: Select the customer (consignee) who will receive the consigned goods. 
1. #### Click the **\[+\] Multiple Item \[-\]** link to add an item row. 
2. #### Select the product from the **List of Item** that appears.
3. #### Return to the main form and fill in the **Qty** (quantity) column for each item that will be shipped on consignment.
4. #### Note that on this form there is **no price information**, as this is not a sales transaction.
- #### **Save**: To save the document as a draft. 
- #### **Confirm**: To finalize the document and send it to the next workflow (e.g., approval or directly to the warehouse). 
- #### **Cancel**: To cancel the entry. 
- #### A **Consignment Sales Order does not create receivables or revenue**. Its purpose is purely to record the movement of stock to a customer's location.
- #### This document will become the basis for the warehouse department to ship the consigned goods to the customer.
- #### The actual sale and the billing process will be recorded in a subsequent module (for example, a **Consignment Sales Report**) after the customer reports that they have successfully sold the goods.
- #### **Customer**:
- #### Select the customer scope. The **All** option is likely used if your CSV file contains data from many customers.
- #### **File**:
- #### Use the **Choose File** button to find and select the CSV file from your computer that contains the forecast data.
- #### **Date** (Forecast date)
- #### **CustomerID** (Customer Code)
- #### **itemcode** (Product Code)
- #### **qty** (Forecast quantity amount)
- #### Upload failures are most often caused by an **incorrect CSV file format**. Ensure the column names and their order are an exact match.
- #### Successfully uploaded data will likely go to the **Sales Forecast Inbox** first for an approval process before it becomes official forecast data.
- #### This module is very efficient for importing forecast data that is received routinely from external parties like distributors
- #### **Filters**: You can search for a specific invoice by **Invoice Number**, **Item Category**, or a date range (**Date From / Date To**).
- #### **Invoice List**: The table below will display all invoices that match the filters, with columns such as **Invoice Number**, **Invoice Date**, **Due Date**, **Customer Name**, and **Payment Status**.
- #### **New Sales Invoice**: The primary button to create a new Direct Selling invoice/receipt.
1. #### The system will automatically pull all the item, quantity, and price details from the selected Sales Order(s) and populate them into the detail table at the bottom.
2. #### Double-check that important dates like the **Invoice Date** and **Due Date** are correct.
- #### This module is the billing stage after the goods have been shipped via the **Direct Selling Delivery Order**.
- #### A receipt or invoice that has been finalized here will automatically create a receivable record in the **Accounts Receivable Module**.
- #### To ensure the billing matches the order and shipment, always create the receipt/invoice based on a valid **Sales Order Number**.
- #### This document is the basis for on-field collection by the direct sales team and for the settlement process in the next module
- #### **Shipment Date**: Specify the production date range in the **From** and **To** fields to see the production results for that period. **Note**: Although labeled "Shipment Date" (`Tanggal Pengiriman`), the context is likely the production completion date.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Define the **Date** range you wish to review.
#### **Step 2: Generate the Report**
#### After the parameters are set, click one of the two buttons at the bottom:
- #### **\[Display Report\]**: To preview the production output report directly on your screen.
- #### **\[Export to MS Excel\]**: To download the report data in an Excel file format.
### **3. Reading the Report (Report Content)**
#### The generated report is a summary list of all production outputs that match your filters.
#### **Key Column Explanation**
- #### **Date, Line, Plant**: Groups the production results by time and location.
- #### **Item Code & Item/Service Name**: The finished product that was produced.
- #### **Total Production Output**: The actual quantity of finished goods completed (in standard units, e.g., Pcs, Cartons).
- #### **Total Tonnage**: The quantity of production output in a unit of weight (e.g., Kg, Ton).
- #### **Summary**: The top of the report displays the overall total output and tonnage for the selected period.
#### **Report Features**: This report is interactive, allowing for searching or exporting data to other formats.
### **Tips & Important Notes**
- #### This report is a recapitulation of the actual results data recorded in the **Work Order Transaction** module.
- #### Use this report to monitor the daily/weekly/monthly output from the production floor.
- #### This is an important operational performance report for **Production Managers, Production Supervisors, and PPIC**.
# Premium Formula
### **Module Guide: Premium Formula (Labor Premium Formula)**
#### **Module Location**
#### Production > Direct Labor Cost > Premium Formula
#### **Module Objective**
#### The **Premium Formula** module serves as the master data hub for creating and managing formulas or rules for calculating production-related labor premiums. This premium can be an additional incentive given based on production output or other factors, and the formula created here will be used to automatically calculate the cost of that premium.
### **1. Main View (Premium List)**
#### The main page of this module displays a list of all defined premium formulas.
#### **View Explanation**
- #### **View**: This page is a list of all premium rules. You can see the **Premium Code, Premium Name, Premium Formula** (likely the calculation formula), and in which section/workgroup the premium applies (**Use On (Section - WorkGroup)**).
- #### **Action Buttons**:
- #### **\[Add Premium\]**: The primary button to create a new premium formula.
- #### **\[Delete Premium\]**: To delete a selected premium formula.
### **2. Steps to Create a New Premium Formula**
#### **Step 1: Create a New Premium**
#### From the Main View, click the **\[Add Premium\]** button to open the **Add Premium** form.
#### **Step 2: Fill in Premium Details**
- #### Enter a unique and descriptive **Premium Code** and **Premium Name**.
- #### In the **Formula** column, define the premium calculation formula or rule (e.g., based on output quantity, efficiency, etc.).
- #### Use the **All Section WorkGroups** and **Selected Section WorkGroup** boxes to determine which workgroups or sections are entitled to this premium.
