Back-dating Invoices

In certain situations, it may be required to back-date an invoice that is generated by TrakIT. This is now possible with certain settings on the company and user permissions.

To allow a user to back-date an invoice, the following must be set up:

1) Company Settings

Under Admin > Companies, edit the company information and set these two fields:

Back-dating: Set how many days an invoice can be back-dated.

Back-date Month Closing: Set the day of the month after which an invoice cannot be back-dated to the previous month.

2) User Permissions

Go to Admin > Role Management > Role Customization. Select the relevant role, expand the Finance section and then the Invoice section.

Switch on the permission for 'Allow Back-dating'

Only users with this permission (and SysAdmins) will be able to back-date invoices.

Back-dating the Invoice

At the time of approval of the invoice, you will be able to change the date of the invoice up to the limits specified in the settings.

Please note that back-dating invoices may result in non-sequential or mismatched order of invoice numbers.

For any questions or concerns, please contact TrakIT Support.

Tax Related Changes

With the ever increasing requirements of businesses, we have made some changes to the way taxes are handled in TrakIT. It is now possible to define multiple taxes with different codes under the same tax master in a specific country. Here is how to set up taxes in TrakIT so they work without any user intervention.

Country Taxes

Each country has its own set of taxes. TrakIT allows you to create these taxes along with rates and codes for each country. Go to Admin > Finance Masters > Country Taxes and select a country.

You can add multiple taxes here that are applicable for the country. The Finance Code must be unique for each tax added. If the Finance Code is not specified, it defaults to the Tax Code.

Default Taxes for Accounts

When adding Accounts to the workflow definition, you can specify the default taxes that will be applicable for the account. Multiple taxes can also be selected, provided they belong to different tax codes.

Once the default taxes have been added, they will be applied automatically to the specific account.

Adding Taxes Manually

If default taxes have not been set, it is possible to add a tax manually on any account, provided it is defined under the Country's taxes. Previously, it was possible to set the rate manually. This is not possible anymore and the tax rate will be automatically picked from the Country Tax definition.

Tax Exemptions

Customers and entities that are exempt from paying specific taxes can be defined in Entity Management. Select an Entity and select the tab 'Per Company'. Click the company for which you want to define the exemptions. Select the exempted taxes and click Save.

For any questions or clarifications, please contact TrakIT Support.

Requesting Documents from Customers/Others

With the latest update of TrakIT, you can now send a document request email directly to concerned parties and also allow them to upload the documents into TrakIT without having to log in.

Requesting a Document

If the Document Checklist is defined in the Workflow, you will be able to select one or more checklist items and request the document for the selected items to be uploaded or emailed to you.

Select one or more checklist items and then click 'Request Documents'

In the pop-up, you can specify your own Subject and Message if you like. Select the recipient to whom the email should go.

Based on the option selected by the user an email will be sent with the link to upload the document or with the user's email address requesting the document(s). The email will look similar to the below example:

When the recipient clicks on the 'Upload Link', they will be redirected to a Document Upload page where they will be able to select and upload a file. The document upload link is only valid for 8 hours.





The document uploaded through the document link will be linked with the requested shipment as well as the checklist item and will be displayed in the “Documents Uploaded” tab.

The status of the checklist item is set to “Requires Validation” and an email is sent to the requestor.


For any questions, clarifications, or feedback, please contact TrakIT Support.

Link Documents to Document Checklist

With the latest update of TrakIT, you can now link and update the document checklist while uploading or updating documents. 

Uploading Documents

If a Document Checklist is defined in the Workflow, you will be able to select a checklist item and also set the status of the item when you are uploading a document. If you select a checklist item, then only one document can be uploaded at a time.

Linking a Document to the Checklist

If a document has already been uploaded, it can be linked to a checklist by selecting the modify option on the document.

Upon selecting the checklist item and status, the previous status will be over-written.

The checklist item linked with the document is displayed with the document.

For any questions or clarifications, please contact TrakIT Support.

Update On Event Calendar

With the latest update of TrakIT, the calendar popup for populating events has been changed to allow faster one-click entries of the event with a 'Quick Select' section.

It is very important that events in TrakIT are updated as soon as possible after the real event happening. This will reduce the event update delay and also trigger corresponding actions in a timely manner.

The correct way to use this calendar is as follows:

Immediate Event Update

If you are updating an event immediately after it happens (which is the preferred way), you can simply click "Current Date/Time" to populate the current time into the event box. In almost all cases, this is the default selection that should be used.

Delayed Event Update

If the event is being updated after a significant delay (for example, the event happened yesterday), then you must first set the time of the event on the right side and then click the date on which it happened. If the time is not set, the default time of 12:00 will be used.

Future Time/Date

For Info-Only events like ETA, ETD, etc., simply click the future date on the calendar. It will be entered with the default time of 12:00. If a different time is required, it can be set prior to the selection of the date. Future dates are enabled only for Info-Only events.

Not Applicable / To Be Advised

If an event is not applicable for the work order, simply select "Not Applicable". If the event time is not yet known, simply select "To Be Advised".

Clearing the field

Use the 'Clear' link to clear any existing data in the text box.

For any questions or clarifications, please contact TrakIT Support.