Bills

The Bills page lists the bills one company has received from its suppliers and other entities: what each one billed, how much of it is matched to job accounts, and what is still to pay. From here you add new bills, open them, and validate or finalise several at once.

To open it, select Finance > Bills.

A bill is matched to the expense and disbursement accounts of your jobs, then checked and validated, then finalised. That work happens on the Bill page. A bill can also be created from a job’s finance page, for that job only: see Finance job. For where bills fit in a job’s finance, see Enter the supplier bills.

Choose the company and financial year

The two lists at the top right choose whose bills you see:

The company: the companies you have access to. TrakIT remembers your choice.
The financial year: the company’s financial years, or – All FY –. It starts on the open financial year that covers today. Only bills dated within the year are listed.

Changing the company or the year resets the filters.

Status counts

The boxes at the top count the company’s bills in the selected financial year by status: Submitted, Received, Validated, Finalised, Disputed and Rejected. The counts ignore the other filters. Select a count to set the Status filter to that status alone and search again. A box with no bills is faded.

Status	Means
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. It waits for someone to accept it.
Received	Entered, or accepted, and not validated yet. It can still be changed.
Validated	Checked against its accounts and given a bill sequence. It can no longer be changed.
Finalised	Validated and finalised.
Disputed	Marked as disputed. It cannot be validated until the mark is removed.
Rejected	Rejected, with a reason for the supplier.

For what each status allows, see Bill.

Find a bill

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, followed by the total billed amount in each currency, for example Bills - 48 Found; Total: XOF 12,600,000.00. Reset clears the filters.

TrakIT remembers your filters, apart from the dates, for the next time you open the page. If an administrator has limited the bills you can see, Custom Filters Active appears next to the buttons.

Filter	Finds
Bill Number	Any part of the bill number.
Entity	Any part of the name of the entity that sent the bill.
Job reference	Bills with an account from a job whose reference contains the text. The label is your company’s short name for the job reference, for example T/D.
Account Status	Bills by the approval of their accounts: Any Unapproved (at least one account waiting for approval), Any Approved (at least one approved, or not needing approval), All Unapproved, All Approved, or No Accounts (nothing allocated yet).
WO/Container	Bills with an account of that work order ID or container number. The value must match in full.
Bill Date, Validated Date, Finalised Date	Bills between the From and To dates. The arrow next to each label offers ranges such as This Month, Last Quarter or Year-To-Date.
Currency	Bills in one currency.
Status	The statuses to include. The check icon selects all or none.
Payment Status	Outstanding, Fully Paid or Partially Paid. These look at the total of the accounts allocated, less adjustments and approved payments, so bills with no accounts allocated are left out.
Created By, Validated By	The users who added or validated the bills.
Fin Ref	Any part of the reference the bill was given in your external accounting system, if your company sends bills to one.
Sync Status	Show Synced Only, Show Unsynced Only or Show Sync Errors Only, for bills sent to an external accounting system.
Files	With No Files or With Files.
Added By	Internal User, or External User for bills sent through the portal or the vendor bill API.
Taxes	With Taxes Only or Without Taxes Only: bills with or without a tax on any of their accounts.
Select Data Field	Bills where a bill data field matches. Choose the field, then a Search Mode: Partial Match, Exact Match, Not Matching, Non-Empty Data, Number Range or Date Range. Select Empty Data Field finds bills where a field is empty.

The list

The list shows 50 bills per page, newest first. Disputed bills are shown in red. The columns are set up for your company, and bill data fields set to be displayed are added at the end. Select a column heading to sort by it, where the column allows it.

By default the columns are:

Column	Shows
BILL ID	TrakIT’s number for the bill.
Bill Date	The date on the bill.
Bill Number	The supplier’s number for the bill. Select it to open the bill in a new tab.
Entity	The entity that sent the bill. Select it to open the entity.
Bill Sequence	The number TrakIT gives the bill when it is validated.
Job(s)	The job references of the accounts on the bill.
Due Date	The date payment is due, if the bill has one.
Created, Created By	When the bill was added, and by whom. The name is red when it was added by an external user through the portal or the API.
Validated By, Finalised By	Who validated and finalised the bill.
Currency	The bill’s currency.
Billed Amount, Tax Amount	What the supplier billed, tax included, and the tax in it.
Unallocated Amount	The billed amount less the total of the accounts allocated to the bill.
Outstanding	The billed amount less adjustments and approved payments.
Internal Remarks	The bill’s internal remarks. Point to them to read them in full.
Sync	For bills sent to an external accounting system: ✓ when sent, [Error] when it failed.
Status	The bill’s status.
Files	The number of files on the bill.