#### **Step 3: Save**
#### After all data is filled in, click the **\[Add\]** button to save the new premium formula.
#### **Workflow & Integrated Business Process**
- #### The premium formula you create here will be used by the system when calculating the direct labor cost to be charged to the Production Work Order.
- #### This calculation will likely become part of the total **Cost of Goods Manufactured (COGM)**.
### **Tips & Important Notes**
- #### This is an important **cost accounting tool** to ensure all labor cost components (including incentives) are recorded correctly.
- #### Ensure the **Formula** entered is accurate according to the company's incentive policy.
- #### This is an important module for the **Cost Accounting** and **HRD** teams (related to compensation policies).
# Worker Attendance
### **Module Guide: Worker Attendance**
#### **Module Location**
#### Production > Direct Labor Cost > Worker Attendance
#### **Module Objective**
#### The **Worker Attendance** module is used to record and manage the daily attendance data of production workers. This module is an important step for tracking actual work hours, which will later be used as the basis for calculating **direct labor costs** and their allocation to Work Orders or cost centers.
### **1. Main View (Attendance List)**
#### The main page of this module displays a list of attendance recording documents that have been created, possibly grouped by date.
#### **View Explanation**
- #### **View**: This page is a history of all daily attendance records.
- #### **Filters**: You can search for attendance records by a **Date** range.
- #### **Action Buttons**:
- #### **\[Add\]**: The primary button to create a new attendance record for a single day.
- #### **\[Print Document\]**: To print an attendance report.
### **2. Steps to Record Attendance**
#### **Step 1: Create a New Record**
#### From the Main View, click the **\[Add\]** button to open the attendance recording form.
#### **Step 2: Define the Date**
#### On the form that appears, select the attendance **Date** you are going to record.
#### **Step 3: Record Employee Attendance**
1. #### The system will display a list of **Employee Names** along with their **Section** and **Work Group**.
2. #### Check the box to the left of each employee's name who is present on that date and shift. (Or, there might be a column to input actual work hours).
#### **Step 4: Save**
#### After all present employees have been marked, click the **\[Save\]** button to save the attendance record for that day.
#### **Workflow & Integrated Business Process**
- #### The attendance data recorded here (number of employees present or total work hours) will become an important input for calculating the direct labor cost per Work Order or per department.
- #### This data can also be used by HRD for payroll purposes.
### **Tips & Important Notes**
- #### Ensure attendance data is recorded accurately every day or every shift.
- #### This is an important daily work tool for **Production Supervisors or Production Admins**.
# Direct Labor Cost Calculation
### **Module Guide: Direct Labor Cost Calculation**
#### **Module Location**
#### Production > Direct Labor Cost > Direct Labor Cost Calculation
#### **Module Objective**
#### The **Direct Labor Cost Calculation** module is used to calculate the total **direct labor cost** incurred in a specific period, based on worker attendance data and applicable premium formulas. This calculation result can then be posted as an accounting journal to charge the labor cost to the cost of production (for example, to a WIP or COGS account).
### **1. Main View (Calculation List)**
#### The main page of this module displays a list of all labor cost calculation documents that have been created.
#### **View Explanation**
- #### **View**: This page is a history of all labor cost calculations. You can see the **Transaction Code, Transaction Date, Total Cost Amount**, and the **Posted** status (whether it has been journalized).
- #### **Filters**: You can search for a specific document by **Transaction Code** or a **Date** range.
- #### **Action Buttons**:
- #### **\[New Transaction\]**: The primary button to start a new calculation process.
- #### **\[Posting\]**: The crucial button to create an accounting journal from the selected calculation.
- #### **\[Print Document\]**: To print the calculation details.
### **2. Steps to Perform a Cost Calculation**
#### **Step 1: Create a New Calculation Document**
#### From the Main View, click the **\[New Transaction\]** button to open the **Add Transaction** form.
#### **Step 2: Define the Period**
#### On the form that appears, define the calculation period by filling in the **Start Date** and **End Date**. Click **\[Next >>\]**.
#### **Step 3: Calculation Process (Automatic)**
#### After you define the period, the system will automatically pull attendance data from the **Worker Attendance** module and premium data from the **Premium Formula** module to calculate the total direct labor cost for that period. The result will appear as a new row in the Main View with the **Posted** status still empty.
#### **Step 4: Review the Result**
#### Return to the Main View and review the calculation row that was just created. Check the value in the **Amount** column to ensure the result is reasonable.
#### **Step 5: Post to Journal**
1. #### Select the correct calculation row by checking the box on the left.
2. #### Click the **\[Posting\]** button. The system will automatically create an accounting journal to charge this labor cost (e.g., **Debit to Work in Process - Labor** and **Credit to Salaries Payable**).
3. #### The **Posted** status for that row will be updated.
### **Tips & Important Notes**
- #### This is an important monthly **cost accounting process** for charging labor costs to production.
- #### The calculation's accuracy is highly dependent on the accurate attendance data in the **Worker Attendance** module.
- #### Ensure this process is done before running the **monthly book-closing** process.
- #### This module is a crucial work tool for a **Cost Accountant**.
# Direct Labor Cost Allocation
### **Module Guide: Direct Labor Cost Allocation**
#### **Module Location**
#### PPIC > Direct Labor Cost > Direct Labor Cost Allocation
#### **Module Objective**
#### The **Direct Labor Cost Allocation** module is used to distribute or allocate the total **direct labor cost** (which has been previously calculated) to specific production activities. This process charges labor costs to specific batches or jobs, typically represented by **Section Transfer Forms (STF)**, so that the labor cost becomes part of the **Work-in-Process (WIP)** value.
