Help › Official Obligations

Official Obligations — A Guide from Scratch

This window answers a single question: what must this company, in this country, for this period, file — by when, and in what form; which one is ready, which one has been filed, and where is the proof? The modules that calculate the returns, the declarations and the reports already existed separately; what was missing was the frame that gathers them into one calendar. A forgotten filing costs a late penalty, and that penalty comes dearer than the filing itself.

1. What this window is for

The window has three tabs: Calendar (the items expected in this period, with their deadlines), Profile (the scope questions that decide which obligation binds the company) and Package (the identity, version and source date of the active country package). Clicking a row in the calendar opens the Item detail: legal basis, deadline explanation, data source, the produce buttons, the status and the trail.

The module does not interpret legislation. Which item exists, when it is due and which article it rests on is stated by the country package; the package is a data file, not something baked into the code. The program only turns that data into a calendar, filters the scope by the company profile, and produces content where its accounting/payroll data allows. It invents nothing it does not know — it writes down that it does not know.

2. How the country is chosen

The only place that selects the obligation package is Settings › Company Details › Country. You enter either an ISO country code (ID, TR) or a recognised country name (Indonesia, Turkey). The module maps that value to the two-letter code and loads that code's package. If the field is empty, or cannot be mapped, a yellow warning strip appears at the top of the window and the calendar stays empty.

In a country that has no package the module shows an empty calendar and says so plainly: "There is no obligation package for this country; the calendar is shown empty. No item is invented." Next to the warning the list of installed packages is printed, so you immediately see if you mistyped the country code. The program does not approximate another country's calendar; a wrong calendar is more dangerous than none.

3. Profile — the scope questions

Not every obligation of a country binds every company. A company that is not registered for VAT has no VAT return; a company with no employees has no social-security declaration. To tell them apart the package carries a handful of scope questions ("Is the company VAT registered?", "Number of employees", "Foreign owned?") and each obligation is tied to those answers by a small scope expression: pkp == true, calisan > 0.

You give the answers on the Profile tab; the calendar is recalculated the moment you save. Example: if you are not VAT registered, the VAT item is not shown in the calendar — but it is not lost. Turn on the "Show N out-of-scope items" switch under the calendar and the item comes back, its row stating which expression excluded it ("Out of scope by the company profile: pkp == true"). Asking why an obligation is not shown matters as much as seeing it.

4. Calendar — how the deadline is found

The calendar has four views: Month (2026-09), Quarter (2026-Q3), Half-year (2026-H2) and Year (2026). The arrow buttons move to the previous/next period. The year view does not show only the annual items: it flattens every sub-period of that year (12 months + 4 quarters + 2 half-years) — that is the answer to "what do I have to file this year, in total?".

The deadline is not written into the code; it is derived from a small rule in the package. There are five rule types:

Holiday shifting. If the deadline falls on a weekend or a public holiday the date is moved to the next working day and the row notes "moved to the next working day". The direction can differ per item: for some obligations the date is pulled forward (the working day before the holiday). Shifting happens only if the package supplies that year's public holidays.

An overdue row is red and states how many days have passed — but only for items that are not closed. A row whose status is "filed", "accepted" or "cancelled" does not turn red even if the date has passed; the work is done. Items approaching their deadline are marked "N days left", and those due today "Today is the deadline". The event-based items, which are not tied to the calendar, sit in a separate list: they have no date but must not be forgotten.

5. Three levels — file, data, reminder

Every item carries a level badge. The level says "how much of this item the program can do for you", and it is set by the package — the screen does not guess it.

The levels are counted above the calendar too: "total N · file N · data N · reminder N". If an item's level is "reminder" the Produce button still works, but it returns this explanation rather than content — it does not come back silently empty. On an item whose level is "file", if the file could not be produced for that period the output falls back to "data" on its own and the reason is written as a warning.

