Catégories

Timesheet report

Timesheet report

The timesheet report allows you to manage your projects and your teams.

It is also a management tool for distributing work to colleagues by analyzing the time spent on tasks vs clients’ projects.

You can also use it to make payrolls and invoice your customers.

Nov 14
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Report of work in progress

By Digital transformation, Progression, Reports

The work in progress report allows you to quickly view all of your billable projects by transaction (timesheets) with their status. Not only will you see the tracking of amounts in real time, but you will be able to see the percentage of hours completed.

This will allow you to manage your business well. It requires the use of several ERP (enterprise resource planning) functions of the Collabox.

Preliminary checks

To get the “real” numbers for your company, first make sure you have made the following entries for each project in Collabox:

  1. Service offerings
  2. Invoices
  3. Disbursed
  4. Time sheets

Also, make sure that the updates on the projects have been made and that the “billable by transaction” box is checked in the project form.

Produce the work in progress report

First, select the “Reports” menu.

Reports tab in the Collabox main menu.

Then click on the “Work in Progress Report” tab in the left grey menu.

Image showing where to find the access to the work in progress report in the left grey menu.

There are several filter options available to you for creating the report. Check the desired items and select options from the drop-down menus, if applicable. Transactions refer to the timesheet entries of your employees.

Work in progress report creation page with the different possible search filters.

The basic table generated by the Collabox looks like this.

Fictitious example of a table generated by the work in progress report.

Field description

The table produced in the report is divided by column. Each column is associated with a particular field. The first fields refer to the context of the project. First, see the client’s name, project number and name.

Excerpt from the first three columns, or first three fields, of the work in progress report. They contextualize the project with the client's name, project number and name.

The second portion of the table refers to the financial aspect of the project. It shows the expected amount of money from the service offering. The amount already invoiced to the customer is shown, as well as the amount still to be invoiced.

Progress refers to the percentage of completion handwritten by the employee in the project sheet. In turn, the calculated progress refers to the percentage of the planned money (fees, equipment, product, subcontracting, etc.) that is actually spent based on the information in the service offering.

Then comes the actual profitability of the project. The “Work in Progress” column refers to the amount of money worked but not yet invoiced. Be sure to update the percentage of progress on your projects to get a real time number. Finally, a quick glance at the “hours worked” field allows you to see the progress in hours of the project and to anticipate cost overruns before they occur!

Excerpt from the first line of the work in progress report table that mentions the names of the fields related to the monetary portion of the projects.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Jun 17
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Vacation Project

By Configuration, Employees, Reports, Sick vacation, Timesheet, Timesheet report

To help you better manage your employees’ vacations, Collabox is there for you. Just create a project called “Holidays”. Employees will be able to use it from their timesheet or agenda to request time off.

Initial configuration

First, click on the “Organization” menu in the left sidebar.

Preference menu and selection of the organization option

Then click on the “Projects” tab to access the project customization features.

Selecting the Project tab in the organization update to set up a vacation project

You must then update the project types by clicking on the link of the same name. This page shows you all the types of projects in your organization. Make sure you find a “Holiday” type...

Create a vacation project

Now create a project normally. Go to the list of projects and add one.

Give the name “Holiday” to the new project and don’t forget to select the project type of the same name.

There are other options in this “Project” tab, if needed. It is recommended to create a vacation project every year.

Configure time banks

Configure the time banks of your employees via the Employee File under the main menu “Configuration”. They will be very useful for vacation management. You can add the hours accumulated in the assignment by employee on the project Vacation. This way, you’ll see if an employee exceeds their accrued vacation time!

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using the Collabox!

If you have any questions, please contact us and we will be happy to answer you. info@collabox.com (418) 907-9274 ext. 120

Jun 04
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Disbursements and timesheet

By Disbursed, Timesheet, Timesheet report

Are your employees traveling to meet with clients all over the place and picking up expense invoices? Stop racking your brains, Collabox is designed to make your job easier. In fact, you can transform your expenses or mileage into disbursements via the timesheet. It’s super convenient! To do this, you must first configure your employee’s account by following the instructions in the tab below.

Preliminary configurations

1. Creation of a new supplier

Create a vendor on behalf of the employee that will generate expenses and mileage. First, click on the “Accounting” icon at the top of the navigation menu.


