The reports in the menu item Reports > Projects can only be accessed by Project Managers (PM), Controllers, Department Managers (DM), and Administrators. A Project Manager is designated by assigning the "Project Manager" function during project employee definition. A Department Manager can be designated when using the Locations & Departments module.

Project Managers are shown all projects in which they are defined as Project Manager.

Department Managers (only when using the Locations & Departments module) see all projects belonging to their own department.

Administrators and Controllers see all projects.

Many reports can be run in the background and scheduled as a task:

Select pdf, doc, docx, odt, or csv instead of "Preview" (Project Time Report and Employment Periods only allow "csv"). You can then click the "Run in Background" button. ZEP will ask you whether you want to run the execution immediately, daily, weekly, or monthly.

You can download the result file(s) at any time under My ZEP > Tasks or Administration > System > Tasks.

If you click on the name of the respective Task in the table, the latest result files will be offered for download.

Using Reports > Times & Costs > Project Time Report, you can create a report on the project times of a project based on various criteria. By executing, the table is updated according to the set criteria and the sum of hours is displayed.

In contrast to Reports > Employees > Project Time Report, this report is not employee-related but project-related.

This report is also available to you via Projects > [Project Name] > Reports > Project Time Report.

Specify the period for which you want the project times to be displayed. Only projects whose running times overlap with this report period are made available for search selection.

Specify the Project Category (if defined in Administration) and, where applicable, a Project Status.

Select the Project Type: all, internal only, or customer projects only. If you have selected customer projects only, you can choose all customers or a single customer.

Optionally select keywords (if defined in the master data).

The list of displayed projects depends on this selection.

Select Project (multiple selection possible), Task, Ticket (if applicable), Employee, Activity (multiple selection possible), Billability, Vehicle, Private Vehicle, Location, and Project-Relevant Location. This allows you to create many different reports. With the refresh icon next to the Project selection, Employee list, or Location list, you can update the respective selection list and thus adjust it to the set period.

All project times matching the set filter criteria are listed. Please note: if you select a summary task, the project times of all subordinate tasks will be listed.

In the table header, the table content can be exported as a CSV file via CSV-Semicolon or CSV-Comma. This file will open directly in Excel. If the file did not open column-oriented in Excel, try the other CSV option.

If you are using the Microsoft® Internet Explorer® browser, you can also copy the table directly via "copy&paste" into a Microsoft® Word® or Excel® document.

Project times can be changed and deleted using the table (see also Project Time Table).

Project times can be rebooked or copied using the actions.

Run Report in Background and Schedule as a Task

You can also "Run this report in the background." Select csv (CSV-Comma or CSV-Semicolon) instead of "Preview," and then you can click the "Run in Background" button.

available from ZEP Compact Revenues & Costs

Using Reports > Projects > Receipt Report, you can create a report on a project's receipts based on various criteria. By executing, the table is updated according to the set criteria and the sum of the amounts is displayed.

In the filter of the Receipt Reports, when selecting the period, you can choose the option "in relation to the service date". If you activate this checkbox, receipts will also be listed that may have been recorded outside the report periodbut whose service date falls within the period.

In contrast to Reports > Employees > Receipt Report, this report is not employee-related but project-related.

This report is available to you via Reports > Projects > Receipt Report, as well as from the submenu item Reports: Receipt Report of a selected project under Projects.

You can run a "Receipt Files ZIP" in the background and schedule it as a task. Select "Receipt Files ZIP," then you can click the "Run in Background" button. ZEP will ask you whether you want to run the execution immediately, daily, weekly, or monthly.

By clicking OK, this report is scheduled as a task with the set parameters and will be executed at the defined time. You will then simply receive the result in the desired format via email.

Specify the period for which you want the receipts to be displayed. Only projects whose running times overlap with this report period are made available for search selection.

Select Project, Task, Employee, Receipt Type, Currency, and Payment Method. This allows you to create many different reports. With the refresh icon (⊛) next to the Project/Employee selection, you can update the selection list.

If you remove the checkmark from the "only Final Amounts" checkbox, the table will widen and all receipts will additionally be displayed with gross amounts or in their original currency.

The search result can be opened as a CSV file in Excel. Depending on your version of Excel, CSV-Semicolon or CSV-Comma will open correctly in Excel.

If you are using the Microsoft® Internet Explorer® browser, you can also copy the table directly via "copy&paste" into a Microsoft® Word® or Excel® document.

Receipts can be changed and deleted using the table (see also Chapter Receipts).

Receipts can be rebooked or copied using the actions.

Create an overview of the assigned employees for a single project, project type, or all projects within a period.

You can optionally choose to display only the Project Managers.

You will see blue bars for the projects; the length of the bars corresponds to the assignment period for the respective project.

If you cannot see the full label of a bar, hover your mouse over the bar to display the details in a tooltip.

