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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.

Project: Vacation

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

You don’t have a “Vacation” project? Do not worry. Follow these instructions to add it.

1- First click on “Organization” in the left side navigation bar.
2- Then, click on the “Projects” tab.

3- You must then update the project types by clicking on the link.

This page shows you all the types of projects in your organization.

To create a new one, click on “Add a project type”. Give the name “Vacation” to the project type and don’t forget to select the vacation option just at the bottom.

Disbursements and timesheet

By Disbursed, Timesheet, Timesheet report

Do your employees travel to meet clients all over the place and collect expense invoices? Stop racking your brains, Collabox is designed to make your job easier. Indeed, you can transform your appointments into a timesheet entry and directly enter your expenses as well as the kilometers traveled. It’s super convenient because in addition, you can then collect them in a disbursement! 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

You must create a supplier on behalf of the employee who will generate expenses and mileage. To do this, click on the “Accounting” icon at the top of the navigation menu.


Then click on “Suppliers” in 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.

Next, you need to 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. Our example is for illustrative purposes only. You can borrow our choices from us, but you can choose others.

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”.

And click on the employee who will be doing the trips.
You will need to change options in these four tabs. Let’s start with the first one, “Menus”.

You must ensure that the “Enter expenses” box is checked. Once done, we go to “Preferences”.

We check “Display the trip counter on the timesheet”. We continue to the “Advanced configuration”.

We must then associate your employee with their supplier account (which we created a little earlier). Once it’s done, we go to the “Rates” tab.

Here you have to configure the travel rate of your employee, i.e. what is the amount you reimburse your employee for  his displacement  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.

Now that the configurations are done, you are ready to manage your travels. If you’re the type to grab  all your appointments in Collabox, you will be pampered since they can be transformed into a timesheet entry. 

When you click on your appointment in your calendar, navigate to the bottom of the page.

You have a series of button and options available to you. By clicking on “Create a timesheet”, your appointment will be calculated automatically in your timesheet.

You must then indicate the department to which you want to attach this entry. Then you can also enter your mileage and expenses incurred during this trip. By clicking on “Save”, the data is saved and appears in your timesheet.

In red you have the place taken by the appointment and in gray the entry of the timesheet that you have just created. 

Now that you have lots of expenses added to your timesheets, you are at the time to change them to disbursements. To easily spot them, we’ve created a comprehensive report.  To do this, 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. The latter will record and display all additional expenses as well as the mileage carried out 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.


Bank of accumulated hours

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

Do you have trouble keeping track of your employees’ overtime hours? Collabox can help you with its bank of accumulable hours. You just have to determine the typical schedule for each of your employees and the timesheet does the rest. Indeed, when your employees enter their information in the timesheet, Collabox is able to deduct the total made and if it exceeds the usual schedule.

How do I configure an employee’s schedule?

Click on the “Configuration” icon in the navigation bar.

Then click on “Employees” in the left sidebar.

Choose the employee whose schedule you want to modify / view.

Click on the “Schedule” tab.

Finally, enter the days and hours worked. Do not forget to configure the bank of hours. You must enter the date of the start of the calculation of the bank of hours (generally associated with the start of the hiring of the employee) or the number of hours accumulated on the selected date (if you do not take the date of hiring). If you limit the number of hours that can be accumulated, indicate it in the specified place. Don’t forget to save your changes. You must complete these steps for each of your employees.

Once you have saved the changes, a detailed report will be generated automatically with hours worked, surpluses, etc.

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 going well and which are in cost overrun. It saves you time because you directly see the progress of the project, the amount sold to the client and the total fees of your employees to date. 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!

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. If it is already done, continue a little lower.

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.

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.

We also take the opportunity to explain a very practical feature for certain trades such as architects, construction contractors or engineers. This is the progress report by phase.

This type of report allows you to see the progress of a project and the costs incurred in fees vs. 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.

Calculation of overtime – new

By Employees, Reports, Timesheet report

The report by employees now allows you to calculate and display overtime (these are usually the hours that exceed 40 hours per week and calculated at time and a half).


Here’s how to get this report:

Step 1 Display the “Report by employees”. Then uncheck the following 2 boxes: 1- Include the details of the hours and 2- Include the comments. Finally check the box: Explode the hours by bank holiday / vacation.


Step 2 Per employee, you will have the calculation of the “Hours at time and a half” which will be displayed.

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. While it is a bit complicated (for philosophical reasons) to enter timesheets in the future, it is not impossible, however. Here’s how to do it (be careful, it’s an expert trick!):

 

1. Once you are connected to your Collabox ( www.collabox.com ), visit your timesheet. By default, when you visit this section, you are shown the timesheet for the current day.

 

2. If you look closely at the top of your screen, in the address bar of your browser (Internet Explorer, Firefox, Safari, etc.), you will be able to read an address that looks like this: https: //www.collabox .com / cbx / feuilletemps.php? currentdate = 2018-04-05. The last digits of the address correspond to the date on your timesheet.

Page Timesheet for Thursday, April 5, 2018

 

3. To consult, for example, the timesheet for May 5, simply change 2018-04-05 to 2018-05-05 in the address bar and press RETURN.

Date in the address bar on the page Timesheet

 

4. The page should now display ” Timesheet for Friday August 3, 2007 ”. For the rest, you just have to fill in your timesheet as usual. Don’t forget to click on Record !

Page Timesheet for Saturday, May 5, 2018

 

Proceed in the same way to fill the other days. If you are a manager, you might like to read the article Vacation management to better plan your employees’ vacations with Collabox.