### **1. Main View (Allocation List)**
#### The main page of this module displays a list of all labor cost allocation documents that have been created.
#### **View Explanation**
- #### **View**: This page is a history of all labor cost allocation processes. You can see the **Journal Code, Transaction Date, Allocated COGS** (Amount allocated), and **Allocation Type**.
- #### **Action Buttons**:
- #### **\[Allocate Cost\]**: The primary button to start a new cost allocation process.
### **2. Steps to Perform Cost Allocation**
#### **Step 1: Create a New Allocation Document**
#### From the Main View, click the **\[Allocate Cost\]** button to open the **Add Allocation** form.
#### **Step 2: Define the Period and Cost Source**
- #### On the form that appears, define the time period (**SOF Period to Finish Date**) for the production activities whose costs will be allocated.
- #### The system will display a list of **Section Transfer Forms (STF)** that were completed in that period. These are the "cost objects" or the destination of the cost allocation.
- #### The system will also display the total labor cost that needs to be allocated (based on the calculation from the **Direct Labor Cost Calculation** module for the same period).
#### **Step 3: Define Allocation Method and Amount (Important!)**
- #### For each relevant STF, define how the cost will be allocated. You can fill in the **Allocation Percentage** column or directly fill in the **Allocated Amount (IDR)**.
- #### Ensure the total cost allocated to all STFs equals the total labor cost available for allocation.
#### **Step 4: Confirm the Allocation**
#### After all percentages or allocation amounts are filled in, click the save/confirm button (not visible). This action will create a journal entry to move the labor cost to the WIP account associated with that STF.
### **Tips & Important Notes**
- #### This is a crucial step in manufacturing cost accounting for charging labor costs to the correct products.
- #### This process is usually performed at the **end of the month** after the total labor cost for the period has been calculated.
- #### The accuracy of this allocation affects the final WIP and COGM values.
- #### This module is a crucial work tool for a **Cost Accountant**.
# Quality Control Module
# QC Check List
### **Module Guide: QC Check List**
#### **Module Location**
#### Quality Control > QC Check List
#### **Module Objective**
#### The **QC Check List** module functions as an "inbox" or task list for the Quality Control (QC) team. This module displays all items or production batches that have reached a quality inspection point and are awaiting inspection or validation by QC personnel.
### **1. Main View (QC Queue List)**
#### The main page of this module is a list of all items or batches that require quality inspection.
#### **View Explanation & Filter**
- #### **View**: This page is the monitoring center for items awaiting QC. You can see the **Document Number** (likely a reference from production/receipt), **Work Order No.** (SPK) (if from production), **Item/Service Code**, and the current **QC Status**.
- #### **Filters**: You can search for a specific document by **Document Number** or a **Date** range.
- #### **Key Columns**:
- #### **QC Status**: Shows the current inspection status (e.g., 'Waiting', 'Pass', 'Reject').
- #### **isControlled**: Likely indicates whether the inspection has been performed or not.
- #### **Action Buttons**:
- #### **\[Control\]**: The primary button to select an item/batch from the list and begin the inspection process or input QC results.
### **2. Steps for the Quality Inspection Process**
1. #### **Access the List**: QC personnel open this module to see their worklist.
2. #### **Select an Item**: Find and select an item or batch from the list to be inspected.
3. #### **Begin Inspection**: Click the **\[Control\]** button. This will likely open a separate form or screen where QC personnel can enter measurements, quality parameters, and provide a final status (Pass/Reject).
4. #### **Complete Inspection**: After the QC results are input and saved on the detail screen (not shown), the item's status on this list will be updated.
### **3. Workflow & Integrated Business Process**
- #### **Trigger**: Items appear on this list after a previous process is completed (e.g., receipt of raw materials from a vendor or completion of a production batch).
- #### **Result**: The QC result entered after pressing the `[Control]` button will determine the next step:
- #### **Pass**: The stock will be released (e.g., from 'Quarantine' status to 'Available') and can be used/shipped.
- #### **Reject**: The stock will remain in 'Quarantine' or 'Rejected' status and will require further handling (e.g., rework, return to vendor, or disposal).
### **Tips & Important Notes**
- #### This module is a crucial daily work tool for the **Quality Control (QC) and Quality Assurance (QA)** teams.
- #### Timely and accurate inspection here is essential for maintaining product quality and compliance with standards.
# QC Proses
### **Module Guide: QC Process Execution**
#### **Module Location**
#### Quality Control > QC Process
#### **Module Objective**
#### The **QC Process** module is the transactional module where QC personnel record the results of the quality inspections they have performed. After selecting an item or batch from the **QC Check List**, the user is directed to this module to enter the inspection results (Pass/Fail) and other details.
### **1. Main View (QC Process List)**
#### The main page of this module displays a list of all QC process documents that have been created.
#### **View Explanation**
- #### **View**: This page is a history of all QC inspection activities that have been recorded. You can see the **QC Number**, **Work Order No. (SPK)** (if from production), **QC Date**, **QC Result**, and **QC Status**.
- #### **Filters**: You can search for a specific QC document by number or **Date** range.
- #### **Action Buttons**:
- #### **\[New\]**: The primary button to create a new QC process document. However, the common workflow is to start from the **QC Check List** module and press the **\[Control\]** button.
### **2. Steps to Record QC Results**
#### **Step 1: Start from the QC Check List**
#### Open the **QC Check List** module, select the item/batch to be inspected, then click the **\[Control\]** button. This will open the **Item/Service Inspection** form in the QC Process module.
#### **Step 2: Fill in Inspection Details**
- #### **Transaction No.**: Search for and select the transaction reference number (e.g., the goods receipt number or the production STF number) that is being inspected.
- #### **QC Date**: The date the inspection was performed.
- #### **Tested By**: Select the name of the QC personnel who performed the inspection.
