Standard Operating Procedures

Steps

1. Open Google Chrome on your laptop (the round colourful icon on your desktop or taskbar at the bottom of the screen)
2. In the address bar at the top (the long white box), type: finance.regenesispod.com and press Enter
3. You will see the login page — a dark blue screen with the Regenesis logo
4. Type your username in the first box (Ami will give you this — it is usually your first name in lowercase, like ‘wina’ or ‘bern’)
5. Type your password in the second box (Ami will give you this too — keep it safe, do not share it)
6. Click the gold Access Dashboard button
7. You are now on the Financial Overview page — this is your home screen. You will see cash position, income, expenses, and a chart
8. On the left side, you will see small icons — these are the different pages: Overview, Accounts, Transactions, Reports, Employees, and more. Click any icon to go to that page
9. Now set up Telegram: download Telegram from the App Store (iPhone) or Play Store (Android) if you do not have it
10. Ami will add you to 3 finance groups. You will see them appear in your Telegram app
11. That is it — you are ready. Start with SOP 8 (Telegram Group Guide) to understand what each group is for

What if something goes wrong?

• Wrong password? Ask Ami — she can check your login details
• Page does not load? Check your internet connection. Try refreshing the page (press F5 or the circular arrow at the top)
• Screen looks different from what the SOP describes? Take a screenshot and send it to the Finance Operations Telegram group

Done when: You can log into the dashboard and you can see the 3 finance Telegram groups on your phone.

How It Works

On the 1st of each month, the WHT Auto-Report workflow (W15) automatically:

• Pulls WHT data from Google Sheets (WHT_TRACKER tab)
• Generates a formatted WHT summary with a CSV (a spreadsheet file format — like Excel but simpler) file attached
• Sends it to Yoga via the Finance Operations Telegram group
• Sends Ami a confirmation alert

Steps

1. Open Telegram on your phone or laptop
2. Go to the Finance Operations group
3. Look for a message from the bot that says something like "WHT Monthly Report — March 2026 sent to Yoga" — it should have been posted on the 1st
4. If you see the message, tap on the attached CSV file to make sure it downloaded correctly and is not empty
5. If you did NOT see the message by the 2nd of the month, tell Justin immediately
6. Open a browser and go to finance.regenesispod.com
7. Log in with your username and password
8. Go to the WHT section on the dashboard
9. Check that the totals make sense for last month — look at the number of suppliers, the total WHT amount, and compare with the previous month
10. If Yoga sends a reply or question in the Telegram group, respond there or ask Justin for help

Done when: Yoga confirms receipt on Telegram and you have verified the numbers on the dashboard.

Part 1: Download from Permata iBusiness

1. Open a browser on your laptop and go to ib.permatabank.com
2. Log in with the company's iBusiness credentials (ask Justin if you do not have them)
3. Click Account Information in the menu on the left
4. Click Transaction History
5. Select the correct account (e.g., Permata IDR Operating)
6. Set the date range to last month — for example, 1 March 2026 to 31 March 2026
7. Click Search to load the transactions
8. Click Download and choose CSV format — do not choose Excel or PDF
9. The file will download to your computer — it will be named something like "transaction_history_20260301_20260331.csv"
10. Repeat for BNI accounts if needed (same process on BNI Direct portal)

Part 2: Send to the System via Telegram

1. Open Telegram on your phone or laptop
2. Go to the Finance Operations group
3. Tap the paperclip icon (attach file)
4. Select the CSV file you just downloaded
5. In the message caption, type the bank name, for example: Permata IDR March 2026
6. Send the message
7. The Bank CSV Auto-Import workflow (W16) will pick up the file automatically
8. Wait 1–2 minutes — you will receive a reply in the same group: "Processing complete — X transactions imported, Y categorised automatically"

Part 3: Review on the Dashboard

1. Open your browser and go to finance.regenesispod.com
2. Log in and go to the transaction review section
3. You will see two types of transactions:
   • CATEGORISED (about 48%) — the system matched these to an account automatically using 70 bank rules. Quickly check they look correct
   • UNCATEGORISED — these need your input. Click on each one and select the correct expense account from the dropdown (a box you click to see a list of choices)
4. For any transaction you are not sure about:
   • Under Rp 5,000,000 — use your best judgement or ask a colleague
   • Over Rp 5,000,000 — ask Justin to approve (send him a screenshot via WhatsApp)
5. Once every transaction is categorised, click Confirm at the bottom of the page

Done when: All transactions categorised on the dashboard. No uncategorised items remaining.

