Help Center · Project & Finance
Create a Project, prepare venue CE and request funding from Finance. Use venues is optional: when disabled, create one project-wide CE with the same save, edit, submit and revision workflow; when enabled, create CE per venue. The venue examples and diagrams below apply when venues are enabled. This guide covers Project requests; Opex and Capex follow separate workflows and do not use venue CE.
Create a cost plan
Request funding
For cost planning, create a Project and add venues. For funding, open Finance Requests, choose Project and select its venue. Requests do not need to wait for kickoff. Unapproved CE is not an effective budget; requests follow Budget Variance checks.
Create or select the Project and venue, prepare venue CE, request Director or Finance approval, then complete the Finance request. Requests before CE approval still require Budget Variance checks.
Select a page box to open it in a new tab. In diagram 01, select Go to diagram 03 to open section 03. Scroll inside the diagram to see the bottom. Use + to zoom in, or Open diagram to view it in a new tab.
CE (Cost Estimation) plans costs for the entire Project without venues, or for one venue when Use venues is enabled. Create and approve Venue A and Venue B separately. Create a CE through Cost Estimation → Create CE.
Open or create a Project. Complete its details. Enable Use venues to add one or more venues with schedules, or leave it off for a Project without venues. Then select Create Project to reach Deal Announced. A Draft Project is not ready for CE entry. Add missing venues through Edit Project. Closed or cancelled Projects cannot create or change CE.
Open Cost Estimation → Create CE and select the Project and venue if used. Without venues, create one project-wide CE. The Project CE tab now lists documents, statuses and budgets; select a document to open it.
On the CE form, select the Project; select a venue only when the Project uses venues. Select a Project first to enable costs, attachments and notes. When changing the Project on a new CE with existing content, choose Change & keep details, Change & clear form, or Cancel. Keeping details carries rows, notes and local files; check the new venue. Documents already uploaded to the previous Project need uploading again. A saved CE cannot change Project. Use Continue Draft when a draft already exists to avoid duplicate versions.
Complete at least one cost row. Select a Category from active CE categories, then enter Cost Item, Quantity, Unit and Unit Price. Quantity must be above zero and price cannot be negative; use at most two decimal places. Vendor and Notes are optional. Select vendors from Master Data.
Enter rows manually with Add Row, or paste cells from Excel / Google Sheets and check the column mapping. Manual attachments do not require automatic mapping: check the preview; files upload when the CE is saved.
Open PO / CL Documents on a cost row to upload multiple files or select Use for an existing document. One document can support several rows or categories. Select a filename to preview it; removing it from a row only removes that association. Files upload when the CE is saved and remain linked during editing or revision. CE Attachments are for general documents.
Categories are sorted A–Z. Open a category or vendor selector to search for a replacement. Row total = Quantity × Unit Price; Total Budget is calculated from all rows. Excel, PDF and image source import is temporarily hidden for new CE. When available while editing, check mappings and fix unrecognized categories or numbers before saving.
Check items, quantities, prices, venue and total. Add notes explaining the calculation when creating a CE; use Revision Notes to explain changes when editing.
Save Draft stores work for later; subsequent saves update the same draft. A draft is not an effective Finance budget and still requires at least one valid row.
Save & Submit for Approval saves the CE and sends it for approval. Its status becomes Awaiting Approval and details are locked while pending. On mobile, the action is labeled Submit for Approval.
For an initial CE, an authorized Director or Finance approver opens the pending CE, reviews costs and selects Approve CE or Reject CE. Approval notes are optional; a rejection reason is required. Revisions to an approved CE require Director approval. Once approved, CE becomes the effective budget. Open Costing to compare Project and venue budgets, actual costs, cash paid and remaining budgets. Unavailable values do not mean zero.
A rejected CE can be corrected and resubmitted. CE Decision History records reviewer notes, name and decision time. Reviewer notes are separate from author or revision notes. The previous approved version remains effective until the revision is approved.
One authorized approver is sufficient for CE approval, unlike the sequential payment request workflow. Repeat these steps for other venues. All venues need approved CE before the Project reaches CE Approved.
In Finance Requests, select the same Project and venue, then CE category and item. The system checks the request against the item's remaining budget. Example: a stage item budget of Rp1,000,000 with Rp600,000 committed has Rp400,000 left. The rental budget does not automatically cover its shortfall.
Approved CE cannot be edited directly. Open View CE → Create Revision, change details and submit for Director approval. Until approval, the previous CE remains effective and earlier commitments still count.
Categories are examples; use those in your workspace. Scroll horizontally on smaller screens.
Prepare cost details and recipient bank information, using the venue CE as the budget reference.
Open Finance Requests. For vendor/personal payments, choose Project scope on each recipient card, then the Project and venue if used. One request may include several recipients and Project/Opex scopes. Cost Centre automatically follows the venue ID and name. Venues closed for AP are unavailable for new requests; existing submissions can still be processed.
For additional client work, use the Add Cost menu or Project Add Cost tab. Choose the parent Project/venue, enter details using the CE editor and attach PDF, image or audio evidence before submission. New Add Cost budgets become available after approval; revisions preserve the previous budget until approved. In AP, select the Add Cost category, then the Add Cost request and check its remaining budget. This budget is separate from the original CE.
Changing Project or venue offers Keep details, Clear details or Cancel. Retained lines lose their CE/Add Cost links and source tax metadata. Select the budget source again and review tax; costs not relinked follow Budget Variance checks.
