Linking Entities to Companies

With the ever growing number of customers, transporters and other entities in the system, it can become confusing to pick the correct entity as there may be several same or similar entity names from different countries.

TrakIT now solves this problem by linking entities to one or more companies, so the entity may only be used by companies where the entity belongs.

This is done on the 'Per Company' tab under the entity.

Company specific Account Codes, Currencies and Credit Days can be selected as well.

When an entity is first created, the responsible company of the user creating the company is automatically assigned to the entity. If more companies need to access the entity, the selection can be made here.

If you find an entity cannot be selected when creating or editing a work order, it is likely that the entity is not selected or available for your company. Please ask your administrator or TrakIT support for assistance.

For any clarification or questions, please reach out to TrakIT Support.

Invoice Header Translations

Previously, the invoice table header was not being translated to the local language of the invoices. This has been implemented with the new TrakIT update.

If a non-English template is being used for generating the invoice, TrakIT will also translate the table header of the invoice to the foreign language as per a new setting defined in the Form definitions.

The following fields are available in the Invoice Form templates:

Language

The language selection affects the Invoice Table that is displayed within the template. This includes the column headers, and elements like Sub-Total, Grand Total, amount in words, etc.

The language selection does not affect the rest of the template - which can be in any language or a mix of languages.

If Data fields are present in the Invoice table, the column headers are also translated. But the data values are not.

Table Display

This option allows you to select whether to display both English and foreign names together or one at a time. The default is "Both Names"

The option affects both the table header and the account names. Please note that account names are not translated. You must specify the local name for the account in the Admin > Finance Masters section.

Important: This change may affect the output of your current invoices that are not in English. Please double-check the invoice before sending them.

Adjusting Translations

TrakIT uses the Google Translation services to obtain translations. After getting the translation, TrakIT saves it in a Translation Cache table.

It may be possible that the translation does not match the correct term in the local language.

In order to fix incorrect translations, SysAdmins can go the Admin > SysAdmin Tools > Translations. TrakIT will display a list of translations saved in the cache. These can be updated with the correct translations.

For any issues or clarifications, please contact TrakIT Support.

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.