User Manuals

TRAKIT Bookkeeper Training Module

Administration Settings
(A Step-by-Step Administration Setup)

Module 1: Expense Accounts Setup

Purpose: This module guides bookkeepers through the proper setup and management of Expense Accounts in TRAKIT. Expense Accounts form the foundation for categorizing spending and ensuring compliance with internal budgets and tax regulations.

1. Navigate to Administration Settings

  • Log in to the TRAKIT Portal
  • From the Dashboard, go to Settings → Administration Settings

2. Open Expense Accounts Menu

  • Select Expense Accounts from the left-side menu

3. Add a New Expense Account

  • Click the “Add Account”button
  • Fill out the following form fields: "Account Name", "Account Code"
  • (if required), "Description" (optional)
  • Click “Create Account” to save

4. Managing Existing Accounts

Each account line item has an Action Combo Menu (usually represented as 3 dots or a dropdown), you can:

  • Activate / Deactivate Account
  • Edit Accountdetails
  • Assign Account to Tax

5. Assigning Tax Codes

  • From the Action Combo, select Assign to Tax
  • Choose the correct tax classification (e.g., VAT 12%, VAT Exempt) from the dropdown list

Key Bookkeeper Responsibilities
📌 Ensure all expense categories used by the business are set up correctly
📌 Coordinate with the Admin or Accountant to verify tax assignments
📌 Only use active accounts for categorizing expenses
📌 Regularly review inactive accounts for potential reactivation or cleanup

Tips for Best Practice
💡 Keep account names descriptive but concise(e.g., “Office Supplies”, “Staff Meals”)
💡 Group similar accounts under logical headings when possible for better reporting
💡 Avoid duplicating accounts unless there’s a functional reason (e.g., regional breakdowns)

Module 2: Cost Accounts (Goods)

Purpose: Cost Accounts are used to classify direct costs related to goods acquired for business operations. These accounts are crucial for accurate COGS tracking and must be clearly separated from regular Expense Accounts.

* Cost Accounts (Goods): for items purchased and resold or used in production.

1. Navigate to Cost Accounts

  • From Administration Settings, open "Cost Accounts (Goods)"

2. Add a New Cost Account

  • Click the “Add Account” button
  • Fill in the following fields: "Account Name", "Account Code" (if applicable), "Description" (optional)
  • Click “Create Account”

3. Manage Existing Accounts

For each account line, click the Action Combo Menu:

  • Activate / Deactivate Account
  • Edit Account
  • Assign to Tax

4. Assigning Tax Codes

  • Choose Assign to Tax from the Action Menu
  • Select the applicable tax code(e.g., VAT-registered purchases) from the dropdow

Key Bookkeeper Responsibilities
📌 Confirm cost accounts are used only for direct costs, not operational expenses
📌 Check with team leads on whether purchases fall under Goods or Services
📌 Ensure tax mapping aligns with the type of supplier (VAT-registered, exempt, etc.)
📌 Use consistent naming across accounts to simplify reconciliation and reports

Tips for Best Practice
💡 Use prefix conventions to differentiate, for example: COG/Goods – Materials & COG/Service – Subcontractor
💡 Coordinate with the Admin team or Accountant before creating new accounts if unsure
💡 Review inactive accounts periodically to avoid bloating the system

Module 3: Cost Accounts (Services)

Purpose: Cost Accounts are used to classify direct costs related to services acquired for business operations. These accounts are crucial for accurate COGS tracking and must be clearly separated from regular Expense Accounts.

