Section Contents

Report Description

Profit/Loss Report is available within actiTIME Pro and actiTIME Online editions only

Profit/Loss report provides you with comparative information on billable amounts and costs.

Example of Profit/Loss Report

Profit/Loss Report is available in actiTIME interface only when both 'User Rates & Cost of Work Report' and 'Hourly Billing Rates, Invoices & P/L Report' features are turned ON (see section Turn Features On / Off).

Profit/Loss is calculated as

    Profit/Loss = (Billable Amount - Cost)

Billable amounts are calculated on the base of hourly rates associated with types of work. Costs are calculated on the base of hourly user rates.

Profit/Loss report provides only summary information on costs and billable amounts. To get more detailed data generate Cost of Work Report or Billing Summary Report with the same parameters as you set for the Profit/Loss report.

To access Profit/Loss report interfaces, use sub-menu 'Profit/Loss' of the top-level menu 'Reports'.

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

Report Sections

The Profit/Loss report consists of three sections:

  • Profit/Loss calculated for the selected customers and projects

    Profit/Loss Report, P/L calculated for the selected customers and projects

    This section shows both costs and billable amounts calculated for the selected customers and projects.

    Costs shown in this section are calculated for the working time reported by the users for the selected customers and projects. These costs are always calculated on the base of regular user rates (see also section User Management: Create New User for information on how to configure user rates).

    Note that customer & project-specific costs are calculated on the base of all working time reported by the users, and thus include cost of overtime hours calculated on the base of regular user rates.

    There are also additional costs of overtime hours that depend on the difference between regular and overtime user rates. These costs are shown in the General Costs report section (see more details in this section description).

    Billable amounts are calculated on the base of hourly rates specified for types of work that are configured for the tasks actiTIME users reported time for (see also section Types of Work Management for information on how to configure billing rates).

    Information shown in this section is always grouped by customers, then by projects, and then by tasks. You can also choose to hide by-project and by-task information in the report parameters.

  • General Costs

    Profit/Loss Report, 'General Costs' section

    This section shows general costs that do not relate to specific tasks and thus do not depend on the selected customers and projects. These costs depend only on the date range selected for the report.

    General costs include:

    • Leave Time costs - costs calculated on the base of leave time user rates.

    • Overtime Addition costs - additional costs calculated for users' overtime hours reported within the specified date range. Overtime Addition costs are calculated as specified below:

          Overtime Addition Cost = (Overtime Hours) * (Overtime Rate - Regular Rate)

      Where parameter 'Overtime Hours' means one of the following:

      • Overtime hours reported by the users who are allowed to enter overtime/undertime manually
      • Auto-calculated overtime hours for the users with overtime calculation mode set to 'Automatic calculation'

      Note that Overtime Addition does not depend on selected customers and projects. It shows additional overtime costs for the selected dates independently of the tasks users were working on at that time.

      This means that Overtime Addition does not change when you filter report records by customers and projects; so in some cases it is possible that report section with per-customer costs will not contain any spent time and costs (because they were filtered out), but the Overtime Addition Costs will be greater than zero.

    This section does not show any billable amounts since general costs are not associated with specific tasks.

    You can turn off calculation of general costs in the report parameters.

  • Overall Profit/Loss

    Profit/Loss Report, 'Grand Total' section

    This section presents sum of billable amounts, costs, and profit/loss shown in the other two report sections.

    Note that when you filter report records by customers and/or projects, the section with general costs does not change, but the section with Profit/Loss calculated for the selected customers and projects may depend on your filters.

    If this filtering is applied, the summarized data on general costs and per-customer profit/loss data may be hard to interpret, especially when working time was reported on the projects that were filtered out.

When leave time and overtime costs display is turned off in report parameters, Profit/Loss report contains only one section - Profit/Loss calculated for the selected customers and projects.

Example of a Profit/Loss Report,
displaying of leave time and overtime costs is turned off

Compact and Detailed Report Forms

You can generate Profit/Loss report in the compact or detailed form. Level of details to show in the report is configured in the report parameters.

You can show or hide the following information:

  • Report columns:

    • Spent time
    • Rates (billing rates and user rates)

  • Report rows:

    • Profit/loss per task
    • Profit/loss per project

In the most detailed form the report shows all available information on profit and losses:

Example of a Profit/Loss report, detailed form

In the most compact form Profit/Loss report shows only billable amounts, costs, and profit/loss.

Example of a Profit/Loss report, compact form

You can also hide report rows displaying leave time and overtime addition costs.

Profit/Loss Report Parameters

Profit/Loss Report form

Parameters of Profit/Loss Report include:

  • Customers and projects to generate the report for

    To see archived customers and projects in the customers and projects selector, select '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 format and level of details in the report section with customer- & project-specific data.

    You can choose to hide per-project and per-task data.

  • Information to show in the 'General costs' report section:

    • Leave time costs
    • Overtime addition costs

  • Whether to show columns with additional information:

    • Spent time
    • Rates

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

  • 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 data.