Bill

The bill page shows one bill received from a supplier or another entity. You allocate to it the expense and disbursement accounts of your jobs that it covers, or add ad-hoc accounts for costs that belong to no job, check that they add up to what the supplier billed, then validate and finalise it. The tabs below the bill hold its accounts, data, payments, files, comments and action log.

To open a bill, select its number on the Bills page, or wherever TrakIT shows it, for example on a finance job, on the Accounts page or on a payment. Each bill opens in its own browser tab.

How a bill moves through TrakIT

Status	Means	What you can do
Submitted	A supplier sent the bill through the portal or the vendor bill API, or your company’s own system created it as Submitted through the integration API.	Accept or reject it.
Received	Entered in TrakIT, or accepted.	Change it, allocate its accounts and adjustments, then validate it.
Validated	It passed its checks and has a bill sequence. Its details, accounts and adjustments can no longer be changed.	Record payments, generate a PDF, finalise it, or un-validate it.
Finalised	Validated and finalised. If your company keeps its books in TrakIT, it is posted to them.	Record payments and generate a PDF. Reset it if it must be changed.
Disputed	Marked as disputed in Modify.	Clear the mark before you validate it.
Rejected	Rejected, with a reason for the supplier.	Restore it.

The Status field shows a green light for Validated and Finalised, red for Disputed and Rejected, and amber for the others. A disputed or rejected bill also has a coloured background.

The top of the page

Job ID, at the top left, appears when the bill was created from a job’s finance page. It shows the job and opens its finance page. Such a bill can only take accounts of that job, not ad-hoc accounts.
The share icon (Share Bill Link) shares the link to the bill, or copies it. The link needs a TrakIT sign-in.
Actions, under the bill number, runs an action that your company has set up for bills. TrakIT asks you to confirm first; actions cannot be undone.

The details box shows:

Field	Shows
Bill ID	TrakIT’s number for the bill.
Bill Date, Received Date, Due Date	The date on the bill, the date you received it, and the date payment is due, if there is one.
Currency	The bill’s currency.
Entity Type, Received From	The entity that sent the bill. The information icon shows its details.
Company	The company that received the bill.
Added By	Who added the bill, and when. The name is red when it was added by an external user.
Validated By or Rejected By	Who validated or rejected the bill, and when, or [ Pending ].
Finalised By	Who finalised the bill, and when, or [ Pending ].
Bill Sequence	The number TrakIT gives the bill when it is validated: the company’s code, the year and month, and a running number for that month, for example `HQ-2610-0042`. [ Pending ] until then.
Profit Center	The profit centre, if the bill has one.
Status	See How a bill moves through TrakIT.
Internal Remarks, External Remarks	The bill’s remarks, if any. The portal shows the external remarks to the supplier only on a rejected bill, as the reason for the rejection.

Amounts

Three boxes compare what the supplier billed with the accounts you have allocated to the bill:

Box	Billed	Allocated
Net Amount	The billed amount less its tax.	The total of the allocated accounts, without their tax.
Tax	The tax amount on the bill.	The tax on the allocated accounts.
Total	The billed amount, tax included.	The total of the allocated accounts, tax included.

The figure under each box is the difference. It is green when it is within the tolerance set for your company, and red when it is not. To validate the bill, the tax, and on a bill with a positive amount the total, must agree within that tolerance.

Below them:

Field	Shows
Tax Deduction	Tax withheld from the supplier’s payment, entered in Modify.
Payment Made	The approved payments recorded against the bill.
Outstanding	What is still to pay: the billed amount less adjustments, approved payments and the tax deduction. Green when nothing is left to pay.
X-Rate	When the bill’s currency differs from the currency of its jobs: the exchange rate from the job currency to the bill currency, or Missing/Outdated when TrakIT has no rate recent enough. When the bill is in the job currency but some accounts were entered in another currency, it shows the rate worked out from those accounts, marked (Derived).
Sync Reference	For a bill sent to your external accounting system: the reference it was given and when, or the error. [Clear] clears it, so that the bill is sent again.

TrakIT takes exchange rates from your company’s exchange rates, for the bill date or for the date chosen in Modify.

