Receipt or payment

This page shows one receipt or payment. A receipt records money received from an entity, such as a customer, and is allocated to that entity’s invoices. A payment records money paid to an entity, such as a supplier, and is allocated to its bills. Here you create a receipt or payment, allocate it, approve and finalise it, and generate its voucher.

The page title says Payment received Detail for a receipt and Payment made Detail for a payment. Apart from the invoices and bills, both work the same way: this page says “receipt” and “invoice” for both.

To open a receipt or payment, select its Reference No. on the Receipts & Payments page, or select it on the invoice’s Payments Received tab or the bill’s Payments Made tab. ◄ Back to Receipts & Payments takes you back to the list.

How a receipt moves on

A new receipt is a Draft. While it is a draft, you allocate it to invoices, add adjustments and fill in its data. You can still change or delete it.
You approve it. It gets its sequence number, and the amounts allocated now reduce what is outstanding on the invoices.
You finalise it when it is fully allocated. If your company keeps its books in TrakIT, finalising posts it to the books.

Reset takes an approved or finalised receipt back to draft.

Create a receipt or payment

On the Receipts & Payments page, choose the company and the Receipts or Payments tab.
Select Add.
Fill in the fields below.
Select Create.

Field	Notes
Currency	Starts on the company’s default currency. It cannot be changed later.
Total Amount	The amount received or paid. It cannot be zero.
Entity Type	The type of entity, for example Customer. For a receipt, it starts on the customer type. It cannot be changed later.
Receive From, Pay to	Start typing the name of the entity and choose it from the list of entities of that type.
Contact	One of the entity’s contacts, if needed.
Transaction Mode	How the money was received or paid: one of the modes set up for the company or for all companies.
Transaction Date	The date of the transaction. It cannot be in the future.
Reference	Required, up to 50 characters, for example the bank or cheque reference. Use letters, numbers, `-` and `/`. The same reference cannot be used twice for the same entity. For a payment, TrakIT suggests one: the company code, the year and month, and a number, for example ABC2610-0005.
Account Code	An optional code, up to 30 characters: letters, numbers, `.`, `-` and `_`.
Remarks	Up to 250 characters.

The reference and account code are saved in capitals. TrakIT also checks that the entity’s required data fields are filled in, and any checks your company has set up for new receipts or payments. The new receipt opens as a Draft. Cancel takes you back to the list without creating it.

The top of the page

The status, Draft, Approved or Finalised, shows at the top right.

Field	Shows
Company	The company that received or paid the money.
Currency, Total Amount	The currency and the amount received or paid.
Receive From, Pay to	The entity. Point to the name to see its entity type.
Contact	The contact, or -.
Transaction Date	The date of the transaction.
Invoice Total, Bills Total	The total allocated to invoices or bills.
Reference	The reference.
Transaction Mode	How the money was received or paid.
Sequence Number	The number given on approval, or [Pending].
Created By	Who created it, or System, and how long ago.
Adjustment Total	The total of the adjustments.
Account Code, Remarks	Shown when filled in.
Approved By, Finalised By	Who approved and finalised it, and how long ago, once done.
Difference	The total amount minus the total allocated: green when it is zero, red otherwise.

The buttons below depend on the status and your permissions: Approve, Finalise, Generate Voucher and Reset. On a draft, the pencil and bin icons at the right change or delete it.

Change a draft

Select the pencil icon (Modify Payment).
Change the fields. The Currency and Entity Type cannot be changed, and the entity can be changed only while nothing is allocated.
Select Update.

The same rules apply as when creating.

Delete a draft

Select the bin icon (Delete Payment). The details show, read only.
Select Delete.

The receipt is deleted with its allocations, adjustments, comments, documents and photos, and you return to the list.

Approve

Select Approve. TrakIT checks that:

the details are still valid, for example that the reference is not used twice;
the required data fields are filled in, on the Data tab;
no amount allocated to an invoice is more than what is outstanding on it;
any checks your company has set up for approving receipts or payments pass.

