The Assigned Time and Disbursements report gives a list of time and disbursements assigned to invoices between selected dates. It’s a dynamic screen to view and review data, with options to export your results.
It’s used for reviewing the time and disbursements assigned to invoices, analysing fee contributions and WIP assigned dates.
Assigned Time and Disbursements Report
Go to Reports >> Performance Reports > from Invoicing > click on ‘Assigned Time and Disbursements’
Then click on the ‘Report Options’ button and select one of the preview options to view the ‘Invoices Assigned Time and Disbursements’ screen.
Date options
The report displays information tied to the invoice dates – not any individual component dates.
For example if time for October is assigned to an invoice for September, it will be included in this report when the date range is for the month of September.
Filter, Grouping and Export options
Before loading you can filter this report by Employee.
Once the data loads you can make more changes within the screen itself.
The report includes built in default grouping options for:
- job code
- office
- job owner
- charge type
- employee name
- task group
- task
- activity
You can also apply custom grouping and sorting by choosing the “Advanced” option. This enables drag and drop grid sorting which includes all the multi-grouping features outlined in this article on using Abtrac data tables
You can also export this report data to Excel or CSV.
Setting up your reporting options for the Assigned Time and Disbursements screen (All Invoices)
You can use the screen with it’s off the rack layout, or set up it to suit your needs showing/hiding columns as required. You can also set which columns are visible and in what order from User Control Settings: Invoices(All) – Assigned Time and Disbursements
Understanding the data
The information for this report comes from data stored in the Invoice Management page and Job Details page.
The Assigned Time and Disbursements report shows the following information –
- Invoice No
- Invoice Date
- Project Code (Job Code)
- Office
- Job Manager (Project Manager)
- Timesheet Date
- Charge Type
- Name (Employee Name)
- Stage Group (Task Group, Phase Group)
- Stage (Task, Phase)
- Timesheet Line Comment
- Activity
- Units
- Charge Rate
- Charge Extension
- Invoice Fee Contribution
- WIP Assigned Date
Charge Type
Charge Type is either Goods (aka D, Disbursements – both Employee and Company costs) or Ordinary (aka T, Time, Timesheets). It’s the same classification seen from Bulk Edit Timesheets.
Charge Extension
Charge Extension is the value of time entered, Units × Charge Rate for the timesheet line
Invoice Fee Contribution
Invoice Fee Contribution is based on the timesheet lines, and the invoice line amount to which is is assigned. The calculation differs depending on your selections from Administration >> Settings >> System Settings >> Invoices either showing :
- fee contribution for each invoice line amount, or
- fee contribution for the total invoice amount
You can read more about the invoice fee contribution and how it is calculated here.
WIP Assigned Date
When time is assigned to an invoice in Abtrac it is allocated a WIP Assigned date.
This WIP assigned date is the indicator of when the time changed from WIP (Work in Progress) to Billed time. The WIP assigned date determines whether time is shown in pre-billing and WIP reports.
The WIP assigned date will follow your preset rules. Usually either the date of the invoice or the date the time was assigned.
See here for WIP Assigned date rules.
Viewing assigned time and costs for an individual invoice
Click on any ‘Invoice No’ in this report to go through to the Invoice Management page.
Then click on the ‘Report Options’ button and choose ‘Assigned Time and Disbs’ option.
This gives the time and disbursements assigned to the selected invoice.
Choosing Print Preview from the Assigned Time and Disbursements screen will show a report of assigned time, grouping by invoice lines. This report includes
Abtrac KB# 2149