6. Produce and Download

The item detail has two buttons. Produce calculates that period's data and prints it on the screen; Download — only on items that can produce a file — brings the file to your computer. The output always carries this note at the top: "This output is NOT an official return file." The output is a breakdown of the values to be submitted; the official filing is born in the portal or in the authority's own software.

The missing list is the antidote to the silent zero. If a parameter or a field a calculation needs is empty, the program does not write 0 and move on; a red "Missing data — this output cannot be filed as it is" strip appears at the top of the output together with the list of missing fields. The list usually names a parameter or a card field; fill it in and press Produce again. A file downloaded while a missing line exists carries the same warning.

7. Status and proof

Every item carries a status for every period: pending → prepared → filed → accepted. If the authority rejects the document you pick rejected; from there you can correct it and move back to "prepared" or straight to "filed". If the obligation never arose (it fell out of scope, no transaction happened) there is cancelled. The "Transition" row in the item detail lists the statuses reachable from where you are; you cannot pick anything else.

While changing the status you may add three more things: a note, a proof attachment number (the number of the receipt/acknowledgement kept in the document attachment system) and the file digest. Proof is not mandatory, but if it is missing the program warns: "No proof attachment: marking an item 'filed' without attaching the receipt carries no evidential value in an audit." Saying an obligation was filed while keeping no receipt amounts, in an audit, to not having filed it.

8. Permissions — who sees, who writes

The window can be opened by the system administrator, a user with the accounting permission and a user with the personnel/HR permission. A user without them gets a 403 and sees: "Official Obligations requires the Accounting or the Personnel/HR permission." The rule lives on the server: hiding the button is not enough, the endpoint refuses too.

Permission is enough to read; to write, write mode must additionally be on. Saving the profile and changing a status are write operations: while writing is off these two endpoints are refused and the screen says why. Producing (Produce/Download) counts as reading — it calculates and writes nothing. Every write is also recorded in the audit log.

9. Reminders — silent by default

The legal calendar sits on the screen, but nobody opens it every morning; a missed filing is usually discovered when the penalty notice arrives. For that there is a reminder task that runs once a day: it extracts the approaching and overdue items and leaves an announcement inside HNROS ("OVERDUE 2: … | within 7 days 3: …"). The default window is 7 days before the deadline.

10. The "NOT VERIFIED" strip

Some items carry an orange NOT VERIFIED strip. It has a single meaning: the legislative source of this item has not yet been confirmed. The date, the frequency or the legal basis may have come from research and may have changed. Before acting on an item with this strip, ask the authority or your accountant. The number of unverified items is also counted above the calendar.

The package version and the source date appear on the Package tab and in the "Identity" block of every item detail; the item's "Sources" list holds the links to the legislation relied upon with the date each was read. These three — version, source date, verification mark — are read together: an old source date makes even a verified item questionable. When legislation changes the package is updated; the program's own version does not have to be raised.

11. Country-package card fields

If the active country package defines fields for a card type, a separate section appears on that card's edit form. In the Indonesia package its title is "Indonesian tax details"; it shows on the account card, the stock card, the invoice document panel and the ledger account mapping. The section is drawn only while the company country is ID; in another country, with no package, without permission or while the obligation register is not installed it does not appear at all — the card screen carries on without knowing about the country package.

The section is saved separately from the rest of the card: the card's own Save button does not touch these fields; only the "Save tax information" button under the section writes them. The label of a field you change takes the accent colour and gets a • mark; next to the button an "n changed fields" counter appears, and "Undo changes" returns to the last saved values. The format rule (for example, that NPWP16 has 16 digits) is checked on the server; for an invalid value the server's message is shown as it is.

12. Newly produced items and their levels

The items below now answer to Produce. Those at the file level give a file through Download; those at the data level print on screen a breakdown of the figures to be keyed into the portal. None of them has a silent zero: if a parameter, a card field or a company identifier is missing, the item does not write 0 and move on — it appears in the missing list with the reason (see section 6).