* Cost Accounts (Services): for services subcontracted or billed as part of client engagements

1. Navigate to Cost Accounts

From Administration Settings, open Cost Accounts (Services)

2. Add a New Cost Account

  • Click the “Add Account” button
  • Fill in the following fields: "Account Name", "Account Code" (if applicable), "Description" (optional)
  • Click “Create Account"

3. Manage Existing Accounts

For each account line, click the Action Combo Menu:

  • Activate / Deactivate Account
  • Edit Account
  • Assign to Tax

4. Assigning Tax Codes

  • Choose Assign to Tax from the Action Menu
  • Select the applicable tax code(e.g., VAT-registered purchases) from the dropdown

Key Bookkeeper Responsibilities
📌 Confirm cost accounts are used only for direct costs, not operational expenses
📌 Check with team leads on whether purchases fall under Goods or Services
📌 Ensure tax mapping aligns with the type of supplier (VAT-registered, exempt, etc.)
📌 Use consistent naming across accounts to simplify reconciliation and reports

Tips for Best Practice
💡 Use prefix conventions to differentiate, for example: COG/Goods – Materials & COG/Service – Subcontractor
💡 Coordinate with the Admin team or Accountant before creating new accounts if unsure
💡 Review inactive accounts periodically to avoid bloating the system

Module 4: Expense & Cost Categories

Purpose: Expense & Cost Categories serve as tags or labels that link specific transactions to accounts in the Chart of Accounts (COA). They help standardize reporting and improve the consistency of entries across the organization.

Role in TRAKIT

Each Category is:

  • Mapped directly to an Expense or Cost Account (COA item)
  • Used when bookkeepers or users submit cash requests, expenses, or liquidations
  • Essential for ensuring transactions are coded correctly in reports

1. Navigate to Expense & Cost Categories

  • From Administration Settings, select "Expense & Cost Categories"

2. Add a New Category
Click the “Add Category” button

  • Fill in the form: "Category Name", "Description" (optional), Link to Chart of Account – choose an existing Expense or Cost Account from the dropdown
  • Click “Create” to save

3. Manage Existing Categories
Click on a category to:

  • Edit the name, description, or linked account
  • Delete the category (only if not in use)

Key Bookkeeper Responsibilities
📌 Ensure each Category is linked to the correct COA item
📌 Verify that new categories are not duplicates of existing ones
📌 Assist in maintaining a clean and relevant list of active categories
📌 Educate requestors on choosing the correct Category for transactions

Tips for Best Practice
💡 Use categories that reflect functional business use (e.g., “Marketing Expenses”, “Transport – Service”)
💡 Avoid too much granularity unless needed for compliance or reporting
💡 Regularly review category usage with the Accountant or Admin to realign with company operations

Module 5: Tax Mapping

Purpose: Tax Mapping ensures every Expense or Cost Account is linked to the correct tax classification, such as VAT or tax-exempt. This setup is essential for accurate compliance reporting, tax filing and withholding validations.

Where Tax Mapping Happens

Tax Mapping is applied through:

  • Expense Accounts
  • Cost Accounts (Goods)
  • Cost Accounts (Services)

Each account must be mapped to a specific tax category based on its expected usage and vendor tax status.

1. Locate the Account
Go to:

  • Expense Accounts, or
  • Cost Accounts (Goods or Services)

2. Open the Action Combo

  • Click on the 3-dot menu or dropdown beside the relevant account
  • Select Assign to Tax

3. Assign the Appropriate Tax Code
A dropdown will appear with available tax options, such as::

  • VAT 12%
  • VAT Exempt
  • Zero-Rated
  • Subject to Withholding

Select the correct classification and save.

Why It Matters
Proper tax mapping ensures:
✅ Expense records are prepared with the correct BIR tax code
✅ OCR tools correctly extract and tag tax components during liquidation
✅ TRAKIT generates valid tax summary reports and .datfiles for tax filing (e.g., BIR submissions)

Key Bookkeeper Responsibilities
📌 Confirm each account has a mapped tax code (none should be left blank)
📌 Coordinate with the accountant on tax treatment of new expense types
📌 Watch for incorrect mappings(e.g., assigning VAT to a non-VAT vendor)

Mistake
Assigning "VAT 12%" to tax-exempt suppliers

Leaving tax mapping blank

Mapping unrelated accounts to withholding categories

Correction
Use "VAT Exempt" instead

Always assign the correct tax classification

Only map if subject to EWT or Final Tax

Module 6: Central Cash Funds

Purpose: Central Cash Funds represent the main funding sources managed by an organization within TRAKIT. These include the official bank accounts (typically held by the organization itself) and are not assigned to individual users, but instead serve as the core disbursement accounts for the entire system.

