Finance job

The finance job page holds the money side of one job: the income and costs you expect (estimates), the income and costs that actually happen (actuals), and the invoices, bills, documents and comments that go with them. It also takes the job’s finance through its approval and closing steps. The operations side of the same job is on the Job page.

To open a finance job, select its Job ID on the Workflow Finance page, select Finance on the job, or select Job Finance in the tasks menu of one of its work orders. Finance links in reports, dashboards, invoices and bills open it too. For the “for WO” accounts of a single work order, see Work order finance.

How a finance job works

Each finance job goes through these steps:

1. Draft: you add the estimates, for example by initializing them from the workflow’s default accounts or from a quotation.
2. Approval Requested: someone asks for the estimates to be approved. They can no longer be changed.
3. Approved: the estimates are approved and locked, and TrakIT copies them to the actuals. You now record the real figures, raise invoices and enter bills.
4. Request for Closing: someone asks for the finance job to be closed. The actuals can no longer be changed.
5. Closed: the finance job is complete.

A finance job can also be Cancelled before its estimates are approved, and a closed or cancelled one can be re-opened. See Job status. To follow a job’s finance from the quotation to the payments, see From quotation to payment.

Companies and currencies

Finance is kept separately for each company that works on the job. Each company has its own accounts, status, currency, comments and audit log. Choose the company in the first list under the title (its tip is Company Selection). It lists the companies you have access to; if there is more than one, the page opens on the first company that has accounts on the job.

The second list (Currency Selection) is the currency of the job’s finance for that company. All amounts on the page are in this currency unless shown otherwise. You can change it only while the status is Draft and there are no estimates yet, if your role can update estimates.

The top of the page

The title is the short form of your company’s job reference (for example T/D) and the job reference, which opens the job.

On the right:

Control	What it does
Share	Shares the link to the finance job, or copies it. The link needs a TrakIT sign-in.
Actions	Runs an action that your company has set up for job finance, for the selected company. TrakIT asks you to confirm first; actions cannot be undone. The button appears only if such actions exist and your role can add accounts.
PDF	Print opens a printable summary of the finance job in a new window; Download saves it as FinJob followed by the job ID. The summary has the job information, account summary, Ops Data Display, customer credit rating, estimates, actuals (once approved), comments and the account category profitability. It shows only what your role allows you to see.

Job Information

The Job Information box shows the job’s details. Which fields appear depends on the workflow.

Field	Shows
Workflow, Job ID	The workflow and the job’s number in TrakIT.
Workflow Serial	The job’s serial number in its workflow, if it has one.
Job Type, Commodity	The job’s details.
Customer, shipper, receiver	The entities, under the names your company uses for these entity types. The information icon next to the customer shows its details.
Work Orders	The number of work orders, with the number of 20’, 40’ and other containers. Account Lines Mismatch in red means some “for WO” accounts do not have one line for each work order: check them on the Estimates or Actuals tab.
Work Order ID or First WO	The work order, or the first one if the job has several. If all the work orders are cancelled, it shows the first cancelled one.
Total Weight/Volume	The totals of the work orders, in kilograms and cubic metres.
Created	When the job was created.
Services	The job’s services.
Quotation	The quotation the accounts were initialized from, if any. Select it to open the quotation.

Account Summary

The Account Summary box compares the estimates with the actuals, in the finance currency.

Row	Shows
Income	The total of the income accounts.
Expenses	The total of the expense accounts.
Gross Margin	Income minus expenses, and the margin as a percentage of income. It is red, with a warning icon (Insufficient Margin), when it is below the required margin.
Req. Margin	The minimum margin set for the job’s workflow: a fixed amount, or a percentage of income, expenses or disbursements (for example (10% Inc)).
Disbursements	The total of the disbursement accounts: amounts you pay on the customer’s behalf and pass on to them. They are not part of the margin.
Rev/Exp Recognition	The revenue and expense recognition date, or Pending.

The Actuals and % Diff columns fill in once the estimates are approved. An arrow next to an actual shows whether it is above or below the estimate: green when that is good for the margin (more income, lower expenses), red otherwise. % Diff shows the difference as an amount and a percentage.

