Creating a Purchase Order

A purchase order can only be created for an entity we call a Sub-Consultant.

Sub-consultants and contractors are managed and linked to projects in Abtrac through the tasks module.

Before creating purchase orders you’ll need to have created Sub consultants within Abtrac. For more information on Sub consultants and sub consultant invoices please refer to this knowledgebase article.

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Managing Sub-consultants

You can use sub-consultants in Abtrac if you outsource work to third parties, and need to manage them over the duration of one or more projects.

They may submit invoices for you to authorise and pass on directly to your client for payment. Alternately they may submit invoices to you which you pay and then you invoice your client as if the sub-consultant is part of your team. At that stage you may also apply a margin to the sub-consultant invoice.

The essential feature is they are submitting their claims as a series of creditor invoices as they work through their contract requirements on projects for your clients. You need to know what they have already invoiced, what is this particular invoice for, and how does it fit within the contract agreements you have with them.

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Auto Generate Invoice – Fee total with narration

In AbtracOnLine you can create invoices automatically from your project task and timesheet data.

The Auto Generate by Fee total with narration option creates an invoice with a pre-filled narration paragraph and then inserts the total time fee onto a single line. You can choose to itemise disbursements, or exclude them from the automatically generated invoice.

Invoice by Fee total with narration invoices look like the examples below.

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Printing invoices to letterhead

The invoices that are sent to your clients directly from AbtracOnLine can all be styled to suit your corporate image. A customised invoice layout design will include your company logo and styling on any invoice sent via email or printed from AbtracOnLine.

If on occasion you still wish to print and post your invoices using pre-printed stationery then you can choose to hide your company logo from your invoice header and footer.

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Invoice Terms: Attachment Documents

Throughout Australasia it is a requirement where the work is part of a construction claim to include a reference to  the claim or to the specific payment terms of your invoices.

In NZ the legislation includes the Construction Contracts act, and in Australia there are the various Security of payments acts which govern progress claims.

You can upload a default document from the Administration pages  within Abtrac to ensure these payment claim terms attach to every invoice sent from AbtracOnLine.

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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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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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Invoice Design and using the AbtracOnLine Report Designer

The forms and documents that are sent to your clients from AbtracOnLine can all be styled to suit your corporate image.

The invoice layout is the most commonly modified form, if applicable you can also customise your Purchase Orders and Accounts Rendered.

This article details modifications to the invoice layout, but the process is similar for all other instances.

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To Print/PDF multiple invoices enable pop-ups

In most cases AbtracOnLine is ready to go with Google Chrome and doesn’t require any additional configuration, however on occasion a browser may block AbtracOnLine downloads.

If you are having trouble downloading multiple pdfs from AbtracOnLine – such as invoices – you may need to enable abtraconline.com as an exception to your browser security settings.

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How emails are sent with AbtracOnLine

AbtracOnLine allows users to generate invoices and email them directly to their clients.

This month we’re releasing a change to AbtracOnLine which lets you choose the method by which your emails are sent.

Why are we making this change? It’s important to us that your invoice management and delivery with AbtracOnLine remains reliable, even as the global email environment changes. Mail Servers and email ISPs now have more rigid practices to try and shield their users from spam, and we need to adapt Abtrac to ensure your mail isn’t incorrectly bounced or blocked.

Read on for details about :

  • How invoices are now emailed from Abtrac
  • How to track whether your email has been successfully received, and
  • What our plans are for emailing invoices in the future

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Email Accounts Rendered

In the Debtor Management module for Abtrac5 you can bulk email accounts rendered by client. Follow the steps below to send batches of outstanding accounts using Microsoft Outlook :

  1. Set the Group Account Rendered to ‘Client’.
  2. Set the Print Option to ‘Email’.
  3. Click on the Account Rendered link.
Abtrac 5 -Email Account Rendered Settings

Abtrac 5 -Email Account Rendered Settings

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Invoice Addresses

Abtrac addresses can be as simple or as flexible as required. Here’s how to ensure you have the right address details in the right location for your billing requirements.

Addresses can be stored at the Client, Project and Invoice level. There’s a bit of a hierarchy as to which address is shown on your invoice, it works out like this:

Abtrac Billing Address Relationships and Process

Abtrac Billing Address Relationships and Process

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Invoice Listing Report

The invoice listing report shows: invoice date, project code, name on invoice, the assigned time and cost, write on/off amount, billed total (ex tax), and incl tax amounts – for each invoice number.

The report is run between two dates and will sorted by either name on invoice or by project code. You can also choose whether the time and cost data displays as either charge or cost rates. It optionally filters invoices by office, client, project, and project owners.

The invoice listing report is one of the staple reports of Abtrac, used throughout billing and in month end reporting.

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