Actions on the bill

The buttons under Select Action depend on the bill’s status and your permissions:

Button	What it does
Modify	Changes the bill’s details. Before validation, unless the bill is rejected or submitted.
Generate PDF	Creates a PDF of a validated bill.
Request Validation	Asks for the bill to be validated, if your role cannot validate bills.
Validate	Validates the bill.
Un-Validate	Takes a validated bill back to Received.
Finalise	Finalises a validated bill.
Accept	Accepts a bill submitted through the portal or the API.
Reject, Restore	Rejects the bill, or restores a rejected one.
Delete	Deletes a bill that is not validated.
Reset	Takes a finalised bill back to Received.

On a bill added by an external user, ⚠ Bill was submitted by external user appears next to the buttons.

Modify the bill

Select Modify.
In Modify Bill, change what you need. See the table below.
Select Save.

Field	Notes
Bill Number, Entity Type, entity	Shown only while the bill has no accounts. The bill number is required, up to 30 characters, and saved in capitals without spaces. The same entity cannot have two bills with the same number.
Currency	Required.
Profit Center	Optional.
Internal Remarks, External Remarks	The portal shows the external remarks to the supplier only on a rejected bill, as the reason for the rejection.
Exchange Rate Date	Document Date uses rates for the bill date. Custom uses rates for the date you enter, which cannot be in the future or more than 90 days ago. Custom needs the Set X-Rate Date permission.
Use Alternate X-Rate	Uses the alternate rate of your exchange rates instead of the standard one.
Bill Date	Required. It cannot be in the future or more than 5 years ago.
Bill Received On	Required. It cannot be earlier than the bill date.
Bill Due Date	Optional. It cannot be earlier than the bill date.
Billed Amount (incl Tax)	Required, and not 0.
Tax Amount	Optional. It cannot be more than a quarter of the billed amount, and must have the same sign.
Tax Deduction	Optional. Tax withheld from the supplier’s payment. It cannot be negative, and at validation it cannot be more than half of a positive billed amount, or anything but 0 on a negative one.
Disputed	Marks the bill as disputed.

When you mark a bill as disputed, TrakIT emails the person who added it, with the external remarks as the reason. The portal does not show the reason on the bill. A disputed bill cannot be validated.

If your company converts account amounts with its exchange rate table, saving also recalculates, from their original amounts, the job-currency amounts of the accounts entered in the bill’s currency, at the rate for the bill’s exchange rate date.

Validate a bill

Validating confirms that the bill is correct and gives it its bill sequence. After that, its details, accounts and adjustments can no longer be changed.

Check the amounts and the accounts.
Select Validate. It appears on a bill that is not validated, rejected or waiting to be accepted.

TrakIT says The bill was validated successfully!, or why it could not. A bill can be validated only when:

It is not disputed.
The entity is active, and approved if its type needs approval.
It has accounts that do not add up to zero, with no amounts missing, and none of them is waiting for approval.
For a bill with a positive amount, the billed amount matches the total of its accounts, and in every case the tax amount matches their tax, within the tolerance set for your company.
The tax deduction is within its limits (see Modify).
TrakIT has an exchange rate, if one is needed.
The bill’s required data fields, on the Data tab, and the required data fields of its entity are filled in.
Any checks your company has set up for bills pass.

Request validation

If your role cannot validate bills, you see Request Validation instead of Validate.

Select Request Validation.
In Request For Validation, enter Remarks for the person who will validate it.
Select Request.

TrakIT first checks the entity, the amounts and the exchange rate as it would for validation. It then emails the users who have subscribed to Validation Requested for bills under System > Notifications. If nobody has, the request fails with No recipients found.

Finalise a bill

Select Finalise on a validated bill. All the bill’s accounts must be approved, and any checks your company has set up for finalising must pass.

If your company keeps its books in TrakIT, finalising posts the bill to them: see Automatic posting. The posting needs an open financial year that covers the bill date. Once a bill is finalised, its data fields can no longer be changed. If your company sends bills to an external accounting system, finalised bills are the ones it sends.

Un-validate or reset a bill

Un-Validate takes a validated bill that is not finalised, and not sent to an external accounting system, back to Received. Its bill sequence is cleared.
Reset takes a finalised bill back to Received. TrakIT asks you to confirm first. It reverses anything TrakIT posted to your books for the bill and its adjustments, and clears the sync reference. The bill gets a new bill sequence when it is validated again.

Neither works once a payment is recorded against the bill, approved or not.

Reject or restore a bill

Reject a bill you will not accept, for example a duplicate. A bill can be rejected only before validation, and only when it has no accounts: unallocate them first.

Select Reject.
In Reject Bill, enter the reason under Update External Remarks. It starts with the bill’s current external remarks.
Select Reject.