The Income, Gross Margin and Req. Margin rows appear only if your role can access income accounts.

Export downloads all the accounts of the job for the selected company as an Excel file: estimates, and actuals if your role can update them, with their taxes, entities, invoices, bills and remarks. Deleted accounts are included in red, with (Deleted) after the name and who deleted them. The button appears if your role can update estimates.

Revenue and expense recognition date

The recognition date is the date on which the job’s income and expenses count, for example in profitability reports. It belongs to the whole job, not to one company. If the job’s workflow is set up with a recognition event, TrakIT fills in the date when that event is recorded on the work orders.

To set or change it by hand:

1. Select the pencil next to Rev/Exp Recognition (Modify Rev/Exp Recognition).
2. Under Select Date, choose the date, or select Clear Date to remove it.
3. Select Save.

The date can be up to one year in the past and up to three months in the future. Your company’s own checks can also refuse the change. The change is recorded on the Audit Log tab and in the job’s audit log.

Ops Data Display and customer credit rating

If the workflow shows some of the job’s data fields in the finance header, the Ops Data Display box lists those you are allowed to see.

The Customer Credit Rating box shows the credit set up for the job’s customer: the Credit Type (Full Credit in green, Partial Credit in amber, No Credit in red), the Credit History, Credit Days, Credit Limit and Remarks. If the customer has none, it shows – No Credit History Found –.

Job status

The Job Status box shows the status of the finance job for the selected company, and the buttons for the next steps. Empty means the status is Draft and there are no estimates yet.

Button	When	What it does
Request Approval	Draft	Asks for the estimates to be approved. The job needs at least one estimate.
Approve Estimates	Draft or Approval Requested	Approves and locks the estimates, and creates the actuals from them (see below).
Reject Estimates	Approval Requested	Sends the estimates back to Draft. Remarks are required.
Cancel Request	Approval Requested or Request for Closing	Withdraws the request: back to Draft or Approved.
Reverse Approved	Approved	Sends the job back to Draft and deletes the actuals, so the estimates can be changed. Not possible once an actual is on an invoice or a bill. Remarks are required.
Request Closing	Approved	Asks for the finance job to be closed.
Close Job	Approved or Request for Closing	Closes the finance job. Not possible while the job has invoices that are not approved, or bills that are not validated.
Reject Closing	Request for Closing	Sends the job back to Approved. Remarks are required.
Cancel Job	Draft or Approval Requested	Cancels the finance job. Remarks are required.
Reopen Job	Closed or Cancelled	Re-opens the finance job: back to Approved if it has actuals, otherwise to Draft. Remarks are required.
Create Quote	Approved, Request for Closing or Closed	Creates a quotation from the job.

Each button appears only if your role allows it; see Who can use this page.

When the estimates are approved:

• Each estimate that has a rate, or belongs to a work order, is copied to the actuals with its taxes.
• Income and disbursement actuals with no entity to invoice get the job’s customer, unless the account master names another entity type. Accounts whose master names a default entity type, such as the transporter or the clearing agent, get that entity from the work orders.
• Estimates that have no rate and were never changed by a user are removed.
• Depending on the account master, a copied account is already approved or waits for approval.
• The page moves to the Actuals tab.

Before approving, TrakIT checks that the customer’s required fields are filled in. Your company’s own checks can also stop any status change, and actions set up by your company can run after it.

TrakIT notifies the users who have subscribed to these events in the Jobs group of the finance notifications, under System > Notifications, for the company, if they have access to the job’s workflow: for example when approval is requested, when the estimates are approved or rejected, and when the job is closed or cancelled. The person who asked for approval or closing is also emailed when their request is approved, rejected or cancelled.

Change the status

1. Select the button in the Job Status box.
2. In the window that opens, for example Request For Approval or Close Job, enter Remarks. They are required to reject, reverse, cancel or re-open.
3. Select the button at the bottom, for example Request, Approve or Close.

The remarks are saved in the Audit Log and included in the emails. If someone else changed the status after you opened the page, TrakIT asks you to refresh the page and try again.

Create a quotation from the job

Create Quote starts a new quotation based on the job, for example to quote the same service again.

