Overview of Interactive Project Reporting

The Deltek Advantage Interactive Project Reporting application gives you the power to design and generate customized project reports.

You begin with six standard project reports and one accounts receivable report:

Project Summary

Office Earnings

Labor Summary

Expense Summary

Labor Detail

Expense Detail

Aged Accounts Receivable

You can display the reports using standard formatting options—so that they are identical to the standard project reports. Or you can choose from a wide spectrum of formatting options that control the content and appearance of the reports. These options include the ability to control:

•	The projects, and the individual tasks within projects, included in the report.

•	How project data is sorted.

•	What columns are included in the report.

•	Whether amounts appear at cost or billing rates.

•	Whether both labor hours and dollars appear on the report, or just labor hours.

•	Whether overhead amounts, unposted time, and direct expenses appear on the report.

•	The amount of detail provided at the task level.

•	Whether project data is rolled up to a base project number and/or base task number.

Instead of redesigning a report every time you want to generate it, you can save your favorite reports for future use.

You can drill down on the Project Summary, Labor Summary, Expense Summary, Office Earnings, and Aged Accounts Receivable reports to display the supporting detail for labor and expense amounts.

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Accessing Interactive Project Reporting

You can begin using Interactive Project Reporting in any of these ways:

•	From within Deltek Advantage.

•	From the Windows Start menu.

•	From the Interactive Project Reporting icon on your desktop.

To access Interactive Project Reporting:

1.	Choose a method for starting the Interactive Project Reporting application:

If you’re starting here:	Then you should do this:
From within the Deltek Advantage system	Select Reporting, Interactive Project Reports from the main menu.
Desktop shortcut icon for  Advantage	Double-click on the icon.  Then select Reporting, Interactive Project Reports from the main menu.
Windows Start Menu	Choose Programs, Advantage 7.0, Interactive Project Reporting.
Deltek Advantage displays the Interactive Project Reporting Login form.

2.	Complete the fields on the Login form.

The system assumes that you want to generate reports for the accounting period that you chose when you logged in. If you don’t, you can choose a new accounting period.

The Select Report dialog displays. You can open a report and choose among your saved formatting options.

3.	Proceed to Help Getting Started, below.

Help Getting Started

For help getting started, refer to:

•	Using the Toolbar Buttons

•	The Reports

•	Basic Steps for Creating a Report

•	Selecting (Opening) a Report

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Logging in to Interactive Project Reporting

To log in to Interactive Project Reporting:

1.	Enter your Interactive Project Reporting username in the Username field.

2.	Enter your password in the Password field.

3.	Click on the drop-down arrow in the Database field and select the database to which to connect. The default is Advantage Database.

4.	Follow special first-time instructions if this is the first time you are logging in.

5.	Click OK. Deltek Advantage displays the Select Processing Periods form, which lists all of the processing periods that you have had since you began using Deltek Advantage.

6.	Click on the processing period for which you plan to generate reports.

7.	Click OK. Interactive Project Reporting displays the Select Report form.


The Reports

Interactive Project Reporting produces seven reports, each of which presents your firm’s project information in a different context. The reports are:

Project Summary Report

Office Earnings Report

Labor Summary Report

Expense Summary Report

Labor Detail Report

Expense Detail Report

Aged Accounts Receivable

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Using the Toolbar Buttons

When you first open the Interactive Project Reporting window, the window is empty. The buttons in the toolbar, across the top of the window, perform the following functions:

	Open Favorite button—shortcut for File, Favorites Click on this button to select a report format from a list of favorite reports that you have previously designed and saved.
	Open button—shortcut for File, Open Click on this button to select a report type. There are seven reports, and you can have as many reports open as your system can support.
	Print button—shortcut for File, Print Click on this button to print the report.
	Options button—shortcut for Modify, Options Click on this button to customize the format of your report. For example, you can roll up projects or tasks, choose a time frame for the report, select the columns that appear on the report, or change the order of the columns.
	Run button—shortcut for File, Run Report Click on this button to run the report and display it in the Project Reporting window.
	Selection button—shortcut for Modify, Selection Click on this button to specify which projects and tasks you want in the report.
	Change Accounting Period button—shortcut for Modify, Change Period Click on this button to choose a different accounting period.
	Help button—shortcut for Help, Contents  Click on this button to open the Help Contents window.
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Basic Steps for Creating a Report

Perform the following the steps to create a report. Keep in mind that you can perform these steps in almost any order.

To display a report:

1.	  Select (open) the report that you want to create:  Project Summary, Office Earnings, Labor Summary, Expense Summary, Labor Detail, Expense Detail, or Aged Accounts Receivable.

2.	  Optional. If you have already saved a favorite report format for this report, you can apply this format to the report.

3.	  Optional. If you aren’t using favorite report, select the projects and tasks to include in the report.

By default, Interactive Project Reporting generates reports that include all of the projects and tasks in your firm’s database to which you have security access. However, you may want to narrow the scope of a report. For example, you may want to include only those projects for a specific client or belonging to a specific project manager.

4.	  Optional. Select and order the columns.

Each report has a standard format, including a standard set of columns. You can override these defaults and change the columns that appear in a report and the order in which they appear.

5.	  Optional. Specify report options.

Report options determine the information that appears on the report and how it is displayed. For example, report options control whether you print a report at billing rates or cost rates, how you sort data on the report, or whether you roll up base project numbers. Each report has a set of standard options, which you can change as needed.

6.	  Run the report.

When you run the report, Interactive Project Reporting retrieves information, and displays it on the report. Once the report is run, you can drill down to display labor or expense detail or print the report.

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Security for Interactive Project Reporting

When you use Interactive Project Reporting, your access to project data is controlled by your security privileges, which are established and maintained by your firm’s Security Administrator.

Your Security Administrator establishes these settings via the Security Maintenance utility. There are two tabs in Security Maintenance that contain options affecting Interactive Project Reporting:

•	Privileges Tab

•	Row Level Tab

Please consult your Security Administrator if you have questions about how these security settings affect the Interactive Project Reporting features to which you have access.


Security Settings on the Privileges Tab

The Security Administrator enters these settings on the Privileges tab of the Security Maintenance form.

Interactive Project Reporting

This security option determines whether or not you have access to the Interactive Project Reporting application, whether you can see labor amounts on reports, and whether you can create and modify global selection criteria.

These are the possible settings:

Setting	What this means for you:
No Access	You do not have access to the Interactive Project Reporting application.
General User	You can access the Interactive Project Reporting application, set up report options, establish WHERE clauses, and run reports.
Hours Only (no labor amounts)	You can perform all of the functions of a general user with one exception—you cannot see any labor amounts, at cost rates or billing rates, even on summary lines.  This setting overrides the See Cost Rates option, if enabled. See Effects of Hours Only (no labor amounts) Security Setting for related information.
Hours Only (with billing amounts)	You can perform all of the functions of a general user but you cannot see any cost amounts. This setting overrides the See Cost Rates option, if enabled. See Effects of Hours Only (with billing amounts) Security Setting for related information.
Administrator	You can perform all of the functions of a general user. Additionally, you can set up global WHERE clauses to be used by all users with access to this application.


Effects of Hours Only (no labor amounts) Security Setting

If your security access for Interactive Project Reporting is set to Hours Only (no labor amounts), then you cannot see labor amounts at cost or billing rates on the Project Summary, Office Earnings, Labor Summary, and Labor Detail reports. The Expense Summary and Expense Detail reports are not affected by this security setting.

Because certain columns would show only a zero amount with this setting, the following columns are not available with this setting selected:

Report Name	These columns are not available for inclusion on the report
Office Earnings	Labor Amount Overhead Amount
Labor Summary	Balance Amount Balance Hours at Budget Rate Balance Hours at Effective Rate Budget Amount Budget Rate Current Amount EAC Amount Effective Hourly Rate ETC Amount JTD Amount Percent Budget Expended Percent Complete Reported Percent EAC Expended Percent ETC Expended YTD Amount
Labor Detail	Overtime Amount Overtime Rate Overtime 2 Amount Overtime 2 Rate Regular Amount Regular Rate Total Amount Total Overtime Amount


Effects of Hours Only (with billing amounts) Security Setting

If your security access for Interactive Project Reporting is set to Hours Only (with billing amounts), then you can see billing amounts but not labor cost amounts on the Project Summary, Office Earnings, Labor Summary, and Labor Detail reports. The Expense Summary and Expense Detail reports are not affected by this security setting.