Key Central Cash Fund: Cash in Banks

This is the first fund type under Central Cash Funds and is essential for:

  • Cash disbursements
  • Replenishments to user-level funds (e.g., Petty Cash, Revolving Funds)
  • Recording incoming deposits, transfers, and funding requests

1. Navigate to Cash in Banks
From Administration Settings, under Central Cash Funds, select Cash
in Banks

2. Add a New Bank Account
Click the “Add Account” button and complete the form:

  • Bank Name
  • Account Name
  • Account Number
  • Currency Note: Currently TRAKIT supports single currency operations)
  • Description (optional)

Click “Create Account” to save

3. Manage Bank Accounts
Each line item has an Action Combo Menu, allowing you to:

  • Activate / Deactivate the account
  • Edit account details

Bookkeeper Access & Responsibilities
While adding or editing bank accounts is typically an Admin-level function, bookkeepers must:
📌 Be aware of all active bank accounts to correctly track and reconcile fund requests
📌 Confirm that transfers and replenishments are tagged to the correct bank source
📌 Flag any inconsistencies between source of funds and disbursements
📌 Educate requestors on choosing the correct Category for transactions

Practical Use Cases
Each line item has an Action Combo Menu, allowing you to:

  • Replenishing Petty Cash from Cash in Bank
  • Transferring funds to user-linked Bank Sub-Accounts for expense purchases
  • Receiving depositsrelated to customer payments or refunds

Module 7: User Cash Accounts

Purpose: User Cash Accounts in TRAKIT represent individual funds assigned to specific users. These include operational cash allocations such as debit-card-linked sub-accounts, cash advances, petty cash, and revolving funds. They are critical for enabling decentralized spending while maintaining centralized control and traceability.

Types of User Cash Accounts

  • Bank Accounts (Sub-Accounts): Debit-card-linked accounts for digital payments. Linked to main Cash in Bank
  • Petty Cash Funds: Small cash funds assigned to a user for a specific Business Unit, Client Engagement, or Project
  • Revolving Funds: Replenishable cash allocations similar toPetty Cash, often used for ongoing operational needs
  • Cash Advances: Issued for temporary spending needs, then liquidated, with Three sub-types: Employees, Owners, and Others (3rd Parties)

1. Navigate to User Cash Accounts
From Administration Settings, go to User Cash Accounts, you will see
sub-menus for:

  • Bank Accounts
  • Petty Cash Funds
  • Revolving Funds
  • Cash Advances

2. Select a User
Choose between All Users or an Individual User to view and manage account assignments

3. Add a New Account
For each fund type:

  • Click “Add Account”
  • Fill in the following fields: "Fund Name", "Linked Business Unit, Client Engagement, or Project" (if applicable), "Fund Type and Limit", "Custodian/User Name", "Additional Details" (e.g., description or fund purpose)
  • Click “Create Account” to finalize

4. Manage Existing Accounts
From the Action Combo Menu, you can:

  • Activate / Deactivate the fund
  • Edit fund information

Key Custodianship Rules
📌 Each Business Unit, Client Engagement, or Project can assign only
one fund per custodian per fund type
📌 A user may hold multiple fund types but cannot share custodianship
on a single fund
📌 Fund visibility is limited to authorized users and their assigned responsibilities

Practical Use Cases
Each line item has an Action Combo Menu, allowing you to:

  • Replenishing Petty Cash from Cash in Bank
  • Transferring funds to user-linked Bank Sub-Accounts for expense purchases
  • Receiving depositsrelated to customer payments or refunds

Key Bookkeeper Responsibilities
📌 Track and reconcile each custodian’s fund balances.
📌 Ensure the correct linkage between fund, user, and the appropriate BU/Project/Engagement
📌 Support users in fund liquidation and monitor for unliquidated
balances
📌 Coordinate fund activations and deactivations with Admin or Management

Tips for Best Practice
💡 Use consistent fund naming conventions (e.g., PCF – John – Marketing, RF – Jane – Cebu Project)
💡 Always verify the fund assignment context (which BU or Project it belongs to)
💡 Review all active and inactive user funds monthly for audit and budgeting purposes

Module 8: Fund Types Overview

Purpose: This module provides a comprehensive overview of all Fund Types used in TRAKIT. Each fund type supports a specific operational or financial use case, and understanding their distinctions is critical for effective cash tracking, compliance, and reconciliation.