For a short report period (up to three months), the bar alignment is day-accurate; otherwise, it is month-accurate.

Here you can create an overview showing which employee is assigned to a project/task with which price group (and the hourly and daily rates stored therein).

Specify a period and select a Project Status, if applicable. You can preselect a customer and specify one or more projects as well as the desired employees.

In the results table, organized by projects, each project employee is displayed with their assigned price group per assignment period. The price list (Base, Customer, or Project Price List), as well as the corresponding validity period, is indicated. If there are specific task assignments with price groups deviating from the project's, these will also be listed per employee. All applicable hourly and daily rates are listed. If there are special activities or price factors in the corresponding price list, these are also listed, and the resulting hourly rate is displayed accordingly.

You can also export this report as CSV.

You can get a quick overview of the current work on all ongoing projects using the Project Time Matrix. Here, all projects and all project employees, along with the amount of project time booked on them, are listed for a selected period and a specific status.

Set the period and the desired status. Dependent on this, a list of projects that are valid within this period and match this status will be offered:

By clicking "execute," the projects and project employees, along with the project times booked on them, will be listed for this period and status.

If you check the "list employees in lines" checkbox, the employees will be displayed in rows and the projects in columns.

If you have many employees, such that the Project Time Matrix becomes too wide for printing, the report must be distributed over several pages. For "max. number. of Employees/page," enter how many employees should be visible per page. The value is retained in the system and is pre-filled the next time the Project Time Matrix is called up.

You can optionally specify whether the tasks should also be displayed (in which case the employees cannot be listed in rows). ("Show tasks")

If you do not check this option (default): Employees who have not booked any time (total 0) in the set period will not be listed in the matrix.

If you check this option: All employees who were authorized to book time during the set period will be listed in the matrix, even if they have not booked anything (total 0). This can be useful if you want to identify missing bookings.

Display project time in hours or in days:

You can choose to display the booked project times here in hours or in days.

If you display the booked project times in days, you define the number of hours that your "day" should have for the conversion here. The value must not be "0" and not greater than "24".

Set the desired period and the desired status of the project.

Dependent on this, the list of projects that are valid within this period and match this status will be offered.

Internal projects are not offered. For these, use the "Project Time Report".

If the selected project has the setting "Individual sheets per task" or "Tasks are billed individually," the list of tasks will be offered. To restrict the time proof to a subset of the tasks, select one or more tasks. Rated tasks are not offered and not included in the report.

If you use the ZEP Ticketing System and the selected project has the setting "Tasks are billed individually," the tickets on which time was recorded within the selected period will also be offered in addition to the tasks. To restrict the time proof to a subset of the tickets, select one or more tickets.

If you activate the checkbox "Show Price Factors," the applicable price factor will additionally be indicated for each time entry in the report.

You can optionally specify whether the report should be executed "without rated tasks."

If you would like a signature block in the print version, activate the corresponding checkbox and restrict the selection to "Employee Signature" or "Customer Signature," if applicable. If the setting is configured to list employees as a grouping, you can choose whether there is one Employee Signature at the end or one Employee Signature at the end of each employee sheet.

By clicking "execute," the time proof is created according to the project specifications.

With this report, you can see which revenue was achieved in a specific period. You can call up the Project Sales Volume directly within a project or under Reports > Project. The display corresponds to your settings under Invoicing Settings > Format.

Set the desired period. (Internal projects are not offered. For these, use the "Project Time Report".)

If the selected project has the setting "Tasks are billed individually," the list of tasks will be offered. To restrict billing to a subset of the tasks, select one or more tasks.

If you use the ZEP Ticketing System and the selected project has the setting "Tasks are billed individually," the tickets on which time was recorded within the selected period will also be offered in addition to the tasks. To restrict billing to a subset of the tickets, select one or more tickets. However, the option for individual ticket billing only exists for projects or tasks that are billed by the hourly rate.

You can export the following tables in CSV format:

With the Customer Sales Volume report, all or only specific projects for a customer can be selected and billed together.

Set the desired period, select a customer, and specify the desired Project Status and the industry/sector, if applicable.

Dependent on this, the list of projects for the respective customer will be offered that are valid within this period and match this status.

The Customer Sales Volume report corresponds to the Project Revenue report.

Additionally, a table providing an overview of the projects to be billed is displayed at the top of the page. The respective customer revenue for each project in the corresponding billing format follows below.

The project's price lists apply per period. If the project does not have its own price lists, the customer's price lists apply. If the project's customer also does not have their own price lists, the base price lists apply.

The report is created by clicking "Execute."

For Administrators, Controllers, and Project Managers (with Additional Rights):

In the Change History submenu item, you can call up the change history for all projects or for all projects you manage. This menu item is only visible if the setting "Record changes to project data" is activated in Administration > Miscellaneous > Change History.

