TRAKYTT SUPPORT
Frequently Asked Questions (FAQ's)
About TRAKYTT
What is TRAKYTT?
TRAKYTT helps businesses and their accounting or bookkeeping practices capture and review business expense documents. It brings document information, validation checks and review actions together to support the preparation of accounting records.
Who is TRAKYTT for?
TRAKYTT is designed for businesses that need a clearer way to manage expense documents, and for accounting and bookkeeping practices that review those documents for their clients.
What problem does TRAKYTT help solve?
Collecting a receipt is only the first step. The information still needs to be checked, questions resolved and the accounting treatment reviewed. TRAKYTT is designed to make that work easier to follow, with supporting documents and outstanding actions kept together.
Is TRAKYTT just a receipt scanner?
Document capture is part of TRAKYTT. Its broader purpose is to help check the captured information, identify matters needing attention and support a controlled review process before accounting records are sent to a connected ledger.
Does TRAKYTT replace my accountant or bookkeeper?
No. TRAKYTT supports document collection and review. Your accountant or bookkeeper remains responsible for professional judgement and advice relevant to your business.
Does TRAKYTT replace my accounting software?
TRAKYTT’s initial scope focuses on expense and invoice document workflows. Where a ledger is connected, that accounting system remains the source of truth for BAS figures. TRAKYTT should be used alongside the accounting arrangements agreed with your practice.
Getting started
How do I get started with TRAKYTT?
If your accounting or bookkeeping practice uses TRAKYTT, ask them to arrange your access and explain the setup steps. They can confirm which business you should use, your responsibilities and the features available to you.
What is the difference between the mobile app and the Practice Portal?
The mobile app supports business users in capturing documents and responding to requests. The Practice Portal supports the practice’s review and management work across its clients. Your available screens and actions depend on your role and the product release.
Can more than one person access a business?
The access model supports a Client Owner and additional authorised client users. Your practice manages invitations and access. Ask them to confirm which role each person needs before sharing business information.
Is the Client Owner always the legal owner of the business?
No. Client Owner is an access role within TRAKYTT. It does not, by itself, establish legal ownership or authority to sign a BAS.
What should I do if I cannot sign in or accept an invitation?
Check that you are using the email address invited by your practice. If you still cannot access the account, contact your practice and provide the error message and the time it occurred. Never send your password or a verification code.
Documents and validation
What documents is TRAKYTT designed to handle?
The initial scope focuses on business expense receipts and supplier invoices. Use clear, complete documents and check the upload options available in your version of TRAKYTT.
How can I help TRAKYTT read my document accurately?
Capture the whole document, keep it in focus and avoid glare or shadows. Make sure the supplier details, transaction date, amounts and any tax information are readable. Include all relevant pages of a multi-page document.
Why am I being asked to confirm information from a document?
Some details may be missing, unclear or uncertain. TRAKYTT may ask for confirmation so that the record can be reviewed using reliable information. Check the original document rather than guessing.
Can information be extracted incorrectly?
Yes. Document quality, layout and incomplete information can affect extraction. Review the captured details and respond to questions before relying on the record for accounting purposes.
What does validation mean in TRAKYTT?
Validation means checking the document information against the rules relevant to the transaction. This may include checks on supplier details, amounts, GST information and possible duplicates. The checks that apply depend on the transaction and the available evidence.
Does passing validation mean the expense is automatically tax deductible?
No. Passing a document check does not establish the full tax treatment of an expense. Business purpose and other circumstances may still need professional review. Ask your accountant or tax adviser if you are unsure.
Why might a document need further review?
The document may be unclear, information may be missing or inconsistent, or the transaction may need a decision from your practice. A review request identifies something to resolve; it does not necessarily mean the expense is invalid.
Why has a document been flagged as a possible duplicate?
A possible duplicate flag means that records may relate to the same transaction. It is a request to check the documents, rather than proof that one should be deleted. Ask your practice to review the related records before submitting the expense again.
