Initial Setup

This chapter explains the configuration steps after company onboarding is complete. It covers master data, user management, and system configuration that should be in place before employees start submitting reimbursements.

If you have just completed company onboarding, follow this chapter from top to bottom. If your company is already configured and you need to change a specific setting, use the section links to jump to the relevant area.

Recommended Setup Order

Setting up in the right order prevents missing options and broken approval flows.

Step	Menu	What To Do
1	Master Data	Create positions, expense categories, and banks.
2	User Management	Create roles, add users, and assign positions.
3	Configuration	Configure company settings, reimbursement forms, batch payment forms, work calendar, and close period.
4	Verify	Submit a sample reimbursement and confirm the approval flow works correctly.

Following this order matters because:

• Users need positions before they can be placed in the company structure.
• Reimbursement forms rely on expense categories because employees select an expense category in each reimbursement detail row.
• Approval rules need positions and users before they can route documents correctly.

1. Master Data

Master data is shared reference data used across the application. Set it up before creating users and configuring forms.

Master Data is located in the sidebar under Master Data. It contains three sub-menus: Position, Expense Category, and Bank.

Important distinction:

• Expense Category is master data for expense detail lines such as Transportation, Hotel, or Meals.
• Reimbursement Form is the claim form employees choose first, such as General Claim or Travel Claim.

Position

Open Master Data → Position.

Position represents the company structure. It determines where each user sits in the organization and affects approval routing.

A clear position structure makes approval rules easier to understand and manage. Example:

Chief Executive Officer
+-- Finance Manager
|   +-- Finance Staff
+-- Operations Manager
|   +-- Operations Team Lead
|       +-- Operations Staff
+-- Internal Auditor

Each position can have:

Property	Meaning
Name	The position name, such as Finance Manager or Operations Staff.
Code	A short identifier for the position.
Parent position	The position directly above this one in the hierarchy.
PIC (Person In Charge)	The user responsible for this position. Used by PIC-based approval rules.
Active / Inactive	Controls whether the position can be assigned to users.

Recommended setup steps:

1. Create the top-level position first, for example Chief Executive Officer.
2. Create manager-level positions under the top position.
3. Create staff-level positions under each manager.
4. Assign a PIC to positions that need a responsible approver.
5. Deactivate positions that are no longer needed instead of deleting them, especially if they have user or approval history.

Important terms used in approval rules:

Term	Meaning
Supervisor	The PIC of the position directly above the submitter's position.
PIC Top Position	The PIC assigned to the highest-level position in the submitter's position branch.

Expense Category

Open Master Data → Expense Category.

Expense categories classify the type of expense an employee is claiming. When a user adds an expense line inside a reimbursement, they select an expense category to describe that expense.

Examples: Transportation, Accommodation, Meals, Office Supplies, Medical.

Action	What It Does
Create	Adds a new expense category.
Edit	Updates the category name.
Activate / Deactivate	Controls whether the category appears when users create reimbursement details.
Delete	Deletes the category only when it has not been used in any reimbursement.

Recommended practice:

1. Keep category names short and clear so employees can select the right one quickly.
2. Deactivate old categories instead of deleting them. Historical reimbursements that used the category will remain readable.
3. Review the category list periodically so employees only see relevant options.

Bank

Open Master Data → Bank.

Bank master data provides the list of banks that users can select when filling in their bank account information. It is also used in payment processing.

Action	What It Does
Create	Adds a new bank.
Edit	Updates the bank name or code.
Activate / Deactivate	Controls whether the bank appears in user profile and payment forms.
Delete	Deletes the bank only when it has not been used by any user or reimbursement.

Recommended practice:

1. Create banks that employees and the finance team commonly use.
2. Deactivate banks that are no longer relevant instead of deleting them.

2. User Management

User Management controls who can access the application and what they can do. It is located in the sidebar under User Management and contains two sub-menus: Role and User.

Role

Open User Management → Role.

A role defines what menus and actions a user can access. Every user must have exactly one role.

The application comes with default roles. Common examples:

Role	Typical Access
Administrator	Full access to company setup, user management, and all reimbursement data.
Reimbursement Creator	Can create and track their own reimbursements.
Team Reimbursement Lead	Same as Reimbursement Creator, plus can view reimbursements from team members in their position hierarchy.
Reimbursement Admin	Can manage all reimbursements, process payments, and handle batch payments. Commonly used by finance teams.

