Set Tracking Data at Email Approval

As a user, you can specify tracking data (tracking options) at the time of invoice approval via email.

To do so, you will need to enable Approval Workflow, following steps below (Find out more on Email Approval)

  • Login, click Settings, turn on the Enable Approval Workflow .
  • (optional) Click Advanced Options to expand. set Default Approver Email address if you have only one person in your company to approve the invoice.  (If you have multiple people to approval invoices, Click here for more on Email Approval)
  • Click “Save Settings

Then each invoice will be emailed to you for approval before exporting to your accounting software. In the email, you can click Modify – you will be directed to a browser window. You can specify Tracking Option there.

 

For example, you specify the tracking option to be 11184, as shown below

If the tracking data you specify already exists in your Accounting Software (such as Xero/MYOB), we will use it; otherwise, we will create a new one in your Accounting Software.

 

Please follow the rules below:

  • If you have only one tracking category, enter/select the tracking option,

Example, “11184” , or “Job 11184”,

 where Job is  tracking category, and 11184 is tracking option.

 

  

  • If yo have more than one tracking categories (Xero Settings example), type in each Tracking Category followed by Tracking Option. For example, enter “Job 11184 State NSW”, or “Job 11184 | State NSW”.  You can include ‘|’ or leave it out.

 

 

If you don’t follow the rules/convention above, no tracking data will be exported to your Accounting Software.