Reports Reports give you information on your account activities and entities across all modules. You can run Detail reports, Summary reports, Advanced reports or Drill down reports. An audit trail is available through detail reports to monitor changes made to account entities. *Note: You can set up your reports to exclude any inactive records. In the report configuration form, check the box to "Exclude transactions associated with inactive entities" (in the "Other" section). Global report options are accessed from Reports > Options. Options configurable in this dialog include the starting day for Weekly and Bi-weekly report columns; whether to use starting or ending date in column titles; how "not applicable" will display/download in reports (e.g., n/a, na, not applicable); the number of characters at which to wrap multi-line text fields. *Note: If the option to "Run the report in the background" is selected, the user will receive a notification email when the report is finished. The user can click OK and continue to work in OpenAir. The notification email will have a link to the report results. If the user logs out of the session, s/he will no longer be able to access the background reports created during the session. This option is very useful for reports that take a while to run. *Note on saving reports:When you run a report, you have the option to save it so you can run the same report over again. When you are setting up a report, check the "Save this report as..." check box, and enter a name for the report. The next time you want to run the report, go to the "Saved reports" tab, and click on the "run" icon for that report. You can also edit and delete saved reports. For more information on saved reports, see Reports > Saved Reports. Detail Reports Detail reports provide you detailed information about your account entities. To run a detail report: 1. Click on the "Reports" tab. 2. Select the type of report you want from the links under "Detail" or "Saved Reports." 3. Specify the report criteria you require in the "[...] report options" dialog for detail reports by clicking on the "Edit" and "Create [filter]" buttons. To change the appearance of detail report layouts, click on the "Report layout > Edit" button. You can select the items you want to include in the report, and change the order in which they appear. 4. Click on the "Run the report" button. 5. Your report will appear as a spreadsheet. Summary reports Use the Summary Report feature to view totals over designated time periods. You select the items to be totaled in the report as well as the time period. Summary reports can be run for items within a specific module or can be run across modules on an account-wide basis. Time Period - # of Periods Select the time period for which you want the data to be calculated, and the number of periods for which to calculate it. For example, if you choose "Monthly" as the time period, and "3" as the number of periods, your report will group your results by month over 3 months. There are default periods available. If you have created any custom time ranges, they will also be available in the list. The maximum number of time periods allowed in a report for different periods are: - Daily = 31 - Weekly = 16 - Bi-Weekly = 26 - Semi-Monthly = 24 - Monthly = 24 - Quarterly = 16 (only 4 if the report includes utilization values) - Annual = 16 (only 1 if the report includes utilization values) Note: For Invoices summary reports, if the timebills on invoices were created on dates outside the date range of the report, the value of those timebills won't be included in the report. Ending Date The default ending date is "Today", or the current date. To run a report for an earlier time period, specify a different ending date in the "Other" field. (Make sure you also select the radio button.) For example, if today was August 1, and you ran a report with "Monthly" as the time period over 3 periods, you would get data for June, July, and August. If you want data for earlier in the year, say from January to March, specify a date in the month of March as the ending date. Note: The data that is included in the report will depend on what "Date to use" you choose in the Options section. See the example below. For weekly and bi-weekly reports, the data included will also depend on the day of the week that weekly and bi-weekly reports start on. To change this setting, go to The Reports > Options link, and change the day in the "Global Report Options" dialog box. Options Select the value that you want to be totaled for each period. The available values will vary for different module-specific reports and for account-wide reports depending on the user role and company account settings. Check the tips at the bottom of the screen for definitions of many of the available values. (If you have enabled multi-currency functionality, the base currencies will appear.) Note: Your choice of the "Date to use" for various reports will determine what data is included in the report. For example, if your company uses weekly timesheets from Monday through Sunday, a timesheet report for December 2002 (i.e. period = Monthly, # of periods = 1, end date = 12/31/2002) would include the following data depending on your choice of "Date to use": Time entry date - Sunday, 12/1 through Tuesday 12/31. Timesheet start date - Monday 12/2 through Sunday 1/5. Timesheet end date - Monday 11/25 through Sunday 12/29. Hierarchy In any user, client or project summary report, if there is a user, client or project hierarchy in existence, you canselect to report by