Entering Time and Disbursements to your Abtrac Trial

Your Abtrac trial includes a quick set up module on the homepage, near the footer menu.

Trial homepage >> Abtrac Quick Setup button

Here, you can choose the naming convention for your jobs/projects and their components and also choose how you want your timesheets to appear.

Abtrac Timesheet Layouts
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Adding Jobs/Projects to your Abtrac Trial

To add a Job/Project to your Abtrac trial, you need to add a client or contact first.

Adding a Client or Contact

From Clients, Contacts & Jobs >> select Add Client or Contact.

You can choose to add just the contact name & save, and add the other details later.

The ‘System Code’ and ‘Creation Date’ are auto generated.

‘Details for’ page – click to enlarge

Fill in any other required fields and click on the ‘Save Contact Details’ button to save the contact.

‘Details for’ page – click to enlarge

Adding a Job to a Client

Jobs and Projects must belong to a Client(Contact) in Abtrac. From the ‘Contact Details’ page >> click on the Jobs tab >> then click on the ‘Add Job for this Contact’ button.

Add Jobs for contact – click to enlarge

This takes you to the ‘Job Details’ page.

‘Job Details’ page – click to enlarge

The Job Code is auto-generated based on rules determined from system settings.

Enter a Job Description and Click on the ‘Save Job Details’ button to save.

‘Job Details’ page – click to enlarge

The ‘Job Details’ page will be updated with the Job description as above.

You can fill in the other details as and when required.

Abtrac KB# 2172

Adding Users to your Abtrac Trial

When evaluating a trial, it is good to include other members of the team.

You can add people to your trial from Administration >> Employees >> Employee Details.

Employee Details screen – click to enlarge

Click on the ‘+’ (add) button to add a new employee.

The below screen will open.

Add Employee Details – click to enlarge

Enter data into the mandatory fields (with asterisks beside them) and any other fields as required.

Save the record by clicking on the ‘Update’ button as indicated.

Setting up the Employee to Log into Abtrac

Once the employee is added, they will need their own unique credentials to log into Abtrac.

From Administration >> Employees >> Login Management, click on the ‘+’ (add) sign to open a screen to add the new record.

Login Management – click to enlarge

Every field is mandatory. Choose the employee name from the drop down selector.

Add Employee Login – click to enlarge

Enter their email address and assign them to a ‘User Group’, ‘Admin’ in this case.

See more on User Groups here.

Choose their default timesheet view and create a password for them.

Save the record by clicking on the ‘Save’ button at the top right of the above screenshot as indicated. Now you have successfully added a new employee into Abtrac.

You can also add/edit the individual employee login by clicking on the pencil edit button near the employee name.

Login Management- click to enlarge

We recommend that you log out and test if the new user can successfully log into Abtrac trial as expected.

See the article Adding a New Employee and Creating a Login

You can also watch Abtrac Quick Tutorial:- Adding Employees and a Login

Abtrac Quick Tutorial:- Adding Employees and a Login (Video)

Abtrac KB# 2171

Setting up Lists of Contacts

In Abtrac, you can set up lists/groups of your contacts from the ‘Contact Group Management’ screen or from the ‘Search’ screen. This would be useful for creating different mailing lists for your business purposes.

Set up Lists of Contacts using Contact Group Management

From Clients, Contacts & Jobs >> select Contact Group Management

Contact Group Management screen (click to enlarge)

Add a contact group and save.

Add contact group (click to enlarge)

Select and add contacts to the group.

Add contacts to group (click to enlarge)

Click on the ‘Produce Email List’ button to get the required email addresses in the pop up box or use the ‘Export Options’ button to export the contact name and details to Excel or CSV.

Produce Email List and Export Options (click to enlarge)

Set up Lists of Contacts using the Search screen

Go to Clients, Contacts & Jobs >> Search People

Search People screen (click to enlarge)

Export the details on the page using the ‘Export’ button and then use the data in CSV for further filtering if required, to create your list.

Abtrac KB# 2170

Setting up Client Owners, Job Managers and Project Leaders

The names you use for the person responsible for a client and/or job(project) can be set up from the Administration menu.

Companies may have client owner/s and job owner/s who are responsible for a particular client or job.

These may or may not be the same person and depending on your company naming system, you might call them Directors, Team Leaders, Principals, Project Managers, etc.

The default names in Abtrac are Client Owner, Client Owner 2, Job Owner, Job Owner 2. Client Owner and Job Owner are used extensively in reporting to filter, group and sort data by who is responsible for the work.

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Chart of Invoice Listing Report

The Chart of Invoice Listing Report gives two views of revenue earned.

A chart of the total amount invoiced per month, as well as a chart of cumulative amount invoiced. Both include a comparison to the previous calendar year/years.

These charts are useful as a visual representation of the performance of a company with regards to income earned, and to compare monthly and yearly performances.

The filter options allow you to view and compare revenue by office. You can also view performance by a selected client or job.

Chart of Invoice Listing report
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Repeat Clients Report

The Repeat Clients report gives a list of clients within a selected date range. Repeat Clients are those who have more than one associated job in the system.

This report may be used to show the relationship a job owner is cultivating with clients and any repeat work that is coming in from a client.

It can also be used to help assign job owners to a job by reviewing any history they have with a client.

Repeat Clients – Between Dates report
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A pre-payment amount for a job can be entered in the ‘Job Billing Details’ page in Abtrac.

This could be an initial deposit or an advance paid for a job.

This feature could also be useful in the event of an overpayment by a regular client for a job – the overpaid amount could be transferred to their next job as paid pre-payment amount.

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