User Manual

Purchase Module

Version1.0

Date2026-06-22

PT. HashMicro Solusi Indonesia
© 2026 — All Rights Reserved

This document is a user guide for users of the HashMicro application that belongs to PT. HashMicro Solusi Indonesia.

It is strictly prohibited to copy, reproduce, publish the contents of this book, in whole or in part, by any means, electronic or mechanical, including but not limited to photocopying or computer data storage systems. It is strictly forbidden to disclose the information in this document to third parties without prior written approval from the Management of PT. HashMicro Solusi Indonesia.

If there is any questions regarding the contents of this document, please contact directly:

PT. HashMicro Solusi Indonesia
Jl. Balikpapan Raya. 9 Unit A - C,
South Petojo, Gambir,
Central Jakarta City, DKI Jakarta 10160
Phone : +6287-888-0000-15
Email : hello@hashmicro.com

0 Basic Configuration & System Access

Purchase ManagerBuyerRequesterFinanceConfiguration

Before any Purchase activity can be performed, the user must be authenticated against the HMX server. Each successful login establishes a session bound to the user account, the active company, and the active branch. Logging out terminates the current session and returns the user to the login screen.

1.1 Logging In

Authentication is required to access the Purchase module and any of its data. Use the credentials issued by your system administrator. If your password has been forgotten, click Forgot & Reset Password? on the login form to start the recovery flow.

Field Reference

The login form on the database-specific page exposes only two fields:

Field Name	Data Type	Mandatory	Description & Function
Username	Text	YES	The login identifier of the user. Either the user's login name or the e-mail address registered on the User master, depending on the server configuration.
Password	Password	YES	Secret credential associated with the username. Case-sensitive. Use the Forgot & Reset Password? link on the login form when the password is not known.

Procedure

To log in to the Purchase module, follow these steps:

Open a web browser and navigate to the HMX login page provided by your system administrator. The page shows an empty Username and Password form.
Figure 0.1.1 Login form with Username and Password fields.
Enter your Username in the first field and your Password in the second field. Both fields are mandatory. Passwords are masked as you type.
Figure 0.1.2 Login form after the user enters credentials.
Common pitfall: The username and password are case-sensitive. If you receive an authentication error, verify Caps Lock is off and that no leading or trailing whitespace was pasted into either field.

Click the Login button below the password field. On success, the system loads the default landing screen for the user and the top navigation bar shows the active company, active branch, and the user avatar at the far right.
Figure 0.1.3 HMX landing screen after successful login.
Note: HMX limits a single user account to a maximum of three concurrent sessions. If this limit is reached, a Maximum Sessions Reached dialog appears asking whether to replace the oldest session. Click Replace & Continue to proceed; the oldest session will be terminated.

1.2 Logging Out

Logging out terminates the current session and clears the session cookie from the browser. Any unsaved form changes will be lost — save or discard pending work before logging out.

Procedure

To log out of the Purchase module, follow these steps:

Hover the cursor over the user avatar at the far right of the top navigation bar. A dropdown panel opens showing the current Username, Current DB, and a Log Out action.
Figure 0.2.1 User profile dropdown with the Log Out action.
Click Log Out. The session is terminated server-side and the browser is redirected to the login page for the same database. To log in again, repeat the procedure in section 1.1.
Figure 0.2.2 Logout returns the user to the login screen.

Tip: Always log out before leaving a shared workstation. The session cookie remains valid until logout or expiry, so an unattended browser tab grants full access to anyone using the machine.

User Flow

Purchase User Flow Diagram

flowchart TD
  subgraph P1[Phase 1 Procurement Setup]
    A[Vendor Master] --> B[Product and Purchase UoM]
    B --> C[Taxes Payment Terms and Approval Matrix]
  end
  subgraph P2[Phase 2 Request and Sourcing]
    D[Purchase Request] --> E{Need RFQ or Comparison}
    E -- RFQ Needed --> F[Request for Quotation]
    E -- Direct Purchase --> G[Purchase Order Draft]
    F --> H[Vendor Quotation Review]
    H --> G
  end
  subgraph P3[Phase 3 Approval and Fulfillment]
    G --> I{PO Approved}
    I -- Rejected --> J[Revise Vendor Price or Lines]
    J --> G
    I -- Approved --> K[Confirm Purchase Order]
    K --> L[Receiving Notes or Goods Receipt]
    L --> M{Received Complete}
    M -- Partial --> N[Backorder or Follow Up]
    N --> L
    M -- Complete --> O[Vendor Bill]
  end
  subgraph P4[Phase 4 Finance and Control]
    O --> P[Payment and Reconciliation]
    P --> Q[Vendor Performance and Purchase Reports]
  end
  C --> D
  Q -. issue or variance .-> J
  classDef decision fill:#fff7ed,stroke:#b45309,color:#0f172a
  class E,I,M decision

Purchase starts from setup and reusable master data, then moves into request, sourcing, order, receiving, billing, and review.