1. Select Create Quote in the Job Status box.
2. In Create New Quote, enter the Title.
3. Fill in what you need:
   • Validity: the number of days the quotation is valid.
   • Hide Total and Restricted: the quotation’s options; see Quotation.
   • Notify Users: the users of the company to notify.
   • Internal Remarks, External Remarks and Terms & Conditions.
4. Select Create.

The new quotation is a draft for the selected company, the job’s workflow and currency, with the job’s customer, shipper, receiver, job type and services, and the carrier and transporter of its first work order. It gets a copy of the job’s actual accounts with their taxes, except the “for WO” accounts, and the job-level data of the first work order. TrakIT then opens the quotation.

Tabs

The tabs below the boxes are:

Tab	Appears
Estimates	Always. A green open padlock until the estimates are approved, then a red closed one.
Actuals	Once the estimates are approved. A green open padlock while the status is Approved or Request for Closing.
Invoices	Once the estimates are approved, if your role can read invoices.
Bills	Once the estimates are approved, if your role can read bills.
Documents, Analyse	Always.
Comments	If your role can view comments on work orders.
Audit Log	If your role can view the finance audit log.

Most tabs show a count, for example Estimates (12). The page opens on Estimates until the estimates are approved, and on Actuals after that.

Estimates tab

The Estimates tab lists the accounts you expect for the job: what you will charge the customer (income), what you will pay suppliers (expenses), and what you will pay and pass on (disbursements). The accounts are grouped under Income Accounts, Expense Accounts and Disbursement Accounts.

You can change the estimates while the status is Draft, if your role can update estimates. The buttons on the right are:

• Initialize Accounts: fills an empty list; see Initialize accounts.
• Add Account…: adds an account.
• Get Rates: prices the estimates from your company’s published rates, if your company uses Rate Management and your role can get rates. See Get Rates.
• Quick Edit: changes the rates and quantities of many accounts at once; see Quick edit.
• Tasks: works on the selected accounts; see Work with several accounts.

Column	Shows
Account Name	The account master, the work order ID in brackets for a “for WO” account, the account detail, and the account’s local name. The account group, if any, is in red above it; internal remarks (Int:) and external remarks (Ext:) are below it. Select the name to open the account.
Code	The account’s code.
Applies	How the quantity is worked out; see Applies.
WO	For a “for WO” account, the work order, with its container size and number or load ID. An amber warning icon means the work order is cancelled.
Rate	The rate in the finance currency, in red if negative. For an account in another currency, the rate in that currency is shown below in grey.
Quantity, Total	The quantity and the rate times the quantity.
Tax Name, Tax Amount, Total + Tax	The taxes on the account and their amounts, and the total with tax.
Entity	Who is invoiced or who bills you. For a disbursement, Inv: is the entity invoiced and Bill: the entity that bills you.
Updated By	Who last changed the account, or System, and when.

The last row shows the (Column Sum) of the totals: the income minus the expenses. Disbursements are not counted.

Above the list:

• Accounts Found shows the number of accounts, and the number you have selected.
• Search finds accounts by account name, code, work order ID or container number.
• Group WO Accounts shows each “for WO” account master as one row, with the number of work orders, the total quantity and the totals. Select the row to see or hide its work orders. The checkbox appears when the job has more than one work order and “for WO” accounts. TrakIT remembers your choice.
• To change the order of the accounts, drag them by the arrows icon. This works while the status is Draft and nothing is searched for.

When you open the page while the status is Draft, TrakIT recalculates the quantities from the work orders, as Refresh quantities does, and says how many accounts it updated.

Initialize accounts

Initialize Accounts fills an empty estimates list in one step. It appears while the status is Draft and there are no estimates.

1. Select Initialize Accounts.
2. Choose an option:
   • Initialize From Workflow Default Accounts: the default accounts set up for the workflow and the company. It is available only if the workflow has some.
   • Initialize From Quotation: the accounts of a quotation. Choose it in the list, which shows the approved, generated and finalised quotations of the company for the job’s customer and workflow, and those made for no customer or no workflow.
3. Select Initialize.

