Reports

REPORTS are pulled from Function Point through either a searchable list or in our popular reports section.

• CLICK ON THE IMAGES OF THE SAMPLE REPORTS FOR AN ENLARGED VIEW (pdf) 

• Once you’ve been using the system you will easily be able to understand which jobs were more successful and be able to use this information for strategic decision making.
• The drop-downs in this section list out the reports that can be pulled from the system.
• The tab listed as "other reports" details the information that can be pulled from other areas (outside the report section) within Function Point.

Table of Contents

Click on any of the titles below to navigate directly to related information or scroll down to view the entire page. 

Job Reports - Report Page

Job Status

Job Summary  

Job Expanded Summary

Job Status / Expanded Summary

Job Status / Expanded Summary / Summary

Job Costing

Job / Individual

Job Summary Export

Task Reports - Report Page

Active Job Task

Individual Task

Efficiency Reports - Report Page

Efficiency (All Individuals)

Efficiency (One Individual)

Utilization

Report of Available Resources

Analysis of Hours by Job/Phase/Role/Staff

Profit Analysis Reports - Report Page

Work In Progress

Profit Loss (All Clients)

Profit Loss (One Client)

Agency Gross Profit

Forecast

Cost Recovery Rate by Client

Cost Recovery Rate by Staff

Payroll / Timesheet Reports - Report Page

Payroll

Timesheet Review

Post Timesheet Day

Sales Tax Summary

Other Reports - Find Pages

Job Reports

• Job Status
• Shows all time and expenses tracked to a specific job.  This report shows a date range, the person tracking time or expenses, the phase & service, description of the time or expense, individual and total hours as well as the client cost (i.e. billed out rate).
• Date range | Person | Phase/Service | Description | Qty/Hr | Cost | Totals

• Job Summary

• Shows estimated time and expenses vs. actuals.  This report also shows the amount(s) invoiced and actual to invoiced variance.  This report shows the information to the phase level.  This report also has an option for a date range.
• Date Range | Phase/Service | Estimated Qty/Hr | Estimated | Actual Qty/Hr | Actual | Invoiced | Act. to Inv. Variance | Totals

• Job Expanded Summary
• Shows the same information as the Job Summary Report, but adds information to the service level, and an estimated to actual variance.
• Date Range | Phase/Service | Estimated Qty/Hr | Estimated | Actual Qty/Hr | Actual | Invoiced | Act. to Inv. Variance | Totals

• Job Status / Expanded Summary
• Job Status / Expanded Summary / Summary
• Both of these reports are a combination of the reports outlined above.  They allow you to print mutliple reports at once in one flowing PDF.
  

• Job Costing 
• Shows all time and expenses tracked to a specific job at the company cost rather than client cost.  This information will be available if employee cost has been entered at the individual level from the admin section.
• Date | Person | Phase/Service | Description | Qty/Hr | Cost | Totals

• Job / Individual
• Shows all time and expenses tracked to a specific job by specific staff members.  This report is designed to show who did what on a particular job.
• Staff/Phase | Service | Hrs/Qty | Amount  | Totals
• The Job field is optional, which gives you the option to search out all the jobs from a particular client.

 Report Criteria



Report

• Job Summary Export
• CSV Export showing the above information in a useable data format.
• Phase / Service | Estimate (to date) | Actual (to date) | Actual Qty / HR | Actual $ | Estimate | Actual Variance | Invoice (to date) | Estimate Invoice Variance | % Complete

Task Reports

• Active Job Task
• Shows active and assigned tasks by job and individual.  It includes the status of the task, assigned and due dates as well as task descriptions.  There is no search criteria for this report.
  
