Glossary: Job / Project Details

This page briefly explains all the fields available on the Job / Project Details Page.

n.b. The name Job / Project is a variable that you can set yourself in the Administration >> Settings >> System Settings area. From this point forward we will refer to them as Projects

There are a few different classifications for Projects so here are the different definitions you will see below.

Current Projects

To ensure your reports in Abtrac stay accurate you need to be consistent with the Billable / Non-Billable setting for Projects in Abtrac. As mentioned previously you should never mark a project not billable that was previously billable. You should make the project non-current instead. The different project classifications and how they are reported is below.

Non-Billable Projects

These are typically in-house administration projects, or ‘project s’ such as annual leave etc. Occasionally you may also do pro-bono or competition work to promote yourself, or for another reason. These projects will also be non-billable. Any other speculative work like project proposals should be recorded and reported as billable projects. (We’ll explain why below).

To review Non-Billable projects in your office the report “Clients and Projects Non-Billable” gives a list of all current, non-billable projects.

Billable Projects

These are easy to determine, projects that you will eventually be invoicing your clients for are billable!

Projects that are proposals

These are also potential billable projects. You still want to recover money for them but you’re just not sure if you can yet.

Some people will opt enter the proposal project into Abtrac and it will start as ‘unbillable’. That way the time and costs associated with it do not show in invoice preparation reports. Once a proposal becomes billable, you can tick the billable box and it will turn into a billable project.

Others start the project immediately as a billable project and when it is confirmed e.g. with the return of the agreement, they either leave the WIP to date and try to recover it, or they write it off so the projectstarts

‘clean’ from the confirmation date. In this case we recommend using Project Status to determine between project that are still at the proposal stage, and those that have been accepted and can be invoiced.

Only a certain percentage of all proposals will go ahead. But it’s important to analyse your proposals in the same way you analyse your other billable projects. Abtrac users who keep a close eye on proposal projects can often reduce the time spent tendering, and increase the percentage of proposals that are approved.

Non-Current Projects

When a project is finished you will archive the files. In Abtrac mark it as Non-Current. Likewise if a proposal is not accepted, mark it as Non- Current.

When projects are made Non-Current they are filtered out of reports and drop down lists. No further projectcosts can be added to them.

But a Non-Current, Billable Project will still appear in current ‘WIP to be Invoiced’ reports if there is any unbilled WIP against the project. To remove this WIP, it should either be assigned to an existing invoice for the project, or a new write off invoice should be raised. This also applies to proposals that were initially entered as billable.

DO NOT make a billable project not billable just to remove it from reports. If you take the tick out of the billable box Abtrac will treat this project as NEVER having been billable and historical reports will be distorted.

Project Code: Project codes are alphabetical or numeric, or a mixture of both. Even though Abtrac automatically generates the Project Code it can be over-written at any time. The only thing that will prevent you entering a project code is if the same code has been used for another project.

To set the incremental numbers for project codes you can manage this through the Administration >> Settings >> Invoice and other office settings pages. You can set your project Code preferences trough the Administration >> Settings >> System Settings page.

Proposal Number (System Generated): Proposal codes are alphabetical or numeric, or a mixture of both. These are also potential billable projects. You still want to recover money for them but you’re just not sure if you can yet.

To set the incremental numbers for proposal codes you can manage this through the Administration >> Settings >> Invoice and other office settings pages.

You can set your proposal Code preferences trough the Administration >> Settings >> System Settings page.

Confirmed Date: When was the project/proposal confirmed.

Current: Indicates if this is an item of interest i.e. still in progress. If not make it non-current to reduce the numbers of items in lists for quicker timesheets, reporting, and any other areas that require a list of projects.

Billable: Are you going to invoice anyone for this work.

At Work: In timeheets and in productivity reports we can report percentages chargeable based on several quotients.

If someone is supposed to work 40 hours in a standard week but they work a total of 45 hours in a week, being 36 hours chargeable, 2 hours admin/meetings and 8 hours annual leave then we have various ways of expressing their productivity.

Standard hours are 40, so % chargeable based on standard hours is 36/40 = 90% chargeable

Total Hours are 45, so % chargeable based on total hours is 36/45 = 80% chargeable

But 8 hours was annual leave, so % chargeable based on ‘At Work’ hours is 36/37 = 97.3% chargeable (assuming the 8 hours annual leave was entered against and annual leave project code which would be one of a small number of special project codes which are not ‘At Work’).

