Overview
The menu item Reports > Customers can be accessed not only by administrators, but also by employees with Controller-rights or “Users with additional rights,” as well as by department heads (when using the Locations & Departments module).
Here, you can display customer contacts in a table according to specific filter criteria and export the results as a CSV file. You can filter customer contacts by category if categories for customer contacts have been defined under Administration > Customers > Contacts.
The table lists customer contacts according to the selected filters, including salutation, title, first and last name, along with the customer number, customer name, and the primary customer address. This table can also be exported as a CSV file.
Customer Reports – General
Customer Contacts
Here you can display customer contacts in a table according to specific filter criteria and export the results as Excel or CSV. You can filter customer contacts by category if you have defined categories for your customer contacts under Administration > Customers > Contacts.
Customer Account Managers
Displays a list of customer account managers according to specific filter criteria in a table. The list can be exported as Excel or CSV.
Customer Access Permissions (only with Ticket System module)
Provides an overview of ticket permissions for customer contacts.
According to the selected filter criteria, the table shows customer contacts along with their ticket permissions: project/work package and other assigned permissions.
The table is configurable.
Customer Reports – Sales Forecast
Path: Reports > Customers > Project Status & Revenue > Sales Forecast
Sales Forecast
The sales forecast projects revenue for the coming months, years, or any selected period based on the repetition and planned or invoiced amounts specified in the invoice items, as well as any missing invoice items. Alternatively, you can run this report for a past period to track revenue or revenue development. Choose the report’s time scale: month, quarter, or year.
You can optionally filter by the customer’s industry.
Select a currency if you only want to consider invoices issued in a specific currency.
You can choose whether all amounts should be converted to Euro, if applicable.
You can restrict invoice items by status. Additionally, specify whether the amount for unbilled invoice items should be taken from the planned amount or calculated from the currently recorded hours and receipts.
Optionally, you can choose how invoice items/invoices should be sorted chronologically: by the planned invoice date or the actual invoice date. You may also include the payment terms in the calculation.
Optionally, you can display the forecast as cumulative or show detailed charts.
How the figures are calculated:
Planned and approved invoice items (with planned invoice date):
The amount is either taken from the planned amount or
Calculated from the current effort (depending on your settings)
Fixed-price items are calculated using the planned amount
Invoiced (including canceled) invoice items:
Listed with the actual invoiced amount
Missing effort items:
Amount is always calculated based on the current effort
Surcharge items (%):
Always displayed with the planned amount
Customers: Overall State revenue
Path: Reports > Customers > Project Status & revenue > Overall state revenue
The Overall state revenue provides an overview of incurred costs: internal costs versus billable costs, and the resulting revenue or profitability. Within a freely definable period, you can display all customer projects or only projects for specific customers. When using the Departments module, you can also specify the department.
Set the desired filter criteria. Based on this, the list of projects will be offered. Each selected project is displayed in a separate row with its respective internal and external costs.
Filter by currency
If you only want to consider projects invoiced in a specific currency, enter that currency here.
Convert All Amounts
If you select “Convert all amounts into EUR”, all amounts will be converted to the base currency EUR.
If you do not select “Convert all amounts into EUR”, all amounts—including internal costs—will be converted to the respective project currency.
The date used for the conversion rate is always:
Internal labor costs, mileage, subsistence costs (VMA): date of the project time
Receipts: receipt date
Planned amounts (even if the planned amount is taken as a flat billable amount): project start date
As an administrator, you can enter the conversion rates including validity dates under Administration > Prices & Receipts > Exchange Rates.
The report shows:
Internal and billable labor costs
Other internal and billable costs
Total internal and billable costs
Resulting revenue and profitability
You can additionally group the data:
By task:
Shows internal/external costs, profit, and revenue per work package. Please note: the planned quantity of a work package is only used if the work package duration (start–end date) falls entirely or partially within the reporting period.By Department (only with Locations & Departments module):
Shows internal/external costs, profit, and revenue per department.By Employee:
Shows internal/external costs, profit, and revenue per employee.
External labor costs are based on the project price tables for the respective period. If the project does not have its own price tables, the customer price tables apply. If the customer also does not have price tables, the base price tables are used. Internal labor costs are based on the internal hourly rate recorded for each employee in the employee administration.