• Job# | Job Name | To/From | Company | Project | CSR | Status | Type | Date | Date Description | Title | Priority | Assigned/Due Dates | Time | Service

• Individual Tasks
• Shows active and assigned tasks for a particular individual only.  It includes the status of the task, assigned and due dates as well as task descriptions.
• Job# | Job Name | To/From | Company | Project | CSR | Status | Type | Date | Date Description | Title | Priority | Assigned/Due Dates | Time | Service

Efficiency Reports

• Efficiency (All Individuals)
• Shows employee’s billable vs. non-billable hours based on their timesheet entries.  Non-billable hours are based on non-billable jobs, so it assumes that billable jobs are the amount billed to the client and the cost is at the employee cost rate.
• Individual | No. of Jobs | Payroll Hours | Total Hours | Non-Bill. Hours | Billable Hours | % Billable | $ Billable | Cost | $ Variance | % Variance

• Efficiency (One Individual)
• Same as above but for one individual at a time with hours broken out by service (more detailed).  It also has fields for start and end dates.
• Phase/Service | No. of Jobs | Payroll Hours | Total Hours | | Non-Bill. Hours | Billable Hours | % Billable | $ Billable | Cost | $ Variance | % Variance | Company | Co. Cat. | Job # | Job Name | Total Hours | Non-Bill. Hours | Billable Hours | % Billable | $ Billable | Cost | $ Variance | % Variance

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Utilization

• This report shows how your staff is performing in terms of billable vs non-billable hours.  Your target % is how much of your total time should be billable, and how much you are allocating for non-billable items such as in house services and tasks.
  
• Shows
  
• Target %| Available Hrs | Total Hours Worked | Total Billable | External Billable | Internal Billable | Total Non-Billable | External Non-Billable | Internal Non-Billable | Staff Person | Date Range | Group

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Report of Available Resources

• This report shows the number of hours that are available in the upcoming months, and compares it to the hours that are assigned to each role under the "forecast" column.  The "forecasted hours" are totaled from estimated hours assigned to each role when creating an estimate and determining hours for each service item using the role option.  Be sure to fill out a delivery date, start & end date for staff in the estimate, assign staff roles, and have the estimate approved and active.

Assiging Hours by Roles

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Analysis of Hours by Job/Phase/Role/Staff

• Similar to the Report of Available resources (above) this report shows for each job where are the hours are being allocated, and how much are available.  The "Estimated" column is the total amount of hours assigned from the estimate page to eithier the staff member or a staff role.  The "Un-Allocated" column are all the hours assigned to a role through the estimate page, and does not contain hours assigned to staff, hence the term, "Un-Allocated."  This report also show the actual hours for a specific job as well as the variance between the Estimated and Actual time.
•   Job | Phase |Staff Role | Staff | Hourly Rate | Un-Allocated Hours | Estimated Hours | Actual | Variance

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Profit Analysis Reports

• Work in Progress || Shows all open jobs, sorting them by billable and non-billable.  Shows actuals to date vs. estimated as well as the variance, invoiced, and unbilled amount plus the total number of days the job has been open.
• Co. | Job | Company | Completed Jobs | Project | Name | To Date External | To Date Internal | To Date Total | Estimated Total | Estimated External | Estimated Internal | $ Variance | $ Invoiced | $ Unbilled | Days Open

• Profit Loss (All Clients) || Shows actuals vs. invoiced and variance of all jobs that have already been invoiced (final) during the specified time.
• Company | Company Category | Job Qty | Actual External | Actual Internal | Actual Sub-Total | Invoiced Sub-Total | Invoiced Shipping | Taxes | Total | Sub-Total Variance | Sub-Total %

• Profit Loss (One Client) || Same as above for one specific client.
• Company | Company Category | Job Qty | Actual External | Actual Internal | Actual Sub-Total | Invoiced Sub-Total | Invoiced Shipping | Taxes | Total | Sub-Total Variance | Sub-Total %

• Agency Gross Profit || Shows cost vs. actuals vs. invoiced and calculates gross profit of all jobs that have already been invoiced (final) during the specified time.
• Job | Company | Project | Name | Cost External | Cost Internal | Cost Sub Total | Actual External | Actual Internal | Actual Sub Total | Invoiced External | Invoiced Internal | Invoiced Sub Total | Shipping | Taxes | Taxes Total | Gross Profit $ | Gross Profit % | Sub Total Variance | Sub Total %

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• Forecast

• Using the forecasting options when creating estimates, allows you to plan out and see when you except to recieve payments for any jobs in the system.  Be sure to enter in a delivery date as well as turn your estimate into an active job.  The report will be in an excel sheet format.     

