Finance Documents

With the latest update of TrakIT, all documents under finance module can be viewed and emailed from Finance > Documents. Accessing this page requires the relevant permission defined in the user's role under Admin > Role Management.

Documents Page

This page gives all the details of the documents added under the finance module. You can view Invoices, Credit Notes, Bills and other documents uploaded by the users. The document's list can also be filtered based on Document's Name, Required Period, Entity, Invoice / Bills number, Workflows and so on.

A specific document can be viewed by clicking the magnifying glass icon.

Emailing the documents

To email specific documents, select the respective checkboxes and then click on the Email button. Any number of documents can be emailed in one go.

On clicking the Email button a pop-up screen will appear as below.

The number of documents selected and the total size will be displayed on top.

Multiple recipients can be added, to email it to yourself, click on the Add Myself link. If the selected documents belong to same entity, then the Add Entity option will be visible. Clicking on it will add the email addresses of that entity to the recipients list.

Customized subject and message can be specified by filling the respective fields.

The documents can be emailed as attachments or as links. For sending as links, select the checkbox Send links instead of attachments. If sending documents as attachments, the total size of the documents cannot exceed 10 MB.

For any questions or clarifications, please contact TrakIT Support.

Hiding Accounts

With the latest update of TrakIT, accounts can now also be hidden or deleted. Select the checkbox(es) of the account(s) and click on the required action from the Task Menu.

Hide Accounts

Select the account(s) and click on Hide Accounts from the Tasks menu. This action will hide the selected account(s) from the screen and also display the number of hidden account(s).

Show Accounts

The hidden accounts can be viewed by selecting the checkbox Show Hidden under the Tasks menu.

The hidden accounts can also be shown again by selecting the account(s) and clicking on the Show Accounts under the Tasks menu.

These options are only visible in case it has any hidden account(s).

When reversing an invoice, the associated accounts as well as the accounts associated with the resulting credit note are automatically hidden.

For any questions or clarifications, please contact TrakIT Support.

Happy New year

 

We wish you all very Happy New Year

Account Level Approval

With the latest update of TrakIT, accounts can be approved on a line item basis on the actuals. As a result, invoices can be approved and bills can be validated only if the accounts within the invoice or bill are also approved (or don't require approval).

Account approval works only on the Actual Accounts, not the Estimates. All Estimates are approved together as usual.

Setting Up

In the Finance Masters, you can set up the approval mode for each account individually. Edit an account and set the field Approval Mode as per below.

No Approval Required - This is the default setting. Approval is not required for the account.

If Modified from Estimate - When the estimates are approved and transferred to the actuals, these accounts are automatically set to approved. If a user changes any of these accounts, the account is set to up-approved. Once un-approved, they must be again approved by a user with permission to approve the accounts.

Approval Always Required - These accounts are always set to un-approved state and will always require approval. If any change is made to the account after approval, they will require to be re-approved.

Approving Accounts

Approval of Actual accounts happens after the approval of the Estimates. Estimate accounts are approved altogether (not individually). Once the Estimates are approved, the Actual Accounts are displayed with the 'Appr' column that indicates the state of approval.

A gray icon means that the account does not require approval. An orange icon means the account  requires approval, while a green icon means the account is approved.

Accounts can be approved by selecting the checkboxes next to the accounts and selecting 'Approval Accounts' from the Task button menu.

Approval can be performed by a user whose role includes the permission to approve estimates.

For any question or concerns, please contact TrakIT Support.

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.