- #### **QC Result**: **Important!** Select the inspection result: **Fail** or **Pass**.
#### **Step 3: Confirm the Result**
#### After all data is filled in, click the **\[Confirm\]** button to save the QC inspection result.
#### **Workflow & Integrated Business Process**
- #### **Impact**: Confirming the QC result here will:
1. #### Update the **QC Status** on the related document (e.g., Goods Receipt or Work Order).
2. #### Update the inventory stock status:
- #### **If Pass**: The stock is released from 'Quarantine' status to **'Available'**.
- #### **If Fail**: The stock remains in 'Quarantine' or **'Rejected'** status.
### **Tips & Important Notes**
- #### This module is the **point of record for quality decisions**. Ensure the result (Pass/Fail) is input correctly.
- #### Accurate and timely recording of QC results is crucial for the smoothness of the next workflow (production, shipment) and for maintaining product quality.
- #### This is a daily work module for **QC Inspectors**.
# QC Process Inbox
### **Module Guide: QC Process Inbox**
#### **Module Location**
#### Quality Control > QC Process > QC Process Inbox
#### **Module Objective**
#### The **QC Process Inbox** module serves as the approval center for all **QC Process** documents that have recorded an inspection result (Pass/Fail). This is the final verification step where a manager must review and provide approval of the QC results before the item's status is officially updated in the inventory system.
### **1. Main View (QC Process List)**
#### The main page of this module is an "inbox" that displays all QC result documents requiring your action.
#### **View Explanation**
#### This page provides a summary of all QC results that are awaiting approval.
- #### **Filters**: You can search for a specific document by **QC Number** or a **Date** range.
- #### **Document List**: The table below will display all documents awaiting action, with columns such as **QC Number**, **Work Order No. (SPK)** (if relevant), **QC Date**, **QC Result**, and **Document Approval**.
- #### **Action Buttons**:
- #### **\[Accept\]**: The primary button to approve the recorded QC results.
### **2. Approval Process Steps**
#### The following is the standard workflow for an approver.
#### **Step 1: Access the Inbox**
#### Open the **QC Process Inbox** module to see the list of QC results that require approval.
#### **Step 2: Review the QC Result Details**
#### Click on one of the rows in the table to open the detail view of the QC process document. In the detail page, you can check the **QC Result (Pass/Fail)** recorded by the inspector, the transaction reference, and the inspector's name.
#### **Step 3: Provide Approval**
#### After you review the result details in Step 2, return to the main list page, check the box on the left of the relevant row, and then click the **\[Accept\]** button.
### **3. Workflow & Integrated Business Process**
1. #### A QC result (Pass/Fail) is recorded in the **QC Process** module.
2. #### The result document automatically enters the queue in this **Inbox**.
3. #### A manager (e.g., a QA/QC Manager) reviews and approves it by clicking **\[Accept\]**.
4. #### After approval, the item's stock status is **finally updated** (e.g., to 'Available' if Passed, or remains 'Quarantine' if Failed).
### **Tips & Important Notes**
- #### The approval here is the **final validation** of the quality decision made by the inspector.
- #### This is an important control step before the goods can be used, sold, or handled further according to the QC results.
- #### This module is typically accessed by a **QC/QA Supervisor or QA/QC Manager**.
# Incoming Goods Inspection
### **Module Guide: Incoming Goods Inspection**
#### **Module Location**
#### Quality Control > Incoming Goods Inspection
#### **Module Objective**
#### The **Incoming Goods Inspection** module serves as the starting point and a dedicated task list for the quality control (QC) process on goods received from external suppliers. This module displays a list of goods receipts that require QC inspection and is used to initiate the inspection process.
### **1. Main View (Check List)**
#### The main page of this module displays a list of all goods receipt documents that are awaiting or have gone through the quality check process.
#### **View Explanation**
- #### **View**: This page is the queue for incoming goods QC. You can see the **QC No.**, the reference **Goods Receipt Number, QC Date,** and **QC Result**.
- #### **Filters**: You can search for a specific document by **QC No.** or a **Date** range.
- #### **Action Buttons**:
- #### **\[New\]**: The primary button to start a new inspection process for a goods receipt document.
- #### **\[Print\]**: To print the inspection details.
### **2. Steps to Start an Incoming Goods Inspection**
#### **Step 1: Create a New Inspection Document**
#### From the Main View, click the **\[New\]** button to open the **Add Inspection** form.
#### **Step 2: Select the Receipt Document**
#### On the form that appears, in the **Document** column, search for and select the **Goods Receipt Note (GRN) Number** whose goods you will inspect the quality of.
#### **Step 3: Continue to the Inspection Process**
#### After selecting the receipt document, click the **\[Next\]** button. You will be directed to the **QC Process** module (as documented previously) where you can input the inspection results (Pass/Fail) for the items in that receipt.
#### **Workflow & Integrated Business Process**
- #### **Trigger**: The need for an incoming goods inspection is usually triggered when a Goods Receipt document is created.
- #### **Process**: This module is used to select the GRN to be inspected, which then directs the user to the **QC Process** module for result input.
- #### **Result**: The recorded QC result (Pass/Fail) will determine if the received goods can be released from 'Quarantine' status to 'Available' stock.
### **Tips & Important Notes**
- #### This module is the crucial first step in ensuring the quality of raw materials or goods purchased from suppliers before they are used or sold.
- #### This is an important daily work tool for the **Incoming QC** team.
