Holiday Support Hours

From the entire Abtrac team we’d like to say thank you for your support this year, we look forward to working with you again in 2023.

Whilst our support team takes a short break you can still access all our help files and videos here on the knowledgebase.

Setting up Lists of Contacts

In Abtrac, you can set up lists/groups of your contacts from the ‘Contact Group Management’ screen or from the ‘Search’ screen. This would be useful for creating different mailing lists for your business purposes.

Set up Lists of Contacts using Contact Group Management

From Clients, Contacts & Jobs >> select Contact Group Management

Contact Group Management screen (click to enlarge)

Add a contact group and save.

Add contact group (click to enlarge)

Select and add contacts to the group.

Add contacts to group (click to enlarge)

Click on the ‘Produce Email List’ button to get the required email addresses in the pop up box or use the ‘Export Options’ button to export the contact name and details to Excel or CSV.

Produce Email List and Export Options (click to enlarge)

Set up Lists of Contacts using the Search screen

Go to Clients, Contacts & Jobs >> Search People

Search People screen (click to enlarge)

Export the details on the page using the ‘Export’ button and then use the data in CSV for further filtering if required, to create your list.

Abtrac KB# 2170

Setting up Client Owners, Job Managers and Project Leaders

The names you use for the person responsible for a client and/or job(project) can be set up from the Administration menu.

Companies may have client owner/s and job owner/s who are responsible for a particular client or job.

These may or may not be the same person and depending on your company naming system, you might call them Directors, Team Leaders, Principals, Project Managers, etc.

The default names in Abtrac are Client Owner, Client Owner 2, Job Owner, Job Owner 2. Client Owner and Job Owner are used extensively in reporting to filter, group and sort data by who is responsible for the work.

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Glossary: Job / Project Details

This page briefly explains all the fields available on the Job / Project Details Page.

N.B. The name Job / Project is a variable that you can set yourself in the Administration >> Settings >> System Settings area. From this point forward, we will refer to them as Projects

There are a few different classifications for Projects, so here are the different definitions you will see below.

Current Projects

To ensure your reports in Abtrac stay accurate, you need to be consistent with the Billable / Non-Billable setting for Projects in Abtrac. As mentioned previously, you should never mark a project not billable that was previously billable. You should make the project non-current instead. The different project classifications and how they are reported is below.

Non-Billable Projects

These are typically in-house administration projects, or ‘projects’ such as annual leave etc. Occasionally you may also do pro-bono or competition work to promote yourself, or for another reason. These projects will also be non-billable. Any other speculative work like project proposals should be recorded and reported as billable projects. (We’ll explain why below).

To review Non-Billable projects in your office, the report “Clients and Projects Non-Billable” gives a list of all current, non-billable projects.

Billable Projects

These are easy to determine, projects that you will eventually be invoicing your clients for are billable!

Projects that are proposals

These are also potential billable projects. You still want to recover money for them but you’re just not sure if you can yet.

Some people will opt to enter the proposal project into Abtrac and it will start as ‘unbillable’. That way the time and costs associated with it do not show in invoice preparation reports. Once a proposal becomes billable, you can tick the billable box and it will turn into a billable project.

Others start the project immediately as a billable project and when it is confirmed e.g. with the return of the agreement, they either leave the WIP to date and try to recover it, or they write it off so the project starts ‘clean’ from the confirmation date. In this case we recommend using Project Status to determine between projects that are still at the proposal stage, and those that have been accepted and can be invoiced.

Only a certain percentage of all proposals will go ahead. But it’s important to analyse your proposals in the same way you analyse your other billable projects. Abtrac users who keep a close eye on proposal projects can often reduce the time spent tendering, and increase the percentage of proposals that are approved.

Non-Current Projects

When a project is finished, you will archive the files. In Abtrac mark it as Non-Current. Likewise if a proposal is not accepted, mark it as Non- Current.

When projects are made Non-Current, they are filtered out of reports and drop down lists. No further project costs can be added to them.