What should I do if I uploaded the wrong or an unreadable document?
Contact your practice and identify the affected transaction. Use a replacement option if it is available and your practice directs you to do so. Avoid creating another submission for the same expense without checking how the original will be handled.
What if a document contains both business and personal spending?
Tell your practice which items relate to the business and provide any explanation they need. Uploading a document does not mean every item on it should be treated as a business expense.
What should I do with a refund or credit note?
Provide the refund or credit document and identify the original purchase where possible. Your practice can review the relationship between the records and the appropriate accounting treatment.
Working with your practice
What is the Action Centre?
The Action Centre is designed to bring together matters that need attention or a decision. These can include unresolved document questions and validation issues. Follow your practice’s guidance on the actions assigned to you.
What is the Audit Trail?
The Audit Trail records the history of actions taken on a record. It helps users understand what happened, when it happened and who or what performed the action. Outstanding work is managed through the review workflow rather than through the Audit Trail itself.
Does uploading a document mean it has been approved?
No. Uploading provides the document for processing and review. Approval is a separate step in the workflow. Check the transaction’s status or ask your practice if you need to know whether the review is complete.
What does it mean if a transaction is on hold or rejected?
On hold means further information or a decision is needed before the transaction can progress. Rejected means it has not been accepted through the review process. Check the recorded reason and ask your practice what action, if any, is required.
Why does my practice set a document cut-off date?
Your practice needs time to resolve questions and complete its reporting work. A cut-off date tells you when to provide documents for that review. If you miss it, contact your practice so they can assess the next step.
What happens if I submit a document after the cut-off?
Tell your practice that the document was submitted late. They need to review the transaction date, reporting status and any action required. Do not assume that submitting it late automatically moves it into a later reporting period.
Accounting and BAS
What does “push to ledger” mean?
It means sending approved accounting records to a connected accounting system. Document upload, validation, approval and successful transfer are separate steps. Your practice can confirm whether a particular record has reached the ledger successfully.
Where do BAS figures come from?
In TRAKYTT’s MVP design, BAS figures must come from the connected accounting ledger. TRAKYTT does not substitute its own document totals for the ledger’s BAS figures.
Can TRAKYTT provide a BAS if no accounting ledger is connected?
The MVP design requires a connected ledger for BAS functionality. A GST input tax report is a separate report and is not a BAS. Ask your practice which reports are available for your setup.
Can I change BAS figures inside TRAKYTT?
The MVP BAS view is designed to be read-only. Accounting adjustments must be made in the connected ledger and reviewed through your practice’s process.
Can any client user sign a BAS?
No. The access model requires a nominated BAS signature user. Being the Client Owner does not automatically make someone the authorised BAS signer. Your practice must confirm the appropriate nomination and the signing options available in your release.
Help and updates
What is Ask Aillen?
Ask Aillen is TRAKYTT’s product guidance assistant, intended to help users understand TRAKYTT using its maintained knowledge documents. Check the guidance options available in your release, and refer transaction decisions or professional advice questions to your practice.
What if Ask Aillen’s answer does not match what I see?
In the mobile app, go to Help & Support and select Contact Support to report the difference. Include the question, the answer and the screen or transaction involved. For accounting treatment or transaction approval questions, contact your practice. A guidance answer should not be treated as proof that a feature is available or working in your version.
How do I report a problem?
In the mobile app, go to Help & Support and select Contact Support. Describe what you were trying to do, what happened and when it happened. Include the transaction reference, app version and a screenshot where useful. Share only the business information needed to investigate the problem, and never send your password or verification codes. For questions about accounting treatment or transaction approval, contact your accounting or bookkeeping practice.
Where can I find out what has changed in TRAKYTT?
Check the release information provided for your version of TRAKYTT. If you cannot find it, ask your practice or support contact for the relevant update summary. Mobile and web releases may have different versions and release dates.
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