You can restrict the results list by selecting one or more actions (Create, Change, Delete, Correction) and specifying one (or more) areas.

By selecting a date, you can restrict the list of available projects. For example, if you enter June 2014, all projects will be displayed except the following:

By selecting a period, you can restrict the list of available projects. All projects that are valid within this period will be offered for selection. Optionally, you can specify whether only projects that begin or end within this period should be displayed.

Here you set the report period using two date fields.

The default report start is the 1st of the previous month (up to the 14th of the current month) or the 1st of the current month (from the 15th onwards). The report end is always the current day.

You can, however, adjust the period as desired at any time using the monthly or CW (Calendar Week) quick links or by selecting dates.

If you want the report to cover the entire duration of the project since the project start, deactivate the checkbox in the first date field.

Running the report from the project start is particularly useful for a lump-sum project. This is because for a lump-sum project, the comparison of internal and external costs (profitability) is only correct when the entire project duration is considered.

Is always reported from the project start; therefore, only the end date of the report can be set here.

Project state plan report evaluates how much of the planned time and costs for a project have already been consumed since the project started.

In the report, all planned hours and costs are compared with the actual hours and costs incurred up to that point.

Daily rate projects with information under Quoted Daily Rates additionally have columns for actual and planned daily rates and correspondingly planned/actual or actual/planned daily rates.

Project Managers without budget responsibility can only run this report with planned hours (costs are not displayed).

Rated projects and tasks can optionally be switched to "Effort with Hourly Rates" for this report.

Optionally, billable and non-billable times or only billable times are compared with the planned hours. If you have planned all hours for the project (i.e., billable and non-billable), select the "billable and non-billable times" setting. If you have only planned the billable hours, select the "billable times only" setting here.

You can additionally structure the report by:

In the employee grouping variants, the employee's price group(s) are also displayed. An employee may have different price groups at different times and in different tasks of the project. Only the price groups for which there was an actual time booking in the report period are displayed here.

The project's price lists apply to the wage for the respective period. If the project does not have its own price lists, the customer's price lists apply. If the project's customer also does not have their own price lists, the base price lists apply.

The Project state Time report evaluates the recorded project times based on billability.

The overview displays the total effort, the billable hours, the non-billable hours, and the percentage share of billable time in the total effort.

You can additionally structure the report by:

In the employee grouping variants, the employee's price group(s) are also displayed. An employee may have different price groups at different times and in different tasks of the project. Only the price groups for which there was an actual time booking in the report period are displayed here.

The Project State Revenue report compares internal and external costs for a project over a period.

The overview lists working time and wages, other costs (receipts, mileage allowance, flat travel rates), and total costs. For these, the internal and external costs, or the billable share of the total effort, are determined. This results in the revenue (external costs - internal costs) and Profitability ("revenue / internal costs" and "revenue / Billable").

The external costs for wages result from the project price lists for the respective period. If the project does not have its own price lists, the customer's price lists apply. If the project's customer also does not have their own price lists, the base price lists apply. The internal costs for wages result from the internal hourly rate stored for each employee in Employee Administration. If a project-specific internal hourly rate is specified, this will be used for calculation (during its assignment period). With the Absences & Overtime module, time surcharges are also considered, where applicable.

You can additionally structure the report by:

In the employee grouping variants, the employee's price group(s) are also displayed. An employee may have different price groups at different times and in different tasks of the project. Only the price groups for which there was an actual time booking in the report period are displayed here.

If the billable amount cannot be determined from effort tasks, the planned amounts of the lump-sum tasks are used instead and are summed up, if applicable, to the project level. Please note: in this case, the planned figures of grouping tasks are not considered, but only the planned figures of the lump-sum subordinate tasks. (Planned figures for grouping tasks are only used as true planned figures; they are not used as a substitute for a billable amount.)

This graphical report displays the time-based trend of booked project times. You can set a report period and choose the billability of the booked times.

You can structure this report either by "-none-," by employee, or by task. For scaling, you can choose between "-automatic-," Month, Day, CW (Calendar Week), and Quarter.

According to the set parameters, the booked project time is displayed as a bar (with different colors per employee or per task) in the desired scaling.

This report is also offered as a CSV export.

With the Overall State Plan report, single, multiple, all, internal-only projects (projects without a customer), or customer-only projects can be viewed in an overview. If you use the add-on module Locations & Departments, you can specify a department.

The report evaluates how much of the planned time and costs for the correspondingly selected projects have already been consumed since the project started.

The list of projects can be restricted by specifying a Project Status, the Project Type (for customer projects, this can be further restricted to the projects of a specific customer), and by specifying a period under "Project Duration." Optionally select keywords (if defined in the master data). You can select one, several, or all projects.

