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Financial reports

Period. Select the reporting period.
If you intend comparing to a budget, ensure the period selected corresponds to the budget period.
 
Report group and Report options.
Report group
Description
Actual turnover
all(totals only)
 
by customer
 
by facility
 
by subhirable
 
by booking purpose
 
by booking#
 
by purchase item
Projected turnover
all(totals only)
 
by customer
 
by facility
 
by subhirable
 
by purpose of booking
 
by booking#
 
by purchase item
Actual expenses
all(totals only)
 
by purchase item
 
by task(maintenance and projects)
 
by facility
 
by subhirable
 
by type(maintenance and projects)
 
by supplier
 
by customer
Projected expenses
all(totals only)
 
by purchase item
 
by task(maintenance and projects)
 
by facility
 
by subhirable
 
by type(maintenance and projects)
 
by supplier
 
by customer
Select a facility (no selection for all), Select a subhirable (no selection for all) or Select a purchase item (no selection for all) if required.
The option to select a facility, subhirable or purchase item is dependent on what Report you select.
If you select “Projected turnover” then “by facility”, you will have the option to report on a selected facility.
By not selecting a specific item (e.g. facility) in the corresponding list, the report will be generated for all items.
If you select a specific item, the values from a selected non linked budget are ignored as the amounts cannot be specifically compared with one item.
 
Compare with. Select a budget in the adjacent list and enable this option to compare the applicable budget in your report.
The indicated budgets are listed based on your report selections. e.g. if there are budgets linked to a facility and you have selected “by facility” as a Report and you have selected a specific facility from the list, all budgets linked to that facility will appear in the Compare with list.
Non selection of a facility, subhirable or purchase item will result in all non linked budgets appearing in the Compare with list. Non selection is tantamount to reporting on all items.
If you select a budget and enable the Compare with option, the period date selectors will be disabled and will be set to the period to which the budget relates.
To re-enable the date selectors, either turn off the Compare with option or deselect the budget in the field adjacent to the Compare with option.
 
Include the following
Report by month. The report will be detailed by month within the selected period. Disable this option for report totals over the period only.
 
Compare to standard price (Variance). Where applicable, the standard selling price and/or standard expense costs are included in the report in separate columns by month (if Report by month is enabled) along with the variance from the actuals and a Variance %.
You cannot view both Budget and Variance options at the same time.
 
General
Percentages as 0.00%. If unselected, percentages are displayed as “0%” (i.e. no decimal)
Grid lines in spreadsheet. Gridlines will be created in the spreadsheet if you send to spreadsheet.
 
Generate report. Select this option once you have made the necessary reporting selections.
Press [Esc] at any time during the generation of the report to Cancel.
 
Chart. Select this option to view charts for the report.
Data to chart. A “Variance” option will be available if the Compare to standard price (Variance) option was selected in the report.
Similarly if a budget was selected and the Compare with field was enabled in the report, a “Budget” item will be available.
 
An additional option Chart by month will be available below the Data to chart list if Report by month was enabled in the report.
 
Chart options
Select the chart type. Bar, Line or Pie.
 
3D. Toggle between 2 dimensional and 3 dimensional charts.
In 3D view, on tablets, tap on the chart and scroll up or down to rotate left or right. In windows, click and hold the Ctrl key then drag in any direction to free rotate.
Hit the Default option next to the 3D setting to revert back to the default.
 
Legend. View the legend (key) for the data set.
 
Data used in the reports
Actual turnover - Invoiced value on Bookings.
Projected turnover - Booked value on Bookings if the booking has not been invoiced, otherwise the actual invoiced value is used. This will give a better projection of turnover.
Actual expenses – Received service item costs, net issued purchase item costs, schedule non task specific costs and discount allowed
Projected expenses – Scheduled service item costs, allocated purchase item costs and schedule non task specific costs
 
Projects that start before the reporting period but straddle into the reporting period are ignored.
Projects that start towards the end of the reporting period but finish outside of the reporting period are accounted for as if completed within the reporting period.
 
Schedules that have been signed off as complete where service items were not ordered and receipted specifically are still included in the actuals.
Similarly, purchase items allocated to schedules that have not been issued but where the schedule has been signed off are included in the actuals.
 
Projected reports are based on actuals where bookings have been invoiced, schedules have been signed off or costs associated with schedules that have not been signed off have been incurred such as the non task specific cost value, receipt of service items or issuing of purchase items.
Projected turnover and costs in respect of uninvoiced and unsigned off schedules are then added to that.
In cases where purchase items have not been issued in full, the report may understate the costs as the actual issue quantity and cost price is applied.
Bookings and schedules that have not been authorised are still included in the projections.
 
Service items ordered but not allocated to any particular schedule are included in the expenses if the date required falls within the reporting period or the service item was received in the reporting period.
 
Scheduled tasks partially completed are accounted for at full cost.