When editing a role, review both menu access and action permissions. Some menus include extra actions such as create, edit, delete, export, approve, or process payment.

Recommended practice:

1. Review the default roles before creating new ones. Default roles cover common use cases.
2. Create a new role only when an existing role does not match your company policy.
3. Give each user the minimum access they need to do their work.
4. After assigning a role to a user, sign in with that user's account to confirm the menus and actions are correct.

User

Open User Management → User.

Users are the accounts that can sign in to the application. Each user can submit reimbursements, approve documents, or process payments depending on their role.

Field	What It Controls
Full Name	The user's display name throughout the application.
Email	Used for sign-in and email notifications.
Role	Determines what menus and actions the user can access.
Position	Places the user in the company structure. Affects approval routing.
Bank account	The user's bank information, used when processing reimbursement payments.
Active / Inactive	Controls whether the user can sign in.

Position is especially important because approval rules can use supervisor or PIC logic. If a user is assigned to the wrong position, approvals may go to the wrong person.

Example user-to-position mapping for a small company:

User	Role	Position	Purpose
Company administrator	Administrator	Chief Executive Officer	Company setup and administration.
Finance manager	Reimbursement Admin	Finance Manager	Approves payments and manages batch payments.
Finance staff	Reimbursement Admin	Finance Staff	Supports payment processing.
Operations manager	Team Reimbursement Lead	Operations Manager	Approves team reimbursements.
Team lead	Reimbursement Creator	Operations Team Lead	Direct supervisor approval.
Employee	Reimbursement Creator	Operations Staff	Submits reimbursements.

When an employee leaves the company or should temporarily lose access, set their status to Inactive instead of deleting the account. This preserves their reimbursement and approval history.

Import User

Use user import when you need to create many users at once instead of adding them one by one.

1. Open User Management → User.
2. Click Import and download the import template.
3. Fill in user names, emails, roles, positions, and other required details in the template.
4. Upload the completed template.
5. Review any validation errors shown after upload.
6. Confirm that imported users have the correct role and position.

Common import issues:

Issue	What To Check
Role not found	Make sure the role name in the template matches an existing role exactly.
Position not found	Make sure the position name in the template matches an existing position exactly.
Duplicate email	The email may already be registered. Check the existing user list.
Missing required field	Fill in all required columns in the template before uploading.

3. Configuration

Configuration controls how the company uses reimbursement and payment features. It is located in the sidebar under Configuration.

Company Settings

Open Configuration → Settings.

Company settings define basic company information and branding.

Setting	Purpose
Company information	Name, address, and other details shown in documents and the company profile.
Header logo	Shown in the application header bar.
Login logo	Shown on the company login page.
Language and regional settings	Controls default display language and regional preferences.

Custom Fields

Open Configuration → Custom Fields.

Custom fields add extra input fields to reimbursement or batch payment forms. Use them when the standard fields are not enough.

Examples:

Field Name	Type	Use Case
Project Code	Text	Track expenses by project.
Client Name	Text	Identify client-related expenses.
Business Trip Date	Date	Record the business trip period.
Supporting Document	File	Upload an additional document that is not part of the main attachment.

Recommended practice:

1. Only create custom fields when the standard fields do not cover your needs.
2. Mark a field as required only when every submission must include it.
3. Keep field names simple so users understand what to fill in.
4. Before deleting a custom field, check whether it is already used in forms, approval rules, or existing documents.

Reimbursement Forms

Open Configuration → Reimbursement Forms.

Reimbursement forms define the types of claims employees can submit. The first form was created during onboarding. You can edit that form or create additional forms here. This section gives a setup overview. For detailed setup of numbering, instructions, and approval rules, continue to Reimbursement Configuration.

Each form controls:

Setting	Purpose
Name and description	Helps employees choose the correct form when creating a reimbursement.
Icon	Helps employees recognize the form in the create menu.
Priority	Controls the display order of forms in the menu.
Active / Inactive	Controls whether the form can be used for new submissions.
Read-only date	Prevents employees from changing the date. The system sets it automatically.
Read-only position	Uses the employee's position automatically and prevents manual changes.
Attachment required	Requires employees to upload at least one attachment before submitting.
Document numbering	Controls the format of the reimbursement number (prefix, running number, suffix, and reset period).
Custom fields	Adds extra fields to the form from the custom field library.
Instructions	Shows guidance text to employees before they submit.
Approval rules	Defines who must approve reimbursements submitted through this form.