An administrator can also show other columns, such as Company, Sync Reference or External Remarks, or columns for events and data fields of the bill’s job.

Export the list

Select Export to download the bills that match the filters, on all pages, as an Excel file. It has the columns set up for the list, followed by all the bill data fields.

Add a bill

Add Bill enters a bill you have received. It is created in the company selected at the top of the page.

Select Add Bill.
Check the Bill Date: the date printed on the bill. It starts on today.
Enter the Bill Number printed on the bill.
Choose the Entity Type, for example Transporter. TrakIT remembers your choice.
In the next field, which is named after the entity type, start typing the name of the entity that sent the bill (at least 2 characters) and choose it.
Check the Currency. It starts on the company’s default currency and changes to the entity’s currency when you choose the entity.
Choose a Profit Center, if you need one. TrakIT fills in the entity’s own profit centre, if it has one.
Either select Auto-allocate Expenses, or enter the Total Amount (incl Tax) and the Total Tax Amount printed on the bill.
Check Bill Received On, which starts on today, and Bill Due In, the number of days to pay.
Enter Remarks, if needed.
Select Add.

TrakIT says Bill created successfully and the bill appears in the list with the status Received. Open it to allocate the job accounts it covers and validate it: see Allocate accounts.

Field	Notes
Bill Date	Required. It cannot be in the future or more than 5 years ago.
Bill Number	Required, up to 30 characters. It is saved in capitals, without spaces. The same entity cannot have two bills with the same number.
Entity Type, entity	Required.
Currency	Required.
Profit Center	Optional. The list shows the company’s profit centres.
Auto-allocate Expenses	See Auto-allocate expenses below. The amount fields disappear when you select it.
Total Amount (incl Tax)	Required without Auto-allocate Expenses. It cannot be 0, but it can be negative.
Total Tax Amount	Optional. It cannot be more than a quarter of the total amount, and must have the same sign.
Bill Received On	Required. It cannot be earlier than the bill date.
Bill Due In	Optional, from 0 to 365 days after the bill date. It starts on the company’s default credit period, or, if the company has none, on the number you entered last time.
Remarks	Saved as the bill’s internal remarks.

Your company can also set up its own checks that a new bill must pass.

Auto-allocate expenses

With Auto-allocate Expenses, TrakIT adds to the new bill every actual expense and disbursement account of the company that is billed by the entity and is not on a bill yet. It then sets the bill’s billed amount and tax amount to the total and tax of those accounts, so the bill balances from the start. Check the accounts on the bill before you validate it.

Read the bill from a PDF

If your company has it set up, the Add New Bill popup starts with an AI PDF Scan box.

Drop the supplier’s PDF bill on the box, or select the box and choose the file.
Wait while TrakIT reads it. It fills in the Bill Number, Bill Date, Currency, Total Amount (incl Tax), Total Tax Amount and Remarks it finds, and the entity when it finds one of the company with a similar name. It then shows Fields extracted from PDF. Please review accuracy before saving.
Check every value against the bill and correct what is wrong.
Fill in the rest of the form and select Add.

The PDF is added to the new bill’s files. If TrakIT cannot read the file, it shows AI extraction failed: fill in the form yourself.

Validate or finalise several bills

Select the checkbox of each bill. Only bills that are not finalised have one. The icon in the heading selects all or none.
Select Tasks, then Validate or Finalise.

TrakIT validates or finalises the bills one by one, with the same checks as on the Bill page, then shows how many succeeded and how many failed. Tasks appears only when the page shows bills that you can validate or finalise.

Clear sync errors

If your company sends finalised bills to an external accounting system, Clear Sync Errors clears the error on every bill of the company that failed to reach it, so that they are sent again, and says how many were cleared. Only system administrators can run it.

Who can use this page

Section	Permission	Allows you to
Bills	Read	Open the page and the bills.
Bills	Create	Add bills.
Bills	Export	Export the list.
Bills	Validate, Finalise	Validate or finalise several bills with Tasks.
Bills	Clear Sync Ref	See Clear Sync Errors. Only system administrators can run it.