Adding a percentage to disbursements

One of the ways to apply a margin to disbursements in Abtrac is to apply the mark up percentage based on disbursement types.

Under Administration >> Maintenance >> Disbursement, you can add an ‘adjustment’ to a disbursement type.

For this mark up to take effect you also need to confirm Disbursement Margin rules from Administration >> Settings >> System Settings >> Timesheets & Disbursements.

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Managing Invoice Line Groups

In Abtrac, you can easily manage the positioning and grouping of various invoice lines.

Go to Administration >> Settings >> Invoice Line Control Settings to edit your Invoice Line Control Settings. Here you can edit the invoice line types, enable grand total for progress claim invoice, enter a grant total footer narration, edit different control labels, etc.

Go to Invoices >> Load Invoices >> click on the relevant ‘Invoice No’ to go to the ‘Invoice Management’ page. Click on the ‘Report Options’ button and then click on ‘Print Preview’ in the menu that appears, to preview the invoice. The invoice might start like the below.

Now, go to ‘Invoice Management’ page as before >> then click on ‘Invoice Lines, Narratives and Amounts’ section >> now click on the ‘Manage Subtotal Groups’ button under ‘Invoice Line Details’.

Let us group the invoice lines into three groups. One, for the first two lines above, one for the grouping of the disbursements to add the subtotal, and then one for the discount line.

Expand the group by clicking on the button indicated. Now select the disbursement lines and click on the + button to group them.

The disbursement lines will have been moved into a new group which is showing as ‘Subtotal Sort Order’ 1.

Choose Text/Value, and also set other fields as indicated.

Having a quick look at the preview shows the subtotal and indenting for the disbursement group. We still need to move the discount line into its own group below the disbursements.

Go back to ‘Manage Subtotals’. Click on the discount line, then click on the + button again to make a third group.

Now there is a third group added, with ‘Subtotal Sort Order’ 2.

The preview now looks as it needs to look.

Abtrac KB# 2123

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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Timesheet Entries Reports

The Timesheet Entries report shows : timesheet comments, timesheet units and the total charge/cost extension for each timesheet line. It also provides detailed entries for employee and company disbursements.

There are quite a few variations on the ‘basic’ timesheet entries report with options for lots of different filters, groups and sub-groupings.

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Disbursement Types

Disbursements are categorised and reported on in Abtrac by disbursement type.

From Administration >> Maintenance >> Disbursement, you can maintain a list of disbursement types and groups, and define the system settings for tax, reporting and employee reimbursements.

In this disbursement maintenance screen, there are a number of settings to choose from, details on each of the options are described below:

Name  The name of the disbursement.
Current If the disbursement is current or not.
Default Unit Charge* The default unit charge rate to the client.
Default Rate Includes Tax This determines the cost/charge rate extension. A disbursement can be entered as inclusive or exclusive of tax. Reports in Abtrac show all dollar values (time and cost) as amounts excluding sales tax. If ‘Includes GST’ has been ticked, the expense can be entered as it was incurred, which usually makes more sense for the person entering it. The value shown in reports will be based on the entered amount – less tax.
Default Unit Cost* The default unit cost rate to your company.
Disbursement Group This is really just for internal use, only the Disbursement Types report from this screen includes Disbursement Groups.
Employee Disbursement This determines whether this disbursement type is available in the Employee Disbursement entry screen.
Assign GL Codes This is used with the Abtrac Debtor Upload – which links your invoices to your accounts package: MYOB, Xero, QuickBooks etc.If you have a multiple invoice line upload, and you generate invoices automatically then you might find it useful to include the expenses code from your accounting system for your disbursement types. This will then export any disbursement lines to an expense code, rather than the default revenue code.
Adjustment In Abtrac, you can apply a margin to disbursements. The mark up percentage applied can be based on the disbursement type. More on this can be found in the article
Employee Reimbursement Rule The options for reimbursement reports are: Cost, Charge, and the Amount as Entered.
Employee Reimbursement Add GST This ensures the employee is reimbursed the GST inclusive amount
Auto-Add This enables a pop-up to auto-add a disbursement when a  new job is created. Ticking this box reminds you to add the expenses incurred when creating a new job.


*For disbursement types where the rates are unknown
Within the disbursement entry screens, you can adjust the default rate (value) which will also update the charge extension. However the cost rate is fixed and not editable from this screen.


For disbursement types where the rates are unknown and can vary (such as flight travel) we recommend entering the default and charge rates as 1.00, and setting the employee reimbursement rate as ‘Amount as entered’. This will ensure your numbers in reports and reimbursement forms remain accurate.

From System Management > Administrator> Disbursement Types you can maintain a list of disbursement categories and define system settings for tax, reporting and employee reimbursements.

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