If you have a look at any of the timesheet entry screens you will see all 3 quotients at the bottom of the timesheet.

Synchronised:

Indicates if this project has been synchronised with your accounting package during an invoice upload process or by clicking the synchronise button.

Open Project: Within Abtrac there’s an option to restrict employees to projects they are specifically assigned to. This is used where you want some people entering their timesheets to only see selected projects e.g. you want a subcontractor or part-timer to enter their own timesheets but you only want them to see the project they’re supposed to be working on. 

It is a managed by a combination of the user group the person is in, coupled with entering their name in the Project People list for a particular project, then finally making sure there is no tick in the Open Projects tick box. If there is a tick in the Open Projects tick box then anyone can enter time to the project.

But whether the Open Project has a tick in it or not, it will only affect people where “Limit To Employee’s Projects” is ticked in user group management, otherwise the Open Project setting will have no effect.

Sign Off Required:

This indicates if there is a requirement for this Project timesheets to be signed off by an administrator or third party person.

Project Description

This is how you would talk about the project/proposal in the office. You normally don’t use numbers to talk about them projects in person. An example description would be an abbreviated address or some descriptive text.

Project Owner

Who is the person primarily responsible for this project.

Project owner is a name that your organisation can change in the Administration >> Settings >> System Settings area. Sometimes it will be manager, director, or something similar.

If you cannot see someone in the list or want to remove someone, the owners are managed through the Administration >> Employees >> Owners section.

 Projects Owner 2

Who is second in command for this project.

Project owner 2 is a secondary name that your organisation can change in the Administration >> Settings >> System Settings area. Sometimes it will be manager, director, or something similar.

If you cannot see someone in the list or want to remove someone, the owners are managed through the Administration >> Employees >> Owners section.

Project Status

The status of every project can be maintained as it progresses from inception to completion and beyond.

The list of status can be managed through the Administration >> Maintenance >> Project Status screen.

Project Type

The Project Types is where you can enter the types of projects the business wants to classify its work by.

The list of types can be managed through the Administration >> Maintenance >> Project Types screen.

Comments

Are there any additional comments you want to make about this project.

Project Address

This section allows you to say exactly where the project is and you can show it on google maps if you have this enabled.

Address 1, Address 2, City, State/Region, Post Code, Country, Latitude, Longitude

Address details similar to what you will see in mapping programs such as navigation software or Google Maps.

Other Details

Comments about the address

View In Google Maps

Opens the address in google maps if the format is correct.

Interactive Google Maps

Shows you the address and allows you to see other projects within a cetain radius of this selected project. You can also update the latitude and longitude from this screen.

Append Address

Appends the address 1 and 2 to the projectdescription field.

Scope

 

Creation Date

This is the date that you first found out about the project/proposal. This doesn’t mean it’s the date that you start any work.

Expected Start

When do you expect to start the work.

Expected Completion

When do you expect to finish the work.

Actual Completion

When did you actually complete the work.

Stage Required

Are stages/tasks required in timesheets.

The default tick for this is coming from the Administration >> Settings >> System Settings section but you can overwite this on a project by project basis.

Activity Required

Are activities required in timesheets.

The default tick for this is coming from the Administration >> Settings >> System Settings section but you can overwite this on a project by project basis.

Work Item Required

Are work items required in timesheets.

The default tick for this is coming from the Administration >> Settings >> System Settings section but you can overwrite this on a project by project basis.

Comment Required

Are comments required in timesheets.

The default tick for this is coming from the Administration >> Settings >> System Settings section but you can overwite this on a project by project basis.

Office

What office does this project belong too.

Team

What team is responsible for this project.

Department

What department is responsible for this project.

Work Source

What source did you get this work from.

Work sources can be managed from the Administration >> Maintenance >> Work Source screen.

Work Source Details

What further details about the work source are there.

Work source details can be managed from the Administration >> Maintenance >> Work Source screen.

Referred From

Who referred you this project.

Your referees can be managed through the Administration >> Maintenance >> Referred from Screen.

Next Milestone Date

When is the next milestone for this project.

Next Milestone

Whats happening on this date.

All milestones can be found in the Clients, Contacts, Projects menu option under Project Milestones.