Steps

1. Open finance.regenesispod.com on your laptop and log in
2. Go to the transaction review section — you will see a list of uncategorised items
3. Work through each transaction one by one:
   • Read the description — this shows the supplier name and reference number from the bank statement
   • If you recognise it (e.g., "TRANSFER TO CV GANESHA" — that is the cleaning company), select the correct expense account from the dropdown
   • If it is a regular payment you see every month, it will get easier each time
4. For WHT-applicable suppliers (shipping companies, consultants, service providers):
   • The bank rules should have flagged these automatically
   • Verify the WHT article and percentage using the table below
   • If you see "Article 23 (tax rule for payments to Indonesian companies) — 2%" next to a freight company, that is correct
5. For amounts over Rp 5,000,000 that you do not recognise:
   • Do NOT approve it yourself
   • Take a screenshot of the transaction on the dashboard
   • Send it to Justin via WhatsApp with a message like: "Hi Justin, there is a payment of Rp 12,500,000 to PT XYZ on 15 March — do you know what this is for?"
   • Wait for Justin's reply before categorising
6. For transactions you really cannot identify:
   • Ask the team — someone may remember making the payment
   • If still unclear after asking, mark it with a note "Ask Justin" and move on to the next one
7. Once all items are reviewed, click Confirm — the data syncs to Xero automatically

WHT Reference (Quick Lookup)

*Art 26 rate may be reduced to 0% under tax treaty — awaiting Yoga's advice. Do NOT change these rates yourself. If Yoga confirms different rates, Justin will update the bank rules.

Done when: All transactions categorised and approved. No pending items on the dashboard.

When You Get an Alert

1. Pick up your phone and open Telegram
2. Read the full message carefully — do not just skim the title
3. Check which group it came from (this tells you the urgency — see SOP 8 for group details)
4. Find the alert type in the table below and follow the action

Alert Types and What To Do

Done when: You have read the alert, taken the action described above (or forwarded it), and replied in the group to confirm you saw it.

Steps

1. Open finance.regenesispod.com and log in
2. Go to the Payroll section
3. You will see a list of all 27 active employees — check that every person you expect to see is there
4. For each employee, verify:
   • Name — spelled correctly
   • Base salary — matches their contract
   • Allowances — transport, meals, health (if applicable)
   • Bank account number — matches what they gave you
5. Check for changes since last month:
   • Did anyone join the company? Add them with their start date and salary
   • Did anyone resign or get terminated? Mark them as inactive
   • Did anyone get a raise? Update the salary and note the reason (e.g., "Annual review — approved by Justin 15 March")
6. Look at the PPh (Pajak Penghasilan — Income Tax) 21 column — the tax amount should be roughly the same as last month unless there was a salary change. If it looks very different, something might be wrong
7. Look at the BPJS columns — both Kesehatan (health) and Ketenagakerjaan (employment) should be listed. If anyone shows "0" when they should have BPJS, check their employment status
8. Check the total payroll amount at the bottom — compare it with last month. Is the difference expected? (For example, if you hired 2 people, the total should be higher by roughly 2 salaries)
9. Take a screenshot of the payroll summary and send it to Justin via WhatsApp: "Payroll for [month] is ready for your review. Total: Rp [amount]. Please approve."
10. Wait for Justin to reply with approval
11. Once approved, the Permata Batch Payment workflow (W18) generates the bank payment file automatically on the 25th
12. After payment is processed, check the Payroll Reconciliation alert on Telegram — it should confirm all payments matched
13. If the reconciliation shows a mismatch (e.g., "Expected Rp 45,000,000 but bank shows Rp 44,500,000"), investigate before the next cycle — a common cause is a returned payment due to wrong bank details

Done when: All 27 employees paid, reconciliation matches, Justin has signed off.