But a Non-Current, Billable Project will still appear in current ‘WIP to be Invoiced’ reports if there is any unbilled WIP against the project. To remove this WIP, it should either be assigned to an existing invoice for the project, or a new write off invoice should be raised. This also applies to proposals that were initially entered as billable.

DO NOT make a billable project not billable just to remove it from reports. If you take the tick out of the billable box Abtrac will treat this project as NEVER having been billable and historical reports will be distorted.

Notifications

The ‘Notifications’ button takes you to the ‘Send Notification’ page from where you can send notifications regarding the project to your employees.

Reports

The ‘Reports’ button takes you to the ‘Reports’ page from where you can view and print various performance reports for the project.

Synchronise with Accounting Package

The ‘Synchronise with Accounting Package’ button takes you to the ‘Match this Project with your Accounting System’ pop up box, from where you can synchronise the project with a selected accounting package.

Clone Project

The ‘Clone Project’ button takes you to the ‘Clone Project’ pop up box where you can select the options to clone into a new project.

Add New Project

The ‘Add New Project’ button lets you create a new project or proposal.

Delete

The ‘Delete’ button lets you delete the project if there are no related records. If there are related records, the ‘Project Details Related Data’ pop up box appears which gives a list of related records and prompts you to delete them before deleting the project.

Clear Sync Status

The ‘Clear Sync Status’ button automatically deletes the sync status of the project if the project is already synchronised with an accounting package.

Save Project Details

The ‘Save Project Details’ button saves the entries in the project details page.

Project Code

Project codes are alphabetical or numeric, or a mixture of both. Even though Abtrac automatically generates the Project Code, it can be over-written at any time. The only thing that will prevent you entering a project code is if the same code has been used for another project.

To set the incremental numbers for project codes you can manage this through the Administration >> Settings >> Invoice and other office settings pages. You can set your project Code preferences through the Administration >> Settings >> System Settings page.

Proposal Number (System Generated)

Proposal codes are alphabetical or numeric, or a mixture of both. These are also potential billable projects. You still want to recover money for them but you’re just not sure if you can yet.

To set the incremental numbers for proposal codes you can manage this through the Administration >> Settings >> Invoice and other office settings pages.

You can set your proposal Code preferences through the Administration >> Settings >> System Settings page.

Confirmed Date

When was the project/proposal confirmed.

Current

Indicates if this is an item of interest i.e. still in progress. If not, make it non-current to reduce the numbers of items in lists for quicker timesheets, reporting, and any other areas that require a list of projects.

Billable

Are you going to invoice anyone for this work.

At Work

In timesheets and in productivity reports we can report percentages chargeable based on several quotients.

If someone is supposed to work 40 hours in a standard week but they work a total of 45 hours in a week, being 36 hours chargeable, 1 hour admin/meetings and 8 hours annual leave then we have various ways of expressing their productivity.

Standard hours are 40, so % chargeable based on standard hours is 36/40 = 90% chargeable

Total Hours are 45, so % chargeable based on total hours is 36/45 = 80% chargeable

But 8 hours was annual leave, so % chargeable based on ‘At Work’ hours is 36/37 = 97.3% chargeable (assuming the 8 hours annual leave was entered against and annual leave project code which would be one of a small number of special project codes which are not ‘At Work’).

If you have a look at any of the timesheet entry screens you will see all 3 quotients at the bottom of the timesheet.

The ‘At Work’ tick is applied to relevant jobs in the Job Details page, as below. As users enter time against a project they don’t need to do anything specific.

Project Details page

Jobs that wouldn’t be ‘At Work’ would be Annual Leave, Public Holidays and other codes where the employee is on the payroll but not doing anything work or admin related.

Synchronised

Indicates if this project has been synchronised with your accounting package during an invoice upload process or by clicking the synchronise button.

Open Project

Within Abtrac there’s an option to restrict employees to projects they are specifically assigned to. This is used where you want some people entering their timesheets to only see selected projects e.g. you want a subcontractor or part-timer to enter their own timesheets but you only want them to see the project they’re supposed to be working on. 

