Activating your Abtrac Subscription

When you Go Live with AbtracOnLine you’ll be sent an email confirming your site is live, and letting you know your login details.

Once you’ve logged into Abtrac you’ll need to go to the subscriptions page and enter your payment details to activate your site.

Part of this activation includes a digital confirmation that you have read and accepted our terms and conditions of use.

Once we receive your credit card details your monthly subscription will then be activated and will continue for as long as appropriate and timely payments are being made. Read on for instructions on how to activate your site.

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Creating a Purchase Order

A purchase order can only be created for an entity we call a Sub-Consultant.

Sub-consultants and contractors are managed and linked to projects in Abtrac through the tasks module.

Before creating purchase orders you’ll need to have created Sub consultants within Abtrac. For more information on Sub consultants and sub consultant invoices please refer to this knowledgebase article.

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Managing Sub-consultants

You can use sub-consultants in Abtrac if you outsource work to third parties, and need to manage them over the duration of one or more projects.

They may submit invoices for you to authorise and pass on directly to your client for payment. Alternately they may submit invoices to you which you pay and then you invoice your client as if the sub-consultant is part of your team. At that stage you may also apply a margin to the sub-consultant invoice.

The essential feature is they are submitting their claims as a series of creditor invoices as they work through their contract requirements on projects for your clients. You need to know what they have already invoiced, what is this particular invoice for, and how does it fit within the contract agreements you have with them.

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Managing changes to your subscription

From September 1st 2017 we are changing the way we manage adjustments to your Abtrac subscription.

We’re moving to a more automated licensing system, leaving you in control of your licensed employees and your monthly licence fees.

AdjustSubscriptions_2NZ

When you make a change to your employees (or add-on modules) you’ll now be asked to confirm this change – and acknowledge any resultant change to your subscription fees. Read on for more details on what’s involved in the new system, and how it may affect your current AbtracOnLine subscription.

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Using Home page widgets

From Friday Aug 25th, 2017 there will be an update to Abtrac involving a noticeable change to the home page.

Your current home page will change from this

To this

We have introduced a small number of dashboard items as “widgets” which you can control for each user group in your office. This is in response to several requests for more dashboard-like features.

Read on for a discussion of each of the new Home page widgets, and details on how to control them from Administration > Employees > User groups and Privileges.

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Auto Generate Invoice – Fee total with narration

In AbtracOnLine you can create invoices automatically from your project task and timesheet data.

The Auto Generate by Fee total with narration option creates an invoice with a pre-filled narration paragraph and then inserts the total time fee onto a single line. You can choose to itemise disbursements, or exclude them from the automatically generated invoice.

Invoice by Fee total with narration invoices look like the examples below.

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Abtrac Notifications

From time to time we send important information regarding Abtrac to all users via internal notifications.

AbtracNotificationsWhen 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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Transfer Projects

In Abtrac you can transfer a project from one client to another using the project transfer function.

This feature is most commonly used where:

  • a project has been assigned to an incorrect or duplicate client
  • or where a project managed via a referral/intermediary client can now be managed directly.

It is not possible to merge two projects/jobs belonging to the same client.

This article is for AbtracOnLine, follow this link for the Abtrac 5 version

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Printing invoices to letterhead

The invoices that are sent to your clients directly from AbtracOnLine can all be styled to suit your corporate image. A customised invoice layout design will include your company logo and styling on any invoice sent via email or printed from AbtracOnLine.

If on occasion you still wish to print and post your invoices using pre-printed stationery then you can choose to hide your company logo from your invoice header and footer.

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Chrome Update Version 57.0.2987

Issue Logged: 27/03/2017 08:47 NZDT
It’s come to our attention that the latest Google Chrome update released Friday 25th March is causing issues with some data entry screens in AbtracOnLine, including timesheets.

If you have already updated to Chrome Version 57 then we would ask you temporarily to run AbtracOnLine using Firefox or Internet Explorer (preferably Microsoft Edge if you are using Windows10).

AbtracOnLine is not the only site affected by these changes and we are working both in house and waiting for further updates from Google and our database partners to resolve these issues.

We will add updates to the status of this issue both in this post, and through notifications within AbtracOnLine.

We appreciate your understanding as we work with others to provide a prompt resolution.

Resolved:
Progress Update: 24/04/2017 06:55 NZDT

Abtrac Version V6.04.17.4758 was published on April 21st and has resolved issues users were experiencing when running Abtrac with Google Chrome v57.

On April 20th Google Chrome also announced an updated version (Chrome 58.0.3029.81) which will roll out to all desktops in the coming weeks. It is purported to contain a fix for the .asp call back problems introduced four weeks ago. The wider development community are currently continuing testing of this new version, including our component providers at DevExpress.

Although Google have announced a solution we’ve released an updated version as planned.

We have appreciated your patience and understanding dealing with this unexpected issue over the past month.

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Invoice Terms: Attachment Documents

Throughout Australasia it is a requirement where the work is part of a construction claim to include a reference to  the claim or to the specific payment terms of your invoices.

In NZ the legislation includes the Construction Contracts act, and in Australia there are the various Security of payments acts which govern progress claims.

You can upload a default document from the Administration pages  within Abtrac to ensure these payment claim terms attach to every invoice sent from AbtracOnLine.

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Using the Accounts link, how to create invoice export batches

If you haven’t used the accounts link before you might need to check or configure your invoice and accounts settings.

You can add and configure interfaces yourself to the following Accounting packages:

The Abtrac support team will assist you to configure the link between other popular packages; including MYOB AccountRight Classic (v19 or earlier), QuickBooks, Quickbooks OnLine, Reckon Accounts, Reckon One, and Sage.

Once you’ve configured your accounting interface settings the link from Abtrac to your accounts link is ready to use.

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