TrakIT saves the reason as the bill’s external remarks, so the supplier sees it in the portal, and emails it to the person who added the bill. The bill is no longer disputed or waiting to be accepted.

To undo a rejection, select Restore. The bill goes back to Received. Restoring needs the Validate permission.

Accept a submitted bill

Bills that suppliers send through the portal or the vendor bill API arrive as Submitted, with at least one file. Check the bill and its files, then select Accept: it becomes Received, and you can work on it like any other bill. To refuse it, reject it instead.

Delete a bill

Select Delete on a bill that is not validated.
Confirm.

Its job accounts are taken off the bill, so they can be billed again. Its ad-hoc accounts, files and comments are deleted. The bill’s tab closes and the page you opened it from refreshes.

Generate a PDF

Once a bill is validated, you can create a PDF of it from a template.

Select Generate PDF.
In Generate Bill, choose the template in Select Template. If the company has only one, it is already chosen. Bill Preview shows the result.
If the template has a signature box, sign in it and select Confirm under the signature.
Select Generate.

The PDF is added to the Files tab, titled with the template name and the bill number. It is locked, so it cannot be deleted. If no bill template is set up for the company, TrakIT says There are no templates available.

Tabs

Below the bill are the tabs Accounts, Data, Payments Made, Files, Comments and Action Log. The page opens on Accounts.

Accounts tab

The Accounts tab lists the accounts on the bill: the expense and disbursement lines of your finance jobs that this bill pays for, and its ad-hoc accounts.

Column	Shows
Checkbox	Selects accounts to unallocate, before validation. The icon in the heading selects all or none.
Serial	The line number.
Item	The account name, its detail and code, and its remarks. A pencil (Update Account) appears on ad-hoc accounts while the bill can still be changed.
Appr	The account’s approval. Point to the light: Approval not required, Waiting for Approval or Approved.
Job, job reference	The finance job, which opens its finance page, and its reference, which opens the job. Not shown on a bill created from one job. Empty for an ad-hoc account.
WF Serial	The job’s workflow serial number.
WO, Container	The work order and its container, with the container size. A warning sign means the work order is cancelled.
Rev/Exp Date	The date the expense is recognized, or Pending in red. - for an ad-hoc account, which has no job.
Estimated	The account’s estimate, in the bill’s currency when possible, with the job-currency amount below.
Qty, Rate, Amount	The quantity, the rate and the amount in the bill’s currency. When an amount was entered in another currency, the original is shown below it. [Missing] in red means TrakIT cannot convert the amount to the bill’s currency. A red ▲ means the amount is more than estimated, a green ▼ less; point to it to see by how much.
Tax Name, Tax Amount, Total + Tax	The taxes and the amount with tax, when any account has a tax.

Below the accounts are the Subtotal (when there are taxes), the GRAND TOTAL, the adjustments and the Total Payable Amount.

Above the list:

Add Account adds an account that belongs to no job: see Add an ad-hoc account.
Allocate adds accounts to the bill: see Allocate accounts.
Unallocate takes the selected accounts off the bill: see Unallocate accounts.
Export downloads the accounts as an Excel file.
System administrators also see Refresh, which recalculates the exchange rate and the bill’s totals. TrakIT also recalculates them when you allocate accounts, change adjustments or save the bill.

Allocate accounts

Allocate appears before validation, unless the bill is rejected or waiting to be accepted.

Select Allocate.
In Select Accounts to Add, narrow the list with the filters and select the search icon.
Select the accounts: select a row, or its checkbox. The icon in the heading selects all or none of the accounts shown.
Select Add.

TrakIT says All accounts added successfully, or how many of the selected accounts it could add, and recalculates the bill’s totals.

The list shows the actual expense and disbursement accounts that this bill’s entity billed, that are not on a bill or an internal posting yet, from the company’s finance jobs that are not closed or cancelled. On a bill created from one job, only that job’s accounts are listed. Expense accounts come first, then disbursement accounts. Available shows how many accounts are listed: at most 1,000, marked (Limited). Selected counts the ones you have selected.

Filter	Finds
Account Name/Code	Any part of the account name, detail, code or account group.
Job reference	Any part of the job reference. The label is your company’s short name for it, for example T/D.
Workflow Serial	Any part of the job’s workflow serial number.
WO / Container / Manifest	Any part of the work order ID, container number or load ID.
Unlinked Expenses	Also lists accounts with no entity. When you add one, it takes the bill’s entity.
Closed Jobs	Also lists accounts of closed jobs.