You cannot see cost amounts on labor and overhead lines. Labor amounts are not included in the one-line summary version of the report (only expense amounts are included in totals). You cannot drill down on labor amounts. You cannot see labor cost budget amounts.


Security Settings on the Row Level Tab

The Security Administrator enters these settings on the Row Level tab of the Security Maintenance form to control your access to projects and tasks. These rules apply to row-level security:

•	Your access to a project can be based on the project’s principal, project manager, supervisor, or profit center. For example, you can have access to only those projects belonging to your own profit center or only those projects for which you are the principal, project manager, or supervisor.

•	You can generate reports for a project if you have the right to view/modify that project.

•	If the project has tasks and you have access to the main project number, you can generate a report for all of the tasks associated with that project.

•	If a project has tasks and you do not have access to the main project number, you can generate a report for only those tasks to which you have access.

•	When you use Project Selection, Interactive Project Reporting finds and lists only those projects to which you have access.

See Cost Rates

If you have the privilege to see cost rates, you can see any dollar amounts that might appear on a report, including employee labor charges at cost. You may also use the File, Save As menu option when running a report at billing rates.

Note that your System Administrator can override the See Cost Rates option setting in Security Setup.

If you don't have the privilege to see cost rates, the dollar amounts that you can see depend upon the report that you are generating:

Report	If reporting at cost rates:	If reporting at billing rates:
Project Summary	Any labor amount drill-downs will show hours, but not dollars	You can see all amounts
Office Earnings	Any labor amount drill-downs will show hours, but not dollars	You can see all amounts
Labor Summary	Any labor amount drill-downs will show hours, but not dollars	You can see all amounts
Expense Summary	You can see all amounts	You can see all amounts
Labor Detail	The entire report shows labor hours, but not dollars	You can see all amounts
Expense Detail	You can see all amounts	You can see all amounts


Creating a Report for Just One Project

Perform the following steps to create a report for a single project and its tasks. Once you select the project, it becomes your current selection, meaning that you can open and run additional reports for it.

To create a report for just one project:

You may either follow the directions below to open a report and then select a project, or you may do the opposite—select a project, then open a report.

1.	Select (open) the report you want to create.

2.	Click on the Selection toolbar button, [image], or select Modify, Selection. The Selection tab of the Project Selection form appears.

3.	Enter the project number in the Project field.

If you don’t know the project number, double-click in the Project field to display the Project Lookup List dialog. See Using the Project Lookup List for more information.

4.	Click on the Accept button. Interactive Project Reporting retrieves the project information, and runs and displays the report.

Note that you can select a project before opening a report.

5.	Optional. Click on the Options toolbar button, [image], to change the format of the report.


Selecting Projects to Include in the Report

By default, when you open a report, Interactive Project Reporting includes every project in your firm’s database to which you have security access. (The Interactive Project Reporting security system limits access to project data based on the project’s principal, project manager, supervisor, and/or profit center.)

You may decide, however, to report on only a subset of your projects and tasks. In almost all cases, you’ll want to use the Selection tab on the Project Selection form to select the projects and tasks to include on a report. This tab provides an easy way to choose projects based on selection criteria.

In rare instances, you may want to create a SQL WHERE clause to select projects and tasks. Creating a WHERE clause allows you to use more complex criteria for selecting projects, but can be difficult for some users to do. In most firms, the system administrator creates WHERE clauses for all other users.

Both the Selection tab and the SQL Select tab display any custom labels your firm has established, including custom labels for principal, project manager, labor code levels, and profit center levels. Additionally, the SQL Select tab includes any text fields, numeric fields, and date fields designated through Sort/Select Setup.

Once you retrieve a set of projects, you may want to look through the list and narrow it further. Then you can accept the selection.

Current Selection of Projects and Tasks

You now have the current selection of projects and tasks, which you can use to generate one or more reports. Once you accept the current selection, it remains in effect until you select a different set of projects, or until you exit from Interactive Project Reporting.

Saving Selection Criteria

If you think you will use a set of selection criteria in the future, you can save it for reuse.

What do you want to do?

Select Projects Using the Selection Tab.

Select Projects Using the SQL Select Tab.

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Selecting Projects Using the Selection Tab

Use the Selection tab on the Project Selection form to choose the projects and tasks that will be included in a report. You can select projects based on:

•	principal

•	project manager

•	supervisor

•	project status

•	revenue type

•	profit center

•	individual profit center levels

•	sort/select codes

•	other project-based fields, including client number, client contact, and billing type

You can also use this form to generate a report for just one project.

To select a group of projects or tasks:

1.	Optional. Select the Selection based on task values option if you want to make selections based on information stored at the task level.

For example, use this option to select all tasks that have a particular project manager.

2.	Select the first column on which you want to base your project/task selection.

For example, if you want to generate a report for only those projects that belong to specific project managers, select the Project Manager column.

3.	Choose the values that you want to include in the report. For example, if you want to generate a report for only those projects belonging to project managers Apple and Cohen, select Apple and Cohen.

4.	Review and modify the resulting list of values.

5.	If you want to add any additional selection criteria, repeat steps 2, 3, and 4. Interactive Project Reporting combines all criteria.

For example, you can search for projects that belong to Project Managers Apple and Cohen AND for projects with revenue type B. Interactive Project Reporting will select only those projects that meet all of the criteria specified.

6.	Retrieve your projects once you are satisfied with the selection criteria.

What do you want to do?

Save the selection criteria.

Select (open) a report.

Run the report.

Clear project selection criteria or restore the system defaults.

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Selecting Projects Using the SQL Select Tab

We generally recommend that you use the Selection tab of the Project Selection form to select a group of projects or tasks to include in a report. However, if you want to use more complex selection criteria, you can create your own SQL WHERE clause.

Interactive Project Reporting uses a SQL WHERE clause to query the database and find projects that meet your selection criteria. The WHERE clause defines the information that you want to retrieve and the database tables and columns that you want to query. Interactive Project Reporting searches the database tables for all projects that meet your criteria, and retrieves that list. Interactive Project Reporting retrieves only those projects to which you have security access.

To build your own WHERE clause:

1.	If you are not familiar with WHERE clauses, see The WHERE Clause and Commonly Used Where Clauses before you begin. If you feel comfortable creating WHERE clauses, see Data Source for shortcut information.

2.	Click on the Selection toolbar button, [image], or choose Modify, Selection. The Project Selection form appears.

3.	Click on the SQL Select tab.

Once you click on the SQL Select tab, Interactive Project Reporting ignores any entries you have made on the Selection tab.

4.	Select Project Based or Task Based as the source of the data.

5.	Select the column that you want queried from the Search By drop-down list.

For example, if you are searching for a particular client’s projects, select the Client Name or Client Number column.

6.	Select the appropriate operator from the operator drop-down list.

7.	Enter the value(s) against which the query is to search the database.

Note that special instructions apply to the LIKE and IN operators.

8.	Click on the Add to WHERE button to add the selection criteria to the WHERE clause.

As you add criteria to the WHERE clause, you can see it being built in the text box in the middle section of the form.

9.	Optional. If you need to add additional selection criteria to the WHERE clause, do the following:

•	Add the logical operator AND or OR to your WHERE clause.

•	Repeat steps 4 through 8.

10.	Retrieve your projects.

What do you want to do?

Save the selection criteria.

Select (open) a report.

Run the report.

Use saved selection criteria.

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Retrieving Projects

Once you have entered project selection criteria, either through the Selection tab or the SQL Select tab, follow these steps to retrieve and further refine the information on your reports:

To retrieve data:

1.	Click on the Search button to retrieve a list of all projects that meet your selection criteria. These projects appear in the Project/Tasks Selected pane at the bottom of the form.

Above the Projects/Tasks Selected pane, Interactive Project Reporting displays the number of projects and tasks selected from your total pool of projects and tasks.

2.	Optional. Click on the Save button if you want to save your selection criteria.

3.	Optional. If you want to refine your selection further, select the projects that you want from the Projects/Tasks Selected pane. If you do not select individual projects, Interactive Project Reporting generates the report using all of the projects listed.

