Internal posting

The Internal Post page shows one internal posting: its details, the income and expense lines allocated to it, and tabs for its data, files, comments and action log. Here you allocate lines, then approve and finalise the posting.

An internal posting settles income and expense lines of your company’s jobs against each other, instead of invoicing a customer or receiving a bill from a supplier: for example, the income line of a job that did work for another job, and the matching expense line of that other job. For an overview, see Internal postings.

To open a posting, select it on the Internal Postings page. On a finance job, a line that is on an internal posting shows IPost: and the posting’s ID: select it to open the posting.

How a posting moves on

A new posting is a Draft. While it is a draft, you allocate its lines and can change or delete it.
When the income and expense lines balance, you approve it. It gets its sequence number and, if your company keeps its books in TrakIT, it is posted to the books. Its lines can no longer change.
You finalise it.

Reset takes an approved or finalised posting back to draft.

The top of the page

The title shows Internal Post and, once approved, the sequence number. The share icon at the top right shares or copies the link to the posting; the link needs a TrakIT sign-in.

Field	Shows
Posting Date	The date of the posting.
Currency	The currency the lines are shown and totalled in.
Added By	Who added the posting, and how long ago.
Company	The company the posting belongs to.
Sequence	The number given on approval, or [ Pending ].
Status	Draft, Approved or Finalised.
Approved By, Finalised By	Who approved and finalised the posting, and how long ago, or [ Pending ].
Remarks	The remarks, if any.
Allocated Total	The net total of the lines in the posting currency: income lines minus expense lines. It must be zero to approve.

If your company sends internal postings to an external accounting system, the reference and time it was sent appear below the fields, or the sync error in red. [Clear] removes them, so the posting shows as not synced.

When a line on the posting has a tax, a warning says One or more accounts have taxes attached to them.

Below, under Select Action:, the buttons depend on the status and your permissions: Modify, Approve, Finalise, Delete and Reset.

Modify the posting

You can change a draft posting’s details.

Select Modify.
Change the Post Date, the Currency or the Remarks. The date cannot be in the future or more than 5 years ago.
Select Save.

Approve the posting

Select Approve.

TrakIT approves the posting only if:

the required data fields are filled in, on the Data tab;
it has at least 2 lines;
every line that needs approval on its finance job is approved;
the income lines and the expense lines add up to the same amount, so that the net total is zero.

On approval, the posting gets its sequence number: the company code, the year of the posting date and a four-digit number, for example ABC20260007. Its lines can no longer be allocated or unallocated, the posting and its data fields can no longer be changed, and the amounts of its lines can no longer be changed on their finance jobs.

Posting to the books

If your company keeps its books in TrakIT, approving also posts a journal entry titled Internal Posting: and the sequence number. Each income line is credited to the ledger account set for its charge, or to the company’s Default Income Account; each expense line is debited to the account set for its charge, or to the Default Expense Account. See Automatic posting. If the lines cancel out within the same ledger accounts, no entry is posted.

In that case, the approval also needs:

an open financial year that covers the posting date;
all the lines in the same currency: their jobs’ currency;
if that currency is not the company’s base currency, an exchange rate on or before the posting date on the Exchange rates page;
a Default Income Account or Default Expense Account for lines whose charge has no ledger account.

If one of these is missing, nothing is approved and TrakIT says why.

Finalise the posting

On an approved posting, select Finalise. TrakIT records who finalised it and when, and its status becomes Finalised.

Reset the posting

Reset takes an approved or finalised posting back to Draft.

Select Reset.
Select OK to confirm.

TrakIT clears the sequence number, the approval, the finalisation and the sync reference. If the posting was posted to the books, TrakIT posts a reversal of its journal entry; this fails if that entry’s financial year is closed. When the posting is approved again, it gets a new number.

Delete the posting

You can delete a draft posting.

Select Delete.
Select OK to confirm.

Its lines are released: they can go on an invoice, a bill or another internal posting. If you opened the posting from the Internal Postings list, its tab closes and the list refreshes.

Accounts tab

The Accounts tab lists the lines allocated to the posting, grouped under Income Accounts and Expense Accounts.

Column	Shows
Checkbox	Selects the line, to unallocate it. Only on a draft.
Serial	The line’s number on the posting.
Item	The charge, its detail and code, and its remarks.
Appr	The line’s approval on its finance job: grey when it needs none, amber while it is waiting, green once approved. Point to the icon to see which.
Job	The job, which opens its finance job.
WF Serial	The job’s workflow serial.
WO	The work order, for a line of one work order. A warning icon means the work order is cancelled.
Container	The container number and size.
Rev/Exp Date	The date the revenue or expense is recognized, or Pending in red.
Estimated	The total of the matching estimate, if any.
Qty	The quantity.
Rate	The rate in the posting currency. Grey text below shows the rate in the line’s other currency, if it has one.
Amount	The line total in the posting currency. A red ▲ means more than estimated, a green ▼ less. Point to it to see the difference.

