This article helps you to add employees into Abtrac and set up Logins and passwords for them. You can also watch an ‘Abtrac Quick Tutorial:- Adding Employees and a Login’ in the Abtrac YouTube channel here.Continue reading
Whether you are evaluating a trial version or getting ready to go live with Abtrac, you’ll need to adjust/enter some default settings before you start.
Typically your Abtrac account will have no data, nor any customised settings when you first login. This article contains a step by step quick guide for administrators – taking you through page by page to verify that the settings in Abtrac suit your company’s needs.Continue reading
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.
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.
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. Here’s how to clone all the clients, projects, and tasks from one week to the next.
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.
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.
This article refers to the process of creating and assigning tasks in AbtracOnLine follow this link for the Abtrac 5 version
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:
Where to enter job/project budgets, as fee estimates, percentages or building the scope with detailed estimates by employee
How to set up templates and clone frequently used tasks when creating new jobs/projects
Scope Creep Notifications. How to enable a warning on timesheets when task budgets are exceeded
For job/project management and billing estimates
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
How does making items non-current help you
Simple, fewer pieces of information to load means you will have a faster system.
Screens such as the searches, timesheet entries, invoices, and some reports all load with the current data that is available in the system, so it’s pretty straightforward to think that making items non-current will give you a quicker response for all these pages.
Have you tailored your screen layout specifically for your staff and jobs? Or are you still using the ‘off-the-shelf’ layout?
Take time to adjust your User Control Settings in Abtrac and make your daily data entry just that little bit simpler by adjusting the columns your office can see. Continue reading
Modern browsers are getting smarter (or scarier) and can remember the information you have put into forms on websites and this is not just AbtracOnline but any form you fill out.
Sometimes this information will be automatically put into AbtracOnline if the browser thinks that it’s saving you time by adding the information for you.
Here are the instructions on how to turn that off if you find it more of a hindrance than helpful. (n.b. these instructions are accurate as at September 2020 and may change as the browsers change. Feel free to call us for assistance if they don’t make sense.)
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.
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.
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.
In the Abtrac Home page, we have a small number of dashboard items called ‘widgets’, which you can control for each user group in your office.
From time to time we send important information regarding Abtrac to all users via internal notifications.
This is also where you will be alerted to any unsent mail or email issues when sending invoices via email from Abtrac.