Accounts

The Accounts page lists the actual finance lines of all your jobs in one place. In TrakIT, each charge or cost line on a finance job is called an account: an income line is invoiced to a customer, an expense line is billed by a supplier, and a disbursement is both. Use this page to find lines across jobs, for example the lines not invoiced yet or the lines with no tax, and to change many of them at once.

To open it, select Finance > Accounts. The page lists only actual lines, not estimates or quotation lines. To work on the lines of one job, open its finance job.

Choose the company and financial year

The two lists at the top of the page choose the company and the financial year. The company list shows the companies you have access to, and TrakIT remembers your choice. Changing the company resets the filters.

The year starts on the open financial year that includes today, or on the latest open year. With a year chosen, the page lists only lines whose invoice, bill or internal posting is dated in that year. To include lines that are not on an invoice, bill or internal posting yet, choose – All FY –.

Workflow group tabs

If your workflows with finance are organized in more than one workflow group, a tab appears for each group, plus All. The list and the Workflows filter show only the workflows of the selected group. TrakIT remembers the tab you used last.

Find lines

Select Filters to open the filter panel, if it is closed.
Enter or select the filters you need.
Select Search.

The number of matches appears above the list, for example Total - 125 Found. Reset clears the filters and ticks every box. TrakIT remembers the Workflows, Account Type, Invoice Status, Bill Status, Job Status, Taxes, Account not assigned, Account Name and Entity filters for the next time.

Filter	Finds
Account Name	Lines whose account name contains the text.
Entity	Lines whose Invoice To or Billed By entity’s name contains the text.
Account Type	Income, Expense or Disbursement lines. The check icon ticks all or none.
Account Approval	Unapproved: lines whose account needs approval and is not approved yet. Approved: lines that are approved or need no approval.
Invoice Status	Lines with No Invoice, or on a Draft, Approved or Finalised invoice. Expense lines are not affected by this filter.
Bill Status	Lines with No Bill, or on a Draft, Validated or Finalised bill. Income lines are not affected by this filter.
Workflows	The workflows to include. Type in Search to shorten the list.
Job Status	The status of the finance job: Approved, Request for Closing or Closed.
Taxes	Show All, With Taxes Only or Without Taxes Only.
Rev/Exp Recognition	Lines of jobs whose revenue and expense recognition date is between the From and To dates. The arrow next to the label offers ranges such as This Month.
Account not assigned	Lines with no entity. For a disbursement, a line missing either of its two entities.
Invoice Number	Lines on an invoice whose number contains the text.
Bill Number / IPost ID	Lines on a bill whose number contains the text, or on the internal posting with that ID.
Invoice/Bill/IPost Date	Lines whose invoice, bill or internal posting is dated between the two dates.
Approved/Validated	Lines whose invoice was approved, bill validated or internal posting approved between the two dates.
Invoice/Bill Finalised	Lines whose invoice or bill was finalised between the two dates.
Job reference	Lines of jobs whose reference contains the text.
Work Order ID	Lines of one work order.
Container	Lines of work orders whose container number contains the text.
Updated	Lines last changed Today, in the Last 24 Hours, Last 3 Days or Last 7 Days, This Month, or in a Date Range.
Job Created	Lines of jobs created between the two dates.
Amount Range	Lines whose total (rate times quantity, in the job currency) is between the two amounts.
Quantity Range	Lines whose quantity is between the two numbers.
Multi-Value Search	A list of up to 100 IDs of one kind, separated by commas, semicolons, tabs or new lines: Bill ID, Invoice ID, IPost ID, Job ID, Line ID or Master ID (the account in the finance masters).

If an administrator has limited the finance jobs you can see, the list shows only the lines of those jobs.

The list

The list shows 20 lines per page, newest first. Select a column heading such as Type, Job, Rev/Exp Date or Rate to sort by it.

