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Version: 8.5

Project/task reports

Access: Project management → General project reporting → Project reports/Task reports

This is a comprehensive project report. This report is generated monthly for selected projects. There is a batch for generating this report, in which projects can be selected for report generation.

It calculates amounts from project-related items such as tasks, timesheets, expense lines, order lines, invoice lines, and stock movement lines.

This report is generated by project and by task. It is also important to note that all sub-projects of the selected project will be taken into account for the calculation of this project report. There are two main types of values calculated in the project report: one is time-based, where everything is calculated in days, and the other is financial, where everything is calculated in the company's currency.

Production: for example, in the Production section at the top of the page, you will find information about the progress of the task in relation to what has been produced (including time spent, fixed price, etc.). Several tabs with detailed information are available on the report sheet.

Information tab​

info

In AOS, two types of calculations are possible:

  • A calculation for the period;

  • A calculation from the start of the project.

These two calculations give you an overview of the project.

In the reports, you will find indicators that allow you to track the progress of a project or task.

In the Information tab, you will find several sections:

  • Initial:

  1. Initial sales: total ‘sales amount’ of the initial lines related to the project or task. Including all lines with a date prior to the end of the reporting period.

  2. Initial cost: total ‘cost amount’ of the initial lines related to the project or task. Includes all lines with a date prior to the end of the reporting period.

  • Period:

All fields here display the total for the current reporting period.

  1. Current theoretical turnover: this is the sum of the pre-tax sales amount of all relevant lines covered by the report and related to the project or task for which ‘To invoiced’ is true. It also includes the ‘Task progress percentage * Company W.T.’ field for fixed-price tasks.

  2. Current cost: this is the sum of the costs for all relevant lines covered by the reporting period and linked to the project or task.

  3. Current Invoiced: total amount of broken down customer invoice lines whose invoicing deadline falls within the reporting period and is linked to the project or task. Here too, the invoice line amount may be proportional to the dates included in the reporting period based on the deadlines.

  • Total:
  1. Total real turnover: the calculation of this field depends on the Project turnover calculation selection in the Project Management application settings in the Project Reporting section.

  • Depending on production only: the total amount is calculated by simply adding the ‘current theoretical revenue’ and all previous ‘current theoretical revenues’.

  • Depending on invoiced + lines and progress not yet invoiced: the total is calculated from all invoiced amounts for lines associated with the project and task, as well as the amount for lines not yet invoiced but for which ‘To invoice’ is true. It also adds the amount for the fixed-price task if the task is partially invoiced. It is calculated on the basis of (total progress - % of progress invoiced) * task amount + invoiced amount of the task.

  1. Total cost: sum of the monthly cost of all previous reports and the current month's report.

  2. Total invoiced: sum of the ‘Currently invoiced’ field of all previous reports and the current month's report.

  3. Total theoretical turnover: sum of the ‘Current theoretical turnover’ of all previous reports and the current report.

  • Remaining:

  1. Total remaining to sale: Total initial sales - Total actual revenue + additional items when the ‘Additional sales’ box is checked and related to the task or project and the date is within the reference period.

  2. Total remaining cost: Total initial cost - Total cost + Sum of the corresponding line amount (calculated as the current cost) when the ‘Additional cost’ box is checked.

  3. Total remaining to invoice: Total actual turnover - Total invoiced.

  4. Total planned to sale: Sum of 1% progress of all project tasks * task amount.

  5. Total planned cost:

  • It is calculated from all previous periods up to the current period.

  • It is calculated based on the product type, time-based product, and non-time-based product.

  • For non-time-based products: Initial cost - cost of all periods (up to the current period) + total additional costs.

  • For time-based products: initial cost - cost of all lines except timesheet lines + additional costs + amount remaining to be done. The amount remaining to be done is calculated from the remaining ‘planned time’ based on employee cost OR the estimated time remaining and the remaining task progress, depending on the ‘Remaining Time Calculation’ configuration in the application's commercial project.

info

Project/task progress can be reflected either as a percentage or in days.

  • Margin:

  1. Initial margin: Initial sales - Initial costs

  2. Current margin: Current theoretical turnover - Current costs

  3. Real total margin till today: Total real turnover - Total costs

  4. Margin at the end: Real total margin till today + Total remaining to sale - Total remaining cost

  5. Total theoretical margin: Total theoretical turnover - Total cost

Cost Details tab​

All cost-related fields are displayed here. Fields that have already been explained are omitted.

  1. Current additional cost: total amount (in the company's currency) of all lines related to the project and task that fall within the current reporting period and for which the additional cost is checked.

  2. Current time spent cost: total amount of costs calculated from the timesheet lines related to the task or project whose date falls within the reporting period. It is calculated based on the duration in hours indicated in the timesheet line and the hourly cost of the employee associated with it.

  3. Expense cost: total amount of expenses from expense lines related to the task or project, whose expense date falls within the reporting period.