Select the venue's CE category and item, then enter the requested quantities and amounts. Remaining item budget comes from the approved CE less applicable usage. Advances with unfinished settlements still count as commitments. Once settlement is closed, final realized cost replaces the advance rather than being added to it. Paid vendor payments and reimbursements become realized costs without settlement.
Enter the recipient, bank name, account number, account holder, payer entity and source account. Each AP line requires a due date before submission; drafts may omit dates. Check all details before submitting. Each recipient's selected CE items must match that vendor. Multiple cost items can be grouped for the same vendor; record another vendor and its bank details separately so payments remain attributable.
In a budget warning, open Other counted requests to inspect the contributing requests and amounts counted at item, category, venue or Project level. An item's amount may differ from the request total. Drafts and newly submitted settlements are not final realized costs.
If CE allocation and remaining budget are sufficient, the request enters Business Support and Finance review, followed by Director approval and payment processing. Without a CE allocation or with insufficient budget, the requester first submits Budget Variance with a reason to the Director. Approved variance retains the same consolidated request number; legacy requests create a linked revision. Business Support and Finance review follows, then Director approval and payment processing. Advances continue to settlement after payment.
Checks against the selected CE or Add Cost budget determine the approval route. Finance Requests is where you create a request; approval follows its budget conditions.
Requester submits → Business Support & Finance review → Director approval and payment processing → Paid; advances continue to settlement
Requester submits Budget Variance with a reason → Director approves variance → Request enters Business Support & Finance review → Director approval and payment processing → Paid; advances continue to settlement
For line-level AP approval, Directors select whole lines with Approve & Send to Payment Queue; other lines remain pending. This does not split an individual line amount. Finance processes approved unpaid lines in Payment Queue. BCA export moves those lines to awaiting payment; bank confirmation with proof marks only those lines paid. Export alone is not payment. After line approval starts, use the queue for remaining payment tranches.
For a completed transfer, use Approve & Already Paid when available, with account, date, reference and proof per recipient. The request becomes Paid only after every line is paid; advances continue to settlement. Finance Calendar shows recorded payments and scheduled approved lines by due date, not bank balances.
Finance and Directors review lines at their respective stages. Approved items display Approved; In Payment Queue until payment is confirmed. Partially Approved is a request summary, not an item status.
In Payment Queue, use the filter icon beside search to choose a search field and open advanced settings. Select up to 100 items across one or several source accounts; selection does not hide other rows. Review request and item counts, total and account subtotals. The app creates a separate batch per source account. Within BCA is selected automatically only when source and recipient banks are both BCA.
The variance route has two Director decisions: the first permits the budget difference; payment approval follows Finance review. An approved variance does not authorize an immediate transfer or automatically change CE.
If variance is rejected, payment does not proceed. Review the costs and submit a suitable request. Awaiting Approval — Non-CE Request does not mean a variance application has been sent; open request detail and select Submit Budget Variance with the reason and difference amount.
Check CE budget for Project or the separate Add Cost budget. Insufficient budget requires a Director Budget Variance decision before Finance review. Directors select AP lines for Payment Queue; other lines remain pending. BCA export is not payment. Confirm bank transfers with proof to mark the related lines paid. The request is Paid when every line is paid; advances continue to settlement.
Select a page box to open it in a new tab. In diagram 01, select Go to diagram 03 to open section 03. Scroll inside the diagram to see the bottom. Use + to zoom in, or Open diagram to view it in a new tab.
New Projects use annual sequences, entity codes and client initials. Venues and Add Costs have child references; historical identifiers are preserved. CE/Add Cost lists show their parent Project or venue and document numbers that remain stable across revisions. Use Filter to find documents by identity, Project, venue or status. Financial summaries are in Finance; budget and actual comparisons are in Costing.
When tax details are available, set CE selling and cost amounts per row. For costs, choose No tax or use Tax include for inclusive/exclusive amounts; selling amounts follow their own settings. Finance shows tax base (DPP), VAT (PPN), DPP + PPN, withholding (PPh) and payment total. CE budget usage, profit impact and cash after tax are calculated separately. Partial CE requests consume the actual cost requested per recipient allocation, rather than the full reference CE value. A note for payment tax differences from CE is optional; saved documents retain their tax version. New cost lines start without tax; select one tax or VAT with one compatible vendor withholding tax from Tax Master. Expand DPP to inspect or enter each tax base. Rates and annual review thresholds follow the master configuration. Use Tax include for inclusive/exclusive tax and advanced settings for vendor-borne or company-borne PPh. Review unconfirmed historical tax data separately.
Each venue has its own CE and budget. Vendor/personal requests can contain multiple Project/venue allocations and recipients. Each allocation still follows its corresponding CE budget.
Directors or Finance may approve an initial CE; revisions to approved CE require Directors. Finance requests still pass Business Support and Finance review before Director approval and payment processing.
A draft revision does not replace the effective CE. After Director approval, commitments on the same items continue reducing the remaining budget.
Unallocated items or amounts beyond budget capacity need variance approval. Approved variance retains a consolidated request number; legacy requests follow the linked revision flow. It does not automatically change CE.
Manage categories through Master Data → Opex Categories. Inactive categories remain visible in history. Salaries & Benefits is a general category; this feature does not calculate or process dedicated payroll.