Support & Documentation

User Guide

Billing Report

Section Contents

• • Report Description
  • Generate Billing Report (HTML Format)
  • Export Report Data in CSV Format

Report Description

Billing report provides you with information about time expenses reported for different billing types and billable amounts calculated on the basis of assigned billing rates.

There are two types of Billing reports:

1. Count all time reported within a date range

   A Billing report of this type is based on the number of hours spent on the tasks (including incomplete tasks) within the specified date range.

2. Count only time reported for tasks completed within a date range

   A Billing report of this type is based on the overall number of hours (starting from task creation) spent on the tasks that were completed within the specified date range (according to their completion dates).

For both report types you can choose which information to show in the report. The available options are:

• Spent time only

  • for billable tasks
  • for non-billable tasks
  • for billable and non-billable tasks
  
  Billing Report (spent time only)

• Billable amounts only (calculated for the billable tasks)

  
  Billing Report (billable amounts only)

• Both time spent on the billable tasks and billable amounts calculated for them

  
  Billing Report (spent time & billable amounts only)

Billing report supports up to 2 levels of data grouping. The available grouping options are:

• by customers
• by projects
• by projects having the same names (by project names)
• by tasks having the same names (by task names)

  Grouping by task names allows to generate reports on "generic" tasks, i.e. typical tasks with same names that are created in a number of projects.

• by users
• by dates

For example:

• First group results by customer, then group by project
• First group results by date, then group by customer
• First group results by date, then group by project
• First group results by project, then group by date
• First group results by user, then group by customer
• etc.

The second grouping level is optional.

Billing reports may be generated in the detailed or summary forms. In the detailed form, the report contains information about the tasks. In the summary form, the information about the tasks is hidden and the report presents only summary records for the selected grouping options.

The following filters are available for the Billing report:

• Date range
• Customer and project - you can create a report for
  • all projects of all customers
  • all active projects of all active customers
  • one or several selected customers and/or projects

To access the Billing report interfaces of actiTIME, use sub-menu 'Billing' of the top-level menu 'Reports'.

Only users who have the 'Generate Cost & Billing Reports' access right may generate Billing reports. Note that the users who do not have this right will not see the reporting interfaces at all.

Generate Billing Report (HTML Format)

To generate and view Billing report in HTML format follow the instructions below:

1. Select the 'Billing' option in the top-level menu 'Reports' to open the report interface.

   
   Billing Report form

2. Specify parameters of the report to generate.

   You can load a report configuration with pre-configured report parameters. See section Working With Report Configurations for more information.

   The report parameters include:

   • Customers and projects to generate the report for

     To see archived customers and projects in the customers and projects selector, set the 'Show archived customers and projects...' checkbox above the list of customers and projects.

     
     Customers and Projects Selector

     If you select a customer when option 'Show archived customers and projects...' is not selected, archived projects of this customer will not be shown in the report.

   • Report type - one of

     • Count all time reported within a date range
     • Count only time reported for tasks completed within a date range

   • Data grouping options

   • Information to show in the report - one of

     • Show spent time (for billable tasks, for non-billable tasks, or for both billable and non-billable tasks)
     • Show billable amounts
     • Show spent time & billable amounts

   • Time format to be used in the HTML report - either decimal format (##.##) or hours/minutes format (HH:MM).

     This option is not applicable to the reports in CSV format. Reports in the CSV format always use decimal format for time-track data.

   • Date range - you can use one of pre-defined date ranges or configure a custom date range.

   Initially, just after your login to actiTIME, the report parameters are pre-set to the following options:

   • Report type: By time reported for a date range
   • Information to show in the report: Billable amounts only
   • Data grouping: Customers by projects; hide tasks (summary form)
   • Time format: as configured in the general system settings
   • Date range: Current month
   • Customers and projects: All active projects of all active customers

   After you have generated a report, the interface saves its parameters and will pre-set them when you open the report page the next time.

3. When you are ready, submit the page by clicking 'Generate Report' button at the bottom of the interface. The system will generate and show the report according to the specified parameters.

If you want to modify parameters of the generated report, click the link 'Change report parameters' above the table. This will return you to the page with report parameters. Modify them and generate the report again.

Export Report Data in CSV Format

To export data of the Billing report in CSV format follow the instructions below:

1. Specify report parameters in the same way as for generating an HTML report (for more information see section Generate Billing Report).

2. When you are ready, submit the page by clicking the 'Export Report to CSV Format' button at the bottom of the interface. The system will generate and return a file with report data in CSV format.

   Save the generated file. For examining exported data open the saved file in Microsoft Excel or any other spreadsheet software.

   Report records will be delimited by the field separator configured in the general system settings You may need to change the default field separator if your spreadsheet software does not automatically split the report data in columns (for more information see section Adjust general system settings).

   Numbers shown in the report will be formatted using decimal symbol configured in the general system settings.

   In contrast to HTML reports, CSV reports always convert time to the decimal format. This means that if HTML report shows spent time as "1:15", CSV report will contain value "1.25".

You can also export the report data to CSV format just after generating a report in the HTML format. To do that click on the 'Export to CSV format' link under the report. The system will generate and show you a new report in the CSV format using the same report parameters as in the previously generated HTML report.