Description of program reports

Under the menu item Reports you can generate a number of reports for follow-up. Below are some brief descriptions of each report.

The purpose of the report is to follow up the profitability. For example, you can see details of the customers and tasks the agency earns the most and the least from, and if fixed priced tasks have been profitable or not. You can monitor all types of task irrespective of the pricing that has been used.

The report covers all registrations included on both approved and unapproved invoice bases. Costs are calculated by multiplying time worked by the cost per hour for the employee concerned.

The column shows the amount based on registrations in the selected period that is not yet invoiced. The data is retrieved from time registrations within the selected period for hourly rate and transaction price and from Fixed price invoice plans.

Registrations included on approved and unapproved invoice bases. Here, the time registrations that are connected to the invoice basis are included. Example: You create an invoice basis set until 20YY-06-30. All time registrations up until this date will be included in the amount. Also the amounts from the fixed price invoice plans that have a date in the selected period will be included.

Note that for the fixed price, the invoiced amount could be different from the invoice plan, depending on the invoice date and how time registrations are spread during the period. See more details in General about reports Examples - valid for all reports except the Fixed price report.

Invoiced amount for the corresponding period previous year.

Cost for the employees (Setting - Employees - Basic information, Cost per hour) multiplied by registered hours in the selected period.

(To be invoiced + Invoiced amount) - Costs.

Contribution margin / (To be invoiced + Invoiced amount) x 100.

Contribution ratio (%) for the corresponding period previous year.

The aim of this report is to measure efficiency, that is to say how great a proportion of time worked has been invoiced to the customer. For example, you can monitor utilization ratio per employee or for the agency as a whole. Utilization ratio is expressed as a percentage and is calculated by dividing invoiced hours by registered time worked.

The report covers all registrations included on both approved and unapproved invoice bases. The program can calculate utilization ratio irrespective of task pricing.

See Invoice basis for different pricing for more information on how invoiced hours are calculated when pricing is applied per transaction or for fixed price.

Displays all time registrations made in the selected period, both invoiced and not yet invoiced. The time registrations that are not yet invoiced are only included if the checkbox Chargeable time is marked.

For price per hour the value is fetched from the chargeable time field in the time registrations made in the selected period.

For transaction prices the value is calculated as the number of transactions multiplied by estimated hours/transaction (added in the price list).

For fixed prices the value is fetched from the fixed price invoice plan, field Estimated hours.

Registered time that is included on an invoice basis. For a fixed price, the invoiced time is calculated by the system - See more details in General about reports Examples - valid for all reports except the Fixed price report.

(Chargeable time + Invoiced time) divided by Time.

Utilization ratio (%) for the corresponding period previous year.

The aim of this report is to provide a summary of how much work, not yet invoiced, that is registered in the program. The report therefore covers all registrations that are as yet not included in an invoice basis.

The report shows worked time, chargeable time and invoiced time for the selected period. If you have not added an invoice occasion for the period for a task with a fixed price, only the time worked is displayed. Note that the report excludes time registrations with chargeable time set to 0 since they will have no impact on the invoicing.

The column shows how much time that has been registered, but is not yet invoiced. For price per hour and transaction price, time registrations in the selected period are included.

Hours registered on a fixed price are not included.

For price per hour the value is fetched from the chargeable time field in the time registrations made in the selected period.

For transaction prices the value is calculated as the number of transactions multiplied by estimated hours/transaction (added in the price list).

For fixed prices the value is fetched from the fixed price invoice plan, field Estimated hours.

Number of transactions in time registrations made in the selected period.

Calculated from time registrations in the selected period that are not yet invoiced. For fixed prices the amount is fetched from the fixed price invoice plan.

The purpose of the report is to follow up the average rate per invoiced hour. The average hourly rate is calculated using the formula To be invoiced + Invoiced amount / Registered time.

The report covers all registrations included on both approved and unapproved invoice bases. When the checkbox To be invoiced is marked, time registrations that are not yet invoiced, will also included.

The column shows the amount based on registrations in the selected period that is not yet invoiced. The data is retrieved from time registrations within the selected period for hourly rate and transaction price and from Fixed price invoice plans.