Document Numbering

Each reimbursement receives a unique document number. The format is configured per form.

Part	Example	Meaning
Prefix	GEN-2604-	Identifies the form and period.
Running number	00001	Increases automatically for each new document.
Suffix	(optional)	Extra text after the number.

Use the preview field to check how the document number will look before saving.

Approval Rules

Approval rules define who reviews and approves a reimbursement. Rules can be simple or conditional.

Example policy:

Condition	Approval
All reimbursements	Supervisor approval.
Amount above Rp 1.000.000	Supervisor approval, then PIC Top Position approval.

Approver types available in approval rules:

Approver Type	How It Works
Supervisor	The PIC of the position directly above the submitter's position.
PIC Top Position	The PIC assigned to the highest-level position in the submitter's position branch.
User	A specific user selected as the approver, regardless of position structure.

Before using Supervisor or PIC Top Position approval, make sure positions and PIC assignments are set up correctly in Master Data → Position.

Batch Payment Form

Open Configuration → Batch Payment Form.

Batch Payment Form controls how the finance team groups approved reimbursements into payment batches. This section gives a setup overview. For the day-to-day finance flow, continue to Finance And Batch Payment.

Setting	Purpose
Document numbering	Controls the batch payment number format.
Custom fields	Adds extra information fields to batch payment documents.
Import	Supports importing reimbursement numbers into a batch.
Approval rules	Defines who approves a batch payment before it can be marked as paid.
Payment proof	Supports upload of payment evidence.

Example batch payment approval policy:

Condition	Approval
All batch payments	Finance Manager approval.
Batch amount above Rp 10.000.000	Finance Manager approval, then CEO approval.

Work Calendar

Open Configuration → Work Calendar.

Work Calendar defines company working days and holidays. It is used for processes that depend on working-day calculations, such as approval duration reporting.

You can manage holidays in two ways:

Method	When To Use
Create manually	Add individual holidays or company events one by one.
Import from template	Add many holidays at once, such as national holidays for an entire year.

Recommended practice:

1. Review the work calendar at the start of each year.
2. Add national holidays and company-specific holidays.
3. Update the calendar when new public holidays or company leave days are announced.

Close Period

Open Configuration → Close Period.

Close Period locks selected transaction types for a date range. This is typically used by finance or administrators after monthly reconciliation is complete.

The lock can be applied separately for reimbursement creation/changes, reimbursement approval, batch payment creation/changes, and batch payment approval. For example, if January is closed for reimbursements, users cannot create or change reimbursements dated in January.

Use Close Period carefully because it can affect many users depending on which transaction types are locked. Before closing a period, confirm with your team that no pending work remains for that period and transaction type.

4. Verify The Setup

After completing the configuration above, it is a good practice to verify that everything works correctly by following a real submission flow.

Suggested verification steps:

1. Sign in as an employee account.
2. Create a reimbursement using one of the active forms.
3. Add at least one expense detail with an expense category and amount.
4. Add an attachment if the form requires it.
5. Submit the reimbursement.
6. Sign in as the expected approver.
7. Confirm the reimbursement appears in the approval queue.
8. Approve or reject the reimbursement.
9. If your company uses batch payments, confirm the approved reimbursement appears in the payment processing area for the finance team.

If the reimbursement does not appear for the correct approver, check:

• The employee's position assignment in User Management → User.
• The PIC assignment in Master Data → Position.
• The approval rules in Configuration → Reimbursement Forms.

Common Problems

Problem	What To Do
A user cannot see a menu.	Check the user's role in User Management → Role. The role may not have access to that menu.
An expense category does not appear when creating a reimbursement.	Check whether the category is active in Master Data → Expense Category. This is different from the reimbursement form itself.
A position cannot be deleted.	The position may be assigned to users or used in approval rules. Deactivate it instead.
Approval goes to the wrong person.	Check the employee's position, the PIC assignments, and the approval rules for the reimbursement form.
A user cannot create a reimbursement for a specific period.	The period may be closed. Check Configuration → Close Period.
Imported users have the wrong role or position.	Edit each user individually in User Management → User or re-import with corrected data.