In Abtrac you can set up a third party sign off for a job if required. This feature comes useful if the job involves work at a third party site and requires a sign off/acknowledgement from someone at that site.
Setting up 3rd Party Sign Off
To set up 3rd party sign off, go to Clients, Contacts & Jobs >> Search Clients and Jobs >> click on the relevant job code to go into the Job Details page.
The 3rd Party Sign Off tab on the left will be disabled by default.
To enable this tab, tick the Sign Off Required box indicated on the right and then click on the Save Job Details button.
Now, click on the enabled 3rd Party Sign Off tab to go into the Job 3rd Party Sign Off page.
Click on the ‘+’ button to add the ‘Job Person Name’ & other details and save.
Here you can add the name of the third party who needs to sign off and also the name of the person/persons to whom an email acknowledgement of the sign off needs to be sent.
The names can also be selected from the dropdown list in the ‘Job Person Name’ field.
The names in this list comes from the Job People tab in the Job Details page.
Obtaining 3rd Party Sign Off
Once a timesheet has been entered for a job requiring 3rd party sign off, go to Time & Disbursements >> Timesheet Sign Off >> click on Obtain Sign Off to go into TimeSheet Sign Off Selection page.
Select the relevant job from the dropdown list.
Now, select a single/multiple timesheets and click on the Obtain Sign Off button to go into Timesheet Sign Off page.
Select the relevant job person’s name from the dropdown list and get their signature in the space provided.
Click on the Submit Timesheet Sign Off button to complete the sign off process.
A pop up box appears to confirm that the timesheet lines have been signed off and an email has been sent to the relevant persons.
The below email will be received by the recipients with the timesheet sign off record attached as pdf.
The pdf attachment can be kept as a record of the timesheet sign off by the 3rd party.
Alternately, you can also tick the ‘No one On Site’ tick box and submit.
From Time & Disbursements >> Timesheet Sign Off >> click on Manage Sign Off to go into Manage Timesheet Sign Off page.
From this page, you can view the details of the sign off and if required, export the data.
Abtrac KB# 2153