# Incoming Goods Inspection Inbox
### **Module Guide: Incoming Goods Inspection Inbox (Incoming Inspection Approval)**
#### **Module Location**
#### Quality Control > Incoming Goods Inspection > Incoming Goods Inspection Inbox
#### **Module Objective**
#### The **Incoming Goods Inspection Inbox** module serves as the approval center for all **Incoming Goods Inspection** documents. After the QC inspection results for goods received from suppliers are recorded, the document must be reviewed and approved here by an authorized manager before the quality status of the goods is officially updated.
### **1. Main View (Inspection List)**
#### The main page of this module is an "inbox" that displays all incoming goods inspection documents requiring your action.
#### **View Explanation**
#### This page provides a summary of all inspections that are awaiting approval.
- #### **Filters**: You can search for a specific document by **QC No.** or a **Date** range.
- #### **Document List**: The table below will display all documents awaiting action, with columns such as **QC No.**, the reference **Goods Receipt Number, QC Date, QC Result,** and **Approved Status**.
- #### **Action Buttons**:
- #### **\[Mass Approve\]**: A button to approve multiple inspection documents at once from the list.
### **2. Approval Process Steps**
#### The following is the standard workflow for an approver.
#### **Step 1: Access the Inbox**
#### Open the **Incoming Goods Inspection Inbox** module to see the list of inspections that require approval.
#### **Step 2: Review the Inspection Details**
#### Click on one of the rows in the table to open the detail view of the inspection document. In the detail page, you can check the inspection results (Pass/Fail) recorded by the QC inspector.
#### **Step 3: Provide Approval**
- #### **Individual**: After reviewing the details, find the approval button (e.g., "Approve") **within that detail page**.
- #### **Bulk**: If you are certain of several results, return to the main list page, check the box on the left of the relevant rows, and then click the **\[Mass Approve\]** button.
### **3. Workflow & Integrated Business Process**
1. #### An incoming goods QC result (Pass/Fail) is recorded in the **QC Process** module (which is accessed via Incoming Goods Inspection).
2. #### The result document automatically enters the queue in this **Inbox**.
3. #### A manager (e.g., a QA/QC Manager) reviews and approves it.
4. #### After approval, the item's stock status is **finally updated** (e.g., released from quarantine if Passed).
### **Tips & Important Notes**
- #### The approval here is the **final validation** of the quality decision made for goods received from suppliers.
- #### The **\[Mass Approve\]** button is very useful for speeding up the process if there are many receipts that need to be approved.
- #### This module is typically accessed by a **QC/QA Supervisor or QA/QC Manager**.
# Outgoing Goods Inspection
### **Module Guide: Outgoing Goods Inspection**
#### **Module Location**
#### Quality Control > Outgoing Goods Inspection
#### **Module Objective**
#### The **Outgoing Goods Inspection** module serves as the starting point and a dedicated task list for the quality control (QC) process on **finished goods** that are about to be shipped to customers. This module displays a list of Delivery Orders or shipments that require a final QC inspection before the goods leave the warehouse.
### **1. Main View (Check List)**
#### The main page of this module displays a list of all goods shipment documents that are awaiting or have gone through the outgoing quality check process.
#### **View Explanation**
- #### **View**: This page is the queue for outgoing goods QC. You can see the **QC No.**, the reference **Delivery Order Number, QC Date,** and **QC Result**.
- #### **Filters**: You can search for a specific document by **QC No.** or a **Date** range.
- #### **Action Buttons**:
- #### **\[New\]**: The primary button to start a new inspection process for a Delivery Order document.
- #### **\[Print\]**: To print the inspection details.
### **2. Steps to Start an Outgoing Goods Inspection**
#### **Step 1: Create a New Inspection Document**
#### From the Main View, click the **\[New\]** button to open the **Add Inspection** form.
#### **Step 2: Select the Delivery Order Document**
#### On the form that appears, in the **Document** column, search for and select the **Delivery Order (DO) Number** whose goods you will inspect the quality of before shipment.
#### **Step 3: Continue to the Inspection Process**
#### After selecting the Delivery Order document, click the **\[Next\]** button. You will be directed to the **QC Process** module (as documented previously) where you can input the inspection results (Pass/Fail) for the items in that shipment.
#### **Workflow & Integrated Business Process**
- #### **Trigger**: The need for an outgoing goods inspection is usually triggered when a Delivery Order document is created and the goods are prepared for shipment.
- #### **Process**: This module is used to select the Delivery Order to be inspected, which then directs the user to the **QC Process** module for result input.
- #### **Result**: The recorded QC result (Pass/Fail) will determine if the goods are **allowed to be shipped** to the customer or must be held/reworked.
### **Tips & Important Notes**
- #### This is the crucial **final check** step before the product reaches the customer's hands.
- #### This process ensures that only products meeting quality standards are shipped.
- #### This is an important daily work tool for the **Outgoing QC or Final QC** team.
# Outgoing Goods Inspection Inbox
### **Module Guide: Outgoing Goods Inspection Inbox (Outgoing Inspection Approval)**
#### **Module Location**
#### Quality Control > Outgoing Goods Inspection > Outgoing Goods Inspection Inbox
#### **Module Objective**
#### The **Outgoing Goods Inspection Inbox** module serves as the approval center for all **Outgoing Goods Inspection** documents. After the QC inspection results for finished goods that are to be shipped are recorded, the document must be reviewed and approved here by an authorized manager before the goods' quality status is officially updated and the goods are cleared for shipment.
### **1. Main View (Inspection List)**
#### The main page of this module is an "inbox" that displays all outgoing goods inspection documents requiring your action.
#### **View Explanation**
#### This page provides a summary of all inspections that are awaiting approval.
- #### **Filters**: You can search for a specific document by **QC No.** or a **Date** range.
- #### **Document List**: The table below will display all documents awaiting action, with columns such as **QC No.**, the reference **Delivery Order Number, QC Date, QC Result,** and **Approved Status**.