  4. Total additional cost: total of ‘additional costs for the month’ from all previous reporting periods + current reporting period.

  5. Total time spent cost: total of the ‘time spent costs for the month’ for all previous reporting periods + current reporting period.

  6. Total expense cost: total of the ‘current expense costs’ for all previous reporting periods + current reporting period.

Fixed price turnover​

This is the calculation of the fixed price task amounts related to the project.

It will be hidden if all amounts are equal to 0. This is the case when the task type is time-based.

  • Period:

  1. Fixed price current theoretical turnover: this is the sum of the percentage of completion * the amount of the flat-rate task related to the project.

  2. Fixed price current invoiced: sum of the amount of the customer invoice line related to the task whose invoicing cut-off date falls within the reporting period.

  • Total:

  1. Fixed price total real turnover: similar to the ‘Total real revenue’ field, this field depends on the configuration of the Project Management application. The values are calculated based on the remaining amount to be invoiced * task amount + ‘Total invoiced flat rate’ amount.

  2. Fixed price total theoretical turnover: sum of the percentage of completion (up to the reporting period) * task amount of all fixed price tasks related to the project or for the task report related only to the task concerned.

  3. Fixed price total invoiced: total of the ‘Current total invoiced at a fixed rate’ of all previous reports + current report.

  • Remaining:
  1. Fixed price total remaining to invoice: total actual turnover at a fixed price - total invoiced at a fixed price. Click on the ‘Details’ button to open the associated fixed-price tasks.

Time base turnouver tab​

In this tab, you will find information about sales. All revenue amounts related to time-based tasks are displayed here.

  • Period:

  1. Time base current theoretical turnover: this is calculated in the same way as the ‘theoretical turnover for the month’, except that the percentage of progress in relation to the flat rate is not included.

  2. Time base current invoiced: sum of the amounts invoiced from the associated lines whose date corresponds to the reporting period.

  3. Current additional sales: this is the sum of the ‘sales amounts’ from additional items related to the project or task whose date corresponds to the current reporting period.

  • Total:

  1. Time base total real turnover: similar to ‘total real revenue,’ but does not take into account the amount based on the progress of the fixed-price task.

  2. Total theoretical revenue - time spent: similar to ‘total theoretical revenue,’ but without the amount based on the progress of the fixed-price task.

  3. Time base total invoiced: sum of the invoiced amounts of the associated customer invoice lines, except for invoice lines related to the fixed-price task. Only invoice lines that fall within the current reporting period are included.

  4. Total additional sales: sum of the ‘current additional sales’ from the current report and all previous reports related to the task or project.

Employee Lines tab​

The lines here display the values and amounts per employee related to the project and task associated with the current reporting period.

There is one line per employee and per report.

The last icon in the grid opens the timesheet lines related to the employee and the report.

Employee Line: The various fields described above are located in the Employee Line window; you must double-click on the line to open it.

  1. Time planned: Total number of days planned for the employee in the current reporting period + total planned time in previous reports related to the project or task.

  2. Current planned time: total number of days planned for the employee in the current reporting period in relation to the task or project.

  3. Time spent: total number of days spent by the employee in the current reporting period + ‘Total time spent’ from the previous report in relation to the task or project.

  4. Current time spent: total number of days spent by the employee during the current reporting period on a task or project in the report.

  5. Fixed-price production:

  • This is calculated proportionally from the project report.

  • The proportion is based on the ratio between the time spent for the month by the employee and the time spent for the month in the report.

  • The report multiplied by the fixed-price production for the month in the report corresponds to the value of this field.

  • For example, if the fixed-price production for the month = 10 days in the report and the time spent for the month = 20 in the report. If an employee's time spent for the month is 5 days, the value of this field for the employee is 2.5 days.

  1. Percentage of production/time spent for the month: percentage of production of time currently spent relative to the employee's time spent for the month. All fields are calculated in the same way as the ‘current fixed priced production’ in the project report, with the exception of some of the following fields.

  2. Current time spent cost: this value is calculated from the total duration of the employee's reporting period for the month on related projects and tasks, multiplied by the employee's hourly cost.

  3. Total time spent cost: the total time spent cost is calculated by adding the ‘current time spent cost’ and the ‘total time spent cost’ from the previous period's report.

  4. Current expense cost: this value is calculated based on the total amount of the employee's expenses on projects and related tasks during the current reporting period.

  5. Total expense cost: the total cost of expenses is calculated by adding the ‘current expense cost’ and the ‘total expense cost’ from the previous period's report.

tip

It is possible to separate the different reporting information by employee in the configurations.

Access: Application config → Apps management → Job costing, configure → Employee reporting

In the Employee reporting section, you can enable the following options, which will allow you to separate the different information by employee:

  • Show per employee turnover;

  • Show per employee costs;

  • Show per employee margin.