Project Time Report
Last updated
Last updated
It is possible to generate several reports in the system. This guide presents how to generate a project time report, but other reports can also be accessed via the same menu. It is up to each individual how specific the report should be. You only need to fill in the fields that are of interest.
Project time report is a detailed report presenting all registrations (time, expenses, allowance, milage, additions, articles) made in the system. A registration will be presented in the report when it is registered. NOTE! You can also find a report called Project Time Report in the Invoicing module. This report will only contain transactions processed in the invoicing module.
Go to Follow-up in the main menu and select Reports. Then click on Project time report in the report menu. The range of reports may vary because of different settings and also because of which system modules activated.
Date selection must always be done. It is not possible to create a project report without first selecting a date range. Select the dates by typing them directly or using the calendar next to each box.
The project time report is always presented per project. The project report under Follow-up contains all recorded time. The time does not need to be locked to be included in the report. In the PDF report, summaries are obtained activity, activity type and performer for each project.
To create the report, a number of filters can be used. Most filters apply to projects. Example: When you select Company in the filter, the projects belong to the selected company. The same applies to Profit center, which refers to the Profit center to which the project belongs.
The User and Group filters are used to narrow down the report and look at transactions registered by a specific user or group of users.
For example, if you only want to see a specific user's reported time, select the relevant person in the User selection list. Project leader and Invoicing manager are used when filtering the selection based on who is designated as these in the project. Click on the Excel or PDF button depending on which format you want to generate your report in.
The more selections are made among the filters, the narrower the outcome of the report will be. Example: If a project is selected in the selection list of projects, and a user is selected in the selection list of users, the report created will contain all the data the selected user has reported in the selected project. In addition, if a specific activity is selected in the selection list for this, the report will be further narrowed and will only contain the transactions of the selected activity (in the selected project and by the selected user).
If the filtering field is presented as a search box and a magnifying glass after the selection list itself, it is possible to enter a search term. The drop-down list on the left then shows hits that contain the search term. This can make it easier when, for example, there are many users or projects in each selection list to select from.
In this example, we want to follow up absences via project reports. By selecting a specific activity you can limit to data based on the current activity. Select which activity you want to generate your report on. In this example, we use the activity Sick and the activity type Absence. If you want to include all absence activities, skip the activity field. The selection is then based solely on the other choices you have made.
If there is no data recorded that matches the selection, no report can be generated. This is indicated by a message. If you know that there should be information, you can check that the period and the selections you have made are correct, or try to select other parameters.
When you generate the report as a PDF, it opens automatically for review. In the report you can follow up the time registered by users. By default, the project number, profit center, user and project name are displayed. You always get a total sum, regardless of the selection you make.
Select which activity type you want to generate your report on, internal or external time. The name and number of activity types to select from vary depending on the settings for your company. Customize as needed other information such as date intervals, specific users and projects, etc. You select how specific you want your report to be.
To manage activity types go via Administration - Settings - Project - Activity list/type. Also make sure to tag the activities to be included in the list of activity types with the correct activity type. The list of activities can be found under Administration - Settings - Project - Activity.
At the bottom, you find check boxes which can help to exclude/include certain types of data in the project report being created:
No page break affects the pdf report and removes any page breaks. If the box is not checked, the report is sorted with one project per page and can then result in the report being very many pages.
For example, if you want to include only registered time in the report - and thus exclude items in the form of Allowances, Articles, Expenses, Additions and Driver's log, the boxes for these types are unchecked. Just make sure that the check box for Activities is kept.
Individual records should usually be kept unchecked, as this is what allows all the individual records to be included in the report. If the box is unchecked, only the totals per activity, activity type and user are presented. This applies to both the pdf report and the excel report.
Internal note adds notes made by the timekeeper in the Internal note field which may be activated in the time reporting. NOTE! If the internal note field is not visible in the time registration view, the field may need to be activated by a configuration for your company. Contact support for help with this.
Billable time affects the pdf report in that the billable time recorded by the timekeeper is presented when the box is checked. If you want to compare registered billable time against registered attendance time in the pdf report, you must first print a report where the box is checked, and then a report where it is unchecked.
If you instead print the report in Excel, you will get the billable time in the column Billable time and the actual registered attendance time in the column Attendance. Auto-sum these two columns for comparison.
Billable time is an authorization the timekeeper may have the right to enter in the time registration view. The right is obtained by being a member of a group with the right set. See the section on Billable Time in the Time Registration View the learn more about "billable time" and in the section Group with Rights activate the function for a user group.