4.	Optional. You can also select the tasks from each project that you want.

If a project has a task list, a right-pointing arrow appears to the right of that project. When you select the project, Interactive Project Reporting automatically selects all tasks for that project. However, you can select only the tasks you want to see in the report.

5.	Click on the Accept button to make the selected projects and tasks the current selection. The Project Selection window closes and you return to the Project Reporting window.

What do you want to do?

Specify report options.

Select (open) a report.

Run the report.


Saving Project Selection Criteria

If you think you may want to use project selection criteria again, save it. You can then use the saved criteria at any time to retrieve information from the database.

To save selection criteria:

1.	Specify selection criteria in either of two ways: using the Selection tab or using the SQL Select tab.

2.	Click on the Search button to retrieve a list of projects that match your selection criteria.

3.	Click on the Save button.

4.	Enter a name or description for the selection criteria in the New Selection Name field. This is the name you will select later, when you want to use the saved criteria.

5.	If you would like to re-use an existing name, display the drop-down list of saved criteria. Select the name you would like to re-use and confirm that you want to use it. The new criteria replace the old criteria stored under that name.

6.	Click on the Save this globally (for all users) option to make the selection criteria available to all other users in your firm. You can only do this if you are an Interactive Project Reporting system administrator.

7.	Click on the Save button. You can now used the saved selection criteria from the Selection tab or from the SQL Select tab. See Using Saved Project Selection Criteria.

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Using Saved Project Selection Criteria

Once you’ve entered project selection criteria, use the Selection tab or the SQL Select tab to save the selection criteria for later use.

The Interactive Project Reporting system administrator can also save selection criteria globally, so that the saved set is available to all users.

To use saved selection criteria:

1.	Click on the Selection toolbar button, [image], or choose Modify, Selection from the menu. The Project Selection form appears.

2.	Click on the Saved Selection Criteria drop-down list from either the Selection tab or the SQL Select tab. Sets marked <G> were created and saved by your system administrator and are available to all employees using Interactive Project Reporting.

3.	Select the desired selection criteria from the drop-down list.

4.	Retrieve your projects.

What do you want to do?

Select (open) a report.

Run the report.

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Modifying Saved Selection Criteria

You can easily modify a saved set of project selection criteria, whether you created it through the Selection tab or the SQL Select tab.

To modify selection criteria:

1.	Click on the Selection toolbar button, [image], or choose Modify, Selection. The Project Selection form appears.

2.	Click on either the Selection tab or the SQL Select tab.

3.	Choose the selection criteria that you want to modify from the Saved Selection Criteria drop-down list.

The selection criteria appear on the form.

4.	Make all necessary changes to the selection criteria.

5.	Click on the Save button.

6.	Select the name or description for the selection criteria from the drop-down list, and confirm that you want to use it.

7.	Click on the Save button.

8.	Optional. If you are an Interactive Project Reporting system administrator, select the Save this globally (for all users) option to make the selection criteria available to all other users in your firm.

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Deleting Saved Selection Criteria

You can delete a set of saved selection criteria, whether you create it through the Selection tab or the SQL Select tab.

To delete saved selection criteria:

1.	Click on the Selection toolbar button, [image], or choose Modify, Selection. The Project Selection form appears.

2.	Click on the Saved Selection Criteria drop-down list from either the Selection tab or the SQL Select tab.

3.	Choose the selection criteria to delete.

4.	Click on the Delete button.

5.	Click on the Yes button to confirm the deletion.

The selection criteria still appear on the form. However, the criteria are no longer saved, and their name no longer appears in the Saved Selection Criteria drop-down list.

6.	Click on the Clear button to remove the selection criteria from the form.

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Changing Accounting Periods

When you first log into Interactive Project Reporting, you select a fiscal period from the Select Processing Period form. All of the reports that you subsequently run are for the period selected.

You can select a different period at any time.

To change accounting periods:

1.	Click on the Change Accounting Period toolbar button, [image], or select Modify, Change Period.

2.	Select a new accounting period from the Select Processing Period form.

3.	Click OK. Any reports generated will contain information for the newly selected period.


Favorites
Favorite Reports

Interactive Project Reporting lets you design and save favorite formats for each of your project reports. For example, you might save two favorite reports for the Office Earnings report: one that shows a very consolidated firmwide view and one that shows maximum detail by profit center.

Then you can apply these favorite reports whenever you wish, simply by selecting the favorite name from the Select Favorites form.

What do you want to do?

Create a favorite report.

Use a favorite report.

Delete a favorite report.


Creating Favorite Reports
Creating a Favorite Report

Whenever you design a report format that you may want to use again, consider making it a favorite report. When you create a favorite report, Interactive Project Reporting stores:

•	Any report options used, on all options tabs.

•	Any project or task selection criteria that you used.

To create a favorite report:

1.	Select a report.

2.	Optional. Specify report options and save the options.

3.	Optional. Select projects and tasks to be included in the report and save project selection criteria.

4.	Click on the Open Report toolbar button, [image] when you are satisfied with the report format.

5.	Select the report type.

6.	Select the saved report options and/or saved selection criteria from the drop-down lists.

7.	Click on the Add to Favorites button.

8.	Enter a description for the favorite report.

9.	Optional. If you are an Interactive Project Reporting system administrator, select the Save this globally (for all users) option to make the favorite report available to all other users in your firm.

10.	Click on the Save button.

What do you want to do?

Use a favorite report.

Delete a favorite report.


Using Favorite Reports
Using a Favorite Report

To use a favorite report:

1.	Click on the Open Favorite toolbar button, [image].

Interactive Project Reporting displays the Select Favorite form, which lists all of the favorite reports you have saved, plus any global favorites set up by the Interactive Project Reporting system administrator.

2.	Select the format you would like to use, then click on the Select button.

Interactive Project Reporting runs the report using the format that you chose.

What do you want to do?

Create a favorite report.

Delete a favorite report.


Deleting a Favorite Report

To delete a favorite report:

1.	Click on the Open Favorite button, [image], to display the Select Favorites form.

2.	Select the format that you want to delete.

3.	Click on the Delete button.

4.	Confirm that you want to delete the format.


Selecting (Opening) a Report

When you select a report, you choose and open the report that you want to create: Project Summary, Office Earnings, Labor Summary, Expense Summary, Labor Detail, Expense Detail, or Aged Accounts Receivable.

You can have more than one report open at a time. When you open an additional report, it is opened in a new window. Opening a new report does not close an existing report.

Current selection of projects and tasks

When you have two or more reports open, the reports have access to the current selection of projects and tasks only. To use the latest current selection on a report run against a different selection, you must rerun the report. See Having More Than One Report Open at a Time for details.

To select a report:

1.	Click on the Open toolbar button, [image], or select File, Open.

The Select Report dialog box opens.

2.	Click on the report you want.

3.	Optional. Make a selection from the Saved Report Options drop-down list.

4.	Optional. Make a selection from the Saved Selection Criteria drop-down list.

5.	Optional. Click on the Add to Favorites button to create a favorite report, using the report type, all report options, and the selection criteria that you have chosen.

6.	Click on the Select button.

What do you want to do?

Run the report immediately. Interactive Project Reporting includes all projects to which you have security access.

Select the projects to include in the report, then run the report.

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Running a Report

Before running a report, you must select (open) the report.

Either before or after you select the report, you have the option of selecting a set of projects to be included in the report. If you do not select a set of projects, Interactive Project Reporting uses all of the projects to which you have security access.

You may also want to specify report options to customize the look and content of the report.

Current selection of projects and tasks

When you run a report, Interactive Project Reporting includes the current selection of projects and tasks in the report.

For more information, see Having More Than One Report Open at a Time.

To run the current report:

Click on the Run button, [image], or select File, Run.

Refreshes vs. reruns

When you change certain options, Interactive Project Reporting automatically refreshes the current report. When Interactive Project Reporting refreshes the report, it simply redisplays it using the new options.

When you change other options, however, Interactive Project Reporting reruns the report, meaning that it queries your database for the new information. Because this process may take some time, it is good to know the circumstances under which Interactive Project Reporting automatically reruns a report:

•	Whenever you accept a new set of projects and tasks.

•	Whenever you change the time period represented on the report.

