These instructions provide a step-by-step guide to help administrators successfully onboard a new company onto the TrakIT system. The onboarding process includes configuring the operational structure, defining users and roles, setting up workflows, and establishing financial and warehouse configurations required for smooth day-to-day operations. All steps are not mandatory and can be used as per your needs.

By following the steps outlined below, system administrators can ensure that the organization’s geographical structure, company details, users, entities, assets, operational masters, operational workflows for shipments/non-shipment jobs, financial masters, and document templates are properly configured within TrakIT. Completing these initial setup steps will enable the organization to effectively manage consignments, track assets, handle financial processes, and operate seamlessly on the platform.

A. Operations:

Step1: Geo Data

Displays all the geographical structures and sub-structures across which the TrakIT system tracks and monitors consignments.

Navigation: System -> Geo Data

The hierarchy of the structure is as follows:

Global > Region > Cluster (optional) > Country > State (optional) > Area (optional) > City > Location (Depot).

To create new Geo Data:

Select the geographical structure under which new geo data is to be created, then click on the 'Plus Icon' button just next to the listed geo data to create a new listing of geo data in the hierarchical representation.

For complete guidelines, see Geo Data 

Step 2: Create a Company

This page allows you to set up companies which are legal entities from a financial control point of view.

Navigation: Admin -> Masters -> Companies

You can create a new company by clicking on the 'Create' button.

For complete guidelines, see Companies 

Step 3: Role Management

The Role Management page displays the list of all existing roles in TrakIT and allows the management of users and roles in the system.

Only sysadmins have access to this page.

Navigation: Admin -> Role Management

You can create a new role by clicking on the “Add New Role” button and modify existing roles as needed. You can assign roles to users through the User Role Assignment tab. The “Role Customisation” tab allows you to define specific permissions for a role, while the “Workflow Access” tab allows you to grant workflow event and data access permissions for a selected role.

For complete guidelines, see Role Management

Step 4: User Management

It displays the list of all existing users in TrakIT and allows the management of users in the system. TrakIT can have internal as well as external users and by default, this page displays the list of unlocked users. However, locked users can also be seen by making use of the “Show Locked Users” checkbox.

You can create, view, update, and delete users and define access control with respect to geographical assignment, workflow access, company assignment, roles, main menu access, and user level filters (defined by support as per need).

Navigation: Admin -> User Management

For complete guidelines, see User Management to perform user related operations.

Step 5: Workflow Definition

It displays the list of existing workflows and allows users to create new workflows, as well as modify or delete existing ones. A workflow can represent either a shipment-based or a non-shipment-based business process. It consolidates workflow configurations using general, operational, and financial settings, along with predefined header fields and a sequence of events (dates) based on the organization’s business process.

This enables sequential tracking and effective data management, allowing the system to capture and store various types of data from the beginning to the end of the operational process. Additionally, it provides controls for defining the required document checklist, workflow-specific document templates (forms), and KPIs for performance monitoring.

Navigation: Admin -> Workflow Definitions

A workflow can be duplicated, event/data can be exported, and it can also be compared with another workflow.

For complete guidelines, see Workflow Definitions

Step 6: Data Fields

It displays the list of all the data fields displayed in TrakIT which are not a part of any workflow. Currently you can define additional data fields for Assets (all types), Bills, Companies, Entities (all types), Internal Posting, Invoices, Items, Locations, Payments, Quotations, Receipts, Users (internal & external) and Yard Moves.

Navigation: Admin -> Masters -> Data Field

Computed data fields indicate that the value of the field is automatically calculated by the system rather than being manually entered.

For complete guidelines, see Data Fields

Step 7: Entity Management

It displays the list of entities and allows users to manage them, including creating, editing, or deleting entities. An entity can be defined with multiple types, such as Customer, Shipper, Receiver, Carrier, Transporter, Clearing Agent, Bond Agent, and others.