Your company can also add a filter of its own, shown first, that finds accounts by the data of their work orders. The cross icon clears the filters.

Column	Shows
Account Name	The account name, with its account group above in red and its work order ID in brackets, if any, then its detail and code.
Applies	How the account is charged, for example per Job, per WO or per Kg.
Job reference, Job ID	The job, which opens the job, and its finance job, which opens the finance page.
Entity Type	The entity type of the account’s billing entity.
WF Serial, WO	The workflow serial number, and the work order with its container or load ID.
Rate, Quantity, Total	The rate, quantity and total in the bill’s currency, with the rate in the account’s other currency below, if any. [Missing] means no exchange rate was found.
Updated By	Who last changed the account, and when.
Linked	✓ when the account already has an entity.

Add an ad-hoc account

Add Account adds an account that belongs to the bill only, not to a job, for example a cost that is not for any one shipment. It appears on a bill without a job, before validation, unless the bill is rejected or waiting to be accepted, if your company has Use Ad-hoc Accounts on in its finance settings.

Select Add Account.
In Account Type, choose Expense or Disbursement.
Choose the Account Master: the account, from those set up for the company.
Enter an Account Detail if needed, up to 50 characters.
Choose the Account Group, if your company uses groups.
Choose how the account Applies: per TD, per WO, per m3, per Kg, per Ton, per TEU, per 20’, per 40’ or Manual. per TD needs a quantity of 1.
Enter the Rate, in the bill’s currency, and the Quantity.
Enter Internal Remarks (up to 500 characters) and External Remarks (up to 300 characters), if needed. External remarks appear under the account name.
Select Add.

The account is billed by the bill’s entity. Accounts that need approval cannot be added this way. TrakIT then recalculates the bill’s totals.

An ad-hoc account is always in the bill’s currency. If you later change the bill’s Currency in Modify, its rates keep the same figures in the new currency.

To change an ad-hoc account, select its pencil in the Item column. In Update Account, you can change its account group, Applies, rate, quantity and remarks, and its taxes:

To add a tax, select Add Tax…, choose the tax and select Add. The list offers the taxes of the company’s country for that type of account.
To remove a tax, select the cross next to it.
To delete the account, select the cross at the bottom left, then Yes.

Select Save to keep the other changes. Once the bill is validated, its ad-hoc accounts can no longer be changed.

Unallocate accounts

Select the checkbox of each account to take off the bill.
Select Unallocate.
Confirm.

Job accounts are free to be added to another bill. Ad-hoc accounts are deleted. Unallocate appears while the bill is not validated or rejected.

Adjustments

Adjustments reduce what you pay on the bill, for example for a discount agreed with the supplier. They are always deducted from the total. You can add them before validation, while the bill is not rejected and something is still outstanding, up to 5 per bill.

Select the plus icon next to Adjustments, below the accounts.
In Adjustment Details, choose the Adjustment.
Enter the Amount, or for an adjustment set up as a percentage, check the Percent.
Enter Remarks, if needed.
Select Save.

Adjustment types are set up for your company. Each is either a fixed amount, or a percentage of the whole bill, of its tax, or of certain accounts. An adjustment limited to certain accounts can be added only when the bill has one of them.

To change an adjustment, select its pencil icon, change it and select Save. To delete it, select the cross icon in Adjustment Details.

The list shows each adjustment with its remarks and amount, then Total Adjustments and the Total Payable Amount: the grand total less the adjustments.

Data tab

The Data tab lists the bill’s data fields: extra information your company records for bills, set up by an administrator. The fields can differ by company.

Enter the Value and, if needed, the Remarks of the fields to change.
Select Save.

A star marks a required field. Required fields must be filled in before the bill can be validated. Use Search to find a field by name or code. Computed fields are worked out by TrakIT. The fields cannot be changed once the bill is finalised.

Payments Made tab

The Payments Made tab lists the payments recorded against the bill.

Column	Shows
Reference Number	The payment’s reference. Select it to open the payment.
Sequence Number	The payment’s sequence number.
Payment Mode	How it was paid.
Trans. Date	The payment date.
Status	Point to the light: Approved, Ready to approve, or Amount not matching with total when the payment’s split across bills does not add up to its amount.
Amount	The part of the payment for this bill.
Created By, Approved By	Who recorded and approved the payment, and when.

