User Control Settings: Grid Pages

Table of Contents

From Administration >> Settings >> User Control Settings you can control the column widths and required fields in many of the common data entry screens.

This option is only available to administrative users,
and the changes made will determine the layout of pages for all users.

How to add/adjust grid column availability, show/hide and sort order

From Administration >> Settings >> User Control Settings choose Grid Pages, and select the page name to edit.

You can edit the position and width of all the available fields in the example below for Timesheets – Linear.

If your company doesn’t use a particular field, then simply set the width to equal zero to hide it. In the below example, the ‘Client’ field width is set to zero after clicking on the edit button.

Click save and then edit the Task Group, Task, Work Item and Activity fields one by one in a similar manner to get the desired look for the timesheet – linear screen.

You can review the changes you’ve made by going to the relevant page in Abtrac.

Before:

After:

Taking some time to optimize the screen layouts for your requirements will save you time later on when entering your everyday data.

Accounting – Create Batch

From Accounting >> Invoices >> Create Invoice Batch you can view all committed invoices available to share with your accounting system.

The Accounting – Create Batch grid includes details for:

Office
Invoice Number
Name on Invoice
Invoice Recipient (Recipient)
Invoice Date
Amount excl Tax
Amount incl Tax
Client Company Name (Company Name)
Job Code
Invoice Comment
Job Owner

Accounting – View Batches

From Accounting >> Invoices >> View Invoice Batches you can view all the uploaded invoice batches.

The Accounting – View Batches grid includes details for:

Office
Invoice No
Name on Invoice
Invoice Recipient (Recipient)
Invoice Date
Amount Excl Tax
Amount Inc Tax
Uploaded
Upload Error
Job Code
Invoice Comment
Email Address

Bulk Edit Timesheets

From Reports >> Performance Reports >> select ‘All’.

Then search for or choose ‘Bulk Edit Timesheet’ from the ‘Timesheet Entries’ section, select filters and preview to go into the ‘Timesheet Maintenance’ page where you can bulk edit the timesheets.

The Bulk Edit Timesheets grid includes details for:

Date
Employee
Job
Type (whether Time/Disbursement)
Job Details (Details)
Task Group
Task
Work Item
Cost Rate
Activity
Units
Charge
Comment
Start
Stop
Invoice
Billable
Billed
WIP Assigned Date
Employee Code
Employee Office
Employee Role
Employee Team
Employee Department
Extension
Job Owner 1
Invoice Office
Period Ending Date
Activity Group
Payroll Uploaded Date
Job Type
Fee Contribution

Bulk View Timesheets

From Reports >> Performance Reports >> select ‘All’.

Then search for or choose ‘Bulk View Timesheet’ from the ‘Timesheet Entries’ section, select filters and preview to go into the ‘Bulk View Timesheets’ page where you can bulk view the timesheets.

The Bulk View Timesheets grid includes details for:

Date
Employee
Job
Details
Task Group
Task
Work Item
Cost Rate
Activity
Units
Charge
Comment
Start
Stop
Invoice
Billable
Billed
WIP Assigned Date
Employee Code
Employee Office
Employee Role
Employee Team
Employee Department
Extension
Job Owner 1
Invoice Office
Period Ending Date
Activity Group
Payroll Uploaded Date
Job Type
Disbursement Type
Type (whether Time/Disbursement)
Disbursement GL Code

Client People – Search

From Clients, Contacts & Jobs >> click on Search People to go into the Client Contacts Search screen where you can search for current and/or non current clients and contacts.

The Client People – Search grid includes details for:

Name
Role
Phone
Mobile
Email
Client (Client Name)
Address Description
Client Address (Address)
Office Phone
Fax (Office Fax)
Comment
Main Contact (Is Main Contact)
Contact For Accounts (Is Contact For Accounts)
Current

Contacts and Jobs – Search

From Clients, Contacts & Jobs >> click on Search Clients and Jobs to go into the Search screen where you can preview a wide selection of Clients, Contacts & Jobs(Projects) data.