Entities can be searched using filters such as Entity Name/Code, Email, Country, Company, TIN, Registration, Default Account, Company Account, Associated Document Title, Document Status, Entity Data Fields, Entity Group, and user-defined tags. To create a new entity, click on the “Create” button. The system also provides options to import and export entity information for easier data management.

Entities can also be monitored through related records such as documents, quotations, work orders, activities, assets, invoices, ledgers, entity data, and locations. Additional features include multi-type entity classification, company-wise access control, linked users, credit status tracking, comments log, and action log for better monitoring and audit tracking.

Navigation: System -> Entity Management

For complete guidelines, see Entity Management

Step 8: Assets Management

It displays the list of assets and allows users to manage them, including creating, editing, or deleting assets. Assets can be defined under different types such as Trucks, Trailers, Drivers, and others. The system also provides options to import and export asset information for efficient data management.

By clicking on any asset, users can view its basic information and detailed records. This includes asset data, associated work orders, activities, mileage and fuel data, linked assets, asset files, and company-wise access control. Additionally, the system enables monitoring of position tracking, geofence logs, and action logs for better operational visibility and audit tracking.

Navigation: System -> Asset Management

For complete guidelines, see Asset Management

Step 9: Operations or Finance or Email Document Templates

Form Definitions are used to create HTML-based form templates for generating a variety of documents in PDF format. These forms are categorized for Work Orders, Jobs (Shipments), Reports, Finance (such as invoices, bills, credit notes, debit notes, quotations, payment vouchers, and receipt vouchers), Yard Operations, and Email Templates.

This section displays the list of existing forms (document templates) defined for different purposes along with their descriptions. Forms can include placeholders for any information stored in the TrakIT system. By using predefined document templates, users can save time by generating documents either manually or automatically based on specific actions defined within the workflow. It serves as an efficient document management module for each business process workflow configured in the system.

Navigation: Admin -> Form Definitions

For complete guidelines, see Form Definitions

B. Finance:

Step 10: Finance Master

The Finance Masters page is divided into Accounts, Country Taxes, Currencies, Account Group, and Financial Year.

Navigation: Admin -> Masters -> Finance Masters

Accounts – It displays the list of all accounts used in TrakIT with status – active/inactive. You can add, modify, move or delete the account.  Accounts are of three types: Income, Expense and Disbursements.

Country Taxes – It allows users to create and manage country wise taxes.

Currencies – You can define and manage currencies as per your invoicing and billing documentation.

Account Group – You can define and manage account group names as per need. It allows you to group multiple accounts within a single account group for invoicing and billing purposes.

Financial Year – You can define the start date and period (duration) of the financial year.

For complete guidelines, see Finance Masters 

Step 11: Exchange Rate

You can define and manage the exchange rates as per your needs. TrakIT has the flexibility to get the exchange rate table automatically created on daily basis. The support team can help you configure it.

Note: Users with Job financial roles with income access can view this page.

Navigation: Finance -> Exchange Rates

For complete guidelines, see Exchange Rates

Step 12: Quotation

This module allows you to create quotations for a customer for the required items or services even before creating the shipment. After approval, the quotation can be generated as a PDF document and sent to the customer with a single click. You can finalize the quotation or revise it multiple times as needed. The system also allows you to view, create, and export quotations for better tracking and management.

Navigation: Finance -> Quotations

For complete guidelines, see Quotations

C. Warehouse:

Step 15: Navigate to Setting up Warehouse

For complete guidelines, see Setting Up Warehousing 

D. Reports, Dashboards and Other requirements

For any additional requirements such as reports, dashboards, or custom configurations, users may contact the TrakIT Support Team at support@trakit.in for assistance.

Once all the steps outlined in this guide are completed, including operational setup, financial configuration, and warehouse settings, the new company will be fully onboarded and ready to operate within the TrakIT System. Proper configuration ensures accurate tracking, efficient workflow management, and reliable financial processing across the platform. Administrators should review each configuration carefully to ensure it aligns with the organization’s operational requirements.