Invoice

The invoice page shows one invoice that the company you work with has issued to an entity you are linked to: who it is to, its lines, its taxes and adjustments, the payments recorded for it and what is still outstanding. From here you can also download its PDF.

To open an invoice, select its row on the Invoices page. You can also reach it from outside the portal:

• If the company’s invoice PDF carries a QR code, scanning it opens the invoice here.
• A link or QR code made for the old portal, for example on an invoice printed earlier, opens it here too.

If you are not signed in, TrakIT asks you to sign in first. Such a link can also open an invoice that the Invoices list does not show, such as a credit note.

The top of the page

• The arrow (Back to Invoices) returns to the Invoices list.
• The title is Invoice and the invoice number.
• A label next to it says Outstanding while there is an amount to pay, and Paid otherwise: see Outstanding and paid.
• PDF downloads the invoice PDF: see Download the PDF.

Header

Field	Shows
Date	The invoice date.
Due	The date payment is due.
Invoice To	The entity invoiced.
From	The company that issued the invoice.
Job reference, for example Transport Document	The job reference of the shipment the invoice is for. The label uses the company’s name for it.
Workflow	The workflow of that shipment: the kind of operation, as the company has set it up.
Remarks	The invoice remarks.

Apart from Date and Due, a field with no value is left out; for example, an invoice that is not for one shipment has no job reference or workflow.

Lines

The table lists what the invoice charges for, one line per charge. No items means it has none.

Column	Shows
Description	The charge, followed by its details, if any.
Job	The job reference of the shipment the charge is for. An invoice can cover charges of several shipments.
Qty	The quantity, when it is a plain number. Empty otherwise.
Rate	The price per unit.
Amount	The amount of the line, before tax.

Rate and Amount are in the invoice’s currency. A charge recorded in another currency is converted at the invoice’s exchange rate.

Totals

The totals are at the bottom right:

Line	Shows
Sub Total	The total of the lines, before tax.
One line per tax, labelled with the tax’s code	The amount of that tax on the invoice.
Adjustments	The total of the adjustments made to the invoice, such as a discount, as a negative amount. Shown only if there are any and your role allows View Payments & Adjustments. They are not included in Total.
Tax Deduction	The tax you withhold from the invoice and pay to the tax authority, as a negative amount. Shown only if the invoice has one and your role allows View Payments & Adjustments. It is not included in Total.
Total, with the currency, for example Total (XOF)	The invoice total, taxes included.
Paid	The payments recorded for the invoice. Shown only if there are any.
Outstanding	What is still to pay: Total, less the adjustments, the tax deduction and Paid. It is 0 when the company has marked the invoice as paid or written it off. Amber while there is something to pay, green otherwise.

Payments received

When the company has recorded payments for the invoice and your role allows View Payments & Adjustments, Payments Received lists them. For each payment, it shows its reference, under it the date of the payment and how it was paid, for example by bank transfer, and on the right the amount applied to this invoice. Only payments the company has approved are listed.

Download the PDF

1. Select PDF at the top right.
2. Your browser downloads the invoice as a PDF file.

The PDF is the final invoice document the company generated for the invoice. PDF appears only when your portal role allows Download Invoice PDF and the invoice has a PDF. If it does not appear and you need the PDF, ask your contact at the company. If the download fails, your browser shows an error page instead of the file.

Messages

Message	Means
That invoice was not found, or you do not have permission to view it.	The invoice does not exist, is not for an entity you are linked to, has not been approved, has been cancelled, or the company’s filters for your account hide it. Back to Invoices returns to the list.
That invoice could not be loaded.	TrakIT could not be reached, or returned an error. Select Retry.

If your session has ended, the portal takes you back to the sign-in page: see When TrakIT signs you out.

Who can use this page

You need a link to the invoiced entity, as a customer or as a transporter. Your portal role then decides what you can do:

Section	Permission	Allows you to
Invoices	Read	Open the invoice and see this page, except the PDF, the payments received and the adjustments.
Invoices	View Payments & Adjustments	See the payments received and the adjustments.
Invoices	Download Invoice PDF	Download the invoice PDF with PDF.

The company sets your portal role and your entity links. See Invoices.