The Contacts and Jobs – Search grid includes details for:

Contact Name
Job Created (Date Created)
Client Owner 1 (Contact Owner)
Job Owner 1 (Contact Job Owner)
Job Code
Job Description
Job Type
Job Status
Job Comment
Confirmed
Date Completed
Work Source
Proposal No
Client System Code
Work Source Details
Diary Note
Diary Date
Diary Next Action
Diary Completed
Diary Entered By
Job Office
Department Name (Department)
Client Type
Fees (Fee Estimate)
Master Client
Job Owner 2 (Contact Job Owner 2)
Purchase Order No
Job Address 1
Job Address 2
City
State
Post Code
Country
Job Address – Other Details
Expected Completion
Client Rating
Client Tax Number
Referred From
Open Job
Job Team
Job Scope
Job Win/Loss Reason
Job Billing Type
Expected Start
At Work
Probability
Client Abbreviation
Files Attached
Latitude
Longitude

Dashboard – Job Hours Analysis

From Home >> Job Progress dashboard widget >> click on the ‘View Job Hours Analysis’ button to go into the ‘Job Hours Analysis’ screen where you can see the task wise estimated and actual job hours spent.

The Dashboard – Job Hours Analysis grid includes details for:

Client (Client Name)
Job Code
Job Owner 1
Task
Employee
Estimated
Actual
Variance

Dashboard – Job Management Widget

From Home >> Job Management dashboard widget, you can see a preview of the estimated and actual hours spent for a job. You can click on a ‘Job Code’ to go into the ‘Job details’ from this widget.

The Dashboard – Job Management Widget grid includes details for:

Office
Job Owner 1
Job Code
Details
Hrs Est (Hrs Estimate)
Hrs Actual
Est (Estimate $)
Actual (Actual $)
Variance (Variance $)
Job Owner 2
Earned Value
Invoiced To Date

Dashboard – Outstanding Proposals

From Home >> Current Proposals Outstanding dashboard widget you can see a summary of all current proposals with follow up details as entered from the jobs screen.

You can read more about the Current Proposals Outstanding widget and follow ups here.

The Dashboard – Outstanding Proposals grid includes details for:

Job Manager
Job Status
Client Name
Follow up date
Follow up Employee
Contact
Contact mobile

Debtors – Debtor Control

From Debtor Management >> select Debtor Control to go into the Debtor Control screen, where you can view the debtor details.

The Debtors – Debtor Control grid includes details for:

Invoice No
Job Code
Debtor Name
Incl Tax (Total Incl Tax)
Paid
Balance
Invoice Date
Due Date
Last Reminder Date
Days
Contact Name
Phone
Said they will Pay By (Said they will Pay)
Comment
Job Owner 1
Office
Job Description
Days Over Due
Invoice Email
Invoice Committed
Invoice Email Status
Invoice Status
Reminder History

Debtors – Invoices And Payments

From Debtor Management >> select Invoices and Payments to view the amount owed per invoice.

Note that ‘Job Description’ and ‘Client name’ can’t be enabled together. The below warning message appears at the bottom of the grid if you try to enable both.

You can read about Recording Debtors’ Payments and Debtor Write-offs from the Invoices and Payments screen here.

The Debtors – Invoices And Payments grid includes details for:

Invoice Date
Invoice No
Name On Invoice
Recipient
Client Name
Job Code
Job Description
Amount Invoiced
Amount Incl. Tax
Still Owing (over paid)
Committed
Paid
Office
Client Owner 1 (Client Owner)
Job Owner 1
Payment Date
Reference
Client Code
Job Status
Upload Batch
Invoice Status
Invoice Email
Invoice Due Date
Days Overdue

Disbursements – Employee

From Time & Disbursements >> Employee Time & Disbursements >> click on a timesheet period ending date to go into the timesheet >> then click on the ‘Disbursements’ button on the timesheet to view the disbursements for the employee for that timesheet period.