Optional data to include in the report: Budget, Wages, Other Costs.

If you only want to consider projects that were set up in a specific currency, specify that currency here.

If you check "Convert all amounts into EUR," all amounts will be converted to the base currency EUR.

If you do not check "Convert all amounts into EUR," all amounts, including internal costs, will be converted to the respective project currency.

The date used for the exchange rate is always:

Optionally, billable and non-billable times or only billable times are compared with the planned hours. If you have planned all hours for the project (i.e., billable and non-billable), select the "billable and non-billable times" setting. If you have only planned the billable hours, select the "only billable times" setting here.

Depending on your specifications, the report will then contain more or fewer columns.

Optionally specify: "Only show projects with actual total costs that have already exceeded x percent of planned costs" and enter a percentage. The results table will then only include the projects that have exceeded the planned costs.

Lump-sum projects and tasks can optionally be switched to "Effort by Hourly Rate" for this report (they are listed with "S" in the results table).

In the report, all planned hours and costs are compared with the actual hours and costs incurred up to that point. You can choose which type of actual hours you want to compare your planned figures with: with the billable times or with the billable and non-billable times (i.e., with all hours).

All selected projects are displayed in one row each with their respective planned hours (quoted daily rates, if applicable) and planned costs and the corresponding actual figures. The project billing type is defined by the following abbreviations: S = Hourly Rate, T = Daily Rate, and P = Lump-sum Project. Additionally, internal projects (projects without a customer) are marked with an "i".

The project's price lists apply to the wage for the respective period. If the project does not have its own price lists, the customer's price lists apply. If the project's customer also does not have their own price lists, the base price lists apply.

The results table is configurable; you can show and hide the desired columns via Table Column Configuration for the HTML view and for Excel/CSV export.

With this checkbox, you can show and hide monetary amounts.

If you activate this checkbox, you only see the projects for which you have permission to view monetary amounts.

Especially for Project Managers who manage projects with budget responsibility and other projects without budget responsibility: If you have the role "Project Manager without Budget Responsibility" for one or more projects, you will not see these projects in the Overall Status Plan when you activate the checkbox.

If you only want to consider projects that were set up in a specific currency, specify that currency here.

If you check "Convert all amounts into EUR," all amounts will be converted to the base currency EUR.

If you do not check "Convert all amounts into EUR," all amounts, including internal costs, will be converted to the respective project currency.

The date used for the exchange rate is always:

You enter the exchange rates, including the validity date, as an Administrator under Administration > Prices & Receipts > Exchange Rates.

The Overall State time report evaluates the recorded project times based on billability.

Set the desired period and specify the desired Project Status. You can further restrict the view by specifying the Project Type (internal-only, customer projects only, or all projects); you can also optionally select keywords.

Dependent on this, the list of projects that are valid within this period and match this status will be offered.

The overview displays the total effort, the billable hours, the non-billable hours, and the percentage share of billable time in the total effort.

If you set the grouping to "without grouping," you can optionally display the project's planned figures via Table Column Configuration (Plan, Planned Billable Hours, Billable Hours/Plan, Planned Total Hours, Total Hours/Plan).

You can additionally structure the report by:

The results table is configurable; you can show and hide the desired columns via Table Column Configuration for the HTML view and for Excel/CSV export.

The Overall State revenue report provides an overview of incurred costs: internal costs versus billable costs, and the resulting margins and profitability.

Set the desired selection criteria. The list of projects will be offered dependent on this. All selected projects are displayed in one row each with their respective internal and external costs.

If you only want to consider projects that were set up in a specific currency, specify that currency here.

If you check "Convert all amounts into EUR," all amounts will be converted to the base currency EUR.

If you do not check "Convert all amounts to EUR," all amounts, including internal costs, will be converted to the respective project currency.

The date used for the exchange rate is always:

You enter the exchange rates, including the validity date, as an Administrator under Administration > Prices & Receipts > Exchange Rates.

The internal and billable wages, the other internal and billable costs, the internal and billable total costs, as well as the resulting revenue and Profitability are listed.

You can additionally structure the report by:

The external costs for wages result from the project price lists for the respective period. If the project does not have its own price lists, the customer's price lists apply. If the project's customer also does not have their own price lists, the base price lists apply. The internal costs for wages result from the internal hourly rate stored for each employee in Employee Administration.

If the billable amount cannot be determined from effort tasks, the planned amounts of the lump-sum tasks are used instead and are summed up, if applicable, to the project level. Please note: in this case, the planned figures of grouping tasks are not considered, but only the planned figures of the lump-sum subordinate tasks. (Planned figures for grouping tasks are only used as true planned figures; they are not used as a substitute for a billable amount.)

The results table is configurable; you can show and hide the desired columns via Table Column Configuration for the HTML view and for Excel/CSV export.