Internal postings

An internal posting settles income and expense lines of your company’s jobs against each other, instead of invoicing them to a customer or receiving a bill from a supplier. For example, when one of your jobs does work for another, such as a transport job carrying a container for a clearance job, the transport job has an income line and the clearance job an expense line for the same amount. An internal posting groups the two lines. Once a line is on an internal posting, it can no longer be put on an invoice or a bill, and it no longer counts as waiting to be invoiced or billed.

The Internal Postings page lists the internal postings of one company. From here you can find a posting, open it, export the list and add a new posting.

To open it, select Finance > Internal Posting.

An internal posting belongs to one company, and its lines come from that company’s finance jobs. The income lines and the expense lines must add up to the same amount before the posting can be approved. For how to fill in, approve and finalise a posting, see Internal posting.

Choose the company and financial year

The two lists at the top choose whose postings 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, or the latest open year if none does. Only postings dated within the year are listed.

Changing the company resets the filters.

Find an internal posting

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

Reset clears the filters. TrakIT remembers your filters for the next time you open the page.

Filter	Finds
Posting Number	Postings whose sequence number contains the text.
Job reference	Postings with a line 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	Postings by the approval of their lines: Any Unapproved (at least one line is waiting for approval), Any Approved (at least one line is approved or needs no approval), All Unapproved (every line is waiting for approval), All Approved (no line is waiting for approval) or No Accounts (no lines yet).
Sync Status	Show Synced Only, Show Unsynced Only or Show Sync Errors Only, for postings sent to an external accounting system.
Posting Date, Approved Date, Finalised Date	Postings dated, approved or finalised between the From and To dates. The arrow next to each label offers ranges such as This Month or Last Quarter.
Fin Ref	Postings whose reference in your external accounting system contains the text.
Status	The statuses to include: Draft, Approved and Finalised. Approved also includes finalised postings. The check icon selects all or none.
Files	With No Files or With Files.
Created By, Approved By	The users who added or approved the postings.
Select Data Field	Postings where a 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 postings where a field is empty.

The list

The heading shows how many postings match, for example Internal Postings - 24 Found. The list shows 50 postings per page, newest first. Select a row to open the internal posting in a new tab.

Column	Shows
ID	The posting’s ID, given when it is added.
Posting Date	The date of the posting.
Sequence	The number the posting gets when it is approved, or - for a draft.
Currency	The currency of the posting.
Accounts	How many lines the posting has.
Remarks	The remarks. Point to them to read them in full.
Data fields	The internal posting data fields set up to show in lists, if any.
Added By	Who added the posting.
Approved By, Finalised By	Who approved and finalised it, and how long ago.
Sync	For postings sent to an external accounting system: ✓ when sent, [Error] when it failed.

Export the list

Select Export to download the postings that match the filters, on all pages, as an Excel file. Besides the columns of the list, it has the job references of the lines, the company, the date and time of each step, the status, the sync time and reference, the number of files, and all the internal posting data fields.

Clear sync errors

If your company sends internal postings to an external accounting system, system administrators also see Clear Sync Errors. It removes the error from every posting of the selected company whose sync failed, so that they show as not synced.

Add an internal posting

A new posting is added to the company selected at the top of the page.

Select Add Internal Posting.
Check the Posting Date. It starts on today’s date. It cannot be in the future or more than 5 years ago.
Choose the Currency: one of the currencies set up for the company. TrakIT remembers your choice for next time.
Enter Remarks if needed.
Select Add.

TrakIT adds the posting as a Draft. Open it from the list to allocate its income and expense lines: see Internal posting.

Who can use this page

Section	Permission	Allows you to
Internal Posting	Read	Open the page and see the postings of the companies you have access to.
Internal Posting	Create	Add internal postings.
Internal Posting	Export	Export the list.

Clear Sync Errors is for system administrators only.