Tracking categories

Explore TrackingCategories endpoints in Swagger.

Overview

Tracking categories are used to monitor cost centres and control budgets that sit outside the standard chart of accounts. Customers may use tracking categories to group together and track the income and costs of specific departments, projects, locations or customers.

From their accounting system, customers can:

  • Create and maintain tracking categories and tracking category types.
  • View all tracking categories that are available for use.
  • View the relationships between the categories.
  • Assign invoices, bills, credit notes, or bill credit notes to one or more categories.
  • View the categories that a transaction belongs to.
  • View all transactions in a tracking category.

From the TrackingCategories endpoints, you can retrieve:

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Example use case

Monitor the budget for your annual conference using a tracking category called 'AnnualConference2020' with the type set to Costing.

Data model

Tracking category model

The tracking categories of a company. If a tracking category has a parent category, the ID of that parent category is displayed. There is also a hasChildren field that shows whether there are child subcategories nested beneath. See below for an example tracking category.

Field

Type

Description

id

string

Unique identifier for the tracking category in the accounting platform.

parentId

string

Identifier of 'parent' or main category that the tracking category belongs to.

modifiedDate

string
See date

Date when the record was last updated in the Codat system.

sourceModifiedDate

string
See date

Date when the record was last updated in the accounting platform.

name

string

Name of the tracking category in the accounting platform.

hasChildren

boolean

Indicates whether there are other tracking categories beneath this one in the hierarchy.

status

string

Current state of the tracking category, either:

  • Active - Available for use.

  • Archived - Unavailable.

Tracking category tree model

The full structure of a specific tracking category including any child or sub categories.

Field

Type

Description

trackingCategoryTree

TrackingCategory

All fields from the tracking category in a tree structure.

subCategories

Array of TrackingCategoryTree

A collection of subcategories that are nested beneath this category.

Tracking category reference model

Data types that reference a tracking category, for a example, the line items of a bill, use a trackingCategoryRef that includes the ID and name of the linked category.

Field

Type

Description

id

string

Unique identifier for the tracking category in the accounting platform.

name

string

Name of the tracking category in the accounting platform.

Example data

Tracking category

{
  "results": [
    {
      "id": "C0",
      "modifiedDate": "2020-02-12T16:29:47Z",
      "sourceModifiedDate": "2016-08-11T11:28:08Z",
      "name": "Marketing Department",
      "hasChildren": false,
      "status": "Active"
    },
    {
      "id": "C1",
      "modifiedDate": "2020-02-12T16:29:47Z",
      "sourceModifiedDate": "2016-08-11T11:28:08Z",
      "name": "Engineering Department",
      "hasChildren": true,
      "status": "Active"
    },
    {
      "id": "C2",
      "modifiedDate": "2020-02-12T16:29:47Z",
      "sourceModifiedDate": "2016-08-11T11:28:08Z",
      "name": "Sales Department",
      "hasChildren": false,
      "status": "Active"
    },
    {
      "id": "C3",
      "modifiedDate": "2020-02-12T16:29:47Z",
      "sourceModifiedDate": "2016-08-11T11:28:08Z",
      "name": "UK",
      "hasChildren": false,
      "status": "Active"
    },
    {
      "id": "C7",
      "parentId": "C1",
      "modifiedDate": "2020-02-12T16:29:47Z",
      "sourceModifiedDate": "2016-08-11T11:28:08Z",
      "name": "Team 1",
      "hasChildren": false,
      "status": "Active"
    },
    {
      "id": "T1",
      "modifiedDate": "2020-02-12T16:29:47Z",
      "sourceModifiedDate": "2016-08-11T11:28:08Z",
      "name": "UK",
      "hasChildren": true,
      "status": "Active"
    },
    {
      "id": "T10",
      "parentId": "T1",
      "modifiedDate": "2020-02-12T16:29:47Z",
      "sourceModifiedDate": "2016-08-11T11:28:12Z",
      "name": "London Office",
      "hasChildren": false,
      "status": "Active"
    },
    {
      "id": "T12",
      "parentId": "T1",
      "modifiedDate": "2020-02-12T16:29:47Z",
      "sourceModifiedDate": "2016-08-11T11:28:12Z",
      "name": "Manchester Office",
      "hasChildren": false,
      "status": "Active"
    },
    {
      "id": "T13",
      "parentId": "T2",
      "modifiedDate": "2020-02-12T16:29:47Z",
      "sourceModifiedDate": "2016-08-11T11:28:12Z",
      "name": "NYC Offices",
      "hasChildren": true,
      "status": "Active"
    },
    {
      "id": "T2",
      "modifiedDate": "2020-02-12T16:29:47Z",
      "sourceModifiedDate": "2016-08-11T11:28:08Z",
      "name": "US",
      "hasChildren": true,
      "status": "Active"
    },
    {
      "id": "T8",
      "parentId": "T2",
      "modifiedDate": "2020-02-12T16:29:47Z",
      "sourceModifiedDate": "2016-08-11T11:28:12Z",
      "name": "San Francisco Office",
      "hasChildren": false,
      "status": "Active"
    },
    {
      "id": "T9",
      "parentId": "T13",
      "modifiedDate": "2020-02-12T16:29:47Z",
      "sourceModifiedDate": "2016-08-11T11:28:12Z",
      "name": "Brooklyn",
      "hasChildren": false,
      "status": "Active"
    }
  ],
  "pageNumber": 1,
  "pageSize": 100,
  "totalResults": 12,
  "_links": {
    "current": {
      "href": "/companies/f8f3ca24-679e-414d-8945-26a8eead7180/data/trackingCategories?page=1"
    },
    "self": {
      "href": "/companies/f8f3ca24-679e-414d-8945-26a8eead7180/data/trackingCategories"
    }
  }
}

Tracking category tree

{
  "id": "T2",
  "modifiedDate": "2020-02-12T16:29:47",
  "sourceModifiedDate": "2016-08-11T11:28:08",
  "name": "UK",
  "hasChildren": true,
  "status": "Active",
  "subCategories": [
    {
      "id": "T13",
      "parentId": "T2",
      "modifiedDate": "2020-02-12T16:29:47",
      "sourceModifiedDate": "2016-08-11T11:28:12",
      "name": "London",
      "hasChildren": true,
      "status": "Active",
      "subCategories": [
        {
          "id": "T9",
          "parentId": "T13",
          "modifiedDate": "2020-02-12T16:29:47",
          "sourceModifiedDate": "2016-08-11T11:28:12",
          "name": "Clerkenwell Office",
          "hasChildren": false,
          "status": "Active",
          "subCategories": []
        }
      ]
    },
    {
      "id": "T8",
      "parentId": "T2",
      "modifiedDate": "2020-02-12T16:29:47",
      "sourceModifiedDate": "2016-08-11T11:28:12",
      "name": "US",
      "hasChildren": false,
      "status": "Active",
      "subCategories": []
    }
  ]
}

Tracking category reference

{
    "id": "T2",
    "name": "UK"
}

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