hierarchy. Hide empty rows Select whether to hide rows that are empty so that they do not appear in the report. First Sub-total You can further divide the report's totals per period by some other factor. Second Sub-total You can divide the first sub-total by some other factor. Additional Sub-totals Depending on the report, up to 10 levels of sub-totals are supported. Note: Under the following limited circumstances, custom field subtotals in summary reports are supported: a). The report must be one of the module-specific summary reports for Invoices, Expenses or Purchases modules. b). The custom field must be of the type dropdown, radio button or dropdown/text. c). The transactions reported on must be either timebills/charges, receipts or purchase items. If the above requirements are met, the custom field will be presented as an option in the subtotal dropdowns of the report configuration. Hierarchies and PivotTables are also supported when custom field subtotaling is requested. Color Coding You can create a color-coded scheme for the report. You can specify ranges of values that will be displayed in certain colors in your report. To set up color coding for your report, click on the "Create >" or "Edit >" button next to "Color Coding." In the popup dialog box, enter the range of values you want coded and select a color for the range. There are seven colors available. Different ranges can have the same color, if desired. You can use decimal places for the ranges (for example, 10-19.99, 20-29.99, etc.). Overlapping ranges are not allowed. Click "OK" when you are done selecting the colors. Suppress Color Coding on Sub-Totals You can choose from a dropdown menu whether or not to suppress color coding on sub-total rows. Suppressing color-coding helps the visual display of reports. Suppress report total column You can choose not to display the grand total column on any module or account-wide summary report. Percentage format In Timesheets you can select the format in which percentages will be displayed in reports. Filters You can create filters to limit the items that are included in the report. If, for example, you only want the report to include data from two of your clients, click on the "Create >" (or "Edit >") button for the client filter. In the popup form that appears, remove from the Selected items list all the clients you do not want to include in the report. To make these selections, either pick from the available items, or search for specific items through the "Find" link at the top of the box. Detail Fields You can add detail for entities included in any report value or sub-total. If, for example, you want the report to include phone numbers for the clients you are reporting on, click on the "Create >" (or "Edit >") button for the client detail field. In the popup form that appears, add the phone number field to the list of Selected items. Or, if you are sub-totaling the report by project, click the "Create >" (or "Edit >") button for the project detail field to add the project owner or other project-related details. Comprehensive information relating to hierarchies is available as detail on users, customers or projects in summary reports when reporting on those entities. Available options include the actual node for the entity within the hierarchy, the full path for the entity in the hierarchy, and the node at any level for the entity in the hierarchy. Denominators You can choose how to calculate the denominator for various utilization reports. Check the "Use work schedule hours" button if you want to calculate based on all hours that are actually scheduled, taking into account vacation for example. Check "Use base work schedule hours" to calculate based on all hours that could be scheduled in a user's "normal" week. For historical utilization reports, you can also check "Use timesheet hours" to use hours from approved timesheets. If you want to use only a subset of these hours you can use the filters to limit the items that are included in the report, either using the same filter that was applied to the numerator or creating a different filter. Project pricing approval status In accounts that use project pricing scenarios, reports can be further filtered based on the project pricing approval status by selecting "Not approved," "Staffing approved," or "Finance approved." The default is to include all three. Other When you run a report, you have the option to save it so you can run the same report over again. When you are setting up a report, check the "Save this report as..." check box, and enter a name for the report. The next time you want to run the report, go to the "Saved reports" tab, and click on the "run" icon for that report. You can also edit and delete saved reports. For more information on saved reports, see Reports > Saved Reports. If you check the "For downloads, generate distinct columns for each entity when sub-totaling is specified" box, any downloaded information from this report will have a different column for every type of data you download. Advanced Reports Advanced reports are available on an account-wide or module-specific basis. These reports are pre-defined subject to your choices for data selection and presentation. Click on the "Advanced" link, and then on the relevant link for the report you want. Specific modules that support advanced reporting are Opportunities, Resources, Projects, Timesheets, Expenses and Invoices. Drill Down Reports Drill Down reports provide information on account activities according to organizational hierarchies that you may have set up.