The Disbursements – Employee grid includes details for:

Date
Job (Job Code)
Details (Client Details)
Task
Activity
Disb. Type
Qty (Quantity)
Entered Amount
Has Tax
Charge Rate
Comment
Extn.
Paid?
Task Group
Has Margins?

Disbursements – Office

From Time & Disbursements >> select Office Disbursements >> click on a period ending date to go into the office disbursements screen for that period.

The Disbursements – Office grid includes details for:

Date
Job
Details
Task Group
Task
Activity
Disb. Type
Qty (Quantity)
Entered Amount
Has Tax?
Charge Rate (Charge)
Comment
Ext
Has Margin?
Cost Rate
PO Details (Purchase Order)
Supplier Invoice No.

Employee Activity Specific Rates

From Administration >> Employees >> select Employee Specific Activity Rates to go into the Employee Activity Specific Rates where you can view the default charge rates and activity specific charge rate for employees.

The Employee Activity Specific Rates grid includes details for:

Employee
Default Charge Rate
Activity Group
Activity
Charge Rate (Activity Charge Rate)
Cost Rate (Activity Cost Rate)
Default Cost Rate

Employee Details

From Administration >> Employees >> select Employee Details to view the employee details.

The Employee Details grid includes details for:

Employee Code
Last Name
First Name
Default Charge Rate
Cost Rate
Office
Team
Current
Department
Role
Status
Units Per Timesheet
FTE

User Control Settings: Employee Rates

From Administration >> Employees >> select Bulk Update Employee Rates to view the employee default charge rates and cost rates.

The Employee Rates grid includes details for:

Employee Code
Last Name
First Name
Default Charge Rate
Default Charge Rate2
Default Charge Rate3
Cost Rate
Office
Team
Department

Import Disbursements

From Time & Disbursements >> Import Disbursements >> select Import Using File to go into the Import Management screen. Follow through the steps to import a disbursement file and once finished, you can view the ‘Import Disbursements for Office’ grid.

The Import Disbursements grid includes details for:

Date
Job Code
Activity
Task Group
Task (Task Name)
Disb. Type (Disbursement Type)
Units
Rate
Ext. (Extension)
Comment
Supplier Invoice No
Validation (Validation Message)
Purchase Order No

Invoices – Assigned Time and Disbursements

From Invoices >> Load Invoices >> click on an invoice number to go into the ‘Invoice Management’ page for that invoice >> click on the ‘Report Options’ button and select Assigned Time and Disbs to go into the ‘Assigned Time and Disbursements of Invoice’ screen where you can view the time and disbursements assigned to that invoice.

The Invoices – Assigned Time and Disbursements grid includes details for:

Date
Charge Type
Name
Task Group
Task
Timesheet Line Comment
Activity
Units
Charge Rate
Charge Extension
Invoice Fee Contribution
WIP Assigned Date (Invoice WIP Assigned Date)
Work Item

Invoices – Invoice Lines

From Invoices >> Load Invoices >> click on an invoice number to go into the ‘Invoice Management’ page for that invoice >> click on Invoice Lines, Narratives and Amounts section >> here you can view the ‘Invoice Line Details’ grid.

The Invoices – Invoice Lines grid includes details for:

Narration
Assigned Fees
Line Amount (Invoice Line Amount)
Code
Rate
Incl. Tax
Previously Invoiced
Task
Task Group
Total Estimate
Units
% Complete (Task % Complete)
Subtotal Sort Order
Order On Invoice
GL Account Code
Category
Forecast Fees

Invoices – Load

From Invoices >> select Load Invoices to view details of invoices between selected dates.

