Support & Documentation

User Guide

Profit/Loss Report

Section Contents

• • Report Description
    • Report sections
    • Compact and detailed report forms
  • Generate Profit/Lost Report (HTML Format)
  • Export Report Data in CSV Format

Report Description

Profit/Loss report provides you with comparative information on billable amounts and costs.

Profit/Loss is calculated as

    Profit/Loss = (Billable Amount - Cost)

Billable amounts are calculated on the base of hourly rates associated with billing types. Costs are calculated on the base of hourly user rates.

To access Profit/Loss report interfaces, use sub-menu 'Profit/Loss' of the top-level menu 'Reports'.

Report Sections

The Profit/Loss report consists of three sections:

• Profit/Loss calculated for the selected customers and projects

  
  Profit/Loss Report, P/L calculated for the selected customers and projects

  This section shows both costs and billable amounts calculated for the selected customers and projects.

  Costs shown in this section are calculated for the working time reported by the users for the selected customers and projects. These costs are always calculated on the base of regular user rates (see also section User Management: Create New User for information on how to configure user rates).

  Note that customer & project-specific costs are calculated on the base of all working time reported by the users, and thus include cost of overtime hours calculated on the base of regular user rates.

  There are also additional costs of overtime hours that depend on the difference between regular and overtime user rates. These costs are shown in the General Costs report section (see more details in this section description).

  Billable amounts are calculated on the base of hourly rates specified for billing types that are configured for the tasks actiTIME users reported time for (see also section Billing Type Management for information on how to configure billing rates).

  Information shown in this section is always grouped by customers, then by projects, and then by tasks. You can also choose to hide by-project and by-task information in the report parameters.

• General Costs

  
  Profit/Loss Report, 'General Costs' section

  This section shows general costs that do not relate to specific tasks and thus do not depend on the selected customers and projects. These costs depend only on the date range selected for the report.

  General costs include:

  • Leave Time costs - costs calculated on the base of leave time user rates.

  • Overtime Addition costs - additional costs calculated for users' overtime hours reported within the specified date range. Overtime Addition costs are calculated as specified below:

    Overtime Addition Cost = (Overtime Hours) * (Overtime Rate - Regular Rate)
                                

    Where parameter 'Overtime Hours' means one of the following:

    • Overtime hours reported by the users who are allowed to enter overtime/undertime manually
    • Auto-calculated overtime hours for the users with overtime calculation mode set to 'Automatic calculation'

    Note that Overtime Addition does not depend on selected customers and projects. It shows additional overtime costs for the selected dates independently of the tasks users were working on at that time.

    This means that Overtime Addition does not change when you filter report records by customers and projects; so in some cases it is possible that report section with per-customer costs will not contain any spent time and costs (because they were filtered out), but the Overtime Addition Costs will be greater than zero.

  This section does not show any billable amounts since general costs are not associated with specific tasks.

  You can turn off calculation of general costs in the report parameters.

• Overall Profit/Loss

  
  Profit/Loss Report, 'Grand Total' section

  This section presents sum of billable amounts, costs, and profit/loss shown in the other two report sections.

  Note that when you filter report records by customers and/or projects, section with general costs does not change, but the section with Profit/Loss calculated for the selected customers and projects may depend on your filters.

  In this case summation of general costs and per-customer profit/loss data may provide you with results that are hard for interpreting, especially when working time was reported on the projects that were filtered out.

When leave time and overtime costs display is turned off in report parameters, Profit/Loss report contains only one section - Profit/Loss calculated for the selected customers and projects.

Compact and Detailed Report Forms

You can generate Profit/Loss report in the compact or detailed form. Level of details to show in the report is configured in the report parameters.

You can show or hide the following information:

• Report columns:

  • Spent time
  • Rates (billing rates and user rates)

• Report rows:

  • Per-task profit/loss
  • Per-project profit/loss

In the most detailed form the report shows all available information on the calculated profit/loss:

In the most compact form cost report shows only billable amounts, costs, and profit/loss.

Generate Profit/Loss Report (HTML Format)

To generate and view Profit/Loss report in HTML format follow the instructions below:

1. Select option 'Profit/Loss' in the top-level menu 'Reports' to open the report interface.

   
   Profit/Loss Report form

2. Specify parameters for the report to be generated.

   You can load a report configuration with pre-configured report parameters. See section Working with report configurations for more information.

   The report parameters include:

   • Customers and projects to generate the report for

     To see archived customers and projects in the customers and projects selector, select 'Show archived customers and projects...' checkbox above the list of customers and projects.

     
     Customers and Projects Selector

     If you select a customer when option 'Show archived customers and projects...' is not selected, archived projects of this customer will not be shown in the report.

   • Report format and level of details in the report section with customer- & project-specific data.

     You can choose to hide per-project and per-task data.

   • Information to show in the 'General costs' report section:

     • Leave time costs
     • Overtime addition costs

   • Whether to show columns with supplementary information:

     • Spent time
     • Rates

   • Date range - you can use one of pre-defined date ranges or configure a custom date range.

   • Time format to be used in the HTML report - either decimal format (##.##) or hours/minutes format (HH:MM).

     This option is not applicable to the reports in CSV format. Reports in the CSV format always use decimal format for time data.

   Initially, just after your login to actiTIME, the report parameters are pre-set to the following options:

   • Customers and projects: All active projects of all active customers
   • Report format and level of details: Show P/L for customers, projects, and tasks
   • Information to show in the 'General costs' report section:
     • Leave time costs: show in the report
     • Overtime addition costs: show in the report
   • Whether to show columns with supplementary information:
     • Spent time: show in the report
     • Rates: show in the report
   • Date range: Current month
   • Time format: as configured in the general system settings

   After you have generated a report, the interface saves its parameters and will pre-set them when you open the report page next time.

3. When you are ready, submit the page by clicking 'Generate Report' button at the bottom of the interface. The system will generate and show the report according to the specified parameters.

If you want to modify parameters of the generated report, click the link 'Change report parameters' above the table. This will return you to the page with report parameters. Modify them and generate the report again.

Export Report Data in CSV Format

To export data of the Profit/Loss report in CSV format follow the instructions below:

1. Specify report parameters in the same way as for generating an HTML report (for more information see section Generate Profit/Loss Report).

2. When you are ready, submit the page by clicking 'Export Report to CSV Format' button at the bottom of the interface. The system will generate and return a file with report data in CSV format.

   Save the generated file. For examining exported data open the saved file in Microsoft Excel or in any other spreadsheet software.

   Report records will be delimited by the field separator configured in the general system settings You may need to change the field separator symbol if your spreadsheet software does not automatically split the report data in columns (for more information see section Adjust General System Settings).

   Numbers shown in the report will be formatted using decimal symbol configured in the general system settings.

   In contrast to HTML reports, CSV reports always convert time to the decimal format. This means that if HTML report shows spent time as "1:15", CSV report will contain value "1.25".

You can also export the report data to CSV format just after generating a report in the HTML format. To do that click on 'Export to CSV format' link under the report. The system will generate and show you a new report in the CSV format using the same report parameters as in the previously generated HTML report.