The receipt does not need to be fully allocated to be approved. On approval, it gets its sequence number: the company code, the year of approval and a four-digit number, for example ABC20260012. The amounts it allocates now reduce what is outstanding on the invoices.

After approval, the details, adjustments and data fields can no longer be changed, but you can still add and remove invoices until the receipt is finalised.

Users who have subscribed to approvals of receipts or payments, under System > Notifications, are notified. The same goes for creating, finalising and generating a voucher.

Finalise

Select Finalise on an approved receipt. TrakIT checks that the details are valid, that the required data fields are filled in, that the total allocated equals the Total Amount, and any checks your company has set up for finalising.

Once finalised, the receipt’s allocations can no longer be removed.

Posting to the books

If your company keeps its books in TrakIT, finalising also posts a journal entry titled Receipt: or Payment: and the reference. See Automatic posting.

A receipt debits the bank or cash account set for its transaction mode and credits the company’s Default AR Account.
A payment debits the Default AP Account and credits the bank or cash account of its transaction mode.
In another currency than the company’s base currency, the amount is converted at the latest exchange rate on or before the transaction date. The difference with the rates of the invoices it pays is posted to the FX Gain/Loss Account. See Multi-currency accounting.

For such a company, a receipt can be finalised before it is fully allocated, as long as the total allocated is not more than the Total Amount. The rest stays unallocated: you can allocate it later with Add Invoices, and TrakIT then replaces the journal entry to match.

Finalising stops, and nothing changes, if:

the transaction mode has no bank or cash account. A mode set up for all companies cannot have one, so use a mode set up for the company;
the bank or cash account is held in another currency than the receipt;
the company has no Default AR Account or Default AP Account, or no FX Gain/Loss Account when there is an exchange difference;
no open financial year covers the transaction date;
there is no exchange rate for the currency on the Exchange rates page.

Reset

Reset takes an approved or finalised receipt back to Draft.

Select Reset.
Select OK to confirm.

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

Generate a voucher

A receipt voucher, or a payment voucher, is a PDF of the receipt made from a template set up for your company. You can generate one once the receipt is approved.

Select Generate Voucher. If no voucher template is set up for the company, TrakIT says There is no template available.
Choose the template in Select Template. The Voucher Preview shows the result.
If the template has a signature box, sign in the box on the preview and select Confirm. Some templates require a signature.
To email the voucher, choose the recipients:
- Under the entity’s name, tick the General, Finance or Management addresses to use. [No email available] means the entity has none.
- Myself (cc): your own address.
- Email to other address(es): other addresses, separated by , or ;.
Select Generate.

The PDF is added to the Documents tab, titled with the template name and the sequence number. It cannot be deleted. If you chose recipients, it is emailed to them as Payment Receipt or Payment Voucher, with the entity and the sequence number in the subject.

Invoices/Bills tab

The first tab, Invoices on a receipt and Bills on a payment, lists what the receipt is allocated to. Type part of a number in Search and select the search icon to find one.

Column	Shows
Invoice Number, Bill Number	Opens the invoice or bill.
Invoice Date, Bill Date	The date of the invoice or bill.
Total Amount	Its total, after its adjustments.
Tax Deduction	Any tax deducted from it.
Payment Allocated	The amount of this receipt allocated to it.
Outstanding	What is still to be received or paid on it, after approved receipts or payments and any tax deduction.
Cross icon	Removes the allocation. Not on a finalised receipt.

To change an amount, remove the allocation and add the invoice again.

Add invoices

Select Add Invoices, or Add Bills on a payment.
To narrow the list, enter part of an Invoice Number (or Bill Number), or dates in Dated, and select the search icon.
For each invoice, enter the amount in Payment Amount (Bill Amount on a payment). Select the arrow next to Outstanding to copy the outstanding amount into the box.
Select Add.

The list offers the entity’s invoices in the receipt’s company and currency that are approved, not marked as paid or written off, have an amount outstanding, and are not already on this receipt. Debit notes and credit notes are included. For a payment, it offers the entity’s validated bills in the payment’s company and currency that have an amount outstanding. On both, the amount outstanding is after any tax deduction, so a document paid in full apart from the tax withheld is not offered.