If the billable amount cannot be determined from effort-based work packages, the planned amounts of flat-rate work packages are used instead and, if applicable, summed up to the project level. Please note: in this case, the planned quantities of grouping work packages are not considered; only the planned quantities of the subordinate flat-rate work packages are used. (Planned quantities of grouping work packages are only used as actual planned quantities and not as a substitute for a billable amount.)
Overall state invoicing
requires the invoicing module
Path: Reports > Customers > Project Status & Revenue > Overall state invoicing
Under Overall State invoicing, you can generate a report of billed services within a specified period.
With this report, you can view either all customer projects, all projects of customers in one or more customer categories, or the projects of a single customer. If you are using the Locations & Departments module, you can also filter by department. The report shows which hours and costs for the selected projects have already been billed within the reporting period. Optionally, these figures can be compared with the total planned values of the project to provide a plan-vs-actual comparison.
The list of projects can be filtered by:
Project status
Project type (for customer projects; can further be restricted to a specific customer’s projects)
Month and year for “Project duration (up to today)”, i.e., only projects that have been running since this date are displayed; older projects are excluded
Categories or keywords
You can select one, multiple, or all projects.
Optional settings:
Display the report broken down by work packages (only effective for projects billed by individual work packages)
Include billable travel hours
Include internal costs
Display total project planned values and a plan-vs-actual comparison. The report will then compare all planned hours (and optionally day rates) and costs with the actual hours and costs incurred during the reporting period.
You can customize the resulting table by configuring the table columns.
Under Configure Table Columns, you can select the columns to display in HTML (browser view) and for export to Excel/CSV. Set the order individually by clicking and dragging the icon to the desired position.
The table can be exported in Excel or CSV format.
Invoice items in the reporting period:
All invoice items whose service period falls entirely or partially within the reporting period are included. This includes items whose service period starts within the reporting period but ends afterward, as well as items whose service period begins before the reporting period but ends during it.
When generating the report for a given period, the values are calculated as follows:
Billable Hours
Plan: Total planned hours of the project (only with the option: Display total project planned values and plan-vs-actual comparison)
Actual: Billable / actual hours within the reporting period
Remaining: Plan – Actual (only with the plan-vs-actual option)
Actual / Plan: Ratio of actual to planned hours (only with the plan-vs-actual option)
Billable Day Rates
Plan: Number of offered day rates for the project (only with the plan-vs-actual option)
Actual: Actual day rates (calculated from the billable hours actually recorded in the reporting period and the corresponding valid day rate definition)
Remaining: Plan – Actual (only with the plan-vs-actual option)
Actual / Plan: Ratio of actual to planned day rates (only with the plan-vs-actual option)
Revenue
Plan: Total planned labor costs + receipts + mileage reimbursement + subsistence costs / travel allowances for the project (only with the plan-vs-actual option)
Actual: Sum of the 4 billing columns (Billed, Planned, Released, Missing) within the reporting period
Remaining: Plan – Actual (only with the plan-vs-actual option)
Actual / Plan: Ratio of actual revenue to planned revenue (only with the plan-vs-actual option)
Net Billing
Missing: Missing costs within the reporting period
Planned: All planned invoice items within the reporting period
Released: All released invoice items within the reporting period
Billed: Invoice items billed within the reporting period
Plan – Billed: Planned revenue – billed revenue
Billed / Plan: Ratio of billed revenue to planned revenue
With the option Show Internal Costs:
Internal labor costs: All hours recorded in the reporting period multiplied by the employee’s internal hourly rate
Other costs: All internal costs (excluding labor) in the reporting period
Total costs: Sum of internal costs
Profit: Billed revenue – total internal costs
With the option Show Payment Received:
Payment received (gross): Amount of recorded payments
Reduction: Amount of recorded reductions
Outstanding: Remaining gross amount unpaid
Additional column for internal costs: Payment received (net) – total costs
Invoice items are evaluated with respect to the reporting period. If an invoice item falls entirely or partially within this period, any recorded payment is also included. The invoice date and payment date are not considered. Payments always refer to the entire invoice, even if only part of the invoice items fall within the reporting period and are counted under "Billed," etc.