Threshold Warnings

In Abtrac, you can enable timesheet threshold warnings at the job and task levels.

If you have assigned a fee estimate to your job or task, then you can enable Timesheet Threshold Warnings.

Timesheet threshold warnings are budget notifications that pop up within the timesheet entries screen when the threshold value specified is reached or exceeded.

These warnings can be applied to the entire fee budget for the job, or at the task level.

At any stage, a user can still enter time against the task and job.

Because of this, when you enable timesheet warnings, it is a good idea to let the staff know about them, and ask them to contact you if they receive a warning when entering time.

Job budget Warnings

The threshold is calculated as a percentage of the Job Billing Details >> Fee value (detailed here), and a pop up message is displayed when the threshold value is reached or exceeded.

In the example below, when the total value of time and cost entered for the job is 75% of  $196,906, a warning will be activated.

There are two stages of warning when a threshold is set for a job.

When the threshold limit is reached, timesheet users will receive a message like the warning below. The warning details the percentage of time and cost already allocated and the percentage remaining.

And when the time and cost for a job has exceeded its expected fee value, the following message is displayed.

Task budget warnings

You can also enter a threshold percentage warning for individual tasks within a job.

To do so, you will need to enable the Threshold column from User Control Settings >> Tasks. Once enabled, you can enter a percentage of the task fee estimate as the threshold value.

A pop up message is displayed within a users timesheet when the threshold value is reached or exceeded.

In the example below when the total value of time and cost entered for the task is 60% of the expected fee value of $9,225, a warning will be activated.

The warning details the percentage of time and cost already allocated to the task and the percentage remaining.

Job and task threshold warnings also work together, so users may also see notifications like the one below: in this instance, both the task threshold and job threshold have been exceeded.

Abtrac KB# 2152

Timesheet Entries Reports

The Timesheet Entries report shows all time and cost for the chosen criteria.

There are quite a few variations on the ‘basic’ timesheet entries report with options for lots of different filters, groups and sub-groupings.

It is often used in conjunction with the Manage WIP Screen, or the Unbilled Work Quick Summary to determine what can be billed each month.

Timesheet Entries Report

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Managing WIP – Unbilled Work Quick Summary

The Unbilled Work Quick Summary page shows all unbilled time and cost from all time up to a chosen date.

It’s used to quickly see where you are at on a project, and what you need to bill.

From this screen you can access further reports, or start invoicing and assigning time.

Unbilled Work Quick Summary – click to enlarge
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Subconsultant Reports By Job

The Subconsultant Reports By Job report option gives a selection of summaries of all subconsultant work for a selected job.

From one menu choice in the reports screen three types of reports can be produced – Subconsultant Fees and Costs by Job, Subconsultant Fees and Costs by Job Detail and the Subconsultant Invoice Supplement.

Subconsultants Fees and Costs by Job Report
Subconsultant Fees and Costs by Job Detail Report
Subconsultant Invoice Supplement Report
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Sub-Consultant Invoice Listing Report

The Sub-Consultant Invoice Listing report option can be used to get a summary of sub consultant claims and invoices for all or selected subconsultants, between two dates.

You can choose to view all sub consultant invoices, just those that have been fully processed, or only those still waiting to be fully processed.

Subconsultants Invoice Listing Report
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Adding a percentage to disbursements

One of the ways to apply a margin to disbursements in Abtrac is to apply the mark up percentage based on disbursement types.

Under Administration >> Maintenance >> Disbursement, you can add an ‘adjustment’ to a disbursement type.

For this mark up to take effect you also need to confirm Disbursement Margin rules from Administration >> Settings >> System Settings >> Timesheets & Disbursements.

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Bulk Edit Timesheets

This screen is useful when you need to update timesheet details in bulk, it eliminates the need to open and edit the individual users’ timesheets.

This timesheet maintenance screen is most typically used in the following situations:

  • Updating Employee rates
  • Editing Stage/Task or Activities that have been incorrectly assigned
  • Changing the job code an employee is assigning time to
  • To check if/when timesheets have been billed and
  • To check which invoice the WIP has been assigned to
  • To obtain data not available in performance reports for specific employees, in particular, to view timesheet data for employees who are no longer current.

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Importing Disbursements

Importing Creditor/Supplier Invoices, Bills etc. into AbtracOnline

AbtracOnline allows you to import disbursements via two methods.

 

If you are using MYOB Account Right or Xero the available API connections to these systems will allow you to import your disbursements with the click of a button.

If you don’t use MYOB or Xero, or if you want to import things such as PaperCut files, Linz Fees, Uber Receipts etc., then you can import your disbursements through a file-based import.

Either way,  with our import disbursement functionality you don’t have to spend hours re-keying information that you probably have available from other systems.

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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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Simple reports to get started with invoicing

Getting started with your invoicing normally starts with a few reports to see who you are invoicing and for how much. This can then be checked with job (project) managers to confirm they are ready to invoice the clients and if they are happy with the amounts.

There are two basic reports that can get you going. Unbilled Work Quick Summary and Timesheet Entries.

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