Cloning Tasks/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.

What if I use the same tasks all the time?

When you set up Abtrac we recommend you create a non-billable client for your own company, and within that client you can setup some template jobs and assign the tasks which are structured with the details of the most common types of jobs you undertake.

Once you have template job and tasks created, each time you create a new client job you can choose to Copy Tasks from the template job to the new job.

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Cloning Jobs/Projects

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.

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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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How to Archive data (make items non-current)

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.

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How to create an Abtrac desktop Shortcut or Bookmark

Here we will show you how to create an Abtrac shortcut on both your Windows and Apple Devices in multiple browsers. Click the links below to go to your preferred browser.

We will cover Google Chrome, FireFox and Safari. While you can use Abtrac on other web browsers these are the preferred options which have the best performance and reliability.
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How to Disable and Clear your browser’s Autofill features

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.)

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Using Work Items to Track Deliverables and Quality Assurance Standards

Work Items are a list of things to do on a job. They are lower than tasks, (aka stages or phases). They are small steps of work that can be ‘ticked off’ as they are completed. If you already have a QA Check List of some sort for each job/project, then Abtrac Work Items are quite possibly the exact same concept. Examples of a work item might be a day-long site visit, or a 4 hour piece of work in the office to write a report. Each of these and more may all be under a task (aka stage or phase) of ‘Feasibility Planning’.

Most offices start the week and look ahead several weeks when sketching out work to be done and spreading it around the office for people to do. Using Abtrac work items, the benefit is that everyone knows what is being done and how long it is expected to take.

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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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Actual vs Budget Reports: Data Glossary

Before you start using Actual vs Budget reports it’s useful to understand where the data they display comes from. We’ve included a definition for the relevant columns, (including an example calculation where applicable) in this article, to be read side by side with Creating and managing tasks, and Actual vs Budget Reports.

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Tips for using Abtrac Tables (also known as Data Grids)

Most of the high use screens in Abtrac are data entry tables (data grids).

The support team are often asked simple questions about searching, filtering and getting things just right  – particularly when you are starting out using AbtracOnLine.

  • The way the grids and columns in each screen are displayed can be customised for all users by an administrator
  • All grids can be filtered and sorted as a one-off at any time
  • Some grids (like timesheets) can also be customised at a user level
  • Each Abtrac user can also choose how many rows they see  – for all the grids accessed under their login
  • Using Grid Layout anyone can save their own specific layouts (including filtering and grouping) on certain screens

In this article we’ve included some tricks to filtering and sorting, and a few handy ‘everyday use’ tips for using Abtrac Grids…

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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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