- #### **Action Buttons**:
- #### **\[Mass Approve\]**: A button to approve multiple inspection documents at once from the list.
### **2. Approval Process Steps**
#### The following is the standard workflow for an approver.
#### **Step 1: Access the Inbox**
#### Open the **Outgoing Goods Inspection Inbox** module to see the list of inspections that require approval.
#### **Step 2: Review the Inspection Details**
#### Click on one of the rows in the table to open the detail view of the inspection document. In the detail page, you can check the inspection results (Pass/Fail) recorded by the QC inspector.
#### **Step 3: Provide Approval**
- #### **Individual**: After reviewing the details, find the approval button (e.g., "Approve") **within that detail page**.
- #### **Bulk**: If you are certain of several results, return to the main list page, check the box on the left of the relevant rows, and then click the **\[Mass Approve\]** button.
### **3. Workflow & Integrated Business Process**
1. #### An outgoing goods QC result (Pass/Fail) is recorded in the **QC Process** module (which is accessed via Outgoing Goods Inspection).
2. #### The result document automatically enters the queue in this **Inbox**.
3. #### A manager (e.g., a QA/QC Manager) reviews and approves it.
4. #### After approval, the item's status is **finally updated** (e.g., cleared for shipment if Passed).
### **Tips & Important Notes**
- #### The approval here is the **final validation** of the quality decision for finished goods before they are sent to the customer.
- #### The **\[Mass Approve\]** button is very useful for speeding up the process if there are many shipments whose QC results need to be approved.
- #### This module is typically accessed by a **QC/QA Supervisor or QA/QC Manager**.
# QC Process Inspection
### **Report Module Guide: QC Process Inspection Report**
#### **Module Location**
#### Quality Control > Reports > QC Process Inspection
#### **Module Objective**
#### The **QC Process Inspection Report** module is used to generate a **summary report** of all quality control (QC) inspection results that have been performed within a specific time period. This report provides a general overview of the number of batches or items inspected, as well as a summary of the inspection results (Pass/Fail).
### **1. Report Parameters (Filter)**
#### The main page of this module is a simple form for defining the report period.
- #### **Date**: Specify the date range in the **From** and **To** fields to see the summary of QC results for that period.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Define the **Date** range you wish to review.
#### **Step 2: Generate the Report**
#### After the parameters are set, click one of the two buttons at the bottom:
- #### **\[Display Report\]**: To preview the summary report directly on your screen.
- #### **\[Export to MS Excel\]**: To download the report data in an Excel file format.
### **3. Reading the Report (Report Content)**
#### The generated report is a summary of quality inspection results for the selected period, often called **Inventory Inspection Results Data**.
#### **Key Column Explanation**
- #### **Detail Table**: Displays a list of inspected items (**Item/Service Name**) along with the **Amount (Batch)**. For each item, the report details the inspection results:
- #### **Existing Product Inspection Results**: QC results for existing products.
- #### **WIT Product Inspection Results**: QC results for new or in-development products.
- #### The columns below (**Passed, Discussion, Failed, Released, Rejected**) show the batch count or quantity for each result status.
- #### **Remarks Section**: Below the table, there is a summary of the total number of batches that **Passed, Failed,** and are **Under Discussion**.
### **Tips & Important Notes**
- #### This report provides a general overview of the **pass and fail rates** during the QC process.
- #### Use this report to monitor overall quality trends and identify areas that require attention.
- #### This is an important summary report for the **QA/QC Manager** for evaluating quality performance.
- #### This report summarizes the data recorded in the **QC Process** module.
# Monthly Production Quality Report
### **Report Module Guide: Monthly Production Quality Report**
#### **Module Location**
#### Quality Control > Reports > Monthly Production Quality Report
#### **Module Objective**
#### The **Monthly Production Quality Report** module is used to generate a monthly summary report that evaluates quality performance across various areas, including production. This report categorizes quality inspection results to provide an overview of the success rate and failure rate.
### **1. Report Parameters (Filter)**
#### The main page of this module is a form containing various parameters to customize the report that will be generated.
#### Here is an explanation for each parameter:
- #### **Start Date / End Date**: Define the monthly period for the report you wish to see.
- #### **Item/Service Category Type**: Filter the report by main item category.
- #### **Type**: Select the inspection type or area to be reported.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Define the monthly period and other relevant filters.
#### **Step 2: Generate the Report**
#### After all parameters are set, click one of the two buttons at the bottom:
- #### **\[Display Report\]**: To preview the monthly quality report directly on your screen.
- #### **\[Export to MS Excel\]**: To download the report data in an Excel file format.
### **3. Reading the Report (Report Content)**
#### The generated report is a summary of quality performance, structured by category.
#### **Structure & Key Column Explanation**
- #### **Structure**: This report is divided into several main sections such as INVENTORY, SERVICE, EXPORT, BISCUIT, WAFER, FINISH GOOD, etc. Each section details the sub-categories or inspection areas.
- #### **Key Columns**:
- #### **Successful Value %**: Shows the percentage of success or passes in the quality inspection for that category.
- #### **Failure Value %**: Shows the percentage of failures or rejections in the quality inspection.
### **Tips & Important Notes**
- #### Use this report to get a **high-level view** of which areas have good or poor quality performance.
- #### Use this report for **monthly evaluation** and as a basis for further investigation into areas with a high **Failure Value %**.
- #### This is an important summary report for **QA/QC Management and Plant Management**.
