A Message about Abtrac and Covid-19

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We want to share with you how we are managing Covid-19 at Abtrac, and more importantly how we are responding to help you and your business.

All Abtrac staff are already self-isolating with their families in response to the nation-wide lockdown announced by the New Zealand Government on Monday March 23rd.

However, our entire team is minimally impacted, as is our ability to respond. Abtrac is already fully cloud based. So are our phones and other requisites. Whilst clearly it’s not usual, it is still business as usual for us at Abtrac as we all adjust to this new normal. The only change is that until further notice we cannot commit to any on-site visits. This will come as no surprise as you will all be working similarly yourselves.

But we can still communicate via Teamviewer or Zoom to achieve the same results with screen sharing, video and audio.

 

Through this pandemic and afterwards there is little doubt that businesses like yours will be in high demand, and at Abtrac we look forward to supporting you between now and then, and afterwards, come what may.

So please continue to contact us for support, sales queries and administrative matters to do with Abtrac.

 

Abtrac Online licensing is based on the number of current employees who can log into Abtrac or who are managed through it. Therefore if you need to change the number of your current employees, your licensing fees will change accordingly if you follow the prompts through each addition or subtraction. The changes will then be reflected in the following month’s invoice. Do contact us if you are not sure about this or need help.

Beyond that, if you wish to discuss any special licensing arrangements please also contact us and we will be pleased to discuss how we can accommodate your needs to keep you benefiting from Abtrac through these abnormal times.

 

We will shortly be starting a series of Master Classes focusing on various aspects of Abtrac. These will be available to all clients and potential clients on demand as they are each published. Look out for these innovations in your inbox, or sign up for them here if you aren’t sure whether we have your email address or not.

The purpose behind the Master Classes is to enable you to up-skill in areas of Abtrac where you feel it warranted, so you are best prepared to take advantage of the opportunities to your business when this pandemic is over.

 

Finally if you have any queries or concerns about how we are managing this disruption or how you may prepare Abtrac to launch into better times when it is over, please contact us.

We hope you stay safe and well, both in terms of your health and that of your loved ones, and in your business.

 

Sincerely

All of us at Abtrac

 

Bulk Edit Timesheets

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

This timesheets 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 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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Abtrac Job/Project Templates

Abtrac Job/Project Templates allow you to create templates that contain information from Abtrac such as client, job/project and task details that can be intertwined with other information, such as your proposals or mail merge type documents.

How it works is you create the different report types that you use i.e. proposal, letter of engagement etc., and within those reports, you add different sections with the required information.

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Assigning time from multiple jobs to one invoice

It is possible to assign multiple jobs/project to an invoice where a client has multiple jobs/project belonging to them.

You use this feature to write off time or to create a single invoice with multiple jobs.

  • Create a new invoice or load an invoice for a client that has multiple jobs/project
  • One job will be selected to start with. This will be the ‘master job’ for the invoice
  • You can select a subsequent job to assign to the invoice, using the combo box (shown below)
  • With that new job selected create a new invoice line and assign any time to the new invoice line
    • The line could be totally blank i.e. no narration and no amount assigned
    • Or the line can have amounts and narrations as per a standard invoice

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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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Job/Project Forecast

This feature enables you to forecast fees and resources (hours) for a period estimated in the Tasks/Stages/Phases screen. When you provide the estimated Start date and End date of a Task, Job Forecast will disperse the estimated fees and hours within the given period on a monthly basis. You can then edit them and forecast the resources in a way that suits your cash flow.  You can even forecast the Subtask resources for each Task.

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Splitting Invoices

Sometimes a job/project needs to be split and invoiced to multiple parties with the invoices containing the same invoice line details.

Within Abtrac you’ll create the first invoice with the total amount and then split that invoice and amount between multiple parties.

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Creating and managing tasks

A 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 projects.

Generally your project 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.

This article refers to the process of creating and assigning tasks in AbtracOnLine follow this link for the Abtrac 5 version

There are quite a few key details to get your tasks set up and working they way you need them.
If you’re new to tasks and budgeting in Abtrac then it’s a good idea to read through this article from start to finish, but we’ve also summarised the key components below for quick reference:

About Tasks, Sub Tasks

Where to enter 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 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 Assesments

For project management and billing estimates

Managing Variations

And reporting on variations by using the Actual vs Budget by 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’re invoicing and for how much. This can then be checked with 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.

Unbilled Work Quick Summary

Unbilled Work Quick Summary is found in the invoicing section and as the name suggests this will be a summarised report that you can run against one or all jobs to see quickly whats outstanding out of all your billable time.

UnbilledWorkQuickSummarySelection

UnbilledWorkQuickSummary

Timesheet Entries (Billable WIP Only)

The Timesheet entries reports are found in the Timesheet Entries section and can be used for invoicing and also general reporting. The trick is to tick ‘Billable WIP’ (shown below) to only show information that hasn’t yet been billed.

The timesheet entries report shows information based on timesheets which may be easier for a project manager to confirm what’s billable, what to hold for the next billing cycle or what may need to be written off.

Timesheet_Entries_Selection.png

Timesheet_Entries_Report.png

 

As mentioned this is the simplest way to get information to show what may be billed. Both of these reports have a number of grouping and filtering which can change the information shown, and there are also other reports that show the information in greater detail. If you would like to know more about reports used for invoicing please contact us.

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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