From the workflow’s default accounts, TrakIT adds the accounts that fit the job’s services and job types, with their default rates, remarks, account groups and taxes. A “for WO” default account gets one line for each work order that is not cancelled. Income and disbursement accounts get the job’s customer as the entity to invoice, unless the account master names another entity type.

From a quotation, TrakIT copies its accounts with their entities, remarks and taxes, works the quantities out again for the job, and links the quotation to the job. If the quotation is in another currency, its rates become rates in that currency.

If your company uses Rate Management and your role can get rates, TrakIT also prices the accounts from the published rates after initializing from the workflow. If the workflow is set up to skip estimate approval, TrakIT approves the estimates straight away and moves to the Actuals tab.

Add or change an account

To add an account:

1. On the Estimates tab (status Draft) or the Actuals tab (status Approved), select Add Account….
2. In Add New Account, choose the Account Type: Income, Expense or Disbursement.
3. Choose the Account Master. The list shows the company’s active account masters of that type, as category, name and code. If the workflow limits the accounts it uses, only those that fit the job’s services and job types are listed.
4. Fill in the fields below.
5. Select Add.

To change an account, select its name in the list. The window is Update Account, or View Account when you cannot change it. Change the fields and select Save.

Field	Notes
Account Detail	Up to 50 characters, added to the account name. Use it to tell apart two lines of the same account master: the same master and detail cannot be added twice.
Applies	How the quantity is worked out; see Applies.
Work Orders	For a new “for WO” account: the work orders it is for. All the work orders start selected; select the count to see the list and change it. Cancelled work orders cannot be selected. TrakIT adds one line per work order.
Invoice Entity Type, Invoice To	For income and disbursement accounts: who is invoiced. Choose the entity type, then type in Invoice To and choose the entity.
Billing Entity Type, Billed By	For expense and disbursement accounts: who bills you.
Account Group	For income and disbursement accounts, if your company has account groups. On the invoice document, the accounts of a group are shown as one line with the group’s name.
Rate	The rate per unit. Choose the currency in the list next to it. You can type up to 4 decimal places; TrakIT rounds the rate to the currency’s decimal places when it saves.
Quantity	Worked out from Applies. You type it only for Manual and “for WO” accounts. It cannot be zero or negative, and can have up to 4 decimal places.
Base Currency, Exchange Rate	For a rate in another currency: the rate in the finance currency and the exchange rate. If your company takes its rates from its exchange rate table, TrakIT fills in the latest rate. Otherwise, enter the exchange rate or the base amount, or select Get Rate to look the rate up on the Internet.
Internal Remarks	Up to 500 characters, for your colleagues.
External Remarks	Up to 300 characters. They are printed under the account’s line on the invoice.

When you choose the account master, TrakIT sets the entity type: the type named on the account master, which you cannot then change, or else the customer for invoicing and the transporter for billing. For the customer it fills in the job’s customer, and for the transporter the transporter of the first work order. If an account master is restricted to an entity type, the entity must be of that type.

What you can change:

• Estimates can be changed while the status is Draft, if your role can update estimates.
• Actuals can be changed while the status is Approved, if your role can update actuals, until the account is on an approved invoice, a validated bill or an approved internal posting. The entity to invoice can be changed until the account is on an invoice, and the entity that bills you until it is on a bill.
• Applies cannot be changed to or from “for WO” on an existing account.
• Unless your company allows it, a change that makes the actual income for an entity negative is refused.

Changing an actual that was approved makes it wait for approval again. If the account is on a draft invoice or bill, its total is updated.

Applies

Option	Quantity
per job reference (shown as per Job in the list)	1 for the whole job.
per WO	The number of work orders that are not cancelled.
per m3	The total volume of the work orders.
per Kg, per Ton	The total weight of the work orders, in kilograms or tonnes.
per TEU	1 for each 20’ container and 2 for each 40’ or 45’ container.
per 20’, per 40’	The number of 20’ containers, or of 40’ and 45’ containers.
for WO’ (shown as for WO in the list)	One line for each work order, with its own quantity, 1 by default.
Manual	The quantity you type, 1 by default.

The quantities that are worked out are taken from the job’s work orders, not counting cancelled ones.

