Creating a Purchase Order

A purchase order can only be created for an entity we call a Sub-Consultant.

Sub-consultants and contractors are managed and linked to jobs (projects) in Abtrac through the tasks module.

Before creating purchase orders, you will need to have created Sub consultants within Abtrac. For more information on Sub consultants and sub consultant invoices, please refer to this knowledgebase article.

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Managing changes to your subscription

From September 1st 2017 we are changing the way we manage adjustments to your Abtrac subscription.

We are moving to a more automated licensing system, leaving you in control of your licensed employees and your monthly licence fees.

When you make a change to your employees (or add-on modules) you will now be asked to confirm this change – and acknowledge any resultant change to your subscription fees. Read on for more details on what is involved in the new system, and how it may affect your current AbtracOnLine subscription.

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Auto Generate Invoice – Fee total with narration

In AbtracOnLine you can create invoices automatically from your job/project task and timesheet data.

The Auto Generate by ‘Invoice by Fee total with Narration’ option creates an invoice with a pre-filled narration paragraph and then inserts the total time fee onto a single line. You can choose to itemise disbursements, or exclude them from the automatically generated invoice.

‘Invoice by Fee total with Narration’ invoices look like the examples below.

Invoice excluding disbursements

Invoice with disbursements

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Abtrac Notifications

In Abtrac, users can receive notifications regarding a job or any system changes.

When there is a new notification, you will see a red alert next to your login name, which will remain until the message has been read (or the message has expired).

The notifications may be Abtrac System Notifications or your Organization’s User Notifications.

This is also where you will be alerted to any unsent mail or email issues when sending invoices via email from Abtrac.

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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.

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Printing Invoices to Letterhead

The invoices that are sent to your clients directly from AbtracOnLine can all be styled to suit your corporate image. A customised invoice layout design will include your company logo and styling on any invoice sent via email or printed from AbtracOnLine.

If on occasion you still wish to print and post your invoices using pre-printed stationery, then you can choose to hide your company logo from your invoice header and footer (once the setting has been applied to your invoice layout).

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Invoice Terms: Attachment Documents

Throughout Australasia it is a requirement where the work is part of a construction claim to include a reference to the claim or to the specific payment terms of your invoices.

In NZ, the legislation includes the Construction Contracts act, and in Australia, there are the various Security of payments acts which govern progress claims.

You can upload a default document from the Administration pages within Abtrac to ensure these payment claim terms attach to every invoice sent from AbtracOnLine.

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Using the Accounts link, how to create invoice export batches

If you haven’t used the accounts link before you might need to check or configure your invoice and accounts settings.

You can add and configure interfaces yourself to the following Accounting packages:

The Abtrac support team will assist you to configure the link between other popular packages; including MYOB AccountRight Classic (v19 or earlier), QuickBooks, Quickbooks OnLine, Reckon Accounts, Reckon One, and Sage.

Once you’ve configured your accounting interface settings the link from Abtrac to your accounts link is ready to use.

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