Invoices

The Invoices page lists the invoices, debit notes and credit notes of one company: those raised for jobs and those raised on their own. From here you can see what is still outstanding, open any invoice, approve or finalize several at once, export the list and create an invoice that is not tied to one job.

To open it, select Finance > Invoices.

An invoice for a job is usually created from the job’s finance page, on its Invoices tab. Every invoice, wherever it was created, appears on this page and opens on the Invoice page. For where invoices fit in a job’s finance, see Invoice the customer.

Choose the company and financial year

The two lists at the top right choose whose invoices 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 invoices dated within the year are listed.

Changing the company resets the filters.

Status counts

The boxes at the top count the company’s invoices in the selected financial year by status: Draft, Approved, Finalised, Cancelled, Reversed and Written Off. 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 invoices is faded.

Status	Means
Draft	Not approved yet. It can still be changed, and its number is a pro-forma number.
Approved	Approved: it has its final number and PDF, and its accounts can no longer change. An invoice approved from this list has no PDF.
Finalised	Approved and finalized.
Cancelled	Cancelled while it was a draft.
Reversed	An invoice with a credit note raised against it. In the counts and the Status filter, it also includes the credit notes that refer to an invoice.
Written Off	Its outstanding balance has been written off.

For what each status allows, see Invoice.

Find an invoice

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 amount in each currency, for example Invoices - 125 Found; Total: XOF 18,450,000.00. Credit notes count as negative amounts in the total. Reset clears the filters.

TrakIT remembers most of your filters for the next time you open the page. If an administrator has limited the invoices you can see, Custom Filters Active appears next to the buttons.

Filter	Finds
Invoice Number	Any part of the number.
Entity	Any part of the name of the entity invoiced.
Job reference or WOID	Any part of the job reference, or, for a number, also the invoices of the job of that work order ID. The label uses your company’s short name for the job reference, for example T/D or WOID.
Type	Invoice, Debit Note or Credit Note, or – All Types –.
Invoice Date	Invoices dated between the From and To dates. The arrow next to the label offers ranges such as This Month.
Status	The statuses to include. The check icon selects all or none.
Outstanding	Outstanding: not cancelled, written off or marked as paid, with an amount still to receive. Fully Paid: marked as paid, or with nothing left to receive. Written Off: written off.
Taxes	With Taxes Only or Without Taxes Only: invoices with or without a tax on any of their accounts.
Workflows	Invoices of jobs of the selected workflows. When you narrow the workflows, select Without Workflow to also include invoices that are not for one job.
Created By, Approved By	The users who created or approved the invoices.
Currency	Invoices in one currency.
Fin Ref	Any part of the reference the invoice was given in your external accounting system, if your company sends invoices to one.
Sync Status	Show Synced Only, Show Unsynced Only or Show Sync Errors Only, for invoices sent to an external accounting system.
Document Title	Invoices with a generated document whose title contains the text.
Select Data Field	Invoices where an invoice 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 invoices where a field is empty.
Tags	Invoices with the selected tags. [No Tags] includes invoices without tags.

The list

The list shows 50 invoices per page, newest first. Drafts are shown in grey. The columns are set up for your company, and the invoice data fields are added at the end. Select a column heading to sort by it, where the column allows it.

If your role can approve or finalize invoices, the first column holds checkboxes for approving or finalizing several invoices at once.

The columns can include:

Column	Shows
Date	The invoice date.
Number	The invoice number. Select it to open the invoice in a new tab.
Type	Invoice, Debit Note or Credit Note.
Entity	The entity invoiced. Select it to open the entity.
Job reference	The job, which opens the job. - for an invoice that is not for one job.
Status	Draft, Approved, Finalised, Cancelled, Reversed or Written Off. On a reversed invoice or a credit note that refers to an invoice, an R link opens the other one.
Currency, Amount	The currency and the total, taxes included. Credit notes show the amount they credit.
Credit Days, Due Date	The credit period and the date payment is due. The due date is grey on a draft, because it is fixed only on approval, and red when it is today or past while an amount is still outstanding.
Outstanding	What is still to be received, after adjustments, approved receipts and any tax deduction. Red when above zero; 0 for an invoice marked as paid.
Sync, Sync Reference	For invoices sent to an external accounting system: ✓ when sent, [Error] when it failed, and the reference it was given.
Download and preview icons	Download or preview the invoice PDF, if your role can preview invoices.

