Make Advance or Partial Payments or Receipts

With the latest update of TrakIT, you can now register advance payments from vendors and register future bills against the payment. Similarly, you can receive advance payments from customers and register future invoices with the payment receipt.

Registering a Payment

On the Finance > Receipts & Payments page, select the Payments tab. Enter the details for the payment that was made to the Vendor.

Once the payment is created, you can register zero or more existing bills against it. You can even approve the payment without allocating any bills. 

The payment detail page now has a new button: Finalise. The payment can be finalised only when the allocation of bills equals the payment amount. Once the payment is finalised, no further changes can be made.

Registering a Receipt

The procedure for registering receipts is the same as for payments. Once the receipt has been created, you can approve it with or without allocating invoices to the receipt.

After approval, you can generate the voucher or receipt copy to send to the customer. Future invoices from the customer can then be allocated to this Receipt.

Once the Receipt has been allocated to invoices and the outstanding is zero, the Receipt can be finalised.

For any questions or concerns, please contact TrakIT Support.

Introducing Tags

The latest update introduces the ability to define "tags" for various elements such as Workflow, Advanced and Query Reports, Entities, and Assets. This new feature provides users with the flexibility to categorize and organize these components based on their specific needs.

By assigning tags, you can create a more structured and efficient system, making it easier to manage and retrieve relevant data. Whether you're dealing with complex workflows or numerous assets, tags allow you to tailor the organization to fit your workflow, improving overall productivity and clarity.

Adding New Tags

To add one or more tags, simply type the tag name and press enter. Tags are not case-sensitive. So, "Internal" is the same as "internal". You must use the correct capitalisation when defining a tag for the first time.

Adding Existing Tags

If you've used a tag before, it will appear in the list of selections when you type a few characters.

Filtering on Tags

You can search by tags on the main page for the reports, entities or assets.

We hope you tags help you to organise your reports, entities and assets better and more efficiently.

Depot, Geography & Location Terminology Updates

Depots have traditionally represented various physical points such as warehouses, ports, terminals, and airports, where consignments are picked up or delivered. To better reflect the diverse range of these physical points, we are renaming Depots to Locations. This change is purely terminological, with no impact on functionality. You can still assign GPS coordinates for precise locations if needed.

In line with this update, the Depot Type master data field will be renamed to Geo Data. This field will now accommodate any type of geographical location when added to the workflow data. You can select this Geo Data type using the drop-down menu present when editing the field. Additionally, the Custom Filter field remains available for TrakIT Support to further refine selections.

The previous Location field, which allowed place lookups using Google, will now be renamed to Google Places.

GPS Location of Assets and Users is now renamed to Position.

We apologize for any inconvenience this change may cause, but we believe it better aligns with the evolving data requirements in TrakIT.

Here is a summary of the renamed fields:

Old Field	New Field
Depot	Location
Geographical Location	Geo Data
Location	Google Place
Asset/User GPS Location	Position

For any questions or concerns, please contact TrakIT Support.

Connect TrakIT with Power BI, Tableau, Google Data Studio and other Dashboarding tools

With the recent update of TrakIT, you can now use your TrakIT installation as a real-time data source for Dashboarding software such as Power BI, Tableau, Google Data Studio and many more.

Configuring the Data Source

TrakIT does not allow direct connections to its database. However, TrakIT can expose any information via a web API endpoint that can be used to retrieve information from specifically designed query reports.

The API endpoint must be in the following syntax:

https://trakit.[yourcompany.com]/api/public/queryreport?APIKey=[YourKey]&RepID=[ReportID]&AsFile=true

Replace the highlighted parts above with the correct information. Please connect with the TrakIT Support team to obtain your API Key and Report ID. The "AsFile" parameter allows you to directly get the report in the designed format (xlsx, csv or txt). If set to false, the API responds with Json format data.

Please note that the above endpoint is accessible from the web to anyone who has the URL and hence must be kept strictly confidential.

Embedding the Dashboard in TrakIT

If the dashboard software you use has the capabilities for embedded dashboards, please let us know the embedded Url for your dashboard and we can include the dashboard in any internal dashboard page in TrakIT.

For any questions or concerns, please contact TrakIT Support.

MS Teams, Google Space & Telegram Messaging

With the latest update, you can now send automated messages and notifications to MS Teams Channels, Google Spaces and Telegram Channels. These channels can be internal or external. For TrakIT to send messages to these channels, you need to create these channels first and obtain the webhook URLs or Chat IDs as necessary. 

Once the webhook URLs have been obtained, go to Admin > Integrations > Messaging and create a new Message Channel. Once created, these channels will be available as a selection under "Send Message" when creating actions for Events or Data in workflows.

Here are the steps to do so:

MS-Teams

1) In the New Teams client, select Teams and navigate to the channel where you want to add an Incoming Webhook.

2) Select More options ••• on the right side of the channel name and select 'Manage Channel'

3) Click 'Edit' under Connectors

4) Search for Incoming Webhook and select Add.

5) Select Add again on the popup.

6) Provide a name for the webhook (Example: TrakIT Notifications) and upload an image if necessary. If you would like to add the TrakIT logo, download it from here: https://trakit.in/img/trakit-logo.png

7) Copy and save the unique webhook URL present in the dialog. The URL maps to the channel and you can use it to send information to Teams.

8) Under Admin > Integrations > Messaging, add a new MS-Teams integration and add the Url here.

For more guidance, take a look here: Create an Incoming Webhook - Teams | Microsoft Learn

Google Spaces

1) In a browser, open Google Chat. 

2) Go to the space where you want to add a webhook.

3) Next to the space title, click the expand more arrow, and then click Apps & integrations.

4) Click Add webhooks.

5) Enter the title of the webhook (Example: TrakIT Notifications)

6) In the Avatar URL field, enter: https://trakit.in/img/trakit-logo.png and save it.

7) To copy the webhook URL, click the three dots on the right, and then click the Copy link.

8) Under Admin > Integrations > Messaging, add a new Google Space integration and add the Url here.

Telegram

1) Create the channel or group where you want TrakIT to post messages.

2) Search for and add the bot @TrakIT_Telegram_bot to the channel or group

3) Go to the properties of the channel or group and note its ID (example: @trakitmessages)

4) Under Admin > Integrations > Messaging, add a new Telegram integration and set the Chat ID as obtained in step 3.

Please note that the TrakIT Telegram Bot does not respond to messages. It will only provide notifications.

For any questions or guidance, please connect with TrakIT Support.