The Invoices – Load grid includes details for:

Invoice No
Date
Name on Invoice
Recipient
Contact Name
Job Code
Committed
Contact Owner
Reference
Amount
Email
Print Preview icon
Invoice ID
Email Status
Invoice Status
Office
Job Description
Job Owner 1
Purchase Order No
Due Date
Invoice Comment
Job Owner 2
Job Type
Department
Can bill via eInvoice
eInvoice Send Status
Last Edit

Invoices – Unbilled Items

From Invoices >> Load Invoices >> click on an invoice number to go into the ‘Invoice Management’ page for that invoice >> click on ‘Invoice Lines, Narratives and Amounts’ section >> here you can view the ‘Unbilled Items’ grid.

The Invoices – Unbilled Items grid includes details for:

Name
Date
Units
Rate
Extension
Task Group
Task
Activity
Charge Type
Comment
Job Code
Work Item
% Margin (Percentage Margin)
Cost Extension
Purchase Order No
Task Owner (Task Owner Name)

Invoices – Unbilled Work Quick Summary

From Invoices >> Manage WIP >> select Unbilled Work Quick Summary to view all unbilled work.

The Invoices – Unbilled Work Quick Summary grid includes details for:

Client Name
Job Code
Description (Job Description)
Time
Disb
Total
Fee Proposal
Quote Description
Invoiced to Date
Last Invoice #
Last Invoice Date
Job Status
Client Owner 1 (Client Owner)
Job Owner 1
Job Owner 2
Office
Write On/Off To Date
Job Current
Billing Comment
Billed Time
Billed Disb.
Total Billed Time & Disb.
Expected Start
Expected Completion
Job Type
Department

Invoices – Unbilled Work Quick Summary by Task

From Invoices >> Manage WIP >> select Unbilled Work Quick Summary by Task to view all unbilled work by task.

The Invoices – Unbilled Work Quick Summary by Task grid includes details for:

Client Name
Job Code
Job Description
Task
Time
Disb.
Total
Task Total Budget
Task Invoice Line Amt To Date
Task Assigned Fee Contribution To Date
Write On/Off To Date
Task Owner
Purchase Order
Office
Job Budget
Client Owner 1 (Client Owner)
Job Owner 1
Job Owner 2
Job Status
Job Current
Task Group
Expected Start
Expected Completion
Billing Comment

Invoices – View Assigned Time

From Invoices >> Load Invoices >> click on an invoice number to go into the ‘Invoice Management’ screen >> click on the ‘Invoice Lines, Narratives and Amounts’ section >> select any of the invoice lines in the ‘Invoice Line Details’ grid and click on the magnifying glass icon on the left >> the ‘View Assigned Time/Unassign’ pop up box appears from where you can view the assigned time for that timesheet line, print or unassign the timesheet lines.

The Invoices – View Assigned Time grid includes details for:

Name
Date
Units
Rate
Extension
Task Group
Task
Activity
Charge Type
Comment
Job Code

Invoices(All) – Assigned Time and Disbursements

From Reports >> Performance Reports >> search for or select ‘Assigned Time and Disbursements’ in the ‘Invoicing’ section >> select the dates and click on either of the report options to go into the ‘Invoices Assigned Time and Disbursements’ screen. Here you can view the time and disbursements assigned to invoices between the selected dates.

The Invoices(All) – Assigned Time and Disbursements grid includes details for:

Invoice No
Invoice Date
Job Code
Office
Job Owner 1
Timesheet Date (Date)
Charge Type
Name
Task Group
Task
Timesheet Line Comment
Activity
Units
Charge Rate
Charge Extension
Invoice Fee Contribution
WIP Assigned Date (Invoice WIP Assigned Date)

Job Files

From Clients, Contacts & Jobs >> Search Clients and Jobs >> click on the relevant job code to go into the ‘Job Details’ page for that job >> click on the ‘Job Files’ tab on the left to go into the Job Files page for that job.

The Job Files grid includes details for:

File ID
File Name
File Date
Version
Hard Copy Location
Soft Copy Location
File Type
Plan Type
Comment
Superseded
Superseded By
File Report Number (Report Number)
File Report Standards (Report Standards)

Job Milestones

From Clients, Contacts & Jobs >> select Job Milestones to view the Job Milestones grid.