Your company can also add columns for events and data fields of the invoice’s job.

Export the list

Select Export to download the invoices that match the filters, on all pages, as an Excel file. It has the same columns as the list, without the download and preview icons, followed by all the invoice data fields.

Create an invoice

Create makes an invoice, debit note or credit note that is not tied to one job. It is created in the company selected at the top of the page.

Select Create.
In Type, choose Invoice, Debit Note or Credit Note.
Choose the Entity Type, for example Customer. TrakIT remembers your choice.
In Invoice To, start typing the name of the entity to invoice and choose it. The list shows the entities of that type in the company.
Choose the Currency. It starts on the company’s default currency.
Choose a Profit Center, if you need one. TrakIT fills in the entity’s own profit centre, if it has one.
For an invoice or debit note:
- Check the Credit Period, in days, from 0 to 365. TrakIT fills in the entity’s credit period for the company or the currency, or the company’s default, and updates it when you change the entity or the currency.
- Under Options, select Add all un-invoiced accounts to add the entity’s accounts that are not invoiced yet straight away. TrakIT remembers this choice.
For a credit note, enter the Ref. Invoice Number: the number of the invoice it credits, if it credits one.
Select Create.

The new invoice is a draft, with a pro-forma number. Open it from the list to add its accounts, check it and approve it: see Invoice.

Add all un-invoiced accounts adds the actual income and disbursement accounts of the entity in that company that are not on an invoice yet, from all the jobs of the workflows you have access to. Accounts with a zero amount are left out. All the accounts must be in the same job currency; if they are not, none are added and the invoice is created empty. You can always add accounts later with Allocate on the invoice.

Credit notes with a reference invoice

The Ref. Invoice Number must be an invoice of the same company and entity that is finalized and not yet fully credited. TrakIT then copies all of that invoice’s accounts onto the credit note, with negative amounts. Remove those you do not want to credit, or change their quantities, before you approve it: see Invoice.

Without a reference, the credit note starts empty: add the accounts to credit with Allocate.

To credit a whole job invoice in one step, use Reverse Invoice on the invoice instead: see Reverse an invoice.

Approve or finalize several invoices

Select the checkbox of each invoice. A draft has one if you can approve it, and an approved invoice that is not finalized has one if you can finalize it; a credit note only if your role also allows credit notes. The icon in the heading selects all or none.
Select Tasks, then Approve or Finalise.
Check the confirmation and select Approve or Finalise.

The confirmation says how many of the selected invoices the task applies to: the drafts for Approve, the approved invoices that are not finalized for Finalise. The other selected invoices are left as they are.

TrakIT then approves or finalizes the invoices one by one, with the same checks as on the Invoice page, and shows how many succeeded and how many failed. An invoice that failed stays selected, with the reason below it; the others are no longer selected. Tasks appears only when the page shows invoices you can approve or finalize, and offers only the tasks your role allows.

Finalizing works as Finalize does on the invoice.

Approval without a PDF

Approving several invoices at once does not generate their PDFs, and the confirmation says so before anything is approved. For each draft, TrakIT:

moves its date to today, as opening it would, unless it was back-dated;
makes the checks of Approve, apart from the template;
gives it its final number, without generating its PDF or emailing it;
adds Bulk approval - PDF not generated to the Invoice Approved entry in its action log.

Users who subscribed to invoice notifications are still told about each approval.

An invoice approved this way has no final PDF, so it shows no download or preview icons and no Email…. A system administrator can generate its PDF with Recreate PDF on the invoice.

Clear sync errors

System administrators see Clear Sync Errors. It clears the error on every invoice of the company that failed to reach your external accounting system, so that they are sent again, and says how many were cleared.

Who can use this page

Section	Permission	Allows you to
Invoices	Read	Open the page and see the invoices of the companies you have access to.
Invoices	Create	Create invoices and debit notes.
Invoices	Allow Credit Notes	Create credit notes, with Create, and approve or finalize them with Tasks.
Invoices	Approve	Approve several drafts at once with Tasks, without generating their PDFs.
Invoices	Finalise	Finalize several approved invoices at once with Tasks.
Invoices	Export	Export the list.
Invoices	Preview	Download and preview invoice PDFs from the list.