NET TOTAL at the bottom is the income lines minus the expense lines, in the posting currency.

A line in another currency than the posting is converted with the posting’s exchange rate: the rate from the job’s currency to the posting currency on the posting date. [Missing] in red means there is no rate yet. While the posting is a draft, select Refresh to get the rate again, for example after you add a rate or change the posting’s date or currency.

If your role cannot see income lines on finance jobs, the income lines are hidden here too.

Allocate lines

Select Allocate.
In Select Accounts to Add, narrow the list by typing in Account Name/Code, the job reference box (labelled with your company’s short name for it, for example T/D), Workflow Serial or WO / Container / Manifest. The list narrows as you type.
Select the lines to add: select a row or its checkbox. The check icon in the heading selects all the lines shown, or none. Selected shows how many you chose.
Select Add.

The list offers the actual income and expense lines of the company’s finance jobs that are not closed or cancelled, and that are not on an invoice, a bill or another internal posting. Disbursements are not offered. Available shows how many lines there are.

Column	Shows
Account Name	The charge, with the work order ID in brackets for a line of one work order, its detail and code. The account group, if any, appears above in red.
Applies	How the charge applies, for example per Job or per WO.
Job reference	The job, which opens the job.
Job ID	Opens the finance job.
WF Serial	The job’s workflow serial.
WO	The work order, and its container or load ID.
Rate, Quantity, Total	The rate, quantity and total, in the job’s currency, with any other currency in grey.
Updated By	Who last changed the line, or System, and how long ago.
Linked	✓ when an entity is set on the line.

If your company has set it up, an extra box at the left finds lines of jobs by the value of a job data field: type the value and select the search icon.

You can also allocate lines to a draft posting in bulk, with Bulk Update… on the Accounts page.

Unallocate lines

Select the checkbox of each line to remove. The check icon in the heading selects all or none.
Select Unallocate.
Select OK to confirm.

The lines are released and can be allocated again, here or elsewhere.

Data tab

The Data tab lists the data fields set up for internal postings, with their value, remarks and who last changed them. A star marks a required field: it must be filled in before the posting can be approved. To change values, edit them and select Save. Use Search to find a field by name or code.

The fields can be changed only while the posting is a draft.

Files tab

The Files tab holds files uploaded for the posting, such as supporting documents.

The list shows each file’s Title, File Name, Type, Status, Expiry (red once expired), File Size and who uploaded it. Icons let you download, preview and print a file. Cancelled files are shown in red.

To add files:

Select Add Files.
Enter a File Title, or leave it empty to use the file name, and choose the Document Type, Document Status and Document Expiry if needed.
Drag the files onto the box, or select Select File(s). The upload starts at once.

Each file can be up to 20 MB, of the types listed on the form.

To change a file’s details, select its pencil icon, change them in Modify File, and select Update. There you can also select Cancel Document, or delete the file with the cross icon.

Comments tab

The Comments tab holds comments about the posting.

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.
To post a comment, select Add…, write it and select Post. You can format it and add links, images and tables.
To record a spoken comment, select the microphone button, then Start Recording, Stop and Post. A recording can last up to 5 minutes.
You can delete your own comment within 30 minutes of posting it, unless it has already been emailed.

Comment Recipients lists the users to notify of new comments. You are added when you post a comment. Select Add, choose a user in Add New User and select Add User to add one: the list offers the active internal users with an email address who have access to the posting’s company. The red cross next to a name removes them.

Action Log tab

The Action Log tab lists what was done to the posting: who did it, when and what, such as lines allocated, approval or reset. Type in Search to find a user, action or data. Select Show Page Loads to include each time someone opened the posting. Export downloads the list as an Excel file.

Who can use this page

Your role needs Read in the Internal Posting section to open a posting, and the posting’s company must be one you have access to.

Section	Permission	Allows you to
Internal Posting	Read	Open the posting, and download and preview its files.
Internal Posting	Create	Modify a draft, allocate and unallocate lines, change its data fields, and add and change files.
Internal Posting	Delete	Delete a draft posting, and delete the files of a draft posting.
Internal Posting	Approve	Approve the posting.
Internal Posting	Finalise	Finalise an approved posting.
Internal Posting	Reset	Reset an approved or finalised posting.
Internal Posting	Clear Sync Ref	Clear the sync reference with [Clear].
Job Finance	Access Income Accounts	See the income lines.