•	Whenever you change the Overhead, Direct Expense, Billing Rates, or Unposted Timesheets options.

•	On the Labor Detail report, whenever you change the Posting Runs options.

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Having More Than One Report Open at a Time

You can have as many reports open at a time as your system can support. The toolbar buttons and menu commands affect only the report in the active window.

Before you run any reports you have the option of selecting a set of projects and tasks that constitute your current selection of projects and tasks. If you do not select a set of projects and tasks, your current selection is all of the projects and tasks to which you have security access.

You can run as many reports as you wish based on the current selection. For example, you can print both a Project Summary and an Office Earnings report for the same set of projects.

When you change the current selection, keep these things in mind:

•	The information changes on only your topmost report, which Interactive Project Reporting automatically reruns.

You must rerun any other reports to see the new information. To rerun a report using the current selection, click on the Run toolbar button, [image].

•	You cannot drill down on a report unless it was run using the current selection. If you try to, Interactive Project Reporting displays the message:  You must rerun this report before drilling down.

•	You can create a current selection even if you have no reports open. Interactive Project Reporting uses the selected projects and tasks in all reports that you go on to generate, until you choose another set of projects and tasks.

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Drilling Down for Detail

In the Project Summary, Office Earnings, Labor Summary, Expense Summary, or Aged Accounts Receivable reports, you can "drill down" to display the supporting transaction detail for labor, expense, receipt, and invoice amounts. Drilling down opens a separate window that displays the detail.

•	Labor

When you drill down on labor amounts, the drill down window displays employee numbers, names, dates, total hours, regular hours, overtime hours, and labor dollars.

When you drill down on labor hours, the drill down window displays employee numbers, names, dates, total hours, regular hours, and overtime hours, but no labor dollars.

•	Expense

When you drill down on expense amounts, the drill down window displays expense accounts, types, reference numbers, dates, amounts, and descriptions.

•	Invoice

When you drill down on an invoice amount, the drill down window displays the A/R Ledger detail that supports the invoice amount, broken out by accounts receivable category.

The transaction detail you are allowed to see depends upon the security settings your Interactive Project Reporting system administrator has set up for you. See Security for Interactive Project Reporting for information.

You can choose from many options for sorting the transaction detail lines.

  Interactive Project Reporting displays the amounts on which you can drill down in light blue (or red if they are negative amounts). When the pointer is on these amounts, it changes to a magnifying glass shape. You can then click to drill down to the supporting detail.

If you roll up projects and/or tasks in the report, the supporting detail in the drill down reflects the roll up.

Transfer Indicator

A transfer indicator, T, beside a transaction on a drill down report signifies that an amount has been transferred from one project to another in Interactive Billing.

Current selection of projects and tasks

If you changed the current selection of projects and tasks after you ran the report, you need to run the report again before you can drill down. For more information, see Having More Than One Report Open at a  Time.

To drill down for detail:

1.	Position the pointer on the expense amount, labor amount, invoice amount, or hours for which you want to see supporting detail. You can drill down on any amounts displayed in light blue (or red if they are negative amounts).

 When you can drill down on an entry, the pointer changes to the magnifying glass shape.

2.	Click to display the drill down window.

3.	Optional. Click on the Print button, [image], to print the contents of the drill down window.

4.	Click on the Close button, [image], to close the drill down window.


Options for Displaying Reports

Because Interactive Project Reporting lets you keep many reports open at the same time, and because it lets you create very large reports, it comes with a set of tools to help you manage the reports on your screen.

Choose Window from the main menu to display the following options:

Menu Option	Purpose
Vertical	Displays the reports side by side, if you have more than one report open.
Horizontal	Displays the reports one above the next, if you have more than one report open.
Layer	Displays the top-most report with all other reports hidden behind it, if you have more than one report open. Use the Windows minimize and maximize buttons to hide and reveal the reports.
Cascade	Displays the reports staggered on the screen, if you have more than one report open.
Zoom	Lets you control the size of all of the reports displayed. Enter a percentage to expand or shrink the reports. For example, enter 50 to show the reports at half their normal size.
Toolbar	Controls whether or not the toolbar buttons appear on the screen.
Report List	Displays a list of all open reports. By default, a checkmark appears next to the most recently created report, which Interactive Project Reporting places in the top-most or left-most position. You can, however, click on another report to move the checkmark and make that report the top-most or left-most report, which also makes it the currently active report. Interactive Project Reporting automatically updates the currently active report when you change the current selection of projects and tasks.
   Related Topics


Closing a Report

Closing a report removes it from the active window. However, you still have access to the current selection of projects and tasks. You can select and run another report using the current selection, or specify a new selection for the next report.

To close the current report:

Select File, Close.


Selecting and Ordering the Columns

When you run a report, Interactive Project Reporting creates the report using a default set of columns. These are the same columns that appear on the standard Interactive Project Reporting version of the report. If you prefer, you can change the columns that appear in the report, and the order in which they appear.

When you save a set of report options, the columns you chose are included in the saved set.

Custom Labels for Columns

On the Column Selection tab, Interactive Project Reporting makes available for sorting and selecting purposes any user-defined text fields, numeric fields, and date fields established for your firm through the Sort/Select setup utility. Any existing custom labels are also displayed on the Column Selection tab, including your firm’s labels for principal, project manager, profit center levels, and labor code levels.

Column Descriptions

For descriptions of the columns available in each report, see the following:

Columns in a Project Summary Report

Columns in an Office Earnings Report

Columns in a Labor Summary Report

Columns in an Expense Summary Report

Columns in a Labor Detail Report

Columns in an Expense Detail Report

Columns in an Aged Accounts Receivable Report

To select and order columns in the current report:

1.	Click on the Options toolbar button, [image], or choose Modify, Options.

2.	Click on the Column Selection tab.

Two list boxes appear:

•	The Selected list box displays the names of the columns that will be displayed in the report, in the order in which they will appear.

•	The Available list box displays the names of the columns that are not selected to appear in the report.

3.	Move and arrange columns as needed.

4.	Click OK to accept the settings on all tabs.

5.	Optional. Save your settings if you expect to use this column arrangement again.

  Tip


Columns in a Project Summary Report

The following columns are available in the Project Summary report.

When you run a report, you can include whatever columns you want, in whatever order you want to see them. Refer to Selecting and Ordering the Columns for more information.

If a column name is shaded on the form, you do not have the security level required to access the information in that column. (For more information on your security level, see your system administrator.)

Columns That Appear by Default	Columns Available for Inclusion
Current Hours	Current Revenue
Current Amount	Current Billed
JTD Hours	Current Received
JTD Amount	Current Unbilled
Budget Hours	YTD Hours
Budget Amount	YTD Amount
Percent Budget Expended	YTD Revenue
Percent Complete Reported	YTD Billed
Balance Hours	YTD Received
Balance Amount	YTD Unbilled
	JTD Revenue
	JTD Billed
	JTD Received
	Current A/R Amount
	YTD A/R Amount
	JTD A/R Amount
	JTD Unbilled
	Pct Budget Expended (Hours)
	Pct Complete Reported (Hours)
	Balance Hours at Budget Rate
	Budget Rate
	Balance Hours at Effective Rate
	Effective Hourly Rate
	EAC Hours
	EAC Amount
	ETC Hours
	ETC Amount
	Pct ETC Expended
	Task Compensation
	Task Consultant Fee
	Task Reimbursable Allowance
	Total Compensation
	Project Backlog
	Current Net Revenue
	YTD Net Revenue
	JTD Net Revenue
	Current Effective Multiplier
	YTD Effective Multiplier
	JTD Effective Multiplier
	Current Profit
	Current Profit Percent
	YTD Profit
	YTD Profit Percent
	JTD Profit
	JTD Profit Percent
	Status
	Revenue Type
	Revenue Mult./Amount
	Current Gross Margin
	YTD Gross Margin
	JTD Gross Margin
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Columns in an Office Earnings Report

The following columns are available in the Office Earnings report.

When you run a report, you can include whatever columns you want, in whatever order you want to see them. See Selecting and Ordering the Columns for more information.

If a column name is shaded on the form, you do not have the security level required to access the information in that column. (For more information on your security level, see your system administrator.)

