Viewing Entity Details
Click on any entity, to view its basic information. A separate window pops up that displays details of the entity along with all the work orders, reports and documents associated with this entity.
The entity details show the Total Work Order count for this particular entity; in this case, it is 1. There are six tabs on the Entity Details window:
a. Header- This section displays all the information about the entity like Entity ID, Entity group, address, contact of the contact person, phone, Account Number, Currency, TIN, whether this entity is enabled to receive emails, country, email ids of the entity, remarks and tracking link.
Transfer Entity- This section helps in transferring all the work orders linked with a particular entity to other entities in TrakIT. Generally used when we have duplicate entities created in our system. Enter the Destination Entity ID where you want to transfer all the work orders linked to this entity and click on Transfer. This option can only be used by SysAdmin.
b. Documents- This section displays the list of all documents that are associated with this entity. It also allows users to add a document for this entity.
Click on the 'Add Document' button to add a document. The following window pops-up:
- Provide a Document Title for the new document to be added.
- Select the Document Type from the drop down list. It can be either General, Contract, Profile, Communication or Statement.
- Select the role type of the user who is authorized to download this document, in the Document Profile drop down list.
- Select which users to notify in the Users to Notify field. A notification email is sent to all these users about the new document being added.
- Additional information about this new document can be provided in the Description column.
- Click on the 'Choose File' button in the Document field to upload the document in the application.
- Click on the 'Add' button to add the new document to this entity's profile.
c. Work Orders- This section displays the list of all work orders associated with this entity with their ID, carrier name, shipper/receiver, workflow, container/manifest number, transport document, size, weight and last event in the work order. This information can also be opened separately in MS-Excel format or downloaded by clicking on the 'Export' button.
d. Assets- This section displays the list of assets owned by the entity with Asset Type, Category, Asset Name, Asset Serial, Asset Value, and Added By.
e. Entity Data- This section displays the list of all fields that are associated with the entity and defined under Master Table -> Data Field Definitions -> Select Entity Fields -> Select Entity Type.
f. Sent Reports- This section displays all the reports that have been sent to this entity by TrakIT along with the date, recipient's email ids, report name, and the format in which it is sent. These reports are defined in the Custom Reports and Advanced Reports section under Reports Page.
g. Linked Users- This section displays all the users who are linked with this entity.
h. Credit Status- This section maintains a record of an Entity's credit status. This will largely apply to repeat customers and even transporters. By clicking on Add entry you can add a new status entry with information like Credit Type, Credit History, Credit Days, Credit Limit, and Remarks. Once an entry has been added, it cannot be deleted, only canceled. These changes can only be made by users with the Finance Admin role or SysAdmin role.
i. Tax Status- This section maintains a record of an Entity's tax status. By selecting from Tax Exemption Status you can exempt the entity from specific taxes and by selecting from Tax Withholding Status you can withhold the entity from specific taxes.
Modifying an Entity
Click on icon on the right bottom of the entity-header part to edit the entity information. The following window pops up:
Make the desired changes and click on the ‘Save’ button. The type of workflow cannot be changed once set.
Deleting an Entity
Click on the icon on the right bottom of the entity-header to delete the workflow. A confirmation window pops up. Click on the 'Delete' button to confirm the deletion. Only entities that are not used in any work order or report can be deleted from the application.