Taxes on an account

Once an account is saved, its taxes are listed at the bottom of the window, or – No taxes applicable –. If your role can modify taxes and you can change the account:

• To add a tax, select Add Tax…, choose the tax under Add New Tax, and select Add. Each tax can be added once. A tax that applies only to income or only to expense accounts cannot be added to the other type.
• To remove a tax, select the red cross on its row.
• Reset Taxes replaces the taxes with the default taxes set up in the workflow for the account.

Adding or removing a tax makes an approved actual wait for approval again.

Delete an account

1. Open the account.
2. Select the cross at the bottom left (Delete Account).
3. At Confirm Delete Account?, select Yes.

An account on an invoice or a bill cannot be deleted. To delete several accounts, use Delete Accounts.

Actuals tab

The Actuals tab lists the real income, expenses and disbursements of the job. It appears once the estimates are approved, and starts as a copy of them. You can add and change actuals while the status is Approved, if your role allows it.

The buttons on the right are Add Account… (add an account), Quick Edit (quick edit) and Tasks (work with several accounts). Search, Group WO Accounts, reordering and the (Column Sum) work as on the Estimates tab.

The columns are those of the estimates, plus:

Column	Shows
Appr	Whether the account needs approval: grey for Approval not required, amber for Waiting for Approval, green for Approved.
Docs	The number of documents for the account. Select the plus icon to add documents for it, or the number to open the Documents tab with the account’s name in the search box.
Estimated	The total of the estimate the actual came from.
Quantity	An arrow shows a quantity above or below the estimate. An amber warning icon (Qty does not match Ops) means the quantity no longer matches the work orders; see Refresh quantities.
Total	For income and expenses, an arrow shows whether the total is above or below the estimate: green when that is good for the margin, red otherwise. Point to it to see by how much.
Inv/Bill/IPost	For income, the invoice (Draft in amber, Approved in green) or Not Invoiced. For expenses, the bill (Received in amber, Validated in green) or No Bill Received. Disbursements show both. An account on an internal posting shows IPost: and its number. Select a number to open it.

Approve accounts

Some account masters are set up so that their actuals need approval. An invoice with such an account cannot be approved, and a bill cannot be validated, until the account is approved.

1. Select the accounts waiting for approval.
2. Select Tasks > Approve Accounts.

Approve Accounts is greyed out if no account is waiting or your role cannot approve estimates.

Hide accounts

You can hide actuals you do not need to see, for example lines with nothing on them. Hiding only takes an account out of the list: it still counts in the totals. The count of hidden accounts is shown in red next to Accounts Found.

• To hide accounts, select them and select Tasks > Hide Accounts.
• To see hidden accounts, select Tasks > Show Hidden. They are shown in red; Hide Hidden takes them out of the list again.
• To make hidden accounts visible for good, show them, select them and select Tasks > Show Accounts.

Work with several accounts

To work on several accounts at once, select their checkboxes, or use the icon in the column heading to select all or none. For grouped “for WO” accounts, the icon on the group row selects its work orders. Then choose a task in the Tasks menu. Tasks you cannot use are greyed out.

Task	On	What it does
Approve Accounts	Actuals	Approves the accounts waiting for approval.
Assign Entity	Both	Sets the entities to invoice or that bill you.
Create Bill	Actuals	Creates a bill from the selected expense and disbursement accounts.
Set Amount/Tax	Both	Sets the rate or the tax of the accounts.
Duplicate Accounts	Both	Creates copies of the accounts.
Delete Accounts	Both	Deletes the accounts, after you confirm. Actuals on an invoice or a bill are skipped. TrakIT says how many were deleted.
Show Hidden, Hide Hidden, Hide Accounts, Show Accounts	Actuals	Hide or show accounts.
Refresh Quantity	Both	Refreshes the quantities.

The tasks are available on the Estimates tab while the status is Draft, and on the Actuals tab while it is Approved. If your company has set it up, the Actuals tab has one more task, for example Payment Request: it checks the selected accounts against your company’s rules, creates a PDF from a form, adds it to the job’s documents and emails it to the people set up for it.

Quick edit

Quick Edit changes the rates and quantities of many accounts in one window.