The Job Milestones grid includes details for:

Job Code
Client (Client Code)
Job Description (Description)
Job Manager
Next Milestone
Next Milestone Date
Job Billable

Job Sub Task

From Clients, Contacts & Jobs >> Search Clients and Jobs >> click on the relevant job code to go into the ‘Job Details’ page for that job >> click on the ‘Tasks’ tab on the left to go into the ‘Job Tasks’ screen for that job >> right click on a task line and select ‘Job Sub Tasks’ to go into the ‘Job Sub Tasks’ screen.

The Job Sub Task grid includes details for:

Order
Type
Employee/Disbursement/Role
Est. Units
Rate
Value
Start Date
End Date
Act Start
Act End
Comment
Activity
Current

Job Variance Report

From Reports >> Performance Reports >> search for or select ‘Job Variances based on Cost Rate’ under ‘Management Analysis’ section >> select the dates and click on the ‘Report Options’ button >> choose either of the preview options to go into the ‘Job Variance Report’ screen.

The Job Variance Report grid includes details for:

Client (Client Name)
Job Code
Description
Job Owner 1
Fees Budget
Invoiced
Hours Value At Cost Rate
Variance Cost To Budget
Variance Invoice To Budget
Variance Invoice To Cost
Hours

Job Work Items

From Clients, Contacts & Jobs >> Search Clients and Jobs >> click on a Job Code to go into the Job Details page >> click on the ‘Work Items’ tab on the left to view the grid.

The Job Work Items grid includes details for:

Work Item
Date Entered
Task
Work Item Description
Due By
State
Items Of Interest
Work Item Group

Planned Time – Work Scheduling

From Time & Disbursements >> Work Scheduling >> select Planned Time to view the Work Scheduling Details grid.

The Planned Time – Work Scheduling grid includes details for:

Due By (Due Date)
Job (Job ID)
Details
Task Group
Task
Comment
Time Reqd (Estimate Hours)
Meeting Time (Actual Time)
Start Time
Stop Time
Work Item
Sort
Done
Group (Work Item Group)
Employee
Time Spent
Sync Status

Reports – Forward Planning by Job and Task

From Reports >> Performance Reports >> search for or select ‘Forward Planning by Job and Task’ in the ‘Forward Planning’ section >> select the dates and other criteria >> click on the ‘Report Options’ button and select either of the options to view the Forward Planning grid.

The Reports – Forward Planning by Job and Task grid includes details for:

Job Code
Job Description
Task Description
Budget Hours
Budget Fees
Budget Disbursements
Budget Subconsultants
Budget Total
Budget Invoiced (Invoiced)
Actual Hours
Actual Fees
Actual Disbursements
Actual Subconsultants
Assigned Hours (Invoiced Hours)
Assigned Fees (Invoiced Fees)
Assigned Disbs (Invoiced Disbursements)
Assigned Subcons (Invoiced Subconsultants)
Variance Budget To Assigned Hours (Variance Budget To Invoice Hours)
Variance Budget To Assigned Fees (Variance Budget To Invoice Fees)
Variance Budget To Assigned Disbs (Variance Budget To Invoice Disbursements)
Variance Budget To Assigned Subcons (Variance Budget To Invoice Subconsultants)
Variance Actual To Assigned Hours (Variance Actual To Invoice Hours)
Variance Actual To Assigned Fees (Variance Actual To Invoice Fees)
Variance Actual To Assigned Disbs (Variance Actual To Invoice Disbursements)
Variance Actual To Assigned Subcons (Variance Actual To Invoice Subconsultants)

Search Jobs and Tasks

From Clients, Contacts & Jobs >> click on Search Jobs and Tasks to go into the Jobs and Tasks screen.

The Search Jobs and Tasks grid includes details for:

Client
Job
Job Description
Task Group
Task
Task Start Date
Task End Date
Estimated Time
Fee Estimate
Estimated Disbs.
Sub Cons.
Job Owner 1
Job Owner 2
Office
Team
Job Type
Job Status
Task Current
Time
Disb
Invoiced To Date
Task Owner

Subconsultants Purchase Order

From Time & Disbursements >> click on Subconsultants Purchase Orders to go into the ‘Subconsultants Purchase Order Management’ screen.

