Digitalizing Sales Reconciliation Between Energy and Defense Sectors
How we helped Pertamina Patra Niaga and the Indonesian Air Force eliminate manual reconciliation processes and accelerate payment finalization.
Complexity Snapshot
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.
This is a two-organization process by nature: the records being compared belong to different institutions, the staff involved sit in different organizations, and the final sign-off commits both parties. Any system supporting it has to work across that boundary, not within one company’s four walls.
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.
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.
Outcomes and Evidence
| Before | After |
|---|---|
| Sales and purchase records compared manually across two organizations | Both parties work from one synchronized data view |
| Discrepancies resolved through back-and-forth email | Each discrepancy follows a structured resolution workflow with ownership |
| No record of which discrepancies were pending | Status tracking shows what is resolved and what remains |
| Sign-off routed as physical documents | Both parties sign off digitally in the platform |
| History scattered across inboxes and files | Complete audit trail from comparison to final sign-off |
Technology
.NET · SQL Server
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