Overview
In the Reports submenu item of the selected project, you can run various reports specifically for this one project.
If you want to run a specific report for several projects consecutively or together, the menu item Reports > Projects is the appropriate starting point.
Under this menu item, you can display all information related to projects:
Project time report
Using Projects > [Project Name] > Reports > 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 available to you via Projects > Reports > Project Time Report, as well as from the submenu item Reports > Project Time Report of a selected project.
Search Criteria:
Specify the period for which you want the project times to be displayed. If you remove the checkmark from the "from-date," the project times will be listed starting from the project beginning.
Select 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.
Tickets: Only available if the Ticketing System module is used. This allows searching for times booked to a specific ticket.
Checkbox Display Travel Data: Extends the search results table with travel details (Trip, Start, Destination, Private, Vehicle, km, Passengers). The sum of the total km is also displayed above the results table.
Checkbox Display Project Department: The project's department is additionally displayed in a separate column in the results list.
Search Term: Remarks on time entries are searched using the search term.
Results Table:
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.
Actions:
Project times can be rebooked or copied using the actions.
Receipts report
requires ZEP Compact with module revenue & costs
Using Projects > [Project Name] > Reports > Receipts 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 contrast to Reports > Employees > Receipt Report, this report is not employee-related but project-related.
This report is also available to you under Reports > Projects > Receipt Report.
Special Features:
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.
As in the employee-oriented report, you can rebook, copy, delete, and change receipts here.
Search Criteria:
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. If the checkmark on the "from-date" is removed, receipts will be listed starting from the project start.
Select Project, Task, Employee, Receipt Type, Currency, and Payment Method. This allows you to create many different reports. With the "Arrow Symbol" next to the Project/Employee selection, you can update the selection list.
Search Term: Remarks on time entries are searched using the search term.
Convert to: Select a currency (from ZEP Administration), and the amounts will be converted to this currency, if applicable.
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.
Checkbox Display Project Department: The project's department is additionally displayed in a separate column in the results list.
Results Table:
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).
Actions:
Receipts can be rebooked or copied using the actions.
Absences Overview
available from ZEP Compact with the Absences & Overtime Module
You can select by Absence Reason and the status of the absence reason (approved/not approved):
Under Projects > [Project Name] > Reports > Absence Overview and in the Absence Overview submenu item of a project via Reports > Projects > Absence Overview, you get an overview of the Vacation Schedule of your project employees. This allows you to quickly identify bottlenecks during the project duration and react in time.
You can call up this report in the Preview or download it as a PDF, or export it as an Excel file (optionally also as a monthly or yearly overview) or CSV, or run it as a Task in the Background and have the result file sent to you via email. You can also export the results table as Excel or CSV, or subscribe to the Absence Overview as an iCalendar feed.
Price Overview
Here you can create an overview showing which employee is assigned to this project with which price group (and the hourly and daily rates stored therein). If there are special activities or price factors in the corresponding price list, these are also listed.
Specify a period and select the desired employee(s).
In the results table, 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.
Project Time report
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 taskswill 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 Ticketing System module 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.
By clicking "execute," the time proof is created according to the project specifications.
Project Sales Volume
available from ZEP Compact with the Revenues & Costs Module
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 taskswill 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 Ticketing System module 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.
By clicking "execute," the time proof is created according to the project specifications.
Project State Plan
available in ZEP professional
The 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 (i.e., without costs).
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 planned only the billable hours, select the "only billable times" setting here.
You can additionally structure the report by:
by task: The planned figures and actual figures are compared for each task. For projects that are billed hourly based on effort, the incurred wage is also determined and displayed for each task. (For projects billed by daily rate, this is not meaningful, as the daily rates cannot be divided among individual tasks.)
by task and activity
by task and employee
by employee: For effort projects, the incurred wage for each employee is determined and displayed.
by employee and activity: A table of hours incurred per activity is displayed for each employee. For projects that are billed hourly based on effort, the incurred wage is also determined and displayed for each activity. (For projects billed by daily rate, this is not meaningful, as the daily rates cannot be divided among individual activities.)
by employee and task
by employee department (only with the Locations & Departments module): The billable working times, as well as the billable receipts and other costs, are displayed for each department.
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.
Project State time
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:
by task: Total hours, billable hours, non-billable hours, and the percentage share of billable time in the total effort are listed for each task.
by task and activity
by employee: Total hours, billable hours, billable daily rates (if applicable), non-billable hours, and the percentage share of billable time in the total effort are displayed for each employee.
by employee and activity: Total hours, billable hours, billable daily rates (if applicable), non-billable hours, and the percentage share of billable time in the total effort are displayed for each employee per activity.
by employee and task: Total hours, billable hours, non-billable hours, and the percentage share of billable time in the total effort are listed for each employee per task.
by employee department (only with the Locations & Departments module): Billable hours, billable daily rates (if applicable), non-billable hours, and the percentage share of billable time in the total effort are displayed for each department.
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.
Project state revenue
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:
by task: Working times, receipts, and mileage allowance are listed for each task, along with total hours, billable hours, and the billable share of total hours. Additionally, internal and external wages, as well as the Margin and Profitability (Profitability = Margin / Internal Wage x 100%), are shown. Please note, the planned figure of a taskis only used if the task duration (start-end date of the task) is completely or partially within the report period.
by task and activity
by employee: Working times, receipts, subsistence costs, flat travel rates, and mileage allowance are listed for each employee. Total hours, billable hours, billable daily rates (if applicable), and the billable share of hours are listed for each employee. Additionally, internal and external wages, as well as the revenue and Profitability (Profitability = revenue / Internal Wage x 100%), are shown.
by employee and activity: (Additional breakdown of working times by activity per employee.)
by employee department (only with the Locations & Departments module): Working times, receipts, subsistence costs, flat travel rates, and mileage allowance are listed with internal and external costs per department.
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.)
Project times chart
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.
Internal Costs
This report is also offered as a CSV export.
Detailed listing of all internal costs of a project. In the Project Status Margin report, the internal costs are listed in total; in the Internal Costs report, they are listed individually and in detail.
Please note: Only employees for whom an internal hourly rate is stored are considered in this report.
Overview Table
The sum of the internal wages, the project share of subsistence costs, the receipts, and the mileage allowance is listed per employee.
Internal Wages Table
All time bookings (billable and non-billable) on the project, multiplied by the applicable internal hourly rate of the respective employee, are listed. With the Absences & Overtime module, time surcharges are considered, where applicable.
Subsistence Costs Table
Subsistence costs are calculated per day worked outside the standard place of work, dependent on the location and the time of absence. Special Feature: Only the project-specific share of the incurred subsistence costs is listed here.
Receipts Table
All receipts recorded by the employee for the project are listed. Receipts that include a private share are displayed both with and without this private share.
Mileage Allowance
All trips, whether with a private vehicle or a company vehicle, are listed. The mileage flat rate stored in the master data is calculated per kilometer driven.