The Subconsultants Purchase Order grid includes details for:

Purchase Order No.
PO Date
Purchase From
PO Recipient
Job Code
Job Owner 1
Amount Ex Tax
Amount Inc Tax
Amount From Disb
Outstanding PO Amount
User
Subconsultant Invoice
Job Invoice
GST
PO Comment (Comment)
Sync Status
Last Sync Date

Task

From Clients, Contacts & Jobs >> Search Clients and Jobs >> click on a Job Code to go into the Job Details page for that job >> click on the Tasks tab on the left to go into the Job Tasks screen.

The Task grid includes details for:

Order (Sort Order)
Task Group
Task Description
Start Date
Est. Finish (Est. Finish Date)
% Fee
Est Hours
Projected Additional Hours
Rate
Fee Est
Projected Additional Value
Budget Disbs To Complete (Disbursements Budget to Completion)
GL Account Code
Initial Quote
Disb
Sub Cons We Invoice
Sub Cons Inv Direct
Comment
Threshold
Current
Fee Type
% Margin
Purchase Order No
Team
Task Owner
Rate Type To Use (Rate To Use Type)
Hide In Progress Claim Invoices
Actual Completion Date
Fixed Fee
Show On Job Template
Task Status (Job Task Status)
Earned Value

Timesheet

From Time & Disbursements >> select Employee Time & Disbursements to go into the timesheets screen.

The Timesheet grid includes details for:

Period Ending Date
Total Units
Required Units
Hours Available
Extra Hours
Ready To Commit
Committed
Chargeable Units

Timesheets – Crosstab

From Time & Disbursements >> select Employee Time & Disbursements to go into the timesheets screen >> select a period ending date to go into that timesheet >> click on the ‘View’ button at the top right and select the ‘Cross Tab Form’ or the ‘Cross Tab Grid’ timesheet view. Both the views have got the same grid which can be adjusted using this user control setting.

The Timesheets – Crosstab grid includes details for:

Job
Task Group
Task
Activity
Details (Client)
Work Item

Timesheets – Form

From Time & Disbursements >> select Employee Time & Disbursements to go into the timesheets screen >> select a period ending date to go into that timesheet >> click on the ‘View’ button at the top right and select either of the form options. The form part of both the views can be adjusted using this user control setting.

The Timesheets – Form includes details for:

Date
Job
Details (Client)
Task
Activity
Work Item
Units
Charge Rate (Charge)
Comment
Start Time (Start)
Stop Time (Stop)
Task Group
Cost Rate
Timer

Timesheets – Linear

From Time & Disbursements >> select Employee Time & Disbursements to go into the timesheets screen >> select a period ending date to go into that timesheet >> click on the ‘View’ button at the top right and select either of the linear options. Both options have the same grid and can be adjusted using this user control setting.

The Timesheets – Linear grid includes details for:

Date
Job
Details (Client)
Task Group
Task
Work Item
Cost Rate
Activity
Units
Charge
Comment
Start
Stop

Work Item – Bulk Manage Items of Interest

From Time & Disbursements >> Work Scheduling >> select Bulk Manage Items Of Interest to view the grid.

The Work Item – Bulk Manage Items of Interest grid includes details for:

Responsibility
Job (Job ID)
Client
Task
Item (Work Item)
Description
Current State
Due Date
Classifier 1
Classifier 2
Group
Hrs To Finish
Solution
Payment Status
Job Owner 1
Job Owner 2
Confirmed Date
Scheduled People
Job Description

Form Pages – Setting required fields

The second option in User Control Settings allows an Administrator to set certain data fields on pages as required to complete. Check it out here – Setting Required Fields (User Control Settings – Form Pages)

_{Abtrac KB # 2012}

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