Finance pending

The Finance Pending page shows the actual accounts of a company that have not been invoiced or billed yet, or that sit on an invoice or bill that is still a draft. Use it to find the work that is done but not invoiced, the costs that no vendor bill covers yet, and how long they have been waiting. For what to do about them, see See what is still due.

To open it, select Analytics > Finance Pending.

The page has four boxes, one for each kind of pending account. Select a box to see its figures, its charts and the list of its accounts. From the list, open the finance job, the work order or the draft invoice or bill.

Which accounts count

The page looks at the actuals of jobs, and at accounts that belong to no job (ad-hoc accounts). It leaves out:

estimates and the accounts of quotations;
the accounts of jobs whose finance is cancelled;
accounts settled by an internal posting;
income accounts, if your role cannot see them. The page then says Income accounts are not shown to you, so the invoice boxes hold disbursements only.

You see the accounts of jobs in the workflows you have access to, and ad-hoc accounts, which belong to no workflow. System administrators see the accounts of all workflows.

Dates and ages

Each account goes by one date, shown as Rev/Exp Date: its job’s Rev/Exp Recognition date or, when the job has none or the account has no job, the day the account was recorded. Its age is the number of days since that date. The Rev/Exp Date filter, the ageing and the list all use this date.

Amounts and currencies

An account’s amount is its rate times its quantity, before tax, in the currency of its job’s finance for the company, or, for an ad-hoc account, in the currency of its invoice or bill.

With one company selected, the totals are also in the company’s default currency, for example Amount, XOF. Accounts in other currencies are converted with one rate per currency: the latest exchange rate on or before today. A note under the charts says so, with the date, and names any currency that has no rate to the company’s currency; the accounts in that currency are left out of the amounts. If the company has no default currency, its most used job currency is shown instead. For exchange rates, see Exchange rates.

With – All Companies –, amounts are not added up across currencies. Each figure shows the currency with the most accounts, and how many more currencies there are; point to it to see every currency.

Filters

The filters apply to the boxes, the figures, the charts and the list. Select Filters to open or close the panel; the heading says how many filters are applied. There is no Search button: the page loads again a moment after you change a filter, or at once when you press Enter in a text box.

Filter	Finds
Company	The company whose accounts you see. It lists the companies you have access to, starts on your own company, and appears only when there is more than one. System administrators can also choose – All Companies –.
Workflow	All workflows, one workflow, or All of a workflow group. Workflows are grouped by workflow group, with Other workflows for those without one, and an inactive workflow shows (inactive). It appears only when you have more than one workflow. Choosing a workflow leaves out the ad-hoc accounts.
Jobs	Open and closed, Not closed or Closed only: whether to include accounts of jobs whose finance is closed. A job’s finance can be closed while some of its accounts were never invoiced or billed.
Rev/Exp Date	Accounts whose Rev/Exp Date is between the two dates. You can fill in either one.
Account Category	Any part of the name of the account’s category.
Account Name or Code	Any part of the account’s name or code.
Job reference or Job ID	Any part of the job reference, or, for a number, also the job with that ID. The label uses your company’s short name for the job reference, for example T/D or Job ID.
Entity	Any part of the name of the entity the account is invoiced to or billed by.

Reset clears all the filters except Company.

TrakIT remembers the company, the Jobs and Workflow filters, the box you selected and your views in this browser. The other filters start empty each time you open the page.

The line under the filters names the company and when the figures were read. Select Refresh to read them again. The page also refreshes itself every 30 minutes while its browser tab is in view.

The four boxes

Box	Holds
No Invoice	Income and disbursement accounts that are not on any invoice.
Draft Invoice	Income and disbursement accounts on an invoice that is not approved yet. Cancelled invoices are left out.
No Bill	Expense and disbursement accounts that are not on any vendor bill.
Draft Bill	Expense and disbursement accounts on a vendor bill that is not validated yet.

A disbursement is both invoiced and billed, so it can be in an invoice box and a bill box at once. For how invoices and bills move on, see Invoice and How a bill moves through TrakIT.

Each box shows how many accounts it holds and their amount. A box with no accounts is faded. Select a box to show its figures, charts and accounts below; the selected box is highlighted.

The box’s figures

Figure	Shows
Amount	The amount of the box’s accounts, before tax. With one company, the label names its currency, for example Amount, XOF. Very large amounts are shortened, for example 12.5M; point to the figure to see it in full.
Jobs	How many jobs the accounts are on, and, for Draft Invoice and Draft Bill, on how many draft invoices or bills. For the other boxes, how many accounts each job has on average.
Oldest	The age in days of the oldest account.
Over 90 days	How many accounts are more than 90 days old, what part of the box they are and, with one company, their amount.
On closed jobs	How many accounts are on jobs whose finance is closed, and what part of the box they are. Hidden when Jobs is Not closed.
No rate	How many accounts have no rate entered yet. Their amount is not known, so it is not in the totals.
No exchange rate	With one company: how many accounts are in a currency with no exchange rate to the company’s currency, and so left out of the amounts. It appears only when there are some.