Columns That Appear by Default	Columns Available for Inclusion
Revenue	Total Task Compensation
Billed Amount	Compensation
Unbilled Amount	Consultant Fee
Received Amount	Reimbursable Allowance
A/R Amount	Revenue Type
Spent Amount	Revenue Mult./Amount
Profit/Variance Amount	Net Revenue
Profit/Variance Percent	Backlog
	Total Fees Billed
	Labor Billed
	Consultants Billed
	Reimb. Billed
	Fees Billed
	Units Billed
	Add-Ons Billed
	Taxes Billed
	Interest Billed
	Other Billed
	Spent Less Overhead
	Labor Amount
	Overhead Amount
	Direct Consultant Expense
	Other Direct Expense
	Direct Expense Amount
	Reimbursable Consultant Expense
	Other Reimbursable Expense
	Reimb. Expense Amount
	Total Consultant Expense
	Total Other Expense
	Total Expense
	Gross Margin
	Effec. Mult./Real. Ratio
	Budget Amount
	Percent Budget Expended
	Percent Complete Reported
	EAC Amount
	ETC Amount
	Pct ETC Expended
	Hours
	Budget Hours
	Balance Hours
	Balance Amount
	EAC Hours
	ETC Hours
	Status
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Columns in a Labor Summary Report

The following columns are available in the Labor Summary report.

When you run a report, you can include whatever columns you want, in whatever order you want to see them. See Selecting and Ordering the Columns for more information.

If a column name is shaded on the form, you do not have the security level required to access the information in that column. (For more information on your security level, see your system administrator.)

If your security settings do not allow you to see cost amounts, you will not be able to select amount columns.

Columns That Appear by Default	Columns Available for Inclusion
Current Hours	YTD Hours
Current Amount	YTD Amount
JTD Hours	Pct Budget Expended (Hours)
JTD Amount	Pct Complete Reported (Hours)
Budget Hours	Balance Hours at Budget Rate
Budget Amount	Budget Rate
Percent Budget Expended	Balance Hours at Eff Rate
Percent Complete Reported	Effective Hourly Rate
Balance Hours	EAC Hours
Balance Amount	EAC Amount
	Pct EAC Expended
	ETC Hours
	ETC Amount
	Pct ETC Expended
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Columns in an Expense Summary Report

The following columns are available in the Expense Summary report.

When you run a report, you can include whatever columns you want, in whatever order you want to see them. See Selecting and Ordering the Columns for more information.

If a column name is shaded on the form, you do not have the security level required to access the information in that column. (For more information on your security level, see your system administrator.)

Columns That Appear by Default	Columns Available for Inclusion
Current Amount	YTD Amount
JTD Amount	EAC Amount
Budget Amount	ETC Amount
Percent Budget Expended	Pct ETC Expended
Percent Complete Reported	Pct EAC Expended
Balance Amount
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Columns in a Labor Detail Report

The following columns are available in the Labor Detail report.

When you run a report, you can include whatever columns you want, in whatever order you want to see them. See Selecting and Ordering the Columns for more information.

If a column name is shaded on the form, you do not have the security level required to access the information in that column. (For more information on your security level, see your system administrator.)

If your security settings do not allow you to see cost amounts, you will not be able to select amount columns.

Columns That Appear by Default	Columns Available for Inclusion
Date or Period	Regular Rate
Regular Hours	Overtime Rate
Overtime Hours	Overtime Percent
Total Hours	Employee Profit Center
Regular Amount	Employee Type
Overtime Amount	Employee Class
Total Amount	Transaction Type
	Transfer Project
	Transfer Task
	Transfer Labor Code
	Posting Sequence
	Fiscal Period
	Secondary Overtime Amount
	Secondary Overtime Hours
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Columns in an Expense Detail Report

The following columns are available in the Expense Detail report.

When you run a report, you can include whatever columns you want, in whatever order you want to see them. See Selecting and Ordering the Columns for more information.

If a column name is shaded on the form, you do not have the security level required to access the information in that column. (For more information on your security level, see your system administrator.)

Columns That Appear by Default	Columns Available for Inclusion
Transaction Type	Transaction Location Code
Reference Number	Vendor or Unit Number
Date	A/P Voucher
Transaction Amount	Invoice Number
Description	Line Number
	Vendor Location
	Number of Units Charged
	Unit Billing Rate
	Unit Cost Rate
	Posting Sequence
	Fiscal Period
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Columns in an Aged Accounts Receivable Report

The following columns are available in the Aged Accounts Receivable report.

When you run a report, you can include whatever columns you want, in whatever order you want to see them. See Selecting and Ordering the Columns for more information.

If a column name is shaded on the form, you do not have the security level required to access the information in that column. Also, note that the Interactive Accounts Receivable security setting must be set to the appropriate access level for you to see the Aged Accounts Receivable report. (For more information on your security level, see your system administrator.)

For information about establishing aging dates, aging unassigned receipts, including interest on past due amounts, and setting up definitions for aging columns, see the Aging Tab.

Columns That Appear by Default	Columns Available for Inclusion
Invoice Date	Aging Column 7
Balance	Aging Column 8
Current	Aging Column 9
31-60 Days	Aging Column 10
61-90 Days	Unassigned Receipts
91-120 Days
121-150 Days
Over 150 Days
Interest
Retainage
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Specifying Report Options

Report options determine how information is displayed on the report, which columns are included, how the data is sorted, and how the report is printed. Interactive Project Reporting has default settings for all reports. You can change the default settings, and you can save sets of report options.

To change the report options for the current report:

1.	Click on the Options toolbar button, [image], or select Modify, Options.

2.	Click on the appropriate tab:

•	The Options tab settings determine which information is displayed in the report (for example, rolled-up projects, and cost or billing rates).

For detailed information on the available settings, see:

Project Summary Report Options

Office Earnings Report Options

Labor Summary Report Options

Expense Summary Report Options

Labor Detail Report Options

Expense Detail Report Options

Aged Accounts Receivable Report Options

•	The Sorting tab settings determine the sequence in which data is displayed on the report. Sorting criteria available vary from report to report, as do the defaults used if you do not specify any sorting criteria.

You can combine multiple sorting criteria, for one to six levels; if you do, the lowest level of the sort has the most detailed information. For example, if you sort by project and then by task, the task level will have the most detailed information.

For detailed information on the available sorting options, see:

Project Summary Sort Options

Office Earnings Sort Options

Labor Summary Sort Options

Expense Summary Sort Options

Labor Detail Sort Options

Expense Detail Sort Options

Aged Accounts Receivable Sort Options

•	The Aging Tab makes it possible to establish aging dates, age unassigned receipts, include interest on past due amounts, and set up definitions for aging columns on the Aged Accounts Receivable report.

•	The Column Selection tab settings determine which columns appear in the report and the order in which they appear.

•	The Print Settings tab lets you determine the report’s margins, orientation, and number of copies printed.

3.	Change the options as needed.

The options available to you depend on which report is in the active window.

4.	Click OK to accept the settings on all tabs.

5.	Optional. Save your new report settings for future use.

6.	Restore the default values on all Options tabs.

Comments on the Aged Accounts Receivable Report

For the Aged Accounts Receivable report you can also establish or review comments for a client. For information about creating or viewing comments, see Comments on the Aged Accounts Receivable Report.

  Tip


Project Summary Report Options

For a Project Summary report, you can use the following reporting options.

Options Tab

•	Roll up the base project number.

•	Roll up the base task number.

•	Display a single-line summary of just task totals.

•	Display amounts at either cost or billing rates.

•	Show all billing statuses on drill down.

•	Display only hours, or both hours and labor dollars.

•	Display only Projects/Tasks with Currrent/YTD Activity.

•	Include overhead, direct expense, or unposted timesheet information.

•	Determine how information in drill down windows is sorted.

Sorting Tab

Specify sort criteria to determine the sequence in which data will appear on the report.

Column Selection Tab

Choose the columns to appear on the Project Summary report.

Print Settings Tab

Specify print settings for the report.

To change the Project Summary report settings:

1.	Select or open the Project Summary report.

2.	Click on the Options button, [image], or select Modify, Options.

3.	Click on the appropriate tab: Options, Sorting, Column Selection, or Print Settings.

4.	Change the options as needed.

5.	Click OK to accept the settings on all tabs.

  Related Topics


Office Earnings Report Options

For an Office Earnings report, you can use the following reporting options.

