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.

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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.

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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.

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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

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Making Tasks Mandatory in Timesheets

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Renaming Tasks to Stages – Phases – or something else

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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

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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.

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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.

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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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Abtrac Notifications

From time to time we send important information regarding Abtrac to all users via internal notifications.

2020-09-03_bell and redWhen 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).

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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Linking your Accounting System with AbtracOnLine

Abtrac integrates easily with all popular desktop & cloud accounting software packages.

At the click of a button, upload your contacts, sales invoices and other information from Abtrac to all these packages and others.

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Oracle Financials

 

 

 

Double entry is a thing of the past now that data between our systems connects and synchronises so elegantly. And managing two systems which work together as one has never been easier.

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