Workflow Finance

The Workflow Finance page lists jobs with their finance figures and status, so that you can find the jobs that still need estimates, approval, invoices, bills or closing. From here you open the finance page of a job or of a work order, export the list, and change the finance status of several jobs at once.

To open it, select Finance > Jobs.

You see only the jobs of the workflows you have access to. A job’s finance is kept separately for each company: its accounts, its status and its currency. The list shows the figures of the company chosen in Company, at the top right. The list offers the companies linked to your user (system administrators see all companies), and TrakIT remembers your choice.

Find a job

If the page shows tabs above the filters, select the workflow group to search in, or All.
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, for example 125 Found. The refresh icon next to it runs the search again.

TrakIT remembers your filters, your view and your page size, and uses them the next time you open the page. Reset clears the filters, selects all workflows and tags, and sets Status to Empty, Draft, Approval Requested and Approved.

Search faster with Skip Count

Select Skip Count to skip counting all the matches. The search is faster on large results, but it fetches only the first page, so you cannot move to other pages. When the page is full, the count ends with +, for example 20+ Found.

Workflow group tabs

If your workflows are organized in more than one workflow group, a tab appears for each group, plus All. Only groups that have finance enabled get a tab. The list and the Workflows filter show only the workflows of the selected group. TrakIT opens the page on the group you used last.

Filters

These filters are always shown:

Filter	Finds
Number	An exact job ID, or any part of a job reference, workflow serial number, container number or load ID.
Customer	Any part of the customer’s name. The label is your company’s name for customers.
Shipper/Receiver	Any part of the shipper’s or receiver’s name or code.
Account Invoice Status	Jobs by the actual income and disbursement accounts of the selected company. Un-Invoiced Amounts: at least one account is not on an invoice. Invoice Pending: at least one is on an invoice that is not approved yet. Invoice Approved: at least one is on an approved invoice. All Revenue Invoiced: all of them are on approved invoices.
Account Bill Status	The same for the actual expense and disbursement accounts and their bills: Un-Billed Amounts, Bill Received (on a bill that is not validated yet), Bill Validated and All Expenses Billed.
Status	The job’s finance status in the selected company: Empty (draft, with no accounts yet), Draft (with accounts), Approval Requested, Approved, Closure Requested, Closed or Cancelled. The check icon selects all or none.
Currency	Jobs whose finance currency, in the selected company, is this currency.
Workflows	The workflows to include, active or inactive. Type in Search to shorten the list; the check icon selects all or none.
Created By/On	Who created the job’s work orders, and a From and To date: when the job was created in the By Job view, when the work order was created in the By Work Order view.
Rev/Exp Recognition	With Dates Only: jobs with a revenue/expense recognition date, optionally between a From and To date. Without Dates Only: jobs without one.
Quotation	With Quotation Only or Without Quotation Only: jobs whose accounts in the selected company were, or were not, initialized from a quotation.
Quotation Number	Any part of the number or name of that quotation. It is ignored with Without Quotation Only.
Tags	Jobs with the selected tags. [No Tags] finds jobs with no tags.

In a filter with checkboxes, such as Status or Workflows, keep at least one item selected: with none selected, the search finds nothing.

The arrow next to a From and To date offers quick ranges: This Month, Last Month, This Quarter, Last Quarter, Year-To-Date, Last Year and Clear Dates.

When you change the selected workflows, the lists in the other filters, such as entities, events and data fields, follow them. The refresh icon next to Workflows (Refresh other filters) updates those lists straight away.

Add or remove filters

You can show up to 10 more filters.

In the filter panel, select Customize.
Select the filters you want to use.
Select Save.

The page reloads with the filters you selected. To remove a filter, clear it in Customize, or select the red cross next to its name in the filter panel.

