Tracking Categories let you check the dimensions and options (for example a Region of "North" or a Department of "Sales") that have been applied to your ledger transactions. Each record represents a single ledger line - from a bill, invoice, quote, purchase order, bank transaction, journal or budget - together with the tracking tags applied to that line.
Use Tracking Categories to confirm that lines are tagged correctly: that a particular dimension only ever uses an approved set of options, that lines of a certain kind always carry a tracking tag, or that one tracking value is used where another is expected. To check the underlying transactions themselves (totals, suppliers, dates and so on), use the matching transaction data areas - Tracking Categories focuses on the tracking tags.
The AI will only look back at 3 months' worth of data.
Key Properties:
EntityType: The kind of ledger line this tracking tag is attached to. It is an exact lowercase string, so you can scope an alert to one kind of record. Possible values: banktransactionlineitem, billlineitem, budget, invoicelineitem, journalline, purchaseorderlineitem, quotelineitem.
CreationDate: The creation or record date of the parent ledger record this tracking tag belongs to. This is the date used when filtering by a date range.
ItemDescription: The free-text description or narration of the single ledger line this tracking tag is attached to. This is the line narration, not the tracking category name or option.
ItemQuantity: The quantity on the single ledger line this tracking tag is attached to. It is not a count of tracking categories or options, may be 0 for service lines, and is empty for Budget and Journal lines that have no quantity.
ItemUnitAmount: The unit price or amount of the single ledger line, in the transaction currency. This is a per-unit, line-level amount, not the parent document total.
ItemTotalAmount: The total amount of the single ledger line, in the transaction currency. This is a line-level amount, not the parent document total.
TrackingCategoryItems: The list of tracking tags applied to the line. Each tag is a pair where the name is the tracking dimension and the option is the selected value within that dimension.
TrackingCategoryItem
TrackingCategoryName: The tracking dimension, for example "Region" or "Department".
TrackingCategoryOption: The selected value within that dimension, for example "North" or "Sales".
SourceLink: A link to the source ledger record the tracking tag belongs to, used to open the transaction.
📝 Example Alerts
Alert me when the Tracking Category 'Department' does not contain one of the following options: Sales, Marketing or Development.
Alert me when a bill line item is missing a 'Region' tracking category.
Alert me when a line uses the 'Cost Centre' option 'Discontinued'.