End User Guide - GAPURAKU PORTAL

Gapuraku for End Users

Introduction About Gapuraku

Gapuraku Portal is an internal employee portal used to manage access requests and selected employee services in one place. For end users, the main journey starts from self-registration, continues through approval, and then gives access to operational features such as Travel Request and Expense Claim.

Scope of this guide: this document is written for end users only. It explains how to register, how approval works before login is activated, and how to use the currently available requestor features.

1. User Registration

New users start from the public registration form. The system reads the company entity from the email domain and routes the request into the configured approval stage automatically.

Sign in screen with Register for Access entry point — Figure 1 - Sign-in page. New users start from this screen and use *Register for Access* to open the registration form.

Step 1. Open the registration page from the sign-in screen.

Step 2. Fill in your name, company email address, password, and password confirmation.

Step 3. Submit the form. After submission, Gapuraku shows a pending page with the request number and detected entity.

Important: registration is only accepted for approved company domains. The entity is inferred automatically, so users do not need to choose entity, department, or designation manually.

2. Approval Stages Until New Registered User Can Login

After registration is submitted, the request follows the UREG approval flow configured for the detected entity. The user cannot sign in until the final approver completes the request.

Stage 1

User submits registration

The request receives a UREG request number and enters the approval workflow.

Stage 2

Factory Head reviews

The first approver checks the registration and reviews the default service authorization draft.

Stage 3

HR Division Manager reviews

The final approver confirms the registration and the available service access.

Stage 4

User can sign in

After final approval, Gapuraku creates the user account and enables login for that registered email.

Stage	What Happens	User Status
Submitted	Registration form has been sent and is waiting for approver action.	User cannot log in yet.
In Approval	Approvers review the request and access draft.	User waits until the final decision is complete.
Approved	The system creates the active user account and assigns access for the approved services.	User can sign in.
Rejected	The registration request is closed and the rejection note becomes the reference for the user.	User must submit a new registration if needed.

First login after approval: once the new user signs in successfully, Gapuraku will force the user to complete a one-time onboarding wizard before reaching the dashboard. The wizard collects three mandatory items: a digital signature, a passport / government ID, and an emergency contact. See section 3 below.

3. First-Login Account Setup (Mandatory)

The very first time an approved user signs in, Gapuraku redirects them to a guided Account Setup page. The user cannot navigate to any other screen until all three items below are saved. The wizard remembers progress, so partially-completed setup will resume where the user left off.

Step 1

Digital Signature

Draw with mouse / finger or upload a PNG / JPEG / BMP image. The signature is embedded automatically on Expense Claims and Travel Requests.

Step 2

Passport / Government ID

Provide document type, document number, issued / expiry dates, place of issue, and upload a scan or photo (PDF / JPG / PNG, max 5 MB). Travel Requests are pre-filled from this record.

Step 3

Emergency Contact

Provide a name, phone, and relationship for someone to contact in case of an emergency during a business trip. Email, country, and address are optional but recommended.

Account setup wizard - Step 1 Digital Signature — Figure 2 - Account Setup wizard, Step 1 Digital Signature. Until all three steps are complete, every page request is redirected back here.

Account setup wizard - Step 2 Passport — Figure 3 - Step 2 Passport / Government ID. The user uploads a scan and fills in document number, issued date, expiry date, and place of issue.

Account setup wizard - Step 3 Emergency Contact — Figure 4 - Step 3 Emergency Contact. After saving this final item, the wizard redirects the user to the dashboard automatically.

Why these three? They are reused across the portal: the signature appears on every approved document, the passport pre-fills travel forms, and the emergency contact is required for HR / GA when arranging trips abroad. Collecting them once at first login means the user never has to re-enter them when creating requests later.

Dashboard after login — Figure 5 - Dashboard. After the wizard is complete, the user lands here and sees the services authorised for them.

4. Features Available

At the moment, the end-user guide covers the requestor view for two available services only: Travel Request and Expense Claim.

Travel Request

Travel Request is used by employees who need official travel arrangements. From the requestor point of view, the typical process is:

Open Travel Request from the My Services menu.
Create a new request and fill in the trip information such as route, dates, traveller identity, and trip purpose.
Save the request as draft while the plan is still incomplete, or submit it once the information is ready.
Track status updates from approvers and later from GA if ticket processing is required.
Review the final request details and itinerary from the request page.

Requestor view only: this guide does not cover approver, GA, or Country Manager actions.

Expense Claim

Expense Claim is used by employees to submit reimbursement requests for eligible expenses. From the requestor point of view, the normal flow is:

Open Expense Claim from the My Services menu.
Create a claim and enter the title, expense items, dates, and supporting receipts.
Save as draft if the claim is not ready yet, or submit it once the claim data is complete.
Monitor the approval status directly from the claim detail page.
Review the final decision and keep the approved claim as your reference record.

Preparation tip: complete your digital signature first so the approval-related documents can reference the correct signature profile.

Travel Request list page — Figure 6 - Travel Request list. This is the requestor landing page before creating or reviewing a trip request.

Figure 7 - Travel Request create form. Personal details and passport information are pre-filled from the records saved during the first-login Account Setup wizard.

Figure 8 - Travel Request detail page. After submission, the requestor can monitor the request summary, status, and progress from here.