Key Bookkeeper Responsibilities

📌 Set up and validate correct fund structuresbased on operational
needs

📌 Monitor fund utilization and reconcile unliquidated or dormant
funds

📌 Coordinate with management when a custodian changes or a fund needs to be restructured

📌 Ensure compliance by checking that only one active fund per
custodian per unit/project/type exists

Key Fund Logic
1. One Custodian per Fund per Type per Assignment
A Business Unit, Client Engagement, or Project can only assign one Petty Cash Fund and one Revolving Fund per custodian

2. Custodians Cannot Share Funds
Each fund must be linked to a single responsible user (custodian)

3. Bank Sub-Accounts Are User-Specific
These are not tied to Business Units or Projects but are used for organizational purchases via digital means

4. Cash Advances Are Floating
They are temporary and do not belong to a BU/Project structure. Custodians are required to liquidate them after use

Use Case Examples

Scenario
1. Field employee needs petty cash for transport in Marketing Unit.
2. Team leader requires ongoing funds for provincial training project.
3. Finance officer receives digital card for online supplier payments.
4. Messenger picks up permit and needs cash.

Fund Type Used
1. Petty Cash Fund – Assigned to “Marketing” BU

2. Revolving Fund – Assigned to Project “Provincial Rollout”

3. Bank Sub-Account

4. Cash Advance – Others

Common Errors to Avoid

❌ Assigning multiple PCFs to the same custodian for one BU/project

❌ Using a Cash Advance where a Revolving Fund would be more
appropriate

❌ Forgetting to deactivate unused funds after reassignment or staff
turnover

Module 9: Cash Budget Lines (Business Units, Projects, and Client Engagements)

Purpose: Cash Budget Lines in TRAKIT define the financial structure for how funds are allocated, requested, and monitored across the organization. Each fund (Petty Cash, Revolving Fund, etc.) must be tagged to a Business Unit (BU), Project, or Client Engagement, creating a system of accountability and internal budgeting control.

1. Navigate to Cash Budget Lines
Go to Administration Settings → Cash Budget Lines, and choose:

  • Business Units
  • Projects
  • (Client Engagements – Coming Soon)

2. Add a New Budget Line
Click “Add Account” and complete the form:

  • Name of BU or Project
  • Description (optional)

Click “Create Account”

3. Manage Existing Budget Lines
From the Action Combo Menu, you can:

  • Activate / Deactivate
  • Edit the BU or Project details

Key Bookkeeper Responsibilities

📌 Ensure each fund (PCF or RF) is correctly tagged to its relevant BU, Project, or (eventually) Client Engagement

📌 Support Admin and Managers in maintaining active and up-to-date budget lines

📌 Identify if a fund is misaligned(e.g., a Marketing PCF tagged to a Finance project)

📌 Verify that no duplicate or unused budget lines exist in the system

Tips for Best Practice

💡 Name each BU/Project consistently (e.g., HR – Internal, Project – Cebu Roadshow)

💡 Maintain separate entries for distinct client projects or multi-phase initiatives

💡 Review monthly to ensure only relevant and active lines are enabled

Integration with Other Modules

Feature: Fund Requests
Linked To: Require valid Budget Linetagging

Feature: Liquidation Tracking
Linked To: Summarized by BU/Project

Feature: Internal Chargebacks
Linked To: Based on assigned Budget Line

Feature: Profit & Loss Reports
Linked To: Generated per BU, Project, and (soon) Engagement

Module 10: Expense & Liquidation Workflow (Source Documents, Tracking, and Status Management)

Purpose: This module explains the expense lifecycle in TRAKIT—from document submission to final liquidation. It ensures all disbursements made through Petty Cash, Revolving Funds, and Cash Advances are fully accounted for using proper documentation and approval workflows.

