Transfer Jobs (Projects)

In Abtrac you can transfer a job from one client to another using the job transfer function.

This feature is most commonly used where:

  • a job has been assigned to an incorrect or duplicate client or
  • where a job managed via a referral/intermediary client can now be managed directly.

It is not possible to merge two jobs (projects) belonging to the same client.

This article is for AbtracOnLine, follow this link for the Abtrac 5 version

In AbtracOnLine, from Clients, Contacts & Jobs choose >> Job Transfer.

Transferring a job to another client is not easily reversible and can be complex.

Each job has a number of data entries associated with it. In any ‘Job box’, you will have timesheet lines, disbursements, and invoices that may also need to be moved.

In the three most common scenarios where a job needs to be transferred, you can move everything, move nothing (but re-use the job number for a new client), or complete a partial move.

It is not possible to merge two jobs/jobs belonging to the same client. But if you do need to transfer job data whilst keeping it assigned to the same client, you can do so by editing individual records from Bulk Edit Timesheets and if required, by creating adjustment journal invoices to keep the integrity of  the original data.

There are five steps to transferring a job.

  1. Select the ‘Transfer From’ Client
  2. Select the Job to transfer from the list available
  3. Choose your transfer method – Move Everything, Move Nothing or Partial Move
  4. Select the Client you are transferring the job to (you may need to create a new client in Abtrac before starting the transfer process)
  5. Click on the ‘Transfer Job’ button

You’ll be asked to confirm the job transfer, and your transfer options will also be confirmed.

Move Everything
Transfers the job, all invoices and all time and disbursements to the new client.

The confirmation message will detail the job number moved, and the client number you are moving to. It will also specify that invoices and all time will be transferred.

The transfer may take some time – depending on the volume of data being moved.

When the process is completed, you will receive a confirmation message You will also see that the transferred job has moved to the list on the right hand column in the Job transfer screen.

For any transferred job, it is worthwhile reviewing any job specific details and updating these details for the new client if required:

  • job tasks
  • billing details
  • job name
  • job status
  • billable status

Move Nothing

Leaves all time and disbursements and all invoices already raised with the old client, creating a duplicate job number with the new client.

The confirmation message will detail the job number moved, and the client number you are moving to. It will also specify that invoices and time will not be transferred. Because you are leaving job data behind, a ‘dummy job’ will be created for the original client.

What does the ‘Dummy Job’ in the confirmation message mean?

The original job is renamed and the job number is reused. The original job has the same job number, but is now appended with the words ‘Trans to [Client ID]’.

In the screenshot below, you can now see two jobs named ‘VIP residence’, for two different clients.

When a dummy job is created, you will need to be careful that the time is entered against the correct client and job.

To avoid time being entered against the original job, we recommend that you go back and make the original job non-current when completing a move nothing, or partial job transfer.

Partial Move
Leaves existing invoices and assigned time and disbursements with the old client, but moves all unbilled WIP to the new client, creating a duplicate job number with the new client.

As with ‘Move Nothing’, when completing a ‘Partial Move’, the original job is renamed and appended with the words ‘Trans to [Client ID]’.

To avoid time being entered against the original job, we recommend that you go back and make the original job non-current when completing a partial job transfer.
Abtrac KB# 2083