Over 90 days, On closed jobs, No rate and No exchange rate are red when they are above zero. Select one of them, marked with a funnel icon, to list only those accounts.

Charts and tables

Three charts break the box down:

Chart	Shows
Ageing	The accounts by age: Up to 30 days, 31-60 days, 61-90 days, 91-180 days, 181-365 days and Over a year. An account dated in the future counts in the first range.
Invoice to or Billed by	The ten largest entities the accounts are invoiced to, for the invoice boxes, or billed by, for the bill boxes. Not set means the account has no entity yet.
Breakdown	The ten largest of one breakdown. Choose Workflow, Category (the account category) or Updated by (the user who last changed the account) next to the title. No job (ad-hoc) holds the ad-hoc accounts.

Above the charts:

By amount or accounts chooses whether the charts measure the amount or the number of accounts, and which ten are the largest. It appears only with one company; with – All Companies –, the charts count accounts.
Charts or Tables shows the breakdowns as bar charts or as tables, with the number of accounts and the amount of each row.

When there are more than ten entities, workflows, categories or users, a note under the chart says how many accounts the others have and, with one company, their amount.

To list the accounts behind a bar or a table row, select it. The bar is highlighted, and the list shows only those accounts.

The accounts

The list under the charts shows the accounts of the selected box, for example No Invoice accounts. When you selected a bar, a row or a figure, its name appears next to the title, for example Aged 91-180 days or Invoice to: followed by the entity’s name. Select the cross next to it to show all the accounts of the box again. Selecting another box, or changing a filter, also shows them all.

The list starts with the oldest Rev/Exp Date. Select a column heading to sort by it, and again to reverse the order; ETA/ETD, Applies, Rate, Qty and Taxes do not sort. Choose how many accounts to show in Per page: 25, 50, 100 or 200. The bottom of the list shows which accounts you see, for example 1-25 of 340, and the page numbers.

Column	Shows
Type	Income, Expense or Disbursement.
Account	The account’s name, with its category, code and detail below.
Job reference	The job, which opens its finance job page in a new tab. Closed means the job’s finance is closed. The workflow serial is below. - means an ad-hoc account. The heading uses your company’s short name for the job reference, for example T/D.
Work Order	The work order of the account, if it has one. Select it to open the work order in a new tab.
ETA/ETD	The first ETA or ETD on the job’s work orders.
Rev/Exp Date	The account’s date. rec. after it means the day the account was recorded, because the job has no Rev/Exp Recognition date. Below it is the account’s age, in red when it is more than 90 days, or in n days for a date in the future.
Invoice To or Billed By	The entity the account is invoiced to or billed by, or Not set.
Invoice or Bill	For Draft Invoice and Draft Bill: the draft invoice or bill, which opens in a new tab.
Applies	How the quantity is worked out. See Applies.
Rate, Qty	The rate and the quantity.
Total	Rate times quantity, before tax, in the account’s currency. With one company, an account in another currency also shows the amount in the company’s currency below.
Taxes	The taxes on the account, with their rates.
Updated By	The user who last changed the account.

Export the list

Select Export to download the accounts of the list as an Excel file: all of them, not only the page you see, up to 50,000. When the list has more, point to Export to see that only the first 50,000 are exported. The file follows the list’s filters, the selected bar or figure, and its order.

The sheet starts with the box, the filters, what you selected, and when and by whom it was generated. Then it has one row per account, with the columns Type, Category, Account, Code, Detail, the job reference, Job ID, Workflow Serial, Work Order, ETA/ETD, Rev/Exp Date (the job’s recognition date), Recorded (the day the account was recorded), Age (days), Invoice To or Billed By, Invoice Number or Bill Number for the draft boxes, Applies, Currency, Rate, Quantity, Total, Total, followed by the company’s currency when one company is selected, Taxes, Updated By and Job Closed. The job, the work order and the invoice or bill link to TrakIT.

Messages

Message	What it means
No accounts in box for these filters.	The selected box is empty. Select another box, or change the filters.
– Nothing found –	No account matches the bar or figure you selected.
The page could not be set up., The figures could not be read. or The accounts could not be listed.	Select Try again next to the message.

Who can use this page

Section	Permission	Allows you to
Job Finance	Read and Read Actuals	Open the page and see the pending accounts.
Job Finance	Access Income Accounts	See income accounts. Without it, the invoice boxes hold disbursements only.
Job Finance	Export	Export the list.

The Company filter lists the companies you have access to. System administrators see all companies and all workflows, and can choose – All Companies –. External users, such as customer portal users, cannot use this page.