It is managed by a combination of the user group the person is in, coupled with entering their name in the Project People list for a particular project, then finally making sure there is no tick in the Open Projects tick box. If there is a tick in the Open Projects tick box, then anyone can enter time to the project.

But whether the Open Project has a tick in it or not, it will only affect people where “Limit To Employee’s Projects” is ticked in user group management, otherwise the Open Project setting will have no effect.

Sign Off Required

This indicates if there is a requirement for this Project timesheets to be signed off by an administrator or third party person.

Project Description

This is how you would talk about the project/proposal in the office. You normally don’t use numbers to talk about the projects in person. An example description would be an abbreviated address or some descriptive text.

Project Owner

Who is the person primarily responsible for this project.

Project owner is a name that your organisation can change in the Administration >> Settings >> System Settings area. Sometimes it will be manager, director, or something similar.

If you cannot see someone in the list or want to remove someone, the owners are managed through the Administration >> Employees >> Owners section.

Projects Owner 2

Who is second in command for this project.

Project owner 2 is a secondary name that your organisation can change in the Administration >> Settings >> System Settings area. Sometimes it will be manager, director, or something similar.

If you cannot see someone in the list or want to remove someone, the owners are managed through the Administration >> Employees >> Owners section.

Project Status

The status of every project can be maintained as it progresses from inception to completion and beyond.

The list of status can be managed through the Administration >> Maintenance >> Project Status screen.

Project Type

The Project Types is where you can enter the types of projects the business wants to classify its work by.

The list of types can be managed through the Administration >> Maintenance >> Project Types screen.

Comments

Are there any additional comments you want to make about this project.

Project Address

This section allows you to say exactly where the project is and you can show it on google maps if you have this enabled.

Address 1, Address 2, City, State/Region, Post Code, Country, Latitude, Longitude

Address details similar to what you will see in mapping programs such as navigation software or Google Maps.

Other Details

Comments about the address

View In Google Maps

Opens the address in google maps if the format is correct.

Interactive Google Maps

Shows you the address and allows you to see other projects within a certain radius of this selected project. You can also update the latitude and longitude from this screen.

Append Address

Appends the address 1 and 2 to the project description field.

Scope

Scope of the project

Creation Date

This is the date that you first found out about the project/proposal. This doesn’t mean it’s the date that you start any work.

Expected Start

When do you expect to start the work.

Expected Completion

When do you expect to finish the work.

Actual Completion

When did you actually complete the work.

Stage Required

Are stages/tasks required in timesheets.

The default tick for this is coming from the Administration >> Settings >> System Settings section, but you can overwrite this on a project by project basis.

Activity Required

Are activities required in timesheets.

The default tick for this is coming from the Administration >> Settings >> System Settings section but you can overwrite this on a project by project basis.

Work Item Required

Are work items required in timesheets.

The default tick for this is coming from the Administration >> Settings >> System Settings section but you can overwrite this on a project by project basis.

Comment Required

Are comments required in timesheets.

The default tick for this is coming from the Administration >> Settings >> System Settings section but you can overwrite this on a project by project basis.

Office

What office does this project belong too.

Team

What team is responsible for this project.

Department

What department is responsible for this project.

Win/Loss Reason

Project Win/Loss reason

Work Source

What source did you get this work from.

Work sources can be managed from the Administration >> Maintenance >> Work Source screen.

Work Source Details

What further details about the work source are there.

Work source details can be managed from the Administration >> Maintenance >> Work Source screen.

Referred From

Who referred you this project.

Your referees can be managed through the Administration >> Maintenance >> Referred from Screen.

Next Milestone Date

When is the next milestone for this project.

Next Milestone

What’s happening on this date.

All milestones can be found in the Clients, Contacts, Projects menu option under Project Milestones.

File Path

Default file path can be set up using the Browse button, so that users can find the folders and soft copy files with details and related information regarding the project.