Column	Shows
Checkbox	Selects the line for a task. Lines on an approved invoice or a validated bill have no checkbox; with Update Actuals, a disbursement keeps it while one of its sides is not on an invoice or bill yet. The check icon in the heading selects all the lines on the page, or none.
Type	Inc (income) in green, Exp (expense) in red or Disb (disbursement) in amber.
Category, Account Name	The account’s category, and its name and detail, with its code below.
Appr	Grey: approval not required. Amber: waiting for approval. Green: approved.
Work Flow	The job’s workflow.
Job	The job ID, which opens the finance job, and the job’s finance status.
Work Order	For lines of one work order, its ID, container size and container number.
APR Date	The date a payment request was made for the line, if your company uses payment requests.
Rev/Exp Date	The job’s revenue and expense recognition date.
Invoice To	For income and disbursement lines, the entity invoiced and the invoice number. The light is amber for a draft invoice, green for an approved one, and red when the line is not invoiced yet.
Billed By	For expense and disbursement lines, the entity that bills the cost and the bill number. The light is amber for a draft bill, green for a validated one, and red when the line is not billed yet.
IPost	The internal posting the line is on: amber while it is a draft, green once approved.
Applies	How the quantity is counted: per Job, per WO, per m³, per Kg, per Ton, per TEU, per 20’, per 40’, for WO (one line for each work order) or Manual.
Currency, Rate	The job currency, and the rate in it.
Quantity, Total	The quantity and the total. An arrow shows when they are more (▲) or less (▼) than the estimate; point to it to see by how much. On the total, green means better for the job’s margin and red worse.
Tax Name, Tax Amount, Total+Tax	The taxes on the line, the amount of each, and the total with taxes.
Updated By	Who last changed the line, and how long ago.

Select an invoice, bill or internal posting number to open it.

Export

Select Export to download all the lines that match your filters as an Excel file. Besides the columns of the list, the file has the Line ID, the account code and detail, the job ID and status, the work order’s services, the invoice and bill dates and statuses, the rates in the base and alternate currencies, and the internal and external remarks. You can use it as the starting point for a bulk update.

Tasks

To change several lines at once:

Select the checkbox of each line, on the current page.
Point to Tasks and choose the task. Tasks you cannot use are grey.

Task	What it does
Approve	Approves the selected lines whose account needs approval.
Assign Entity	Sets the Invoice To or Billed By entity. See Assign an entity.
Assign Bill	Puts expense and disbursement lines on a bill. See Assign a bill.
Set/Remove Tax	Adds a tax to the lines, or removes their taxes. See Set or remove taxes.
Delete	Deletes the lines, after you confirm.

When the task is done, TrakIT shows how many lines were changed and how many were not. Lines that were refused are shown in red, with the reason below them.

Approve leaves out lines that are already approved or need no approval. The workflow’s validation rules can also refuse a line.

Delete cannot delete a line that is on an invoice, bill or internal posting, or a locked line. It also refuses when deleting the line would make the job’s income from an entity negative, unless your company allows negative revenue, and when the workflow’s validation rules refuse it. Deleting cannot be undone.

Assign an entity

Select the lines, then point to Tasks and select Assign Entity.
Under Invoice To, for income and disbursement lines, choose the entity Type, then type part of the name in Entity and choose the entity.
Under Billed By, for expense and disbursement lines, do the same.
Under Options, choose which lines to change:
- Assign accounts without entity, selected at first: lines that have no entity yet.
- Replace entity on accounts: also lines that already have another entity.
Select Assign.

You can fill in Invoice To, Billed By or both. The entity must be allowed in the line’s company. A line already on an invoice or bill cannot be changed; for a disbursement, the side that is already on an invoice or bill is left as it is, and the other side can still change.

Assign a bill

Select the expense and disbursement lines, then point to Tasks and select Assign Bill.
In Select Entity, choose the supplier. The list shows the entities that have bills not validated yet in the company.
In Bill, choose the bill. Each bill shows its date, number and total.
Under Options, choose which lines to change:
- Assign accounts without bills, selected at first: lines that are not on a bill yet.
- Replace bill/entity on accounts: also lines on another bill that is not validated.
Select Assign.