Options Tab

•	Roll up the base project number.

•	Roll up the base task number.

•	Display amounts at either cost or billing rates.

•	Display one or more final total amounts as part of the summary at the end of the report: current final total, job-to-date final total, or year-to-date final total.

•	Show all billing statuses on drill down.

•	Display only Projects/Tasks with Currrent/YTD Activity.

•	Include overhead, direct expense, or unposted timesheet information.

•	Determine how information in drill down windows is sorted.

Sorting Tab

Specify sort criteria to determine the sequence in which data will appear on the report.

Column Selection Tab

Select the columns to appear on the report.

Print Settings Tab

Specify print settings for the report.

To change the Office Earnings report settings:

1.	Select or open the Office Earnings report.

2.	Click on the Options toolbar button, [image], or select Modify, Options.

3.	Click on the appropriate tab: Options, Sorting, Column Selection, or Print Settings.

4.	Change the options as needed.

5.	Click OK to accept the settings on all tabs.

  Related Topics


Labor Summary Report Options

For a Labor Summary report, you can use the following reporting options.

Options Tab

•	Roll up the base project number.

•	Roll up the base task number.

•	Display amounts at either cost or billing rates.

•	Show all billing statuses on drill down.

•	Display only Projects/Tasks with Currrent/YTD Activity.

•	Display only hours, or both hours and labor dollars.

•	Include unposted timesheet information.

•	Determine how information in drill down windows is sorted.

Sorting Tab

Specify sort criteria to determine the sequence in which data will appear on the report.

Column Selection Tab

Select the columns to appear on the Labor Summary report.

Print Settings Tab

Specify print settings for the report.

To change the Labor Summary report settings:

1.	Select or open the Labor Summary report.

2.	Click on the Options button, [image], or select Modify, Options.

3.	Click on the appropriate tab: Options, Sorting, Column Selection, or Print Settings.

4.	Change the options as needed.

5.	Click OK to accept the settings on all tabs.

  Related Topics


Expense Summary Report Options

For an Expense Summary report, you can use the following reporting options.

Options Tab

•	Roll up the base project number.

•	Roll up the base task number.

•	Display amounts at either cost or billing rates.

•	Break out consultant expenses from other expenses.

•	Show all billing statuses on drill down.

•	Display account names.

•	Display only Projects/Tasks with Current/YTD Activity.

•	Include direct expense information.

•	Determine how information in drill down windows is sorted.

Sorting Tab

Specify sort criteria to determine the sequence in which data will appear on the report.

Column Selection Tab

Select the columns to appear on the Expense Summary report.

Print Settings Tab

Specify print settings for the report.

To change the Expense Summary report settings:

1.	Select or open the Expense Summary report.

2.	Click on the Options button, [image], or select Modify, Options.

3.	Click on the appropriate tab: Options, Sorting, Column Selection, or Print Settings.

4.	Change the options as needed.

5.	Click OK to accept the settings on all tabs.

  Related Topics


Labor Detail Report Options

For a Labor Detail report, you can use the following reporting options.

Options Tab

•	Roll up the base project number.

•	Roll up the base task number.

•	Display amounts at either cost or billing rates.

•	Include unposted timesheet detail on the report.

•	Show the comments posted with the labor detail.

•	Show all billing statuses on drill down.

•	Display transaction detail as posted, by employee and period, by employee, or just as totals.

•	Display only hours worked, or both hours and labor dollars.

•	Display only Projects/Tasks with Current/YTD Activity.

•	Specify the time frame for which you want labor detail.

•	Choose the labor posting runs to include.

Sorting Tab

Specify sort criteria to determine the sequence in which data will appear on the report.

Column Selection Tab

Select the columns to appear on the Labor Detail report.

Print Settings Tab

Specify print settings for the report.

To change the Labor Detail report settings:

1.	Select or open the Labor Detail report.

2.	Click on the Options button, [image], or select Modify, Options.

3.	Click on the appropriate tab: Options, Sorting, Column Selection, or Print Settings.

4.	Change the options as needed.

5.	Click OK.

  Related Topics


Expense Detail Report Options

For an Expense Detail report, you can use the following reporting options.

Options Tab

•	Roll up the base project number.

•	Roll up the base task number.

•	Display amounts at either cost or billing rates.

•	Show direct expenses.

•	Break out consultant expenses from other expenses.

•	Show all billing statuses on drill down.

•	Display only Projects/Tasks with Current/YTD Activity.

•	Specify the time frame for which you want expense detail.

Sorting Tab

Specify sort criteria to determine the sequence in which data will appear on the report.

Columns Tab

Select the columns to appear on the Expense Detail report.

Print Settings Tab

Specify print settings for the report.

To change the Expense Detail report settings:

1.	Select or open the Expense Detail report.

2.	Click on the Options button, [image], or select Modify, Options.

3.	Click on the appropriate tab: Options, Sorting, Column Selection, or Print Settings.

4.	Change the options as needed.

5.	Click OK.

  Related Topics


Aged Accounts Receivable Report Options

For an Aged Accounts Receivable report, you can use the following reporting options. Note that the Interactive Accounts Receivable security setting must be set to the appropriate access level for you to see the Aged Accounts Receivable report. (For more information about security, see your system administrator.)

Options Tab

•	Display the name of the client contact. (You must select Client or Client Name on the Sorting tab to use this option.)

•	Show the final percent of total for each aging column, and the average age and last receipt date for the final totals.

•	Exclude unassigned receipts.

•	Display all invoices with retainage amounts.

•	Specify the time frame.

Aging Tab

•	Specify the aging date.

•	Select to age unassigned receipts.

•	Select to age interest.

•	Select the aging column definitions.

Sorting Tab

Specify sort criteria to determine the sequence in which data will appear on the report.

Column Selection Tab

Select the columns to appear on the Aged Accounts Receivable report.

Print Settings Tab

Specify print settings for the report.

Comments

For the Aged Accounts Receivable report you can also establish or review comments for a client. For information about creating or viewing comments, see Comments on the Aged Accounts Receivable Report.

To change the Aged Accounts Receivable report settings:

1.	Select or open the Aged Accounts Receivable report.

2.	Click on the Options button, [image], or select Modify, Options.

3.	Click on the appropriate tab: Options, Aging, Sorting, Column Selection, or Print Settings.

4.	Change the options as needed.

5.	Click OK.

  Related Topics


Comments on the Aged Accounts Receivable Report

  Interactive Project Reporting indicates whether or not comments exist for a client through the use of a Comments icon displayed on the Aged Accounts Receivable report.

•	If the icon appears in color, comments exist. Click on the icon to display them.

•	If the icon is shaded gray, no comments exist for the client.

The placement of the icon on the report depends upon your sort criteria—it appears either next to the client name or project name on the report, according to your sort criteria.

Comments are stored by client. You must specify a client for your projects in order to use the Comments feature.

When you click on the Comments icon, Interactive Project Reporting displays the Comment Entry form.

Displaying Existing Comments

The top portion of the Comment Entry window contains a list of all comments on file for the client.

•	To sort the list, click on a column heading.

•	To resize a column, click and drag the edges of the column headings.

The bottom portion of the window contains the full comment text for the selected comment.

Entering New Comments on the Comment Entry Form

You can also use the bottom portion of the Comment Entry form to enter new comments and to change existing comments. Use the following buttons, as appropriate:

Button	Use the button to:
Insert	Create a new comment.
Copy	Create a new comment by making a copy of the current comment.
Delete	Delete the current comment.
OK	Save your changes.
Cancel	Discard your changes.


Saving Report Options

There are certain combinations of option settings that you may find you use repeatedly. For example, there may be one set that you use when presenting the report to a client, and another when presenting the report in an internal meeting. You can save settings, and you can save as many sets of these settings as you want.

When you save a set of options, you save all settings on all Options tabs, with one exception: you do not save any labor posting runs that you selected for the Labor Detail report.

The saved settings are available only for the report for which they were saved. For example, options saved for the Project Summary report cannot be used with the Office Earnings report.

Default settings

You can also save a set of settings to use as your personal default settings. Interactive Project Reporting automatically uses these default settings whenever you open the report. Your personal default settings are used instead of the Interactive Project Reporting default settings; they do not replace the Interactive Project Reporting defaults.

