Finance documents

The Finance Documents page lists the finance documents of all your jobs in one place: the documents of finance jobs, including the documents TrakIT generates for invoices, and the files attached to invoices, bills, receipts, payments and quotations. From here you can preview documents, export the list, and email or download several documents at once.

To open it, select Finance > Documents.

Note

The job reference labels are set up for your company, so they may differ from this page, for example Transport Document and its short form T/D.

Find documents

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

The number of matches appears above the list, for example Documents - 125 Found. TrakIT remembers most of your filters for the next time. Reset clears them and ticks every workflow, company and user, and Without Workflow.

Filter	Finds
Title, File Name	Documents by title or file name, as set in Search Mode.
Search Mode	How Title and File Name are matched: Partial Match (contains the text), Exact Match or Not Containing.
Document Upload Date	Documents added between the From and To dates. The arrow next to the label offers ranges such as This Month.
Show Cancelled	Also shows cancelled documents.
Job reference	Documents of jobs whose reference contains the text.
Entity	Documents whose entity’s name contains the text: the entity of the invoice, bill, receipt, payment or quotation.
Invoice/Bill/Payment	Documents of an invoice, bill, receipt, payment or quotation whose number contains the text.
Document Source	What the document belongs to: Bill, Invoice, Credit Note, Debit Note, Payment, Receipt or Quotation. Other finds the documents of finance jobs that are not linked to an invoice.
Payment Status	Outstanding: documents of invoices and bills that are not fully paid. Fully Paid: documents of invoices and bills that are fully paid or marked as paid, and documents not linked to an invoice or bill. It appears when Document Source is empty, Bill, Invoice, Credit Note or Debit Note.
Invoice/Bill Date	Documents of invoices, bills and quotations dated between the two dates. A document TrakIT generated for an invoice has the invoice date once the invoice is approved.
Workflows	The workflows to include. The check icon ticks all or none.
Without Workflow	Also includes documents that have no workflow, such as the documents of bills, receipts and payments.
Companies	The companies to include. It appears if you have access to more than one company; otherwise the page shows your company’s documents.
Added By	The users who added the documents.

You see only the documents of the workflows assigned to you, and documents with no workflow, unless you are a system administrator. If an administrator has limited the documents you can see, the filter panel shows Custom Filters Active.

The list

The list shows 20 documents per page, newest first. Select the heading of the Title, Job ID, Entity, job reference or Invoice/Bill/Payment column to sort by it.

Column	Shows
Checkbox	Selects the document, to email or download it. The check icon in the heading selects all the documents on the page, or none.
Magnifier icon	Opens a preview of the document.
Company	The company the document belongs to.
Title, File Name, Size (KB)	The document.
Job ID	The job. Select it to open the finance job.
Entity	The entity of the invoice, bill, receipt, payment or quotation.
Job reference	The job reference, in its short form, for example T/D. Select it to open the job.
Inv/Bill Date	The date of the invoice, bill or quotation.
Invoice/Bill/Payment	The number of the invoice, bill, receipt, payment or quotation. Select it to open it.
Added, Added By	When the document was added, in your time zone, and by whom.

Cancelled documents, shown with Show Cancelled, are in red. They cannot be previewed, emailed or downloaded.

Export

Select Export to download the documents that match your filters as an Excel file, with the columns of the list. Cancelled documents are in red. An export can hold up to 5,000 documents; for more, narrow the filters.

Email documents

1. Select the checkbox of each document to email. You can select documents on the current page only.
2. Select Email…. The Email Documents box shows the number of documents selected and their total size.
3. Choose the recipients:
   • If all the selected documents belong to the same entity, the entity’s email addresses are listed, each marked General, Finance or Management. Tick the addresses to use.
   • Internal Users: type a name to add TrakIT users of your company.
   • Additional Emails: other addresses, separated by spaces, commas or semicolons.
4. To send download links instead of attaching the files, select Use document links instead. The links work for 7 days. You must use links when the documents add up to more than 20 MB.
5. Select Send.

The email has the subject Documents and lists each document with its title, file name, size and who added it.

Download a zip file

1. Select the checkbox of each document to download. You can select documents on the current page only.
2. Select Download Zip…. The Download Zip File box shows the number of files selected and their total size, which can be up to 100 MB.
3. Under Select File Name Prefix, choose what to add before each file name, in this order:
   • Date/Time (yyMMdd-HHmm): when the document was added.
   • Document ID.
   • Entity Name.
   • The job reference. The label is set up for your company.
4. Select Download.

The zip file downloads as ZipDocs_ followed by your user ID and the date and time.

Who can use this page

Section	Permission	Allows you to
Job Finance	View All Documents	Open the page and export the list.
Job Finance	Access Income Accounts	See income documents, such as those of invoices and receipts, and email or download documents.