Invoice Reversal and Credit Notes

It may be possible that an invoice has been issued wrongly or with incorrect amounts. Once the invoice is posted to the finance system, it is usually not possible to reverse this process. In such a case, a Credit Note must be issued for correcting the situation.

Invoice reversal basically involves creating Credit Notes of the reversal amount. There may be two possibilities:

Reversing the Whole Invoice

In case, the invoice was issued wrongly and the entire amount needs to be reversed, TrakIT offers a shortcut way to reverse the entire invoice. There is a button 'Reverse Invoice' available on the Invoice page.

Clicking this button brings up the following popup:

After selecting the Credit Note template and reason for reversal, TrakIT will perform the reversal as mentioned in the steps. The reversal cannot be undone.

Invoice Reversal is just a shortcut to automate the whole reversal process. The same steps can be performed manually as well.

Reversing Invoice Partially Only

In case only a part of the invoice needs to be reversed, the user must do the following:

1. Create one or more Income accounts on the shipment with negative values matching the amounts to be refunded.
2. Create a new Credit Note under the Invoices tab and add these accounts to the Credit Note.
3. Once satisfied with the Credit Note preview and amount, the Credit Note can be approved and finalized.

For any questions or clarification, please contact TrakIT Support.

Analyse your Job Profitability

With the latest update of TrakIT, a new "Analyse" tab has been added to the Job Finance page. This tab allows users to view the summary of the shipment finance based on preset views.

The following views are available, along with an example of each.

Account Master Summary - The information is grouped as per the Account Masters. Each account master present in the accounts tab is summarised.

Account Category Summary - The information is grouped as per the category of the Account Masters. Each category is presented per row.

Work Order Profitability - This view displays the profitability of each work order in the job seperately.

Each of the views can be exported to Excel if required. 

For any questions or clarifications, please contact TrakIT Support.

Upcoming Changes to Advanced, Query and Workflow Report Access

TrakIT has the capability to allow users to build a wide variety of reports and automate the delivery of these reports at their convenience. Currently, such reports are accessible to all users who have access to the relevant workflows or companies.

With data security becoming an ever-increasing factor in online systems, and to keep TrakIT up to date with security and compliance requirements, access to reports will be changed in a series of updates.

The main changes to be implemented are listed below:

1) Report Owner

Every report will now belong to a user called the "Report Owner". A report will be accessible and modifiable only by the Report Owner or a System Administrator. This user shall be the responsible person for the report - this includes creation, adding fields, modifying subscriptions, setting recipients, etc. No other user (except SysAdmins) shall be able to make any changes to the report.

The creator of a report shall automatically become the owner. The owner (or SysAdmin) may also transfer the ownership of a report to another user.

Changes requested by a user for a report shall have to be approved by the Report Owner or a SysAdmin.

2) User Access Control - Manual Reports

For reports that are generated manually, the Report Owner must provide access to other users to be able to download/preview the report. Such access can be granted or revoked as needed to specific users. Users with access can only generate/download the report. No changes can be made to the report itself.

Access will be granted to users at the subscription level.

3) Report Recipients - Scheduled Reports

For scheduled reports, the Report Owner may add any number of recipients that will receive the report. These could be internal users/emails or external email addresses. Permission to add external recipients shall be controlled through Role Management.

4) Responsibility

The Report Owner shall be responsible for the data generated by the report and its security - allowing users access to download the report or adding users as recipients.

Please note that the above changes will be implemented in the next one or two weeks. If you have any questions or concerns about accessing your reports in the future, please connect with TrakIT Support.

Send Supporting Documents with Invoice

With the latest update of TrakIT, you can now attach supporting documents when sending an invoice to your clients.

This can be done for both Pro-forma and Final invoices. When generating a Pro-forma invoice or final invoice, you can select one or more documents on the right-side panel. A maximum of 10MB files can be selected.

Supporting documents are listed from the shipment, invoice documents or WO documents linked to the invoice accounts.

For any questions or clarifications, please contact TrakIT Support.

Shipment to be renamed to Job

Dear TrakIT Users,

As you may be aware, workflows in TrakIT can track any business process in your organization. They are not just limited to shipments only. For example, there could be workflows related to internal Finance, HR, or Sales processes. 

With the increasing use of non-shipment workflows in TrakIT, the word 'Shipment' does not apply to a significant number of workflows for our clients. To solve this, we have decided to make a small adjustment.

There will be a change in terminology in an upcoming update for TrakIT. These changes are listed below.

• Shipment to be renamed to Job
• Shipment Type to be renamed to Job Type
• Shipment ID to be renamed to Job ID

Furthermore, the application may refer to Job Ops or Job Finance referring to the operational and finance parts of the job. These changes will also affect the client portal and the TrakIT Android app.

Existing reports that have Shipment related fields will continue to use the same field name. If you would like these changed, you can rename the fields yourself or ask us to do it.

If there are any questions or clarifications, please contact TrakIT Support. We apologize for the inconvenience or confusion caused (if any), but we believe this will allow far greater benefits for our clients to be able to utilize TrakIT for many other non-shipment workflows as well.