# Analysis Module
# CAPA Setting
### **Module Guide: CAPA Setting**
#### **Module Location**
#### Analysis > Document > CAPA (Based on the image breadcrumb) or Analysis > CAPA > CAPA Setting (Based on your request)
#### **Module Objective**
#### The **CAPA Setting** module serves as a configuration center for setting up basic parameters related to CAPA documents. Most likely, this module is used to define the pattern or numbering format for CAPA documents and link them to data sources or external APIs for further processing or integration.
### **1. Main View (CAPA Setting List)**
#### The main page of this module displays a list of all CAPA settings or configurations that have been created.
#### **View Explanation & Key Columns**
- #### **View**: This page is a list of all CAPA pattern configurations.
- #### **Key Columns**:
- #### **Pattern**: The code or numbering format for the CAPA document type (e.g., CAPASTF).
- #### **kode (code)**: A unique code for this setting.
- #### **API**: The URL of the Application Programming Interface (API) that might be used to retrieve data or process CAPA documents corresponding to this pattern.
- #### **isaktif (is active)**: The active status of this setting (0 = inactive, 1 = active).
#### **Button Functions**
#### The buttons at the top (Edit, Copy, CSV, Excel, PDF, Print) are used to manage the existing setting data, such as modifying, copying, or exporting it.
### **Tips & Important Notes**
- #### This is a **technical setup module** that is typically managed by a **System Administrator or the IT team**.
- #### The settings here will affect how CAPA documents are created, processed, or integrated with other systems.
- #### The API column indicates a potential integration with an external system for the CAPA process.
# CAPA Inbox
### **Module Guide: CAPA Inbox**
#### **Module Location**
#### Analysis > CAPA > CAPA Inbox
#### **Module Objective**
#### The **CAPA Inbox** module serves as the approval center for all **CAPA (Corrective Action Preventive Action)** documents that have been created and submitted via the **CAPA Entry** module. Every corrective and preventive action plan must be reviewed and approved here by an authorized manager before it can be implemented.
### **1. Main View (CAPA Document List)**
#### The main page of this module is an "inbox" that displays all CAPA documents requiring your action.
#### **View Explanation**
#### This page provides a summary of all CAPA documents that are awaiting approval.
- #### **Filters**: You can search for a specific document by **Document Number** or a **Date** range.
- #### **Document List**: The table below will display all documents awaiting action, with columns such as **Document Number, Date, Status,** and **Approval**.
### **2. Approval Process Steps**
#### The following is the standard workflow for an approver.
#### **Step 1: Access the Inbox**
#### Open the **CAPA Inbox** module to see the list of CAPAs that require approval.
#### **Step 2: Review the CAPA Details**
#### Click on one of the rows in the table to open the detail view of that CAPA document. In the detail page, you can check all the information, including the problem description, root cause analysis, action plans (corrective and preventive), the person responsible, and the deadline.
#### **Step 3: Provide Approval**
#### After you review the CAPA details in Step 2, you will find a button to grant approval (e.g., an **"Approve"** button) **within that detail page**. Click the appropriate button to complete the review process.
#### **Workflow & Integrated Business Process**
1. #### A CAPA document is created and submitted via **CAPA Entry**.
2. #### The document automatically enters the queue in this **Inbox**.
3. #### A manager (e.g., a QA/QC Manager or the relevant Department Manager) reviews and approves it.
4. #### After approval, the action plans within the CAPA become active and can begin to be implemented by the person responsible. The CAPA status will be updated for tracking.
### **Tips & Important Notes**
- #### The approval process here is an important control step to ensure all improvement action plans are **well-targeted, feasible, and adequately resourced**.
- #### This module is typically accessed by **Department Managers, QA/QC Managers,** or other parties responsible for issue resolution.
# Cash and Bank Analysis
### **Report Module Guide: Cash and Bank Analysis**
#### **Module Location**
#### Analysis > Cash and Bank Analysis
#### **Module Objective**
#### The **Cash and Bank Analysis** module is used to generate an analytical report regarding the company's cash and bank balances. This report provides a summary of the company's liquidity position on a specific date, often grouped by currency type or bank account.
### **1. Report Parameters (Filter)**
#### The main page of this module is a form containing various parameters to customize the report that will be generated.
#### Here is an explanation for each parameter:
- #### **Currency Account:** Select the currency type to be displayed, whether based on **Transaction Currency** or **Base Currency**.
- #### **Account (Cash+Bank):** Select **All** to display all cash and bank accounts, or **Selected** to choose specific accounts.
- #### **Balance period:** Specify the reference date ("as of" date) for the balance position to be displayed.
### **2. Steps to Generate the Report**
#### **Step 1: Set Report Parameters**
#### Define the parameters you need, especially the **As of** date (`Sampai dengan`).
#### **Step 2: Generate the Report**
#### After all parameters are set, click the **\[Display Report\]** button at the bottom.
### **3. Reading the Report (Report Content)**
#### The generated report is a balance summary for each cash and bank account.
- #### **Report Structure:** This report displays a list of all cash and bank accounts (**Account Name**), grouped by their currency.
- #### **Key Column:** The **Balance** column displays the ending balance for each account on the selected date.
### **Tips & Important Notes**
- #### This report is very similar to the **Cash and Bank Balance Position Report** in the Finance module, but may be presented from a different analytical perspective.
- #### Use this report to get a quick overview of the company's total liquidity per currency.
- #### This is an important summary report for **Finance Management and Treasury**.
# Productivity Analysis
### **Module Guide: Productivity Analysis**
#### **Module Location**
#### Analysis > Productivity Analysis
#### **Module Objective**
#### The **Productivity Analysis** module serves as a container or center for creating, saving, and managing productivity analysis documents. Based on the visible data, this module is likely used to **archive or attach specific analysis reports**, such as a CBR (Cash Book Request) analysis, which relates to productivity or resource usage in a specific period.