1. Select Quick Edit. Quick Edit Accounts lists the accounts of the tab, or those found by the search.
2. Change the Rate of the accounts, and the Quantity of Manual and “for WO” accounts. For an account in another currency, the rate is in that currency.
3. Select Save.

Saved accounts turn green. An account that could not be saved turns amber, with the reason under its name. Actuals on an approved invoice or a validated bill cannot be changed. For an account in another currency, TrakIT works out the base amount with the latest rate in the exchange rate table, or, if your company enters exchange rates by hand, with the account’s own exchange rate.

Close asks you to confirm if you have unsaved changes. The Inv/Bill column shows I for an invoice and B for a bill: green when approved or validated, amber when not yet, red when there is none.

Assign entities

1. Select the accounts, then Tasks > Assign Entity.
2. Under Invoice To, for income and disbursement accounts, choose the Type and the Entity.
3. Under Billed By, for expense and disbursement accounts, choose the Type and the Entity. You can fill in one side or both.
4. Under Options, choose Assign accounts without entity to fill in only the accounts that have no entity yet, and Replace entity on accounts to replace the entity on the others too.
5. Select Assign.

The entity must be allowed for the company. An account that is already on an invoice or a bill is not changed; for a disbursement, only the side that is not yet on an invoice or bill is changed. TrakIT says how many accounts were assigned and how many were not changed. Accounts that were not changed are shown in red: point to one to see why.

Set amount or tax

1. Select the accounts, then Tasks > Set Amount/Tax.
2. To set the rate, select Set Amount and enter it. Leave it empty to clear the rate. If all the selected accounts have the same rate, it is filled in.
3. To set a tax, select Set Tax and choose the tax, or – Remove Taxes – to remove all their taxes.
4. Select Save.

All the selected accounts must be in the same currency. The rate is in that currency; for accounts in another currency, TrakIT works out the base amount as in Quick edit. A tax is added only to accounts that have no tax yet, and removed only from accounts that have one. Accounts on an approved invoice or a validated bill are not changed. TrakIT says how many accounts were saved and how many were not changed.

Duplicate accounts

1. Select the accounts, then Tasks > Duplicate Accounts.
2. Enter the Number of copies, from 1 to 10.
3. Select Duplicate.

Each copy gets the same details, rate, quantity, entities and taxes, with a number added to its account detail, for example Port charges (2). Copies of actuals are not on any invoice or bill, and wait for approval if their account master needs it.

Refresh quantities

When the work orders change, for example when a work order is added or a weight is corrected, the quantities of the accounts can go out of date.

1. Select Tasks > Refresh Quantity.
2. In Refresh Quantities, select Yes.

TrakIT works the quantities out again from the work orders, for the estimates while the job’s finance is not yet approved and for the actuals after that. Accounts that apply per job reference, “for WO” or Manual are not changed, nor are accounts on an approved invoice or a validated bill. TrakIT says how many accounts were updated.

Create a bill

A bill records what a supplier charges you. You can create one from the actuals, or from the Bills tab.

From the actuals:

1. Select the expense and disbursement accounts the supplier billed.
2. Select Tasks > Create Bill.

From the Bills tab:

1. Select Create New….
2. In Create New Bill, choose the Entity Type and the Entity that billed you. TrakIT takes all their actuals that are not yet on a bill, and those with no entity that bills you.

Then, in Create New Bill:

1. Enter the Bill Number: the number on the supplier’s bill, up to 30 characters. TrakIT saves it in capitals, without spaces.
2. Check the Currency. Total Amount shows the total of the accounts in that currency, before tax.
3. Enter the Bill Date and the date the bill was received (Bill Received On).
4. Fill in Bill Due In (the number of days after the bill date, from 0 to 365) and Remarks if needed.
5. To validate the bill straight away, select Validate bill after creation. Leave it clear if you will add more accounts to the bill.
6. Select Create Bill.

The accounts must not include income accounts or accounts already on a bill, and they must all have a rate. They must all be billed by the same entity, or have none, and at least one must have an entity. The bill date cannot be in the future or more than 5 years ago, and the bill cannot be received before its date. If the bill cannot be validated, it is still created and TrakIT says why. To work on the bill, open it from the Bills tab: see Bill.

