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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.

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.