Expense Workflow Overview

❗ Steps 1–3 are the responsibility of the Custodian ❗

1. Source Document Identification
Custodian collects receipts, invoices, bills, or supporting files for any cash spent.

2. For Liquidation (OCR Process Begins)
Documents are uploaded and processed by TRAKIT’s OCR tool to extract
data.


3. Liquidated
Expenses are tagged to a Fund, Budget Line and COA. All documents are matched, and totals reconciled.

❗ Steps 4–5 are handled by the Bookkeeper or Admin Reviewer ❗

4. Approved
Verified by the bookkeeper and/or manager. Included in reporting and P&L summaries.

5. Rejected

Returned to custodian with comments for correction or resubmission.

Types of Source Documents

🧾 Official Receipts: Common in local BIR-compliant purchases
🧾 Invoices: Used in supplier billings or deferred payments

🧾 Sales Orders/Delivery Receipts: Used for logistics or fulfillment tracking

🧾 Proof of Payment (POP): Digital or physical record (bank screenshot, etc.)

*All uploaded documents are linked to the Fund, User, and Budget Line involved.

Key Features in the Expense Window

  • Search Box: Quickly locate expenses by Fund, Custodian, or Date
  • Document Viewer: Clickable preview of uploaded documents
  • Tax Summary Table: Displays extracted tax amounts and classifications
  • “Show More” Button: Expands table to show full OCR details
  • Export to Excel / Print: For report submission, audit, or reconciliation

Key Bookkeeper Responsibilities

📌 Monitor the status of all liquidations and escalate delays in submission

📌 Review OCR data for accuracy and ensure correct tax coding

📌 Approve or reject liquidations with proper annotation

📌 Regularly export reports for management, audit, and compliance

Tips for Best Practice

💡 Ensure each liquidation is backed by valid and readable documents

💡 Cross-check fund amount vs. liquidated total to detect discrepancies

💡 Reject incomplete or unclear submissions early to avoid month-end bottlenecks

Module 11: Reporting & Reconciliation (Real-Time Tracking, P&L and Internal Audits)

Purpose: This module outlines how bookkeepers use TRAKIT's reporting and reconciliation tools to monitor fund performance, validate liquidations, and generate real-time financial insights across Users, Funds, Business Units, Projects, and (soon) Client Engagements.

P&L Integration and Chargebacks
TRAKIT can generate internal P&L statements by aggregating:

  • Direct expenses
  • Fund liquidations
  • Internal chargebacks (e.g., per-user cost rates, overhead allocations)

This ensures each BU, Project, or Engagement can be assessed as its own profit center, supporting accountability and internal benchmarking.

Bookkeeper Reporting Tasks

1. Daily / Weekly Tasks
📌 Monitor open liquidations

📌 Check for delayed submissions

📌 Follow up on rejected items

2. Monthly Tasks
📌 Export and review P&L per Business Unit or Project

📌 Identify variances between Budgeted vs Actual

📌 Prepare audit trail summaries and fund utilization reports

3. Quarterly Tasks
📌 Support auditors with full liquidation trails

📌 Validate overhead allocations and internal charges

📌 Confirm unused or stale funds for deactivation

Tips for Best Practice

💡 Always reconcile custodian fund balances before month-end close

💡 Use variance analysis to inform fund reallocations or corrections

💡 Keep reports centralized and version-controlled for audit efficiency
💡 Ensure proper mapping of all expenses to allow automatic report generation

Common Errors to Avoid

❌ Incomplete fund tagging.
Which can lead to report gaps or miscoded expenses, so review budget line and fund links before approval

❌ Unclosed cash advances.
Which can skew fund balances, so monitor unliquidated statuses weekly 

❌ Manual Excel-only reports.
Which can lead to risk of version error, so use TRAKIT filters and exports directly

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