Receipts & payments

The Receipts & Payments page lists the money one company receives and pays out. 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. From here you can find a receipt or payment, approve or finalise several at once, export the list and add a new one.

To open it, select Finance > Receipts & Payments.

Each receipt or payment opens on the Receipt or payment page, where you allocate it to invoices or bills, approve it and finalise it. For where they fit in a job’s finance, see Record receipts and payments.

Choose the company and tab

• Company, at the top right, chooses the company: the companies you have access to. TrakIT remembers your choice.
• The Receipts and Payments tabs switch between money received and money paid. TrakIT opens the page on the tab you used last.

Receipts tab

The Receipts tab lists the company’s receipts.

Status counts

The boxes at the top count the company’s receipts by status: Draft, Approved and Finalised. The counts ignore the filters. Select a count to list only the receipts with that status. A box with no receipts is faded.

Status	Means
Draft	Not approved yet. It can still be changed or deleted, and it does not reduce what is outstanding on its invoices.
Approved	Approved: it has its sequence number and reduces what is outstanding on its invoices.
Finalised	Approved and finalised. Its allocations can no longer be removed.

Find a receipt

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

The number of matches appears above the list, followed by the total amount in each currency, for example Receipts - 40 Found; Total: XOF 12,500,000.00. Reset clears the filters. TrakIT remembers your filters for the next time you open the page.

Filter	Finds
Entity	Any part of the name of the entity.
Invoice	Receipts allocated to an invoice whose number contains the text.
Reference Number	The receipt with exactly this reference.
Sequence Number	The receipt with exactly this sequence number.
Transaction Date	Receipts dated between the From and To dates. The arrow next to the label offers ranges such as This Month or Last Quarter.
Status	Draft, Approved or Finalised.
Account Code	Receipts with exactly this account code.
Transaction Mode	The modes to include, such as cash or bank transfer. The check icon selects all or none.
Created By	The users who created the receipts.
Select Data Field	Receipts where a receipt 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 receipts where a field is empty.
Multi-Value Search	A list of up to 100 values of one kind, separated by commas, semicolons, tabs or new lines: Reference Number or Invoice Number.

The list

The list shows 20 receipts per page, the most recently created first. Select Transaction Date in the heading to sort by date.

Column	Shows
Checkbox	Selects the receipt for the Tasks menu. Finalised receipts have none.
Reference No.	The receipt’s reference. Select it to open the receipt.
Transaction Date	The date the money was received.
Sequence No.	The number given on approval, or [Pending Approval].
Account Code	The account code entered on the receipt, if any.
Entity	Who paid.
Invoice No.	The invoices the receipt is allocated to, up to 10, each a link to the invoice. No invoices when it is not allocated yet.
Transaction Mode	How the money was received, such as cash or bank transfer.
Status	Draft, Approved or Finalised.
Amount	The amount received, with its currency.
Outstanding	The part of the amount not allocated to invoices yet. Red when it is not zero.
Remarks	The remarks.
Data fields	The receipt data fields set up to show in lists, if any.
Created By, Approved By, Finalised By	Who did each step, or System, and how long ago.

Approve or finalise several

1. Select the checkbox of each receipt. The check icon in the heading selects all or none.
2. Point to Tasks and select Approve or Finalise.

Each receipt is checked as when you approve or finalise it on its own page: see Receipt or payment. TrakIT then says how many were changed and how many were not. A receipt that was not changed is shown in red, with the reason below it.

Export the list

Select Export to download the receipts that match the filters, on all pages, as an Excel file. It has the receipt ID, the reference, dates and sequence number, the account code, entity, invoices, status and transaction mode, the currency, the Receipt Amount and Allocated Amount, the remarks, who did each step and when, and all the receipt data fields. Its Status column shows Approved for approved and finalised receipts; for a draft, Ready To approve when the allocated amount equals the amount, or Total Mismatch when it does not.

Add a receipt

Select Add to create a receipt for the company selected at the top of the page. It opens on the Receipt or payment page.

Payments tab

The Payments tab lists the company’s payments, and works like the Receipts tab:

• the payments are allocated to bills instead of invoices, so the filter is Bill, the column is Bill No., and Multi-Value Search takes Reference Number or Bill Number;
• Entity is who was paid;
• a payment reduces what is outstanding on its bills once it is approved.

Add creates a payment for the selected company.

Who can use this page

You need Read in the Receipts section or in the Payments section to open the page. Each tab needs its own section.

Section	Permission	Allows you to
Receipts, Payments	Read	See the receipts, or the payments, of the companies you have access to.
Receipts, Payments	Create	Add receipts or payments.
Receipts, Payments	Approve	Approve several with Tasks.
Receipts, Payments	Finalise	Finalise several with Tasks.
Receipts, Payments	Export	Export the list.