Checklist

1. Open finance.regenesispod.com and log in
2. First, confirm all the earlier SOPs are done for this month:
   • Bank statements uploaded and reviewed? (SOP 2) — check the transaction review section for any remaining uncategorised items
   • WHT summary sent to Yoga? (SOP 1) — check the Finance Operations Telegram group
   • Payroll processed and reconciled? (SOP 5) — check the Payroll section on the dashboard
   • BPJS submitted? (SOP 14) — check submission confirmations
3. Go to the Overview page on the dashboard and review:
   • Bank balances — do they match what you expect? Compare with the balance on your last bank statement
   • Monthly spending — scroll through the expense categories. Any surprises? Anything much higher than normal?
   • Budget vs actual — are any departments significantly over budget?
4. If you see something unexpected (e.g., "Travel expenses are 3x higher than usual"), make a note — you will include this in the summary for Justin
5. Go to the Reports page and download:
   • Monthly summary (PDF)
   • Transaction list (CSV) — keep this as a backup
6. Write a short summary for Justin (3–5 bullet points). Here is an example:
   • "Total income this month: Rp 1,200,000,000"
   • "Total expenses this month: Rp 890,000,000"
   • "R&D spending was 15% over budget — mostly the new pod prototype materials"
   • "Cash position: Rp 5,400,000,000 across all accounts"
   • "No unusual items. All bank statements reconciled."
7. Send this summary to Justin via WhatsApp along with the PDF report
8. Schedule a 30-minute call or meeting with Justin to review together (or he may just reply with "Approved" if everything looks clean)
9. Once Justin approves, the month is officially closed — no more changes to that month's data

Done when: Justin has reviewed and approved the monthly summary. You have the PDF saved.

Before You Start

Gather these details from the invoice or the supplier directly:

• Company name (exactly as it will appear on bank statements — this is critical)
• Email address and phone number
• Tax number — NPWP (Nomor Pokok Wajib Pajak — tax identification number) if they have one
• Bank account details for payment

Steps

1. Open finance.regenesispod.com and log in
2. Go to the Contacts / Suppliers section
3. Click Add New Supplier
4. Fill in the supplier name — use the EXACT name that appears on bank statements, not the name on their logo or website. For example, the bank might show "PT BALI FRESH CATERING" in all caps — type it exactly like that
5. Fill in email, phone, and address if you have them
6. Enter their NPWP (tax ID number) if they provided one — this is important for WHT tracking
7. Now decide if Withholding Tax (WHT / Pajak Potong) applies to this supplier:
   • Is it a shipping or logistics company (JNE, Tiki, Sicepat, DHL, etc.)? → Art 23 WHT at 2%
   • Is it a domestic service provider (cleaning, security, maintenance, consulting)? → Art 23 WHT at 2%
   • Is it a foreign company with no Indonesian registration? → Art 26 WHT at 20%
   • Is it a regular goods supplier (office supplies, food, equipment)? → No WHT
8. If WHT applies, note the supplier name, article (23 or 26), and rate (2% or 20%)
9. Tell Justin that a new WHT supplier was added — a bank rule may need to be created so future payments are categorised automatically
10. Click Save — the contact syncs to Xero automatically

Done when: Supplier appears on the dashboard, WHT status is noted, and Justin has been told (if WHT applies).

Group 1: Ami Daily Briefings

• What you will see: Daily cash position, pending items count, weekly digest summaries, payroll status updates
• What to do: Read the messages each morning when you arrive. If everything looks normal, react with a thumbs-up so Ami or Justin knows you saw it. If something looks wrong, reply in the group with your question
• Do NOT: Post unrelated messages here. This group is for system-generated briefings only

Group 2: Finance Operations

• What you will see: Monthly WHT summaries (sent to Yoga automatically), DJP filing reminders, bank CSV processing confirmations, tax deadline warnings, penalty alerts
• What to do: When a WHT summary is sent, confirm you saw it. When a bank CSV is processed, check the dashboard for uncategorised items. When a deadline reminder comes in, make sure you or Yoga are on track
• Upload bank CSVs here: This is where you send bank statement files for processing (see SOP 2)

Group 3: Finance Approvals

• What you will see: Large transaction approvals, budget overspend alerts needing a decision, payroll sign-off requests, unusual items that the system flagged
• What to do: If you are Justin — review and reply with your decision (approve, reject, or "need more info"). If you are Ami — make sure Justin sees these messages. If he has not replied within 24 hours, send him a reminder
• Do NOT: Approve things in this group unless Justin has given you explicit permission for that type of approval

Quick Reference

Done when: You have read and understood what each group is for. Bookmark this SOP for reference.