Then select “Suppliers” from the left sidebar.


Finally, click on “Add a supplier”. Fill in the requested information and save the form.


2. Accounting settings

It is now necessary to configure the miscellaneous expenses that can be added to the mileage, for example food and parking. To do this, stay in the “Accounting” module and click on “Define types of expenses”.



Name some types of expenses, we suggest three common ones. Don’t be shy about borrowing them.

Then, associate these types of expenses with budget items. Click on “Expenses and budget items” to get there.


Use the drop-down menus to make the association. This example is for illustrative purposes only. Customize your menu!

If you don’t have a budget item that matches your expense type, just add it. To get there, click “Budget items”.


Then click on “Add a budget item” and fill in the information on the screen.

3. Employee settings

Go to “Configuration”.

Click on “Employees”.

Select the employee who will make trips.

Modify the options on these four tabs to suit your needs. 

Menus” tab

Be sure to check the “Expense Entry” box. Once done, go to “Preferences”.

Preferences” tab

First check “Show trip counter on timesheet”. Then continue to “Advanced configuration”.

Next, associate your employee with their newly created vendor account. 

Rates” tab

In the third tab, set up your employee’s travel rate, which is how much you reimburse your employee for travel and how much you sell it to customers. Click “Edit” to change these values. 

Enter the values you want. It is important to use the “.” (period) and not the “,” (comma) to enter the amounts.

Manage disbursements through the timesheet

Now that the configurations are done, manage your trips and generate disbursements through the timesheet! If you are the type of person who enters all your appointments in Collabox, you are in for a treat, as these can be transformed into timesheet entries. 

Turn an appointment into a timesheet

Click on your appointment in the calendar, then scroll to the bottom of the page.

Choose the “Create Timesheet” option from the series of buttons and options available. 

Then indicate the service to which you want to attach this entry. Then, enter your mileage and expenses incurred during this trip. Finally, click on “Save”. The data is saved and now appears in your timesheet.

For example, in red you have the place taken by the appointment and in gray the entry of the timesheet you just created. 

Turn an expense into a disbursement

Now that you have lots of expenses added to your timesheets, you are at the time to change them to disbursements. To easily locate them, we have created a comprehensive report. To do so, first click on the “Reports” icon at the top of the page.

Then click on “Expense Report” in the left side menu.

Select the desired display period for the report. It will track and display all additional expenses and mileage incurred by your employees. You can also select a specific employee, as in the example below. Then click on “View report”.

The report then shows you all mileage entries and expenses  entered in the timesheet. Select the ones you want to put in the payout.

WARNING! Be certain of your selection because it is not possible to reverse the transformation into disbursement.

Once the selection is complete, click on “Create disbursements”. 

You will be automatically redirected to your disbursement list and see your new disbursements on behalf of your employees. If you have selected entries from more than one employee, Collabox will separate the expenses automatically for each employee. You will then have as many disbursements created as employees having fulfilled expenses.
If you click on the disbursement, you will be able to see which expenses you selected with their amounts. However, if you have added expenses and mileage, you cannot discern them when turned into disbursement.


Jun 04
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Progress report

By Progression, Reports, Timesheet report

Do you know the progress report?

It allows you to see at a glance which of your projects are doing well and which ones are on cost overrun. Save time by directly visualizing the progress of the project, the amount sold to the client and the total fees of your employees.

The report is practical and accessible, it only takes a few clicks and you’re done. Your projects are often in several phases as is the case in architecture or construction. We’ve thought of everything! The progress report becomes a valuable tool since it allows you to follow up by phase!

Configuration of the rate per employee

The progress report is soon at your fingertips, you must first check if an hourly rate has been assigned to your employees and meet certain conditions. Here’s how to do it. If you have already done so, continue reading below.

Configuring the hourly rate per employee

To do this, go to the configuration menu located at the top of the page.

Then you have to go and look for the “employees” section in the left sidebar.

You will then have a list of all the employees in your company. By clicking on a name, you will display the employee’s file. To consult its hourly rate, click on the “Hourly rate” tab.

This page shows you the hourly cost and selling rate for this employee. If no hourly rate is displayed, you must add it by clicking on “Add an hourly selling rate”. The amount of the selling fee is necessary in the calculation of the progress report. Without it, the report will not display. It is also possible to modify an hourly rate for an employee in the project page to indicate a special hourly rate only for this project.