To use this feature, you need to install a Google Chrome Extension https://support.abtrac.com/2018/08/31/abtrac-job-documents/

Follow Up Date

Date by which to follow up on the proposal status

Follow Person

The employee who does the follow up

Follow Up Notes

Notes regarding the follow up

Abtrac V5 Desktop and Browser V3 End of Life Notice

If you currently use AbtracOnline, this article can be ignored. This is for the few users still using the old desktop system that haven’t upgraded since the new version came out in 2014.

Due to Microsoft software updates increasingly affecting Abtrac V5, we are unable to guarantee the old desktop version of Abtrac will continue to function. To save any frustration for yourself and your staff members, from March 31st 2023, we will no longer be supporting the Version 5 instance of Abtrac and the accompanying Abtrac V3 browser.

Between now and then, you can upgrade for free to our cloud instance of Abtrac Online, which has been available since 2014. For more details, contact us at support@abtrac.com  or call Pamela to discuss options and book a time for an upgrade.  Read more about the process of an upgrade here, or take a look at AbtracOnline and our pricing structure here.

As you will see on our website, Abtrac is Xero accredited. Through our API, we are able to do things with Xero that their affiliated products cannot. We are also MYOB certified developers and link to MYOB Essentials, MYOB Business and MYOB AccountRight. Abtrac is a Microsoft Developer Partner being the only product of our type on the Microsoft Marketplace down under.

As a valued customer, we hope you do move to AbtracOnline. Abtrac is a mature product, fully cloud-based, with thousands of people logging into it every day across New Zealand, Australia, South Africa, England, Canada and elsewhere.

Chart of Invoice Listing Report

The Chart of Invoice Listing Report gives two views of revenue earned.

A chart of the total amount invoiced per month, as well as a chart of cumulative amount invoiced. Both include a comparison to the previous calendar year/years.

These charts are useful as a visual representation of the performance of a company with regards to income earned, and to compare monthly and yearly performances.

The filter options allow you to view and compare revenue by office. You can also view performance by a selected client or job.

Chart of Invoice Listing report
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Repeat Clients Report

The Repeat Clients report gives a list of clients within a selected date range. Repeat Clients are those who have more than one associated job in the system.

This report may be used to show the relationship a job owner is cultivating with clients and any repeat work that is coming in from a client.

It can also be used to help assign job owners to a job by reviewing any history they have with a client.

Repeat Clients – Between Dates report
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Chrome Update affecting Abtrac

Abtrac Status Update: Wednesday May 4th, 9:15am NZST/ 7:15pm AEST.

Resolved:

Abtrac is once again operational across all browsers. Thank you for your patience and understanding.

The issue was confirmed as a global event where current SSL logs stored within Google servers were retired as part of the latest Chrome update. Our SSL issuer GoDaddy.com was one of those affected, and issued a patch yesterday early afternoon around the same time that Google reactivated all retired logs.

GoDaddy has apologised for the disruption and are working on a longer term plan for robust validation logs. The technical response from Google for those interested is below:

https://groups.google.com/a/chromium.org/g/ct-policy/c/P3_hj9QmsLc/m/S9xohdAHAQAJ?pli=1

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Glossary: Client People

This page briefly explains all the fields available on the Client People Page.

Every client can have many persons of interest. In Abtrac, these are managed in the Client People screen.

You can search people from Clients, Contacts & Jobs >> Search People.

Most of the fields here should be self-explanatory but below are some further explanations.

First Name: The First name of the person

Last Name: The Last name of the person       

Title: Such as Mr, Dr, Miss etc

Role: The person’s role in the organisation

Phone: The person’s phone number

Mobile: The person’s mobile number

Email: The person’s email address

Address: This is the address description for where the people belong to

Current: Indicates if this person is a person of interest. E.g. Do they still work at the organisation

Main Contact: The person who is the main contact for the client. The main contact will be the person shown in the Job template report.