Field Name	Data Type	Mandatory	Description & Function
Master Configuration	Settings and rules	YES	Defines sequencing, approval, receiving, billing, order types, templates, and award strategy.
Master Data	Reusable records	YES	Maintains vendors, legal documents, pricelists, teams, products, and warehouses.
Transaction	Operational documents	YES	Processes PR, RFQ, PO, Direct Purchase, Blanket Order, Tender, receiving, billing, and subcontracting links.
Reporting	Review and traceability	Optional	Reviews comparison, progress, document links, audit, billing, and supplier performance.

Purchase

The Purchase module is organized into Master Configuration, Master Data, Transaction, and Reporting. The child chapters expose the specific menus and workflows so users can navigate like the Sales and Manufacturing manuals.

Field Name	Data Type	Mandatory	Description & Function
Master Configuration	Setup area	YES	Purchase Settings, Order Type, Order Template, Award Strategy, approval, sequences, and mail templates.
Master Data	Reference data	YES	Vendors, categories, legal documents, pricelists, amendments, teams, products, and warehouses.
Transaction	Daily work	YES	PR, RFQ, PO, Blanket Order, Tender, Receiving Notes, Billing, and subcontracting integration.
Reporting	Review output	Optional	RFQ comparison, document tracking, receiving progress, billing review, tender audit, vendor performance, and Purchase Intelligence.

1 Master Configuration

Purchase ManagerBuyerConfiguration

Master Configuration is where admins set the rules that buyers will feel later in daily Purchase work. Review these settings before teams start creating PR, RFQ, PO, tender, or vendor documents.

Field Name	Data Type	Mandatory	Description & Function
Purchase Settings	Parameter	YES	Controls vendor numbering, credit-limit warnings or blocks, PO revision rules, expiry days, receiving flow, and bill validation.
Order Type	Master setup	YES	Groups Purchase documents by company and allowed product category so users pick the right buying flow.
Order Template	Reusable setup	Optional	Stores repeatable vendor, order type, and product line defaults so buyers do not retype common purchases.
Award Strategy Config	Tender setup	Optional	Defines how tender quantities are split across ranked vendors and how much capacity one vendor can receive.

1.1 Purchase Settings

Purchase ManagerBuyerConfiguration

Overview

Use Purchase Settings to set the baseline rules for vendor codes, credit-limit control, PO revision, document expiry, receiving, and bill validation. Treat this page as the first checkpoint before Purchase transactions go live.

Prerequisites

You can open the Purchase configuration menus.
Confirm the company policy for approvals, numbering, receiving, billing, and integrations before changing the settings.
After changing a setting, test it with a sample Purchase document before rolling it out to users.

Step-by-Step Instructions

Open Purchase > Settings & Rules > Purchase Settings before users start creating live purchase documents.
Figure 1.1.1 — HMX Main: Purchase Settings general view with Vendor Eligibility Policy framed in red
Review the vendor sequence mode, then decide whether Vendor Code should be generated by the system or entered manually by users.
Figure 1.1.2 — HMX Main: Vendor Code Configuration (Generation: Automatic) framed in red
Set the credit-limit rule so buyers either receive a warning or are blocked when a vendor exceeds the approved limit.
Figure 1.1.3 — HMX Main: Purchase Limit Configuration (Default Purchase Limit Amount) framed in red
Turn Purchase Order revision on only when the company allows controlled changes after a PO has been issued.
Figure 1.1.4 — HMX Main: Orders tab configuration rules framed in red
Configure Draft PO Numbering and Revised Document – Sequence Numbering when the company requires its own draft numbering or a separate sequence for revised documents.
Figure 1.1.5 — HMX Main: Orders tab document sequence and numbering policy framed in red
Set the document expiry periods on the Orders tab: Purchase Request Expiry Period Days, RFQ Expiry Period Days, and Purchase Tender Expiry Period Days. Documents that pass the configured number of days can expire automatically, so set the period based on the team’s follow-up policy.
Figure 1.1.6 — HMX Main: Orders tab purchase document validity and expiry settings framed in red
Choose how receiving should be validated so Purchase Orders and Receiving Notes follow the company’s operational rules.
Figure 1.1.7 — HMX Main: Receiving tab validation rules framed in red
Purchase Settings are stored per company. Switch the active company in the top-left menu before editing, because values saved for one company do not apply to another.
Figure 1.1.8 — HMX Main: Active company switcher (My Company / Main Branch) framed in red
On the Bill tab, set the three-way matching behaviour: 3-Way Matching Mode, Unit Price Tolerance, and Quantity Tolerance control how far a bill may deviate from the purchase order and the receipt before it is blocked.
Figure 1.1.9 — HMX Main: Bill tab 3-Way Matching card (Matching Control, Quantity & Unit Price Tolerance) framed in red