Only approved payments count in Payment Made and Outstanding. Payments are also recorded on the Receipts and payments page.

Add a payment

Add Payment appears on a validated bill with an amount outstanding.

Select Add Payment.
Check the Reference. TrakIT suggests one made of the company’s code, the year and month, and a running number, for example HQ2610-0005.
Choose the Transaction Mode, for example a bank transfer.
Enter the Transaction Date.
Check the Amount. It starts on the outstanding amount, and cannot be more.
Enter Remarks, if needed.
Select Add Payment.

TrakIT creates a payment to the bill’s entity, in the bill’s company and currency, and says Payment added successfully and Ready for Approval. It counts against the bill once it is approved: see Receipt or payment.

Files tab

The Files tab holds the bill’s files, such as the supplier’s scanned bill and the PDFs generated from it. Cancelled files are shown in red.

Column	Shows
Icons	Download, preview and, for PDF files and images, print the file.
Title, File Name	The file’s title and name.
Type, Status, Expiry	The document type, its status and its expiry date, in red once expired.
File Size	The size in KB.
External	Yes in red when the supplier can see the file in the portal.
Uploaded By	Who added the file, and when. A red ! marks an external user.

To add files:

Select Add Files.
In Upload Files, enter a File Title, or leave it empty to use the file name.
Choose the Document Type, and if needed the Document Status and Document Expiry.
To let the supplier see the files in the portal, turn on Available Externally.
Drag the files onto the box, or select Select File(s). The upload starts at once.

When the upload is complete, TrakIT says File Upload completed successfully and closes the popup. Each file can be up to 20 MB, of the types listed in the box.

To change a file, select its pencil icon. In Modify File, change the title, type, status, expiry or Available Externally, or turn on Cancel Document, then select Update. The cross icon in Modify File deletes the file, if your role allows it. Files that TrakIT generated, such as bill PDFs, are locked and cannot be deleted. Available Externally cannot be changed on a file added by an external user.

Comments tab

The Comments tab holds comments on the bill.

Sort shows the newest or the oldest first; Show shows only comments with one status.
Each comment has a status: Active, Pending, Resolved or Cancelled. Select the status to change it.
Select the expand icon to read a long comment full screen.

To post a comment:

Select Add….
Write the comment. You can format it and add links, images and tables.
To show it to the supplier, select Visible externally: the supplier then sees it in the portal and receives it by email. It is not selected by default on bills.
Select Post.

To record a spoken comment instead, select the microphone button, then Start Recording, and Post when you are done. A recording can last up to 5 minutes.

You can delete your own comment within 30 minutes of posting it, if it has not been emailed yet.

Comment Recipients lists the users who are told about new comments. A recipient receives an email only if they have subscribed to comment notifications for bills, under System > Notifications. To add a user, select Add, choose the user in Add New User and select Add User. To remove one, select the red cross next to their name.

Action Log tab

The Action Log tab lists what was done to the bill, newest first: the time, the user and their company, the action and its details, such as accounts added, the bill validated or a field changed.

Type in Search to find entries by user, action or data.
Select Show Page Loads to include the times the bill was opened.
Export downloads the list as an Excel file.

How long entries are kept depends on your installation’s data retention policy.

Notifications

Users can subscribe to emails about bills under System > Notifications: when a bill is created, submitted, accepted, validated, unvalidated, finalised, rejected or disputed, when validation is requested, and about comments.

Who can use this page

Your role needs Read in the Bills section to open a bill. Everything else needs its own permission:

Section	Permission	Allows you to
Bills	Read	Open the bill, see its tabs, download and preview its files, and generate PDFs of validated bills.
Bills	Create	Modify the bill, allocate and unallocate accounts, add and change ad-hoc accounts, add adjustments, accept submitted bills, add and change files, change data fields and run Actions.
Bills	Delete	Delete a bill that is not validated and its files. Open an adjustment to change or delete it, which also needs Create.
Bills	Export	Export the accounts.
Bills	Validate	Validate bills and restore rejected ones.
Bills	Unvalidate	Un-validate bills.
Bills	Finalise	Finalise bills.
Bills	Reset	Reset finalised bills.
Bills	Reject	Reject bills.
Bills	Clear Sync Ref	Clear the sync reference.
Bills	Set X-Rate Date	Choose a Custom exchange rate date.
Payments	Create	Add payments.
Work Orders	Delete Comment	Delete your own comments.

Anyone who can open the bill can post comments and change their status.