13. The e-Faktur document status panel

In the detail of the e-Faktur item, after you press Produce, the "Document status" panel below lists the period's sales invoices; before Produce, the panel asks you to press Produce first. Each row carries a status badge, the version and the previous official number when there is one, and a "→ status" button for every permitted transition. Pressing a button opens a note field (and an official number field when needed); "Save as …" writes the transition.

Permitted transitions: draft → uploaded or cancelled · uploaded → approved or rejected · rejected → draft or uploaded · approved → correction (pengganti) or cancellation (batal) · correction → approved. Cancellation is final. Moving to approved requires the NSFP — the 17-digit official number issued by DJP; the program does not produce this number, you read it from the portal and enter it.

When a correction (pengganti) is opened, the version goes up by one and the previous NSFP is kept as the "Previous official number". DJP issues the new NSFP once the correction invoice is approved; you enter it when you open the correction or later, when you move back to approved. A pengganti without its new NSFP shows as missing in the Faktur pengganti/pembatalan list. The row's "Invoice tax fields" button opens that invoice's country-package fields (see section 11).

Nota retur: two steps, two items. For a purchase return to enter the Retur Faktur PM file, two invoice tax fields must agree. (1) Open the SPT Masa PPN item for the month of the original purchase invoice and press Produce; in the "Invoice tax fields" list in the item detail, fill in "Supplier tax invoice number (purchase)" (NSFP) on that purchase invoice's row — Formulir B2 needs this number too. (2) Open the Nota retur item for the month of the return and press Produce; in the list, on the return invoice's row, enter the same 17-digit number in "Tax invoice number of returned goods" (and the nota retur number), then press Produce again: the file comes out. The program finds the original invoice through this match and checks the return lines against it; without a match the return does not enter the file and appears in the missing list, with the reason that the returned purchase invoice was not found in the ERP (see section 12). On a phone (Garden + Steps) the same list appears in step 2.

14. Ledger account mapping

In the detail of the SAK EP financial statements, SPT Tahunan Badan and PPh 25 items the "Account mapping" panel appears. Each account of the Corporate Ledger is a row (code, name, type); you pick a SAK EP statement line from the list next to it and the choice is saved at once. Because the ledger's account types are only account, stock, income, expense, bank, cash, tax and other, it is this mapping that sets up the asset/liability/equity split.

An unmapped account falls, through the "Default from type" option at the top of the list, to the default of its account type: cash/bank → kas, account → piutang or utang depending on the balance side, stock → persediaan, tax → tax asset/liability, income → pendapatan, expense → beban lain. When a default is used a warning line appears in the output; the result is produced, but map the account to make it final. An account of type "other" has no default: without a mapping it does not enter the statements, it appears in the missing list and the balance sheet may not balance.

15. Troubleshooting

All the messages below come from the program itself, and each one tells you what to do.

Related guides: Payroll Legislation · Settings · Security · Archive and Document Attachments.

16. The Internal tab

The Internal tab shows the company's own time-bound records next to the official filings: rent, insurance, licence, inspection, certificate and subscription expiries, and the dates of maintenance assets, vehicles, drivers, employee certificates/medical examinations and measuring devices. The items are listed in a separate violet-framed area with a colour different from the official items; switch between Upcoming and Yearly calendar. The deadline calculation uses the same rule language as official obligations and the holiday list of the company's country (a notice deadline that falls on a holiday is moved to the previous working day). Recording, renewal and reminder rules are in the Contract calendar window.

17. Link to the cash forecast

Payments for some items flow automatically into the Reports › Company reports › 13-week cash forecast report and the cash simulation: VAT (PPN), provisional tax or the monthly tax instalment (PPh 25), and the employer share of social security contributions (SGK, BPJS). The payment date is the deadline rule shown in this window. An item marked out of scope in the profile does not enter the cash forecast, while an unanswered item does and the report warns about it. In Türkiye provisional tax is not computed from taxable profit, so the amount is entered in the profile question Estimated provisional tax payment per period; if it is left empty, the report lists it as missing. In Indonesia the PPh 25 instalment is calculated from the SPT figures in the profile.