Registrations included on approved and unapproved invoice bases. Here are the time registrations included that are connected to the invoice basis.

Example:

You create an invoice basis set until 20YY-06-30. All time registrations up until this date will be included in the amount. Also the amounts from the fixed price invoice plans that have a date in the selected period will be included.

Note that for the fixed price, the invoiced amount could be different from the invoice plan, depending on the invoice date and how time registrations are spread during the period. See more details in General about reports Examples - valid for all reports except the Fixed price report.

In this column, all time registrations made for the selected period will be displayed.

Invoiced amount / Registered time.

When the checkbox To be invoiced is marked, the average hourly rate is calculated as:

(To be invoiced + Invoiced Amount) / Registered Time.

Invoiced amount for the corresponding period previous year.

Time registrations made for the corresponding period previous year.

Average hourly rate for the corresponding period previous year.

The aim of this report is to follow up the profitability of the fixed price, by analysing the contribution ratio, the average hourly rate and the potential revenue if the task had an hourly pricing. The report is by default built on customer level, but it can be detailed by task and activity.

Tasks that have a price per hour or per transaction are not included in the report.

The invoiced amount and the estimated hours for a given period, will be based on the invoicing that was planned for the fixed price and for the specific customer and task. You find the pricing under the selected customer and the tab Pricing.

There are two ways to look at time registrations and corresponding costs in this report:

  • By default the report will include time registrations that are connected to the invoices you have selected. This means that a time registration will show up in the report if it was included in the invoice basis from the selected period, regardless of when the time registration was made. This option will help you to know what costs are associated with a specific invoice.
  • You can include time registrations for a specific period, regardless of which period is selected for the invoices, by choosing Time registrations in period. Use this option if you want to know the costs for a specific period, no matter which invoices those time registrations are connected.

The system will fetch all the invoice occasions that are planned in the period selected in Include invoice occasions in perioddate filter, no matter if they are invoiced or not.

The system will fetch all the invoice occasions that are planned in the period selected in Include invoice occasions in period date filter and which are not yet invoiced.

The system will fetch all the invoice occasions that are planned in the period selected in Include invoice occasions in period date filter and which are already invoiced.

Shows the estimated hours as per the fixed price invoice plan.

The registered time depends on what is selected in the Include hours and costs based on date filter.

Costs are calculated by multiplying time worked by the cost per hour for the employee concerned. Hours worked by inactive employees are always included in this report.

Is calculated as Invoiced amount - Costs.

Is calculated as Invoiced amount / Registered time.

Revenue if invoiced hourly is calculated using the formula Registered time * Price/hour (based on the price list that is set on the customer).

Deviation from potential revenue is calculated using the formula Invoiced amount - Revenue if invoiced hourly.

The report displays a summary of actual- in comparison with planned invoicing. For Price per hour and Price per transaction the amount is calculated based on the resource planning and the price list linked to the customer. For fixed prices the pricing added in the fixed price invoice plan for the task is used.

The column will show the Invoiced amount for the corresponding period in the previous year.

Price per hour and Price per transaction: Hours added in the resource planning multiplied by price in the price list.

Note that from the resource planning the total number of hours from the entire month is fetched. Hours are only included in the calculation if the period in the report includes the 1st of the month.
Example: You have added 20 hours in the resource planning for June. You add the period 20YY-06-01 – 20YY-06-30 in the report, the 20 hours will be included in the calculation. If you instead add the period 20YY-06-15 – 20YY-06-30, the 20 hours will not be included.

Fixed price: The amount is fetched from the Fixed price invoice plan added for the customer and task.

Note that the set invoice date in the fixed price must be included in the period selection to be included in the calculation.
Example: You have added 20YY-06-30 as the date of invoice in the fixed price. You add the period 20YY-06-01 – 20YY-06-30 in the report, the amount will be included in the calculation. If you instead add the period 20YY-06-01 – 20YY-06-15, the amount will not be included.

The amount is based on time registrations in the selected period that have not yet been invoiced. The data is retrieved from time registrations within the selected period for hourly rate and transaction price and from Fixed price invoice plans.