Filter	Finds
Carrier, Transporter, Bond Agent, Clearing Agent	Jobs with a work order that has one of the selected entities. — finds work orders without one. The labels are your company’s names for these entity types.
Return transporter	Jobs with a work order that has the selected return transporter. The label is set up for your company.
Job Type	Jobs of the selected job types.
Events	Completed Event: jobs where the event is completed. In NA Status, choose NA Only to find only events set to Not Applicable, or Exclude NA to leave them out, and enter a From and To date if needed. Not Completed Event: jobs where the event is not completed yet. With both, a job must match both.
Data	Jobs where a data field matches. Choose the field, then a Search Mode: Partial Match, Exact Match, Not Like, Empty, Not Empty, Number Range or Date Range. A number range compares the value with one number (Equal To, More Than and so on) or two (In Range, Outside Range).
Service	Jobs with a work order that has one of the selected services.
Customer Group	Jobs whose customer is in the selected groups.
Responsible Country	Jobs whose workflow belongs to a company in one of the selected countries.
Cargo Type	Jobs of the selected cargo types.
Locations	First Location and Last Location: jobs with a work order whose first or last location name contains the text.
Responsible Person	Jobs with a work order whose responsible person is one of those selected.
Multi-Value	A list of up to 100 values of one kind: Job ID, the job reference or Workorder ID. Separate the values with commas, semicolons, tabs or new lines.

If an administrator has limited the jobs you can see, the filter panel shows Custom Filters Active.

View by job or by work order

Two tabs above the list switch between views. TrakIT remembers the one you used last.

By Job

One row per job, newest first. The figures are those of the whole job in the selected company. In this view you can also change the finance status of several jobs.

By Work Order

One row per work order, newest job first. Cancelled work orders are left out. The filters still match jobs, so the list shows all the work orders of each job that matches. The income and expense columns are worked out from the work order’s own actual accounts only: those that apply “for WO” to that work order, not the accounts of the whole job.

The list

The columns are set up for your company, and can be different for each workflow group. They can include job details, events and data fields of the work orders, and figures such as:

Column	Shows
Job ID	Opens the finance page of the job.
Job reference	Opens the job.
Work order ID	In the By Work Order view, opens the finance page of the work order.
Status	The job’s finance status: Draft, Approval Requested, Approved, Request for Closing, Closed or Cancelled. A job with no accounts that is still in draft shows -.
Status changed by	Who last changed the finance status, and how long ago.
Estimated and actual income, expense and disbursements	The totals of the job’s estimates and actuals, in the job’s finance currency.
Estimated and actual margin	Income minus expense. It is red when it is zero or less.
Deviation	The actual margin minus the estimated margin, as an amount or a percentage of the estimated margin. It is red when it is negative.

Income, margin and deviation columns stay empty if your role cannot see income accounts.

Closed jobs are shown in grey and cancelled jobs in red. Select a column heading to sort by it, where the column allows it. Use the pages at the bottom of the list to move through the results.

Export the list

Select Export to download all the rows that match your filters as an Excel file, with the columns of the list. The job IDs and work order IDs in the file link to their finance pages. Export appears when your role can export job finance and the search found something.

Change the status of several jobs

In the By Job view, the Tasks menu changes the finance status of the jobs you select, in the selected company.

Select By Job.
Select the checkbox of each job. The check icon in the heading selects all or none.
Point to Tasks and select the task.

Task	Changes the status to	Works for jobs that
Request Approval	Approval Requested	Are in Draft and have estimates in the selected company.
Approve	Approved, which creates the actuals from the estimates	Are in Draft or Approval Requested, and whose customer has all its required fields filled in.
Request Closing	Request for Closing	Are Approved or already Request for Closing.
Close Job	Closed	Are Approved or Request for Closing, with no invoices that are not approved and no bills that are not validated, in the selected company.

Tasks your role cannot use are grey. Your company can also set up its own checks for each change.

TrakIT changes each job on its own and then shows how many were changed and how many were not. The jobs stay selected; those that were not changed are highlighted in red, with the reason below them. A change of status sends the same notifications as on the finance page of the job.

Who can use this page

Section	Permission	Allows you to
Job Finance	Read	Open the page.
Job Finance	Access Income Accounts	See the income, margin and deviation columns.
Job Finance	Export	Export the list.
Job Finance	Request Estimate Approval	Use Request Approval.
Job Finance	Approve Estimate	Use Approve.
Job Finance	Request Closing	Use Request Closing.
Job Finance	Close Job	Use Close Job.

The checkboxes appear only if your role can use at least one of the tasks. You also need a company assigned to your user, and access to the workflows whose jobs you want to see. If you have no workflows, TrakIT says so when you open the page.