File Path

Default file path can be set up so that users can find the folders and soft copy files with details and related information regarding the project.

To use this feature you need to install a Google Chrome Extension https://support.abtrac.com/2018/08/31/abtrac-job-documents/

Abtrac Roadmap from September 2021 onwards

The roadmap for Abtrac is here. We would like to say a big thank you to all our clients who have helped us formulate this plan with your good ideas and suggestions on improvements and new features you want to see in Abtrac.

Without dragging this out, here are our plans for the future development of the software.

Continue reading

Managing Project Numbers

Project Numbers in Abtrac can be as complex or as simple as your company requires.

Project Numbers are managed in two locations from the Administration Settings screens.

From Administration >> Settings >> Invoice Settings you can determine the next Project Number.

You’ll need to scroll down past the Invoice Setttings and Templates in order to maximise the ‘Client, Project, Proposal, Purchase Order Numbering’ Tab.

Project Numbers can also have a prefix, suffix, and separator.

These options and the name you use for a Project (Job, etc) are managed from Administration >> Settings >> System Settings.

Continue reading

Managing Access to Abtrac by Employee Office

It is possible to limit access for Abtrac users by office, enabling them to only view and edit offices to which they have been assigned.

This is useful to help employees find information related to their particular office, or even if you have multiple companies within the one Abtrac data file, it helps keep your companies separated.

We recommend that if you are interested in using this feature, you satisfy yourself that all relevant data in Abtrac has an office assigned.

If you have been using multiple offices for some time this shouldn’t be an issue, but if you are new to multiple offices or otherwise wary of data inaccuracies, then the Abtrac support team are available for consulting to ensure accuracy and a smooth transition.

Continue reading

Cloning Timesheets

If you find that you work on the same clients and projects from one week to the next you can use a previous timesheet as a template and save some data entry time.

The clone feature will copy across the client, job, task, and activity but it will not copy the units or the comment.

Here’s how to clone all the clients, projects, and tasks from one week to the next.

Continue reading

Non-Chargeable work – tracking administration and leave as jobs (projects)

When you set up Abtrac, we recommend you create a non-billable client for your own company.
For this client, enter all the administrative and leave jobs(projects) that your staff may use, and any jobs that you would like to track time against.

Continue reading

Creating and Managing Tasks aka 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)

Tasks are the most efficient and effective way to measure and manage your jobs.

Generally, your job tasks will match those items detailed on your original fee proposal letter.

If you’re not sure whether you should be using tasks or activities, then this article is a good place to start.

There are quite a few key details to get your tasks set up and working the way you need them.
If you are new to tasks and budgeting in Abtrac, then it’s a good idea to read through this article from start to finish, but we have also summarised the key components below for quick reference:

About Tasks, Sub Tasks

Where to enter job/project budgets, as fee estimates, percentages or building the scope with detailed estimates by employee

Template Tasks

How to set up templates and clone frequently used tasks when creating new jobs/projects

Configuring the layout of the Tasks screen

.

Making Tasks Mandatory in Timesheets

.

Renaming Tasks to Stages – Phases – or something else

.

Task Threshold Warnings

Scope Creep Notifications. How to enable a warning on timesheets when task budgets are exceeded

Entering Progress Assessments

For job/project management and billing estimates

Managing Variations

And reporting on variations by using the Actual vs Budget by Job/Project, Task and Additional Values report

Click on the links above, or read on for details

Continue reading

The benefits to our clients who move to AbtracOnline

Use it anywhere

AbtracOnline can be used anywhere you have an internet connection.

If you have people working on-site, in different offices, or working from home they can all access Abtrac without needing to connect to your local network via VPN.

Greater connectivity to Accounting packages, 12d and others

With API connections available from MYOB, Xero, 12d Synergy and others you can easily sync your information from Abtrac with these other packages.

Continue reading

Activating your Abtrac Subscription

When you Go Live with AbtracOnLine, you will be sent an email confirming your site is live, and letting you know your login details.

Once you have logged into Abtrac, you will need to go to the subscriptions page and enter your payment details to activate your site.

Part of this activation includes a digital confirmation that you have read and accepted our terms and conditions of use.

Once we receive your credit card details, your monthly subscription will then be activated and will continue for as long as appropriate and timely payments are being made. Read on for instructions on how to activate your site.

Continue reading

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.

Continue reading

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.

Continue reading