Mail Merge:  Ticking the mail merge allows a user to be added to the list of people in the Contact Group Management screen. This screen is designed to get lists of people for emailing in groups. From Clients, Contacts & Jobs >> Contact Group Management.

Accounts Contact: Is this the person who is the accounts contact for the client

Comments: Any comments associated with the person. I.e. “This person replaced Brian when Brian was on leave”.

Contact Groups: What contact groups does this person belong to? This can be used for exporting groups of people from different organisations. An example of use for this would be for Christmas Cards

Glossary: Client Address

This page briefly explains all the fields available on the Client Address Page.

Every client can potentially have many addresses for site addresses, deliveries, invoicing etc. In Abtrac, these are managed in the Client Addresses screen.

You can search addresses from Clients, Contacts & Jobs >> Search People.

Most of the fields here should be self-explanatory but below are some further explanations.

Address Description: The Address description is a way to differentiate between addresses. Abtrac users typically put in things like “Normal Billing Address” or “North End Branch Address” if a client has more than one branch in town. Another example is the difference between the “Site Address” and the “Office Address”.

This field is handy when selecting address quickly for the Client Invoice Defaults, Job Billing Details, and Invoicing.

Current: This indicates whether the address is a place of interest no longer used.

Main Address: This indicates the address most frequently used by the client when there are multiple addresses.

Copy Delivery To Postal: The Copy Delivery to Postal option lets you enter the delivery address, then clicking Copy Delivery to Postal, copies it to the Postal Address, saving double entry.

Address lines 1-5 and Post Code: Since Abtrac is used globally, there are different formats of address terms, such as the states, provinces, city, town etc., for different countries.

We have allowed you to use whatever fields you like in your invoice, account rendered, receipt and other templates.

Glossary: Client Invoice Defaults

This page briefly explains all the fields available on the Client Invoice Defaults Page.

For more complicated fields, there will be links provided to supporting articles.

What are Client Invoice Defaults:

Invoice Defaults are used to populate the Client Details of an invoice when generating an invoice for this client.

Should you use Client Invoice Defaults or Job/Project Billing Details?

When there is one set of criteria for invoices, regardless of how many Jobs/Projects there are created for this Client, you can use the Client Invoice Defaults.

However, in most cases, Job Billing Details are used for this information as there are more options available. For people using only basic invoicing features, then Client Invoice Defaults is a good alternative.

What if I have entered information into both?

The rule of thumb is that if conflicting Job Billing Details are entered, the Job Billing Details will take precedence over the invoice defaults.

If there are no Job Billing Details, then Invoice Defaults will be used.

Invoice Alternate Name: Used if the invoice name is different from the client name

Invoice Recipient: This selection box will automatically populate all the recipient details if you have entered information in the Client People Screen.

Invoice Recipient Role: The role of the person who receives the invoice.

Invoice Recipient Email: Email address used for who will be sent the invoice. You can add multiple people by separating them with a semicolon (the same as Outlook or Gmail).

Client GST/ABN: The client’s own GST/ABN number if they require you to show it on the invoice.

Invoice Default Address: This selection box will automatically populate all the address details if you have entered information in the Client Address Screen.

Postal Line 1: Postal Address to show on the invoice.

Postal Line 2: Postal Address to show on the invoice.

Postal Line 3: Postal Address to show on the invoice.

Postal Line 4: Postal Address to show on the invoice.

Postal Line 5: Postal Address to show on the invoice.

Post Code: Postal Code to show on the invoice.

Purchase Order Required: Indicates whether a purchase order is required when creating a Job/Project.

Default Purchase Order: The default purchase order when creating a Job.

Never Add GST: If ticked, the invoice won’t add GST unless you specifically change the option on the invoice.

Invoice Terms: This allows the terms to be specific to the client rather than the system default invoice terms.

Due Date Calculation: This allows the due date to be specific to the client rather than the invoice system settings’ default due date.

Day/s: This allows the day’s calculation to be specific to the client rather than the invoice system settings’ default invoice days calculation.