What Yoga Does (Tax Advisor)

What Your Team Does (Finance / Operations)

What the System Does Automatically

Done when: Everyone on the team understands their responsibilities. Review this SOP at the start of each month.

Steps

1. Take a clear photo of the receipt with your phone right away — before it fades or gets lost. Make sure the photo shows:
   • The date
   • The vendor/store name
   • The total amount
   • What was purchased (itemised if possible)
2. Open your phone or laptop browser and go to finance.regenesispod.com
3. Log in with your username and password
4. Click the + New Transaction button (gold button in the top right area of the overview page)
5. The transaction panel opens from the right side of the screen
6. Fill in the details:
   • Date: The date of the purchase (today's date if you just bought it)
   • Vendor: Type the name of the store or supplier (e.g., "Warung Pak Made" or "Pertamina Gas Station")
   • Category: Select from the dropdown — common ones include:
     • Meals & Entertainment — team lunches, client dinners
     • Transport & Fuel — parking, petrol, Grab rides
     • Office Supplies — pens, paper, printer ink
     • If none of the categories seem right, choose "Other" and describe it in the notes
   • Amount: Enter the number without currency symbols (e.g., type "350000" for Rp 350,000)
   • Payment Source: Select how you paid:
     • "Company Card" if you used the company debit/credit card
     • "Reimbursement" if you paid with your own money (see also SOP 12)
     • "Petty Cash" if you used office cash (see also SOP 11)
7. Click Choose File and upload the receipt photo — make sure the image is clear and readable
8. Add a short note explaining the expense, for example: "Business lunch with PT Bali Fresh Catering rep — discussing office lunch programme"
9. Click Submit — you will see a green confirmation message
10. Ami will review your submission within 24 hours. You will receive a notification when it is approved or if more information is needed

Done when: Expense appears on the dashboard with receipt attached. Ami has reviewed and approved it.

Steps

1. When someone takes money from the petty cash box, they must bring you the receipt and tell you what it was for
2. Take a photo of the receipt (if you do not already have one)
3. Open finance.regenesispod.com and log in
4. Click the + New Transaction button
5. Fill in the details:
   • Date: The date the money was spent
   • Vendor: The store name from the receipt (e.g., "Toko Bangunan Bali")
   • Category: Select the appropriate expense type (e.g., "Cleaning & Maintenance" for cleaning supplies)
   • Amount: The exact amount on the receipt (e.g., 150000)
   • Payment Source: Select "Petty Cash"
6. Upload the receipt photo
7. In the notes, write who spent the money and what for, for example: "Wayan — cleaning supplies for showroom"
8. Click Submit

Monthly Petty Cash Reconciliation

1. On the last working day of each month, count the physical cash in the petty cash box
2. Open the dashboard and go to the petty cash summary (under Reports or the Petty Cash section)
3. Compare: Starting balance minus total claims this month = what should be left in the box
4. If the physical count matches the system, you are done
5. If there is a difference:
   • Check if any receipts were not entered into the system
   • Check if anyone took cash without a receipt
   • Note the difference amount and tell Justin
6. If the petty cash box is getting low (under Rp 500,000), request a top-up from Justin

Done when: Every petty cash receipt is entered into the dashboard. Monthly reconciliation matches physical cash.

