An Invoice Supplement is an optional report or document that can be sent to a client.
This supplement report provides the client with information regarding the amount invoiced.
In Abtrac, you can choose one of two reports to include with an invoice
- Job Budget Summary to Date, or
- Timesheet Entries By Task
The information on the Timesheet Entries supplement report relates directly to the time and cost assigned to the invoice.
For the Job Budget Summary report all budget information for the project is shown.
An Invoice Supplement Report can be particularly useful, especially when working with the government, to measure the employment of specific groups, such as women, indigenous people, and staff in training.
Invoice Supplement report vs Invoice Attachment document
The Abtrac invoice supplement report in Abtrac is different from an invoice attachment.
You can read more about invoice attachments (sometime called invoice terms) here.
Invoice supplement reports are optional pdf reports that you can attach when sending an invoice to a client(s), or download and provide later if a client queries information on their bill.
Invoice attachments are a fixed document which are added as an additional page to your Abtrac invoice pdf. They are automatically included on all invoices sent.
About the two supplement report options
Timesheet Entries by Task
The Timesheet Entries by Task report shows a summary of the project and budget information in the header. It includes a breakdown of all time assigned to the invoice (units, charge rates, extensions) grouped by task(stage)
As an invoice supplement report you cannot change the report display options.
You can read more about the Timesheet Entries by Task report here
Job Budget Summary
The job budget summary report shows a breakdown of all tasks for the project, with budget amounts, a progress estimate (manually entered), time (both billed and WIP), invoiced amounts, and fees remaining to bill.
Emailing Supplement reports
Sending bulk Invoices + supplement reports from the Load Invoice Screen
Choose the report you wish to attach to your invoice from the dropdown indicated in the load invoice screen (Invoices > Load Invoices).
From here you can also choose whether to link it to the invoice pdf download or download it as a separate document
Then select one or more invoices, and choose the option to Email invoices.
For multiple selections the emails will send in bulk, with no editing options.
Sending a single Invoice + supplement report from the Load Invoice Screen
You can also select a single selected invoice from the load invoice screen, and chose Email invoice(s).
This will open the email editor where you can update the email recipients, subject and message text.
A line next to the Send Email option alerts you that a supplement report will be included when sending the invoice.
Sending from Invoice Details for a single invoice
From Invoices > Load Invoices you’ll first need to ensure that the invoice supplement selection is set to null (is blank).
Then click on an invoice number to load and review Invoice Details for a single invoice.
From the Invoice Details screen > choose the report you wish to attach to your invoice. You can also choose whether to link it to the invoice pdf download or download it as a separate document.
You can then email the invoice and supplement report in the usual way, by selecting email from the report options.
Downloading invoice supplement reports with invoices (in bulk)
From Invoices >> click on Load Invoices to go into the Load Invoice screen.
Here, you can select the supplement report and choose whether to link it to the invoice pdf download or download it as a separate document.
You can then select one, or multiple invoices from the Load Invoices screen and preview, email and/or download the selected invoices with the chosen supplement report.
Downloading invoice supplement reports (for individual invoices)
From the Invoices > Load Invoices > Click on an invoice number to see the Invoice Details screen > then confirm or choose the report you wish to attach to your invoice.
You can also choose whether to link it to the invoice pdf download or download it as a separate document.
You can then preview and download the invoice and supplement report in the usual way, by selecting email from the report options.
Setting a default invoice supplement report to use
From Administration >> Settings >> Invoice and Other Office Settings, you can set up the default invoice supplement report that appears in the Load Invoice page.
The supplement report selection is set as null (no report) until you make a choice here.
Choose either:
- Job Budget Summary to Date, or
- Timesheet Entries By Task
Download Supplements (as part of the invoice, or as separate document)
You can choose to download the supplement report as a separate pdf by checking this box.
The supplement report will be added as an additional page within your invoice pdf if the box is left unticked.
File name for Supplement Reports
When choosing to download the supplement report as a separate pdf it’s best to select a file name for the additional pdf. You can choose the system default name from the drop down indicated, or request a custom name by contacting the Abtrac support team.
Overriding the default supplement report
At any time you can change the supplement report selection from the drop down in the Invoice Management screen or within the same drop down in the Invoice Details screen.
Abtrac KB# 2183