Revenue Forecast Options

There are two options.  Having the system create a revenue forecast for you, where it recognizes the revenue at the delivery date, or a manual option where you create the shedule.  In both options there must be a delivery date, and the estimate must be turned into an active job. 

Making the manual (not auto) Earned Revenue Forecast

By following these steps on each estimate, will allow you to use the Forecast option in the Reports section.

Forecast Report Criteria

Click link below for an example.

Forecast Report

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• Cost Recovery Rate by Client
• This report compares actual billable amounts (hours x rate) to invoiced amounts.  The report list all your clients, and then breaks them down further into the job level and then the staff level.  For each staff member, you can see how much billable time you are inputting vs. what you have invoiced.  You can still always refine your report by filling in the "client" and "job" criteria fields.

• Client | Job | Estimated Hours | Estimated $ | Hours | Rate | Value | Invoiced | Variance | Staff | Date Range

Report Criteria

Report

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• Cost Recovery Rate by Staff
• This report is similar to the one above except that it is based on the staff level.  It list your staff members and all the jobs which they have put billable hours towards.  It still compares actual billable amounts (hours x rate) to invoiced amounts just at the staff level first.  You can still always refine your report by filling in the "client" and "job" criteria fields.
• Staff | Job | Hours | Rate | Value | Invoiced | Variance | Date Range
  

Report Criteria

Report

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Payroll / Timesheet Reports

• Payroll
• Shows payroll hours(total time worked) per individual based on timesheet entries.  Billable vs. non-billable hours are also included here.
• Individual | Date | Day | Payroll Hours | Non-Bill. Hours | Billable Hours | $ Billable | Cost | Totals

• Timesheet Review
  
• Shows total timesheet hours posted by individual for a specific day.  Also shows individuals without timesheets for the day.
• Individual | Actual Hours | Total Hours | Totals

• Post Timesheet Day
• Posts the day’s approved timesheets so they cannot be edited.

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•  Sales Tax Summary
• This report outlines your total sales and breaks them down into taxable and non-taxable amounts.  It also informs your how much tax you have collected and compares it to your sales tax payable.  Ideally your "Tax Collected" should equal your "Sales Tax Payable"

Tax Summary Report (page 1)

 Tax Detail Report (page 2)

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Other Reports

• Production Report 
• The Production Report allows you to manage all of your jobs based on different milestones linked to each timeline task of the job.  It provides due dates of each milestone, allowing you to effectively monitor certain deliverables within a job. (link)
  

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An export to CSV (spreadsheet) can be done from almost any search page.  These exports can be used and contain a tonne of valuable information (look for the floppy disc icon.)  All printable reports open in a PDF format.  For PDF links look for the printer icon.

Besides CSV exports, all of our find list for Jobs, Companies and etc, can also be printed out into a PDF report containing the information show. 

• Company Find: CSV Export
• Company Name | Company Code | company Address One | company Address Two | company City | company Province / State | company Postal / Zip Code | company Country | Type | Status | Phone | Fax | Web | Industry Type

• Company Find: Job List by Client (PDF)

• Job# | Job Name | Status | CSR | Due Date | Date Description | Est. | Actual | Variance

• Company Find: Batch Status/Expanded Summary Report
• Same as the Job Combined Report (see “the report page” above) except this one will show all jobs searched for in the job find page.

