Threshold Warnings

In Abtrac, you can enable timesheet threshold warnings at the job and task levels.

If you have assigned a fee estimate to your job or task, then you can enable Timesheet Threshold Warnings.

Timesheet threshold warnings are budget notifications that pop up within the timesheet entries screen when the threshold value specified is reached or exceeded.

These warnings can be applied to the entire fee budget for the job, or at the task level.

At any stage, a user can still enter time against the task and job.

Because of this, when you enable timesheet warnings, it is a good idea to let the staff know about them, and ask them to contact you if they receive a warning when entering time.

Job budget Warnings

The threshold is calculated as a percentage of the Job Billing Details >> Fee value (detailed here), and a pop up message is displayed when the threshold value is reached or exceeded.

In the example below, when the total value of time and cost entered for the job is 75% of  $196,906, a warning will be activated.

There are two stages of warning when a threshold is set for a job.

When the threshold limit is reached, timesheet users will receive a message like the warning below. The warning details the percentage of time and cost already allocated and the percentage remaining.

And when the time and cost for a job has exceeded its expected fee value, the following message is displayed.

Task budget warnings

You can also enter a threshold percentage warning for individual tasks within a job.

To do so, you will need to enable the Threshold column from User Control Settings >> Tasks. Once enabled, you can enter a percentage of the task fee estimate as the threshold value.

A pop up message is displayed within a users timesheet when the threshold value is reached or exceeded.

In the example below when the total value of time and cost entered for the task is 60% of the expected fee value of $9,225, a warning will be activated.

The warning details the percentage of time and cost already allocated to the task and the percentage remaining.

Job and task threshold warnings also work together, so users may also see notifications like the one below: in this instance, both the task threshold and job threshold have been exceeded.

Abtrac KB# 2152

Timesheet Entries Reports

The Timesheet Entries report shows all time and cost for the chosen criteria.

There are quite a few variations on the ‘basic’ timesheet entries report with options for lots of different filters, groups and sub-groupings.

It is often used in conjunction with the Manage WIP Screen, or the Unbilled Work Quick Summary to determine what can be billed each month.

Timesheet Entries Report

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Managing WIP – Unbilled Work Quick Summary

The Unbilled Work Quick Summary page shows all unbilled time and cost from all time up to a chosen date.

It’s used to quickly see where you are at on a project, and what you need to bill.

From this screen you can access further reports, or start invoicing and assigning time.

Unbilled Work Quick Summary – click to enlarge
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Subconsultant Reports By Job

The Subconsultant Reports By Job report option gives a selection of summaries of all subconsultant work for a selected job.

From one menu choice in the reports screen three types of reports can be produced – Subconsultant Fees and Costs by Job, Subconsultant Fees and Costs by Job Detail and the Subconsultant Invoice Supplement.

Subconsultants Fees and Costs by Job Report
Subconsultant Fees and Costs by Job Detail Report
Subconsultant Invoice Supplement Report
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Unbilled Work Quick Summary Report

As the name suggests, Unbilled Work Quick Summary Report will give you a summarised report that you can run against one or all jobs, to see quickly what is outstanding out of all your billable time.

It’s a static printable report of unbilled time as of a given date. For live WIP management we recommend using Manage WIP from the Invoicing screens.

Unbilled Work Quick Summary Report
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Sub-Consultant Invoice Listing Report

The Sub-Consultant Invoice Listing report option can be used to get a summary of sub consultant claims and invoices for all or selected subconsultants, between two dates.

You can choose to view all sub consultant invoices, just those that have been fully processed, or only those still waiting to be fully processed.

Subconsultants Invoice Listing Report
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Clients and Jobs Reports

Reports are an important feature of Abtrac wherein the information within can be extracted and presented in a meaningful way. Reports also help list useful items and/or assess your company’s performance.

In this article, we will have a look at the ‘Clients and Jobs’ Reports, which comes first in the reports’ list. From Reports >> Performance Reports >> go to ‘Clients and Jobs’ to get a list of reports for clients and jobs.

Clients and Jobs Report Types
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Managing Invoice Line Groups

In Abtrac, you can easily manage the positioning and grouping of various invoice lines.

Go to Administration >> Settings >> Invoice Line Control Settings to edit your Invoice Line Control Settings. Here you can edit the invoice line types, enable grand total for progress claim invoice, enter a grant total footer narration, edit different control labels, etc.

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