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.

Go to Invoices >> Load Invoices >> click on the relevant ‘Invoice No’ to go to the ‘Invoice Management’ page. Click on the ‘Report Options’ button and then click on ‘Print Preview’ in the menu that appears, to preview the invoice. The invoice might start like the below.

Now, go to ‘Invoice Management’ page as before >> then click on ‘Invoice Lines, Narratives and Amounts’ section >> now click on the ‘Manage Subtotal Groups’ button under ‘Invoice Line Details’.

Let us group the invoice lines into three groups. One, for the first two lines above, one for the grouping of the disbursements to add the subtotal, and then one for the discount line.

Expand the group by clicking on the button indicated. Now select the disbursement lines and click on the + button to group them.

The disbursement lines will have been moved into a new group which is showing as ‘Subtotal Sort Order’ 1.

Choose Text/Value, and also set other fields as indicated.

Having a quick look at the preview shows the subtotal and indenting for the disbursement group. We still need to move the discount line into its own group below the disbursements.

Go back to ‘Manage Subtotals’. Click on the discount line, then click on the + button again to make a third group.

Now there is a third group added, with ‘Subtotal Sort Order’ 2.

The preview now looks as it needs to look.

Abtrac KB# 2123

Invoice Payments with Abtrac PayBy

What is Abtrac PayBy?

Trying to get paid for the work you have delivered can be a headache. So that’s why we’ve teamed up with MYOB PayBy to offer a service that makes getting paid not only pain free, but faster. Giving your clients convenient and easy options to pay is great for business and great for your cash flow.

This is a smart payment solution for your clients and the bonus is that you don’t need to go through the effort of setting up your own company credit card facilities.

Continue reading

Two Factor Authentication

Two Factor Authentication

When using Abtrac two factor authentication, a code will be sent to the user’s email address which is required to be entered before gaining access to Abtrac. This will confirm the device they are working on is a trusted device.

Each user can opt to remember this device for 30 days or they can get a new code every time they login in.

Continue reading

Cloning Tasks/Stages/Phases

A Job/Project Task is the bit of the job you are working on – and can budget against. Sometimes they are called Stages or Phases.

What if I use the same tasks all the time?

When you set up Abtrac we recommend you create a non-billable client for your own company, and within that client you can setup some template jobs and assign the tasks which are structured with the details of the most common types of jobs you undertake.

Once you have template job and tasks created, each time you create a new client job you can choose to Copy Tasks from the template job to the new job.

Continue reading

Cloning Jobs/Projects

If you find that you work on the same types of jobs/projects and some of the information is the replicated from one job to another, then you can use the Clone Job/Project feature in AbtracOnline. This will simply duplicate the job and selected details and save the job to the existing jobs client.

You can setup template jobs/projects for the different types of work you do and then clone these jobs when you have a real job of the same type.

Continue reading

Abtrac Job/Project Templates

Abtrac Job/Project Templates aka Proposals, Fee Estimates, and Mail Merge Documents allow you to create templates that contain information from Abtrac such as client, job/project and task details that can be intertwined with other information, such as your proposals or mail merge type documents.

How it works is you create the different report types that you use i.e. proposal, letter of engagement etc., and within those reports, you add different sections with the required information.

Continue reading

Assigning time from multiple jobs to one invoice

It is possible to assign multiple jobs/projects to an invoice where a client has multiple jobs/projects belonging to them.

You use this feature to write off time or to create a single invoice with multiple jobs.

  • Create a new invoice or load an invoice for a client that has multiple jobs/projects. Go to Invoices >> Load Invoices
  • One job will be selected to start with. This will be the ‘master job’ for the invoice.
  • You can select a subsequent job to assign to the invoice, using the combo box (shown below).
  • With that new job selected, create a new invoice line and assign any time to the new invoice line.
    • The line could be totally blank i.e. no narration and no amount assigned
    • Or the line can have amounts and narrations as per a standard invoice

Continue reading