Digitalizing Sales Reconciliation Between Energy and Defense Sectors

About the Client

PT Pertamina Patra Niaga is a subsidiary of Indonesia’s state-owned energy company, responsible for fuel distribution across the archipelago. One of their critical business partners is TNI AU (the Indonesian Air Force), which purchases fuel for military operations. The commercial relationship requires regular inter-company sales reconciliation — comparing Pertamina’s sales records against TNI AU’s purchase records to ensure accuracy before payment finalization.

The Challenge

The reconciliation process between these two organizations was creating significant operational friction:

• Pertamina’s sales data and TNI AU’s purchase records were compared manually across spreadsheets.
• Each party maintained their own Excel files, often in different formats and versions.
• When discrepancies were found, resolution required back-and-forth emails between the organizations.
• There was no centralized record of which discrepancies had been resolved and which were still pending.
• The final sign-off process involved physical document routing, adding days to payment cycles.

The manual nature of this process meant reconciliation cycles took weeks, delayed payments, and created frustration on both sides.

Our Solution

We built E-Coklit (Pencocokan & Penelitian) — a web platform that digitizes the entire reconciliation workflow:

• Unified data view: Pertamina’s sales data is loaded into the platform and visible to authorized TNI AU personnel.
• Digital comparison: TNI AU staff compare platform data against their own records and flag discrepancies directly in the system.
• Structured resolution workflow: Each discrepancy enters a resolution process with clear ownership, status tracking, and revision history.
• Digital sign-off: Once all discrepancies are resolved, both parties review and digitally sign the reconciliation statement.
• Complete audit trail: Every action — from initial comparison through final sign-off — is logged and retrievable.

The platform replaces email threads and scattered spreadsheets with a single source of truth for the reconciliation process.

Results

Since deployment:

• ✅ Reconciliation cycle time significantly reduced
• ✅ All discrepancies tracked digitally with clear ownership and status
• ✅ Payment finalization accelerated through streamlined sign-off
• ✅ Complete audit trail available for compliance and dispute resolution
• ✅ Both parties work from a single, synchronized data source

Technology

.NET · SQL Server