To save report options for the current report:

1.	Click on the Options button, [image], or select Modify, Options.

2.	Select report options.

3.	Click on the Save Current Options button. The Save Report Options dialog box opens.

4.	Enter a description or name for the settings. You select this name later, when you want to use the saved options.

If you would like to reuse an existing name, display the drop-down list of saved settings. Select the name you would like to reuse and confirm that you want to use it. The new settings replace the old settings stored under that name.

5.	Optional. Select the Use as default settings option if you want to use these settings as your personal default settings.

6.	If you are an Interactive Project Reporting system administrator, you may select the Save this globally (for all users) option to make the saved settings available to all other users in your firm.

7.	Click on the Save button. The description now appears in the Saved Options drop-down list.

  Tip

  Related Topics


Using Saved Report Options

Once you have saved a set of options for a report, you can use them at any time.

To use saved settings for the current report:

1.	Click on the Options button, [image], or select Modify, Options.

2.	Select the saved set of options from the Saved Options drop-down list. Sets marked <G> were created and saved by your system administrator and are available to all employees using Interactive Project Reporting.

3.	Click OK.

The settings are automatically applied to the report.

4.	Click on the Run button, [image], if you have not already run this report.

  Related Topics


Using Default Report Options

Interactive Project Reporting maintains two different sets of default report options for each report:

•	Your personal defaults, which you may or may not decide to set up. Interactive Project Reporting uses these defaults automatically whenever you run the report. See Saving Report Options for setup instructions.

•	Interactive Project Reporting’s own defaults, which are used automatically whenever you run the report if you have not set up personal defaults. If you do have personal defaults, follow the steps below to return temporarily to the Interactive Project Reporting defaults.

To use the Interactive Project Reporting default settings instead of your personal default settings:

1.	Click on the Options button, [image], or select Modify, Options.

2.	Click on the Defaults button to restore the Interactive Project Reporting default settings.

3.	Click OK.

The Interactive Project Reporting default settings are automatically applied to the report.

4.	Click on the Run button, [image], if you have not already run this report.

  Related Topics


Deleting a Set of Saved Options

To delete a set of saved option settings for the current report:

1.	Click on the Options button, [image], or select Modify, Options.

2.	From the Saved Options drop-down list, select the saved settings to delete.

3.	Click on the Delete button.

4.	Click on the Yes button to confirm the deletion.

  Related Topics


Base Project Rollup
Base Project

The Base Project option lets you summarize report information for projects that use some common numbering scheme. In the report, asterisks in the base project codes represent the rolled-up characters.

For example, if the first five characters of your project number represent a master contract, you can consolidate, or roll up, information for all projects that have a common master contract number. When you display a report, asterisks represent the rolled-up characters.

The Base Project slider box displays the number of characters in your firm’s project numbers. For example, if your firm uses a 12-digit project number, the slider box displays 123456789012. A project number can also include up to two delimiters (for example, 123-4567890.12). You use the slider box to show which parts of the project number you want rolled up.

You can roll up the base project and still display information by task. When you do this, a task total is the total of all occurrences of that task across the base project. For example, the total for Task 00001 is the total of all Task 00001s in the base project.

To roll up project numbers:

Drag a slider to cover the characters that you want rolled up. You can drag a slider from the left or right or both sides of the slider box.

Example

  Related Topics


Base Task Rollup
Base Task

The Base Task option lets you summarize information at the task level for tasks that use some common numbering scheme. It works in the same way as the Base Project option, but is available only if you use tasks. In the report, asterisks in the task codes represent the rolled-up characters.

For example, if the first two characters of your task number represent a department, you can consolidate, or roll up, information for all tasks that have a common department number. When you display a report, asterisks represent the rolled-up characters.

The Base Task slider box displays the number of characters in your firm’s task numbers. For example, if your firm uses a 3-digit task number, the slider box displays 123. You use the slider box to show which parts of the task number you want rolled up.

To roll up task numbers:

Drag a slider to cover the characters that you want rolled up. You can drag a slider from the left or right or both sides of the slider box.

Example

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Billing Rates

If you select the Billing Rates option, Interactive Project Reporting displays the dollar amounts on a report at billing rates instead of at cost rates.

Your ability to see billing rate information is also determined by whether or not your firm permits reporting at billing rates. This capability is controlled by the Report at Billing Rates setting on the General tab of System Setup table Maintenance. If this setting is turned off, you will not be able to see any billing amounts on reports.

When you choose to display at billing rates, Interactive Project Reporting automatically turns off and disables the Overhead option and turns off (but does not disable) the Direct Expenses option. If you switch from billing to cost rates, Interactive Project Reporting automatically turns on the Overhead and Direct Expenses options.

  Related Topics


Unposted Timesheets

The Unposted Timesheets option determines whether or not unposted timesheet information entered through Timekeeper and data entry is included in the report.

If you select this option, Interactive Project Reporting automatically reruns the report, using the current selection of projects and tasks.

Interactive Project Reporting displays a diamond shape next to any unposted labor on the report.

Timesheet Data Included:

•	All timesheet data in unposted data entry files.

•	All Timekeeper timesheets that are in progress or submitted, but not posted.

How Labor Amounts are Calculated

Interactive Project Reporting applies provisional or temporary labor rates to unposted time to calculate labor dollars.

If you plan to generate reports that include unposted time, and you want to report on cost or billing amounts for this time, you must enter provisional rate information on each employee’s Employee Table Maintenance form. You must supply a provisional cost rate, overtime percentage, secondary overtime percentage, billing rate, and billing overtime percentage.

Relationship to Time Frame Option in Labor Detail Report

If you generate the Labor Detail report using both the Unposted Timesheets option and the Time Frame option, the following labor transactions are included on the report:

Option	Includes:
Current	Transactions with a transaction date in the accounting period that is currently open.
Year-to-date	Transactions with a transaction date from the beginning of the current fiscal year through the current accounting period.
Job-to-date	Transactions with a transaction date from the beginning of the project through the current accounting period.
Period range	Transactions with a transaction date from the beginning period start date through the ending period end date.
Date range	Transactions with a transaction date from the start date through the end date.
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Overhead

The Overhead option determines whether or not overhead amounts are included in the report. Select this option to include overhead amounts. If you select this option, Interactive Project Reporting automatically reruns the report, using the current selection of projects and tasks.

If you generate a report showing overhead, but you have not yet allocated overhead for the current period, Interactive Project Reporting uses an estimated overhead amount. At the top of the report, you will see a checkmark in the Overhead Estimated box.

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Only Projects/Tasks with Current/YTD Activity

On the report Options tab, select this option to determine which projects or tasks are included on the report. Use the drop-down arrow to select Project or Task and Current or YTD (Year-To-Date).

Only Projects/Tasks with  Current/YTD Activity Option	Report Results
Not selected	Report includes all projects/tasks (whether they have posted activity or not).
Selected with Current activity	Report includes only projects/tasks that have activity posted in the period in which the report is run.
Selected with YTD activity	Report includes only projects/tasks that have activity posted in the year of the period in which the report is run.

The difference between selecting Projects or Tasks:

When you select Projects, the report includes all projects that have activity posted in the Current or YTD time period you selected. If a project has activity posted in the specified time period and has tasks, all tasks are included and listed individually on the report.

When you select Tasks, the report includes only a project’s tasks that have activity posted in the Current or YTD time period you selected.

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Estimated Overhead

If you generate a report showing overhead, but you have not yet allocated overhead for the current period, Interactive Project Reporting uses an estimated overhead amount. At the top of the report, you see a checkmark in the Overhead Estimated box.

Interactive Project Reporting first estimates current period overhead, then uses that estimated amount to calculate year-to-date and job-to-date overhead.

To calculate current period overhead, Interactive Project Reporting does the following:

1.	Determines an overhead rate to use.

If your firm allocates overhead on this basis:	Then Deltek Advantage uses this rate:
firmwide, assigned	The project’s budgeted overhead rate, as entered in Project Table Maintenance. If that does not exist, Deltek Advantage uses the system-wide overhead rate, as entered on the Overhead Allocation Setup form.
firmwide, prorated	The provisional overhead rate, which is the rate that was in effect the last time you allocated overhead.
by profit center, on an assigned basis	The project’s budgeted overhead rate, as entered in Project Table Maintenance. If that does not exist, the system uses the profit center’s overhead rate, as entered on the Individual Profit Center Setup form
by profit center, on a prorated basis	The profit center’s overhead rate, as entered on the Individual Profit Center Setup form.
2.	Determines an overhead basis to use.

