Timesheet Entries by Task Report

The Timesheet Entries by Task report shows all task wise time and cost for the chosen criteria.

There are quite a few variations on the ‘basic’ timesheet entries by task report with options for lots of different filters, groups and sub-groupings.

It is often used in conjunction with the Manage WIP Screen, or the Unbilled Work Quick Summary to determine what can be billed each month.

Timesheet Entries by Task Report Filters

The Timesheet entries by task report can be accessed from the Timesheets section in the reports page.

Go to Reports >> Performance Reports >> select Timesheet Entries by Task in the Timesheet Entries section

The report shows time and costs for a Client and Job, grouped by task between the selected two dates.

Billable WIP only – show only unbilled time

Or by choosing the ‘Billable WIP only‘ option, this report only shows everything that has been unbilled for a job/s up to the date entered in the Date To field.

Filter and Grouping options

This report can also be filtered/grouped using the active filters given on the right – by Job Office, Job Team, Client, Job, Client Owner 1, Job Owner(s) and Employee.

Selected jobs across multiple clients

For the Job and Job Owner options, you can also multi-select only the Jobs/Job owners you are interested in.

Click on the search icon near Job and/or Job Owner (Job Manager in this instance) to select multiple records from a list.

You can also use the search icons in the ‘Select Multiple Records’ box and filter the list by job number and/or job description.

Rates selection

To specify whether the timesheet report shows charge rate or cost rate, make a selection from the radio box before running the report.

Read more on employee rates here – Employee Charge RatesEmployee Charge Rates: Specific RatesEmployee Cost RatesScaled Cost Rates

Timesheet Entries by Task Report

From the ‘Report Options’ button, you can select either ‘Preview with Export Options’ or ‘Preview and Print’ to preview the report.

The standard report layout can be previewed as below for ‘Preview and Print’ option.

By default, the report shows the total time and cost for the selection, with time and cost details also grouped by task. It shows Timesheet lines by date, comment, units and the total charge/cost extension for each timesheet line of the employee. Cost/Disbursement lines are shown below the total time.

Timesheet Entries By Task – Show Invoice History

From the selection box below, before you preview, you can optionally select invoicing history.

Timesheet Entries By Task – Show Activities

From the selection box below, before you preview, you can optionally select show activity.

Activity details will be shown as below, as sub groups within the task groupings.

Other Report Options

Choose the desired preview option in the report options box to produce many different types of custom reports.

Timesheet Entries By Task – Show Zero Extensions

  • Hide zero extensions: Tick this box to hide timesheet lines with zero extensions. This usually occurs when no charge rate has been entered against an employee, for example, when a new employee hasn’t been set up with rates yet.
Zero extensions shown
Zero extensions hidden

Timesheet Entries By Task – Show Zero Units

  • Hide zero units: Tick this box to hide zero units. These usually show up when a timesheet has been cloned and zero entries haven’t been deleted (see more here – Cloning Timesheets).
Zero units shown
Zero units hidden

Understanding the data

The Timesheet Entries by Task Report shows the following information-

  • Client Name
  • Client Owner 1
  • Job Code
  • Job description
  • Job Owner 1
  • Fixed Fee
  • Pre Payment Amount
  • Pre Payment Amount Paid tick box
  • Job Task name
  • Timesheet entry dates
  • Employee names
  • Comment
  • Units
  • Charge and
  • Extension

From Clients, Contacts & Jobs >> Search Clients and Jobs >> click on the relevant ‘Job Code’ to go into Job Details page.

The ‘Fixed Fee’, ‘Pre-payment amount’ and ‘Pre Payment Amount Paid’ tick box information come from the Job Billing Details tab in this page.

Extension = Units x Charge

If Billable WIP box has been ticked, this report only shows time and disbursements that has been unbilled for a job/s up to the date entered in the ‘Date To’ field.

Why is there an asterisk (*) on some lines in the report?

The asterisk mark (*) for an extension means that the amount has been assigned to an invoice.

Abtrac KB# 2169

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