An amount cannot be more than what is outstanding. For a credit note, enter a negative amount. The amounts you enter cannot add up to zero.

Add Invoices is available until the receipt is finalised. For a company that keeps its books in TrakIT, it stays available on a finalised receipt that is not fully allocated.

Adjustments tab

The Adjustments tab lists adjustments recorded with the receipt, using the adjustment types set up for your company, for example a bank charge. Each row shows the adjustment, with its percentage for a percentage adjustment, the remarks and the amount. Total: at the bottom is the sum; it also shows as Adjustment Total at the top of the page.

Adjustments do not change the amounts allocated to invoices. A voucher template can show their total and the amount after adjustments.

Add or change an adjustment

While the receipt is a draft:

Select Add Adjustment, or the pencil icon of an adjustment.
In Adjustment Details, choose the Adjustment: the adjustment types set up for the company or for all companies.
Enter the Amount. For a percentage adjustment, the box is labelled Percent and starts with the adjustment’s default percentage.
Enter Remarks if needed.
Select Save.

The note in the dialog says that adjustments are always calculated against the total. To delete an adjustment, open it with its pencil icon and select the cross icon (Delete Adjustment).

Data tab

The Data tab lists the data fields set up for receipts, or for payments, with their value, remarks and who last changed them. A star marks a required field: it must be filled in before the receipt 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 receipt is a draft.

Account List tab

The Account List tab lists the finance lines of the invoices or bills the receipt is allocated to, grouped under Income Accounts, Expense Accounts and Disbursement Accounts.

Column	Shows
Invoice Number, Bill Number	The invoice or bill the line is on.
Account Name	The charge, with the work order ID in brackets for a line of one work order, its detail and code.
Applies	How the charge applies, for example per Job or per WO.
Job ID	Opens the finance job.
WF Serial	The job’s workflow serial.
WO	The work order, and its container or load ID. A warning icon means the work order is cancelled.
Rate, Quantity, Total	The rate, quantity and total, with any other currency in grey.
Updated By	Who last changed the line, or System, and how long ago.

The tab shows only lines of jobs in workflows you have access to. If your role cannot see income lines on finance jobs, they are hidden here too.

Documents tab

The Documents tab holds the receipt’s files: the vouchers generated and the files uploaded, such as a bank advice.

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. Generated vouchers cannot be deleted.

Photos tab

The Photos tab shows photos of the receipt, such as a picture of a cheque, with their titles, who added them and when. Select a photo to see it full size, and use Search Title to find photos by title.

To add photos, select Add Photos, then drag them onto the box or select Select Photo(s). They can be jpg, jpeg, png or tiff files of up to 20 MB each.
To take a photo with your device’s camera, select Take Photo.
To change a photo’s title, select the title, change it in Modify Title and select Update. The cross icon there deletes the photo.

Comments tab

The Comments tab holds comments about the receipt.

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 who are told about new comments. You are added when you post a comment. A recipient is notified only if they have subscribed to comment notifications for receipts, or payments, under System > Notifications. To add a recipient, select Add, choose the user in Add New User and select Add User: the list offers the active internal users with an email address who have access to the company. The red cross next to a name removes them.

Action Log tab

The Action Log tab lists what was done to the receipt: who did it, when and what, such as changes to its details, invoices added or removed, adjustments, approval or vouchers generated. Type in Search to find a user, action or data. Select Show Page Loads to include each time someone opened the receipt. Export downloads the list as an Excel file.

Who can use this page

Your role needs Read in the Receipts section to open a receipt, or in the Payments section to open a payment. The other permissions are in the same section:

Permission	Allows you to
Read	Open the receipt or payment and see its tabs.
Create	Create one, change a draft, add and remove invoices or bills, add and change adjustments, and change its data fields.
Delete	Delete a draft.
Approve	Approve it.
Finalise	Finalise it.
Reset	Reset it.
Generate	Generate a voucher.
Upload File	Add, change and delete documents and photos.
Download File	Download and preview documents, and see photos.

To see income lines on the Account List tab, your role also needs Access Income Accounts in the Job Finance section.