### **1. Main View (Analysis List)**
#### The main page of this module displays a list of all productivity analysis documents that have been created.
#### **View Explanation**
- #### **View**: This page is a history of all analyses that have been saved. You can see the **Productivity Analysis Number, Period, the Cost Center Name** being analyzed, and its status.
- #### **Filters**: You can search for a specific analysis document by **Productivity Analysis Number, Type Name** (e.g., CBR), or a **Date** range.
- #### **Action Buttons**:
- #### **\[New\]** (Not visible, but is the primary button): To create a new analysis entry.
### **2. Steps to Create an Analysis Entry**
#### **Step 1: Create a New Entry**
#### From the Main View, click the **\[New\]** button to open the **Add Analysis** form.
#### **Step 2: Fill in Analysis Details**
- #### Fill in the **Type Name** (e.g., CBR).
- #### Define the **Productivity Analysis Period** (From and To).
- #### Select the **costcenter** relevant to the analysis.
- #### **Upload Data**: Use the **Upload Data** link to attach the relevant analysis report file (for example, the resulting Excel file from the CBR Analysis Report).
- #### Click **\[Save\]**.
### **Tips & Important Notes**
- #### This module functions as a **repository or archive** for productivity analysis reports that have been created.
- #### By attaching reports (like a Monthly Report CBR Analysis), you can easily access historical analysis results from one centralized place.
- #### This is a useful module for **Department Managers or Analysts** to document and track productivity studies.
# Productivity Analysis Inbox
### **Module Guide: Productivity Analysis Inbox**
#### **Module Location**
#### Analysis > Productivity Analysis Inbox
#### **Module Objective**
#### The **Productivity Analysis Inbox** module serves as the approval center for all **Productivity Analysis** documents that have been submitted. Every productivity analysis report or record that is created must be reviewed and approved here by an authorized manager before it is considered final or official.
### **1. Main View (Analysis List)**
#### The main page of this module is an "inbox" that displays all productivity analysis documents requiring your action.
#### **View Explanation**
#### This page provides a summary of all analyses that are awaiting approval.
- #### **Filters**: You can search for a specific document by **Productivity Analysis Number, Type Name** (e.g., CBR), or a **Date** range.
- #### **Document List**: The table below will display all documents awaiting action, with columns such as **Productivity Analysis Number, Period Start Date, Period End Date,** and **Approval**.
- #### **Action Buttons**:
- #### **\[Accept\]**: The primary button to approve a selected analysis document.
### **2. Approval Process Steps**
#### The following is the standard workflow for an approver.
#### **Step 1: Access the Inbox**
#### Open the **Productivity Analysis Inbox** module to see the list of analyses that require approval.
#### **Step 2: Review the Analysis Details**
#### Click on one of the rows in the table to open the detail view of that analysis document. In the detail page (as in image\_2a1bec.png from the previous module), you can check the analysis period, cost center, and most importantly, open the uploaded analysis report file (**Upload Data**).
#### **Step 3: Provide Approval**
#### After you review the analysis details and its report attachment in Step 2, return to the main list page, check the box on the left of the relevant row, and then click the **\[Accept\]** button.
### **3. Workflow & Integrated Business Process**
1. #### A **Productivity Analysis** document is created and submitted (usually by attaching a report file).
2. #### The document automatically enters the queue in this **Inbox**.
3. #### A manager reviews the details and attachment, then approves it by clicking **\[Accept\]**.
4. #### After approval, the analysis document's status is updated to final.
### **Tips & Important Notes**
- #### This approval process is a validation that the productivity analysis has been performed and its results have been reviewed by management.
- #### This module is typically accessed by the relevant **Department Manager or Top Management**.
# Setting Module
# 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)
[](https://manual.kokola.co/uploads/images/gallery/2026-02/image.png)
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. [](https://manual.kokola.co/uploads/images/gallery/2026-02/16oimage.png)
4. #### Press RELOGIN
5. #### Every Login You Must Input Number on Google Authenticator Apps
6. [](https://manual.kokola.co/uploads/images/gallery/2026-02/BSLimage.png)
### **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.
| Custom Item Name | View (Yes/No) |
|---|
| Pending Document | \[Option\] |
| Project Queue | \[Option\] |
| Project Running | \[Option\] |
| Reminder | \[Option\] |
| Request Alert | \[Option\] |
| Transporter SPMB Outstan | \[Option\] |
| Transporter SPP Outstandi | \[Option\] |
| #### Column
| #### Function
|
|---|
| #### **Nama Grafik** (Graph Name)
| #### The name of the graph to be displayed.
|
| #### **Lihat** (View)
| #### Option to display (Yes) or hide (No) the graph.
|
| #### **Tinggi** (Height)
| #### Sets the height of the graph in system-defined units.
|
| #### **Lebar** (Width)
| #### Sets the width of the graph in system-defined units.
|
| #### **Warna Bingkai** (Frame Color)
| #### Sets the frame color of the graph using a hexadecimal color code.
|
| #### **Warna Batang** (Bar Color)
| #### Sets the primary color (e.g., bars or pie slices) of the graph using a hexadecimal color code.
|
| #### **Bagian** (Parts)
| #### Defines the number of segments or sections in certain graph types (e.g., the number of slices in a Pie Chart).
|
| #### **Tipe Grafik** (Graph Type)
| #### Choose the type of graph visualization, such as `Bar 3D`, `Bar`, `Line`, `Pie`, `Pie 3D`, or `Pyramid`.
|
| No. | Report | Department | Count | Last Access Time |
|---|
| ... | `SALES PRODUCT TARGET (ERST08037)` | ... | ... | ... |
| **Total** | | | **\[Total Count\]** | |