What the Requestor Sees After Login

Once approved and activated, the new user will only see the services that were authorized during the registration approval process. In the current setup, the intended end-user services are:

Travel Request
Expense Claim
My Signature

One-time onboarding: on first login after UREG approval, the user is redirected to the Account Setup wizard (section 3 above) and must save a digital signature, a passport / ID, and an emergency contact before any other page becomes accessible.

Expense Claim

🆕 Athena Finance System Integration

Expense Claim in Gapuraku is directly connected to the Athena Finance System. Once an Expense Claim reaches Approval Completed status, Gapuraku automatically interfaces the record into Athena — the claim is pushed into Athena's RFP queue with status Approval Completed.

This means the Finance team can start processing immediately from Athena without any manual re-entry or additional notification. No document re-submission, no waiting — the moment approval is complete, Finance can act.

Step 1

Create Claim

Open Expense Claim, click New Claim, and fill in the claim title, claim period, and currency.

Step 2

Add Line Items & Invoices

Add each expense row with category, description, date, and amount. Attach the invoice / receipt printout for each item.

Step 3

Submit for Approval

When the claim is complete, submit it. The request enters the approval workflow and the requestor can track status in real time.

Step 4 — Auto

Approval Completed → Athena

Once the final approver approves, Gapuraku automatically pushes the claim to Athena Finance. Finance dispatches from there.

Step-by-Step: Creating and Submitting an Expense Claim

Gapuraku Dashboard – My Services section — Figure 1 – Dashboard. The **Expense Claim** link is in the My Services section of the left navigation menu.

Step 1. From the dashboard, open Expense Claim under the My Services section in the left navigation menu.

Expense Claim list page — Figure 2 – Expense Claim list. All your claims are listed here. Click **New Claim** (top-right) to create a new one.

Step 2. Click the New Claim button (top-right of the list page) to open the claim creation form.

New Expense Claim form header — Figure 3 – Claim creation form. Fill in the Claim Title, Claim Period, and Currency fields in the header section.

Step 3. Fill in the claim header: Claim Title, Claim Period (month/year), and Currency. A meaningful title (e.g. "April 2026 – Site Visit Bandung") makes it easy to identify later.

Step 4. In the Expense Items section, click Add Item to add each expense row. For every row, provide: category, description, expense date, and amount. You can add as many rows as needed before submitting.

Step 5. For each item that has a receipt or invoice, click the attachment icon on that row and upload the supporting document (PDF, JPG, or PNG, max 5 MB per file). Items without an invoice attachment may be queried by approvers.

Step 6. Review the total amount shown at the bottom of the items list. Once everything is correct, click Submit. If the claim is not ready yet, use Save Draft — you can return and edit a draft at any time before submission.

Step 7. After submission, track the claim status from the Expense Claim list page or open the claim detail page to see individual approver actions and remarks.

Claim detail page showing status and approval progress — Figure 5 – Claim detail page. After submission you can track the current status, view each approver's action, and download the claim document once approved.

Claim Form Fields Reference

Field	Description	Required
Claim Title	A short, meaningful label for the claim (e.g. "March 2026 – Business Trip Jakarta").	Yes
Claim Period	Month and year that the expenses belong to.	Yes
Currency	The currency of the expenses. All line items under one claim share the same currency.	Yes
Item — Category	Expense category (e.g. Transport, Accommodation, Meals, Communication). Defined by the company.	Yes
Item — Description	Free-text description of the specific expense (e.g. "Grab ride from airport to hotel").	Yes
Item — Date	Date the expense was incurred.	Yes
Item — Amount	Expense amount in the selected currency. Do not add currency symbol — numbers only.	Yes
Item — Invoice / Receipt	Upload supporting document (PDF / JPG / PNG). Strongly recommended for all items.	Optional
Remarks	Additional notes or context for the approver (optional).	Optional

Invoice / Receipt Attachment: attach the original receipt or invoice printout for every expense item. Approvers and Finance will use these documents as the primary supporting reference. Claims with complete attachments are processed significantly faster.

Expense Claim Status Flow

Status	Meaning	What the Requestor Can Do
Draft	Claim saved but not yet submitted.	Edit, add items, upload attachments, or delete the draft.
Submitted	Claim submitted and waiting for approver action.	View only. Cannot edit once submitted.
In Approval	Approver at one or more levels is reviewing the claim.	Monitor from the claim detail page. Approver remarks are visible.
Approval Completed	All required approvers have approved. Claim is pushed to Athena Finance automatically.	Download the completed claim document. Finance will process from Athena.
Rejected	The claim was rejected at one of the approval levels.	Review the rejection note. A new claim must be created if resubmission is needed.

What Happens After Approval Completed — Athena Finance Interface

When the final approver marks the claim as approved, Gapuraku performs the following automatically:

The claim record is converted into an RFP (Request for Payment) entry in Athena Finance, carrying the claim title, total amount, currency, period, and requestor details.
The RFP is created with status Approval Completed in Athena — the same status that Finance normally looks for when processing payments.
All claim line-item details and the claimant's digital signature are embedded in the supporting document that Finance can view and print directly from Athena.
The Finance team opens Athena, finds the RFP in the Approval Completed queue, and proceeds with the dispatch / payment process — no manual handover or email is required.

Claim Reference Number: after Gapuraku pushes the claim to Athena, an Athena RFP reference number is recorded back on the claim detail page. You can quote this number when following up with the Finance team.

Currency and Bank Account: make sure your bank account details are up to date in the HR system before submitting an expense claim. Finance will use the registered bank account on file when processing the payment in Athena.