• Company Find: Task Report (Tasks listed by Job)
• Job# | Job Name | To/From | Company | Project | CSR | Status | Type | Date | Date Description | Title | Priority | Assigned/Due Dates | Time | Service

• Company Find: Job Summary by Client Report (CSV)
• Job | Rate | Estimates (hr) | Actual (hr) | Variance (hr) | Rate Estimate | Rate Cost | Rate Variance | Cost Estimate | Cost  | Cost Variance

• Contact Find: CSV Export
• contact ID |Company | First Name | Last Name | Title | contact Address One | contact Address Two | contact City | contact Province / State | contact Postal / Zip Code | contact Country | contact Phone – Direct | Company Phone | Ext | Home Phone | Cell | contact Fax | Email  | Status | Christmas Card | Mailing List

• Note Find : CSV Export
• Job# | Category | Company | For | Created On | Note Title | Follow Up | Note Content

• Brief find: CSV Export
• Requests ID | Requests Company | Est # | Estimate | Job Type | Staff | Key Contact | Date | Budget | Compensation Type | Requests Description | Creation Date

• Project Find: CSV Export
• project ID | Company Name | Project Name | Code | Type | Date Created | Status

• Job Find: CSV Export
• Job ID |Number | Company | Co Type |Co | Prj | CSR |Name |Job Description| Client | PO Number | Open Date | Close Date | Office | Type | Status | Date |Date Desc. | Estimated | Actual | Invoiced | Archived Location | Job Category | Estimate Contact | Cost Center | Est Hrs | Estimated Dollars | Estimated Internal Expense | Estimated External Expense | Estimated Subtotal |Act Hrs | Variance | Actual Cost | Actual Dollars | Actual Internal Expense | Actual External Expense | Actual Subtotal | Invoiced Internal Service | Invoiced Internal Expense | Invoiced External Expense | Invoiced Subtotal | Total Paid

• Job Find: CSV Export - Brief Summary Report
• A variable report that is written from job financial and contact information together with questions from the first page of a Brief (questions.)  Content will only be displayed if there are questions on page one of the brief and attached to a job.

• External Expense Find: CSV Export
• Date | Ref # | Job # | PO # | Co| Company Name | Proj | Job | Phase | Type | Supplier | Creator | Quantity | Quoted Amount | Markup | Discount Percentage | Discount Dollars |Tax Amount | Total | Discount Calculation | Billed | EA

• Internal Expense Find: CSV Export
• Date | Job # | Company Name |Proj | Job | Type | Total Billed

• Courier Expense Find: CSV Export
• estimateShippingExpenseID | Date | Job | Company | Phase Name | Courier | Serv. Dist. | Override | Total | Mark Up | Billed

• Task Find: CSV Export
• task ID | Job | Job Name | Co | Title | To | Fm |Pri | Status | EST | ACT | VAR | Creation Date |Due | Time | Service |Phase

• Time Sheet Find: CSV Export
• timesheet ID | Staff | First Name | Last Name | Date | Project Code | Project Name | Job | Job Name | Co | Phase | Service | Description | OT | Cost Center | Start | End | HRS | Post | Staff Billing Rate | Hourly Cost | Total Amount | Total Cost | Gross Profit | office

• Invoice Find: CSV Export
• invoice ID | Number | Company | Co. | Project Name | Job Number | Type | Invoice Status | Cost Center | Subtotal | Shipping | Total | Balance | Date | EA | Internal Services Total | Internal Expenses Total | External Expenses Total | Payment Date | GST | PST

• Job Summary by Client Report (Company Find Page): CSV Export
• Job | Rate | Estimates (hr) | Actual (hr) | Variance (hr) | Rate Estimate | Rate Cost | Rate Variance | Cost Estimate | Cost  | Cost Variance

• Other PDF Printouts:
• Any time there is a printer icon it means you can print the key information from that page to a PDF. 
• Job List by Client
• The second print function in the top icons of a job find list. PDF format.
  
• Job Name | Job # | Status | CSR | Due Date | Description | Estimate | Actuals | Variance

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