Only lines of the bill’s company and currency (the job currency or the line’s alternate currency) are assigned, and only on jobs that are not closed or cancelled; other lines are left as they are. A line whose Billed By entity is another entity is not changed. A line with no Billed By entity takes the bill’s entity. To create a new bill from lines, use the finance job instead.

Set or remove taxes

Select the lines, then point to Tasks and select Set/Remove Tax.
In Set Tax, choose the tax to add, or – Remove Taxes – to remove all the taxes of the lines.
Select Save.

The list shows the taxes of the company’s country. If all the selected lines are income, or all are expense, it shows only the taxes that can be used on that type of line.

A tax is added only to lines that have no tax yet. Lines cannot be changed when their invoice is approved, their bill is validated, they are on an internal posting, or their job’s finance status is past Approved. A tax for income lines only cannot go on an expense line, and the other way round; disbursements can take any tax. The workflow’s validation rules can also refuse a tax. Adding or removing a tax removes the line’s approval.

Bulk update

Bulk Update… changes many lines from an Excel file: their bill, invoice or internal posting, their rates, their approval and their remarks.

Find the lines and select Export to download them, or prepare your own Excel file with a Line ID column.
In the file, change the cells you need, and fill each changed cell with yellow.
Select Bulk Update….
Under MS-Excel File Upload, select the file: an .xlsx or .xlsm file of up to 2 MB.
Select Upload.

TrakIT updates the lines in the background and emails you the results: the number of rows processed, updated, rejected and skipped, and the result of each row.

TrakIT reads the first visible sheet. The first row holds the column names, which can be in any order; case and spaces do not matter. On the other rows, it reads the Line ID and only the cells filled with standard yellow.

Column	What it changes
Line ID	Required: the line to change.
Bill Number	For expense and disbursement lines: the bill of that number in the company. The line’s Billed By entity becomes the bill’s entity.
Invoice Number	For income and disbursement lines: the invoice of that number. An income line’s Invoice To entity becomes the invoice’s entity.
IPost ID	For income and expense lines: the internal posting with that ID.
Base Rate	The rate in the job currency.
Alt Rate	The rate in the line’s alternate currency.
Approved	`Yes` approves the line, if its account needs approval. `No` or `NA` removes the approval.
Internal Remarks, External Remarks	The remarks.

TrakIT checks each row:

The line must belong to the company chosen at the top of the page, and you must have access to the job’s workflow.
The job’s finance status must be Approved.
The line’s current bill must not be validated, its invoice and internal posting not approved. The same applies to the new bill, invoice or internal posting.
A line on an internal posting cannot go on a bill or invoice, and a line on a bill or invoice cannot go on an internal posting.
The new values go through the same checks as when you change the line on the finance job.

Changing a line removes its approval, unless the same row sets Approved to Yes. TrakIT then updates the totals of the bills and invoices concerned.

Only one bulk task runs at a time in TrakIT, including the bulk tasks on the Operations side. If one is running, TrakIT says who started it and asks you to try again later.

Who can use this page

You see only the lines of the workflows assigned to you, unless you are a system administrator.

Section	Permission	Allows you to
Job Finance	Read	Open the page.
Job Finance	Access Income Accounts	See income lines. Without it, the page lists only expense and disbursement lines.
Job Finance	Export	Export the list.
Job Finance	Approve Estimate	Use Approve, and the Approved column of a bulk update.
Job Finance	Update Actuals	Use Assign Entity, Assign Bill, Set/Remove Tax and Delete, and update lines in a bulk update.
Bills	Create	See Bulk Update… (with Update Actuals), and use the Bill Number column of a bulk update.
Invoices	Create	Use the Invoice Number column of a bulk update.
Internal Posting	Create	Use the IPost ID column of a bulk update.