Registrations included on approved and unapproved invoice bases. Here are the time registrations included that are connected to the invoice basis.

Example: You create an invoice basis set until 20YY-06-30. All time registrations up until this date will be included in the amount. Also amounts from fixed price invoice plans that have a date in the selected period and which are already invoiced will be included.

Planned invoicing - (To be invoiced + Invoiced amount)

Deviation from planned invoicing / Planned invoicing x 100

The report shows a summary of actual spent hours in comparison with planned hours. By marking the Previous year checkbox , columns with invoiced time and registered time previous year is added.

The column will show registered time for the corresponding period in the previous year.

The column will show the registered invoiced time (chargeable time) for the corresponding period in the previous year.

Hours in the Planned time column are fetched from the Resource planning.

Note that you must include the 1st of the month in the period selection to include the data.
Example: You have added 10 hours in June in the Resource planning. You set the Period to 20YY-06-01 - 20YY-06-30 in the report => the hours from the Resource planning will be included in the report. If you instead base the report on the period 20YY-06-15 - 20YY-06-30 => the hours from the Resource planning will not be included in the report.

In the Registered Time column you will see all time registrations made for the selected period.

Planned Time - Registered Time.

Shows the deviation as a percentage.

This report provides a summary of all time registrations made for the selected period, irrespective of whether or not they have been invoiced.

Values for this column are fetched from the Time Registration dialogue and the field Refers to Period. If the Refers to period field is not used in the Time registration dialogue (setting under Agency settings - Time and outlays) the field will still appear in the report.

Displays all time registrations made in the selected period, both invoiced and not yet invoiced.

In this column, the values entered as Chargeable time in the Time registration are displayed. If the chargeable time field is not used in the Time registration dialogue (setting under Agency settings - Time and outlays), the value in the column will be the same as Registered Time.

For a fixed price, the invoiced time is calculated by the system. See more details in General about reports Examples - valid for all reports except the Fixed price report.

If you have the pricing Transaction price for one or several tasks, the number of transactions made during the selected period will be displayed.

If you have added Internal notes on the time registrations, the notes will be displayed in this column (provided the checkbox Show notes is selected). If the Internal note field is not used in the Time registration dialogue (setting under Agency settings - Time and outlays) the column will still appear in the report if the checkbox is selected.

If you have added invoice text on the time registrations, the text will be displayed in this column (provided the checkbox Show notes under Include is selected). If the Invoice text field is not used in the Time registration dialogue (setting under Agency settings - Time and outlays) the column will still appear in the report if the checkbox is selected.

This column shows the invoice basis number in which the time registration is included.

Note that if a time registration is not yet invoiced (not included in an invoice basis), no value will be displayed.

If you don't have an integration with Payroll or Visma Lön 600, this report provides you with the information you require to calculate salaries. You can see how much time your employees have worked and their absences - day by day. In the payroll basis you can also see normal working hours and time bank balances. The time bank shows opening balance, the balance for the selected period and the closing balance.

Read more in Time registrations in Practice management with Payroll integration or Export time registrations to Visma Lön 600 if you want to learn more about the integrations.

Note that this column will only be displayed when you, under Structure, have selected Employee in Level 1 and have no selection made for Level 2 and 3.

The column shows the Time bank opening balance and is fetched from the Adjust time bank dialogue for each employee (Settings - Employees - Work schedule).

Registered time in the selected period. In this column both hours registered on customers and Internal time are included.

If you have registered Absence [002FV] you will get one column per absence type. In each column the registered time on the absence type is fetched.

Fetched from the schedule added for the employee. Only days marked as completed will be included in this column.

Changes in the time bank in the selected period

Days that are completed will get a Yes in the column

Note that this column will only be displayed when you, under Structure, have selected Employee in Level 1 and have no selection made for Level 2 and 3.

Calculated as OB Time bank - Changes Timebank during the period

The report provides a follow-up of how many hours an employee/employees have registered on customers in relation to total hours worked.

This column displays how many hours are registered on customers in the selected period (fetched from the Time field in each time registration).

Time registered on Internal customer [001IT] (meeting, education etc).

Registered customer hours + Registered internal time.

(Registered customer hours / Total) x 100.

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