View the progress report

Now that your employees have an assigned hourly rate, you are ready for the progress report. The instructions below tell you which sections to complete to display your progress report.

What to fill in to display a progress report?

Before you can view your progress reports, your projects must contain certain information.

  1. The amount sold: This is the amount you sold to your client for the entire project.
  2. Fees: Your employees should make timesheet entries AND record that they are working on the project. Otherwise, their time will not be counted on the project and the progress report will not be up to date. The hourly cost rate must be configured (see above).
  3. Progress status: When you are in the project file, you must indicate the level of progress of the latter in percentage.

Once the projects are completed with the necessary information, the next step is to display the report itself. You will see, it only takes five mouse clicks.

How do I view the progress report?

To display the progress report, you must first click on the “Reports” icon located in the top bar.

Once in the reports menu, you can find the “Progress report” option in the left navigation bar.

You can then choose the time period you want for the report to be displayed. Collabox will present you with the information of all the projects fulfilling the necessary conditions for the display report. It is also possible to choose the detail of a particular project by indicating it in the drop-down menu.

The progress report by phase

This type of report allows you to see the progress of a project and the costs incurred in fees versus the amount sold to the client. It also offers you the detail by phase of the project. Thus, it is possible to see which phases are in cost overrun.

For example: the salaries of employees who worked on plans and specifications and on contract administration and site supervision which may be the cause of the cost overrun on a project.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Jun 04
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Calculation of overtime

By Employees, Reports, Timesheet report

The report by employee allows you to calculate and display the overtime hours of your employees. These are usually the hours that exceed 40 hours per week and must be paid at time and a half.

Overtime report

First, go to the “Reports” tab in the main menu at the top of the page.

Then select the “Employees” function from the left-hand menu.

Now that the report options by employee are displayed, choose a time period and an employee’s name. You can also choose not to select any employee to get a detailed report for each person working in your company.

Then, uncheck the boxes “Include hours details” and “Include comments”. Then select the “Explode hours by holiday/holiday” box.

The report result is displayed by employee name. Regular hours are listed, followed by time-and-a-half, vacations and vacations. Other variables are possible depending on your configurations. This way, sick leave or hours on the road could be visible.

With the overtime report, quickly view the hours at time and a half and adjust your next paycheck accordingly!

Watch several video tutorials on our Youtube channel and visit our Tips and Tricks section in the Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Jun 04
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Fill out your vacation timesheet

By Agenda, Calendar, Employees, Sick vacation, Timesheet, Timesheet report

Vacation time is fast approaching. If you want (or have to!) Enter your vacation into your timesheet, why not go ahead and enter it before you take time off. 

Configuration of future date entry

Every employee can easily access this function. But first, a little setup is in order!

First, select “Organization” from the Preferences tab in the main menu at the bottom left of your screen.

.Location of the

.

Among the options available to you, choose the “Info” tab.

.

View of the "Info" menu

.

Then, please select the option “Allow time sheets to be filled in for future dates”. That’s it!

.

Check box

Ajouter ses vacances dans la feuille de temps

Visit your timesheet. By default, when you visit this section, you are shown the timesheet for the current day.

In the top left corner of your screen, you can select the date you want to start your vacation. Then fill out your time sheet accordingly. Proceed in the same way to fill the other days.

Copier la journée précédente

Une autre façon, beaucoup plus rapide, de saisir les journées de vacances supplémentaires est d’utiliser la fonction “Copier la journée précédente” dans votre feuille de temps. Cette fonctionnalité est pensée pour vous faciliter la vie : elle copie l’entrée et les sélections des projets, heures de début, heure de fin et commentaires de toutes les entrées de temps de la veille. C’est parfait pour l’ajout des vacances! Efficaces et faciles à modifier au besoin, les nouvelles entrées se modifient ou se suppriment sans conséquence. Parfait pour les comptables en missions d’une semaine, ou pour celui qui revient de 2 semaines de vacances. En quelques clics, il peut mettre à jour sa feuille de temps. Si vous êtes gestionnaire, vous aimeriez sans doute lire l’article La gestion des vacances pour mieux planifier les vacances de vos employés avec Collabox.