Steps

1. Take a clear photo of the receipt right away — the date, amount, and vendor name must be readable
2. Open finance.regenesispod.com on your phone or laptop and log in
3. Click the + New Transaction button (gold button, top right)
4. The transaction panel slides open from the right
5. Fill in:
   • Date: The date you made the purchase
   • Vendor: Type the restaurant or store name (e.g., "Warung Babi Guling")
   • Category: Select "Meals & Entertainment" from the dropdown
   • Amount: Enter the amount (e.g., 450000 for Rp 450,000)
   • Payment Source: Select "Reimbursement"
6. Click Choose File and upload the receipt photo — make sure the date, amount, and vendor name are readable in the photo
7. Add a note: "Team lunch — 5 people, project meeting"
8. Click Submit — you will see a green confirmation
9. Ami will review it within 24 hours. If approved, the amount is added to your next payroll

What Happens After You Submit

• Ami reviews the submission and checks the receipt
• If approved, you will see "Approved" status on the dashboard next to your expense
• The reimbursement amount is included in your salary payment on the 25th
• If Ami needs more information, you will get a notification — reply promptly

Done when: Expense submitted with receipt. Status shows "Approved" on the dashboard. Amount appears in your next payslip.

Monthly Tax Calendar

What the System Does Automatically

• W15 (WHT Auto-Report): Sends the WHT summary + CSV to Yoga on the 1st of each month — no manual action needed
• W13 (DJP Ami Reminder): Sends Ami a Telegram reminder about upcoming deadlines — you will see messages like "PPh 21/23/26 due in 5 days"
• W9 (Penalty Alerts): Warns about potential late filing penalties before they happen — if you see this alert, act immediately

What You Need To Do Each Month

1. By the 1st: Nothing — the system sends the WHT summary to Yoga automatically
2. By the 3rd: Upload bank statements for the previous month (SOP 2)
3. By the 5th: Finish categorising all transactions (SOP 3). Send a message to Yoga in the Finance Operations group: "All data for [month] is ready. Let me know if you need anything else."
4. By the 8th: Check with Yoga — "Are you on track for the 20th filings?" If he needs anything, get it to him same day
5. By the 20th: Yoga files PPh 21/23/26. You should see a confirmation in the Telegram group
6. By end of month: Yoga files PPN. Check with him if he needs any additional invoices

Done when: All data prepared by the 5th. Yoga confirms filings were submitted on time. No penalty alerts received.

Part 1: BPJS Kesehatan (Health Insurance) — Due by the 10th

1. Open finance.regenesispod.com and log in
2. Go to the Reports page
3. Find the BPJS Kesehatan report for this month
4. Click Download PDF — this contains all 27 employees with their contribution amounts (employee share + employer share)
5. Review the report quickly:
   • Is the employee count correct? (should be 27)
   • Are there any employees showing Rp 0 contributions? (if so, check their status)
   • Does the total look similar to last month?
6. Open a new browser tab and go to edabu.bpjs-kesehatan.go.id
7. Log in with the company's BPJS Kesehatan account (ask Justin if you do not have the credentials)
8. Go to Monthly Billing
9. Verify the amounts shown on the portal match the report from the dashboard. If they match, proceed to payment
10. Complete the payment following the portal instructions
11. Download or screenshot the payment confirmation
12. Send the confirmation to the Finance Operations Telegram group with a message: "BPJS Kesehatan [month] — paid and confirmed"

Part 2: BPJS Ketenagakerjaan (Employment Insurance) — Due by the 15th

1. Go back to finance.regenesispod.com and go to Reports
2. Find the BPJS Ketenagakerjaan report for this month
3. Click Download PDF
4. Review the report:
   • This covers JHT (old age savings), JKK (work accident), JKM (death benefit), and JP (pension)
   • Check that JP (pension) amounts respect the monthly wage cap — the system should calculate this automatically
   • Make sure no active employees are missing
5. Open a new browser tab and go to sipp.bpjsketenagakerjaan.go.id
6. Log in with the company's BPJS Ketenagakerjaan account
7. Go to Monthly Report
8. Verify the amounts on the portal match your report. If they match, submit and proceed to payment
9. Complete the payment
10. Download or screenshot the payment confirmation
11. Send the confirmation to the Finance Operations Telegram group: "BPJS Ketenagakerjaan [month] — paid and confirmed"

Done when: Both portals show "Paid" status. Both confirmations posted to Telegram. Reports saved.

What You See and Use Every Day

As a team member, you only interact with two tools:

What Runs in the Background (You Do Not Need to Touch This)

Key Workflows