Invoices tab

The Invoices tab lists the invoices, debit notes and credit notes of the job for the company, with their Date, Type, Number, Entity, Amount and Status. Credit note amounts are negative. Draft and cancelled ones are grey. Select a number to open the invoice.

Status	Means
Draft	Not approved yet.
Approved	Approved.
Reversed	Approved, then reversed by a credit note.
Cancelled	Cancelled before approval.

R next to the status marks a credit note that refers to an invoice.

The list is empty if your role cannot access income accounts.

Create an invoice, debit note or credit note

You can create invoices while the status is Approved.

1. Select Create New….
2. In Create New, choose the Type: Invoice, Debit Note or Credit Note.
3. Choose the Entity Type and the Entity to invoice. The lists show the entities of the job’s income and disbursement actuals.
4. Check the Currency. The list shows the currencies of the job; select Show All Currencies to choose another one.
5. Check the Profit Center. It starts with the entity’s default profit centre.
6. For an invoice, check the Credit Period: the number of days, from 0 to 365, the customer has to pay. It starts with the entity’s credit days for the company and currency, or the company’s default. You can change it if your role allows it.
7. For a credit note that reverses an invoice, enter the Ref. Invoice Number.
8. Select Create.

TrakIT creates a draft dated today and adds to it the entity’s income and disbursement actuals that are not yet on an invoice: those with an amount other than zero for an invoice or debit note, and those with a negative amount for a credit note. A credit note with a reference invoice number gets that invoice’s lines instead. Open the new invoice from the list to check it and approve it: see Invoice. Credit notes need the permission to allow them.

Bills tab

The Bills tab lists the bills that include the job’s accounts for the company:

Column	Shows
ID, Bill Date	The bill’s number in TrakIT and its date.
Bill Num	The supplier’s bill number. Select it to open the bill.
Bill Seq	The sequence number TrakIT gives the bill when it is validated.
Jobs	The jobs on the bill: a bill can cover several jobs.
Entity, Currency, Billed Amt	Who billed you, and the amount.
Status	Received, Submitted, Disputed, Rejected, Validated or Finalised. Disputed bills are in red.

To create a bill, select Create New…: see Create a bill. You can create bills while the status is Approved.

Documents tab

The Documents tab lists the finance documents of the job for the company: documents uploaded here or for an account, documents created by TrakIT, and the files attached to the job’s invoices. Documents of income accounts are listed only if your role can access income accounts. Your company can also limit which finance documents you see.

Column	Shows
Checkbox, icons	Select a document to email it. The icons download and preview it.
Title	The document’s title.
Account (Actual)	The account the document is for, and its work order, if any.
File Name, File Size	The file.
Uploaded By	Who added it, and when.
Pencil, cancel icons	Edit the document, or cancel it. A cancelled document is red and cannot be downloaded or emailed; the arrows icon restores it.

Files attached to an invoice are changed and cancelled on that invoice’s Files tab. A final invoice document cannot be cancelled.

Search finds documents by title or file name.

Add documents

You can add documents while the status is Draft, Approval Requested or Approved, if your role can upload documents.

1. Select Add Documents, or the plus icon in the Docs column of an actual to add documents for that account.
2. In Upload Documents, drag the files onto the box, or select Select File(s). The upload starts at once.
3. Select Upload More Files to add others, or Close.

Each file can be up to 20 MB, of the types listed under Allowed Files. Each document is titled with its file name.

Edit a document

1. Select the pencil on the document’s row.
2. In Edit Document, change the Title or the File Name (without its extension). Without a title, the file name is used.
3. Select Update.

Email documents

1. Select the checkbox of each document to email.
2. Select Email Documents.
3. In Email Document(s), check the Subject and the Message.
4. Under Recipients, enter the email addresses, separated by commas or semicolons. Add Myself adds your address; the other link (for example Add Customer) adds the job customer’s finance addresses, or its general addresses if it has none.
5. To send download links instead of the files, select Send links instead of attachments. The links work for 7 days. TrakIT remembers this choice.
6. Select Send.

The email lists the documents and the job’s reference, workflow, customer and commodity. If the files are too large to attach, send links instead. Emailing documents needs access to income accounts.

Comments tab

The Comments tab holds the finance comments of the job for the company. They are separate from the job’s operations comments: select Show Ops Comments to include those too. They are marked Ops. TrakIT remembers this choice.

Comments work as on a work order, see Comments, except that finance comments have no Visible externally option: the customer never sees them. Recipients are notified if they have subscribed to Comments in the Jobs group of the finance notifications, under System > Notifications.

Analyse tab

The Analyse tab compares the estimated and actual profitability of the job for the company. Choose the view in the list; TrakIT remembers it.

View	One row per
Account Master Summary	Account master.
Account Category Summary	Account category.
Work Order Profitability	Work order, with its Work Order ID, Container, Type and Status (its last event).

For each row, the table shows the Income, Expense, Margin and Margin % of the Estimates and of the Actuals, and the Deviation: how much the actual margin differs from the estimated one, as an Amount and a %. Negative margins are red, and arrows show where the actuals are above or below the estimates. The last row has the totals. Disbursements are not included.

In Work Order Profitability, each work order gets its “for WO” accounts, the accounts that apply per work order, and those that apply per 20’ or per 40’ container that match its container. The For Job row has the accounts that apply per job reference. Accounts that apply per m3, per kg, per ton, per TEU or manually are not in this view.

Export downloads the view as an Excel file, if your role can export. You need to be able to read estimates and actuals and access income accounts to see this tab; otherwise it says – Your profile does not have access to this information –.

Audit Log tab

The Audit Log tab lists what was done to the finance of the job for the company: accounts added, changed and deleted, taxes, status changes, documents, comments, and changes to the recognition date.

Column	Shows
Time & Date, User	When, and who, or System.
Account Type	Income, Expense or Disbursement, for an entry about an account.
Action, Information	What was done, and the details, such as the old and new values.

Type in the search box to filter by user, action or information. Page loads are left out; select Include Page Loads to list them too. If your role cannot access income accounts, only the entries about expense and disbursement accounts are listed.

Who can use this page

Your role needs Read in the Job Finance section to open the page, and you must have access to the job’s workflow. The rest depends on these permissions:

Section	Permission	Allows you to
Job Finance	Read Estimates, Read Actuals	See the estimates and the actuals.
Job Finance	Access Income Accounts	See income accounts, income totals and margins, the invoices list, income documents and the Analyse tab, and email documents.
Job Finance	Initialize Accounts	Initialize the estimates.
Job Finance	Add Account	Use Add Account… (adding also needs Update Estimates or Update Actuals), the Actions button, and on the actuals, Quick Edit, Duplicate Accounts and Delete Accounts.
Job Finance	Update Estimates	Change the estimates and use the estimates’ tasks, change the finance currency, and use Export in the account summary.
Job Finance	Update Actuals	Change the actuals, and use Assign Entity, Set Amount/Tax, Create Bill and Refresh Quantity on them.
Job Finance	Modify Taxes	Add, remove and reset the taxes of an account.
Job Finance	Request Estimate Approval	Request Approval, and cancel the request.
Job Finance	Approve Estimate	Approve Estimates, Reject Estimates and Approve Accounts.
Job Finance	Reverse Approval	Reverse Approved.
Job Finance	Request Closing	Request Closing, and cancel the request.
Job Finance	Close Job	Close Job and Reject Closing.
Job Finance	Cancel Job, Re-open Job	Cancel Job and Reopen Job.
Job Finance	Update Rev/Exp	Set the recognition date.
Job Finance	Upload Document	Add, edit, cancel and restore documents.
Job Finance	View Audit Log	See the Audit Log tab.
Job Finance	Export	Export the Analyse tab.
Invoices	Read, Create	See the Invoices tab and create invoices.
Invoices	Allow Credit Notes, Change Credit Days	Create credit notes, and change the credit period.
Bills	Read, Create	See the Bills tab and create bills.
Bills	Validate	Validate a bill when you create it.
Quotations	Create	Create Quote.
Work Orders	View Comments	See the Comments tab.
Rate Management	Get Rates	Use Get Rates, and have new estimates priced from the published rates.