Interactive Project Reporting uses current revenue or direct labor as the basis, depending on the settings on your Overhead Allocation Setup or Individual Profit Center Setup forms.

If you are showing unposted labor amounts on the report, the unposted labor is included in the overhead basis.

3.	Multiplies the overhead basis by the overhead rate to determine current estimated overhead.

4.	Using the current estimated overhead, calculates estimated year-to-date and job-to-date overhead.

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Direct Expenses

The Direct Expenses option determines whether or not direct expenses are included in a report. Select this option to include direct expenses. If you select this option, Interactive Project Reporting automatically reruns the report (based on the current selection of projects and tasks).

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Detail

The Detail option on the Labor Detail report controls both the level of transaction detail included and how it is displayed. (The time frame and the labor posting runs you select determine which transactions are included in the report.)

You can select one of the following from the Detail drop-down list:

Option	Description
All Transactions	Displays all transactions.
By Empl. and Period	Displays a one-line summary of transactions by employee and by accounting period.
By Employee	Displays a one-line summary of transactions by employee.
None	Displays no transaction detail and summarizes transaction totals by labor code.
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Display Account Name

Select this option to have the account name for each expense account displayed on the report.

If space limitations on the report mean that the account name is truncated, you can decrease the number of sort/selects in effect for the report and generate it again.


Show Comments

The Show Comments option on the Labor Detail report determines whether or not the comments associated with labor detail transactions are displayed. Select this option to display the comments.

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Hours Only/Hours and Amounts

Interactive Project Reporting can display hours and labor dollars, or hours only, at various levels of detail in the Project Summary, Labor Summary, and Labor Detail reports.

In the Project Summary Report or the Labor Summary Report

You can choose one of the following options from a drop-down list:

Option	Description
Hours Only	Removes all dollar amount columns from the report, including overhead and expense amounts. When you drill down to transaction detail, the report also displays hours only.
Hours Only Drill Downs	Displays hours and dollar amounts on the Labor Summary line, but displays hours only when you drill down to transaction detail. This is the default if you do not have security access to labor cost rates.
Hours and Amounts	(Default.)  Displays hours and dollar amounts at the Labor Summary line, task, and project level, both in the report and when you drill down to transaction detail.
In the Labor Detail Report

You can choose one of the following options from a drop-down list:

Option	Description
Hours Only	Removes the dollar amount columns from the report. This is the default if you do not have security access to labor cost rates.
Hours Only on Labor Codes	Displays hours only at the labor detail and labor code levels, but displays totals for hours and dollar amounts at the task and project level.
Hours Only on Detail	(Default.)  Displays hours only for labor detail, but displays totals for hours and dollar amounts at the labor code, task, and project level.
Hours and Amounts	Displays hours and dollar amounts at the transaction, labor code, task, and project level.
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Time Frame

The Time Frame option lets you choose a beginning and ending point for the information displayed in the Labor Detail, Expense Detail, and Aged Accounts Receivable reports. You can choose one of the following settings:

•	Time Frame:  Current, Year-to-Date, or Job-to-Date.

•	Period Range: A range of accounting periods that you specify.

•	Date Range: A range of dates that you specify.

For the Labor Detail and Expense Detail reports you can also choose to include specific labor posting runs for the time frame you choose.

The Time Frame you choose also has a bearing on the transactions that are included when you use the Unposted Timesheets feature to run the Labor Detail Report.

Time Frame

The choices in the drop-down list are the following:

Option	Description
Current	Displays information for the accounting period that is currently open.
Year-to-date	Displays information for the current fiscal year through the current accounting period.
Job-to-date	Displays information from the beginning of the project through the current accounting period.
Period Range

If you want to include transactions for one or more accounting periods, select a beginning and ending accounting period from the period Start and End drop-down lists. The lists show all the accounting periods your firm has set up in Interactive Project Reporting, displayed in the yyyypp format. For example, 200109 for the ninth period in 2001.

You can also bypass the lists and enter the desired accounting periods in the Start and End fields.

Date Range

For a date range, you need to enter the start and end dates of the range. You can enter the desired dates or select them from a drop-down calendar.

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Labor Posting Runs

The Posting Runs option lets you choose the labor posting runs to include in the Labor Detail report. This feature lets you include only a portion of an accounting period’s transactions on the report.

You select posting runs from a window that lists all timesheet, labor adjustment, and billing labor transfer postings for the time frame specified (current, year-to-date, job-to-date, or period range).

Click on the Clear List button to clear all posting run choices.

If you save your report options, Interactive Project Reporting does not save labor posting run choices.

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Consultant Breakout

The Consultant Breakout option separates consultant expenses from other expenses on the Expense Summary report or the Expense Detail report. If you select Consultant Breakout, the report breaks out the consultant expenses as a separate group and separate total under direct and reimbursable expenses.

If you do not select Consultant Breakout, direct consultant accounts are included in the Direct Expense category, and reimbursable consultants are included in the Reimbursable Expense category.

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% of Final Total

The % of Final Total option determines whether or not the report shows the percentage each aging column represents of the final total. The % of Final Total is displayed in the final total section of the report. To display the percent of final total, select this option.

The percents are rounded to whole numbers, and may not add up to exactly 100%.


Final Average Age

The Final Average Age option determines whether or not the report shows the average age for all receivables in the report. The Final Average Age is displayed in the final totals section of the report. To display the final average age, select this option.


Final Last Receipt Date

The Final Last Receipt Date option determines whether or not the report shows the date of the most recent receipt for all receivables in the report. The Final Last Receipt Date is displayed in the final totals section of the report. To display the final last receipt date, select this option.

Advantage displays a final last receipt date only if the receipt for the last invoice did not zero out the balance. The invoice for the final last receipt must appear on the report in order for the report to pull up a receipt date.


Exclude Unassigned Receipts

An unassigned receipt is a cash receipt posted to an invoice that does not have a record in Advantage.

If you select the Exclude Unassigned Receipts option, unassigned receipts are not included in the Aged Accounts Receivable report.


Display All Invoices With Retainage

Choose this option to include on the Aged Accounts Receivable report all invoices that have retainage amounts.


Contact Information

The Contact Information option determines whether or not the name of your client contact is displayed on the report. To include the contact information, select this option.

The contact information can be displayed only if you also select to sort by Client or by Client Name on the Sorting tab.


Show All Billing Statuses on Drill Down

Select this option to have Advantage include on any drill down reports the billing status for each transaction.

Note that transferred transactions are always marked with a T, whether or not this option is selected.

The billing status abbreviations are:

Abbreviation	Status	Description
B	Billable	Released and available for billing to the client.
D	To be deleted	Transaction to be deleted.
F	Final billed	Already billed to the client
H	Held	Transaction held temporarily to prevent billing to the client.
M	Modified	Changed in some way from its original form.
N	Not billable
O	Deleted
R	Partial Hold/Released	Part of the transaction has already been held or released
T	Transferred	Moved from one project, task, or labor code to another.
W	To be written off	Transaction has been written off, but the invoice has not been posted.
X	Written off	Transaction has been written off, and the invoice has been posted.


Single Line Summary

The Single Line Summary option lets you display a one-line summary, by task or by project, of the information in the Project Summary report.

If you:	The single-line summary includes:
Include both Overhead and Direct Expenses	Labor, overhead, direct expenses, and reimbursable expenses.
Do not include Overhead or Direct Expenses	Labor and reimbursable expenses.
Select Hours Only	Labor hours, but no labor dollars.
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Drill Down Sorting

The Drill Down Sorting option lets you change the sorting of the detail lines that appear in drill down windows. You can choose one sort for labor lines and one for expense lines, as described below.

Labor Sort	Description
Employee Name	Sorts by employee’s last name, in alphabetic order.
Employee Number	Sorts by employee number.
Transaction Date	Sorts by the date that the transaction was posted.
Expense Sort	Description
Account Type; Account	Sorts by account type (Assets, Liabilities, etc.) then, within account type, by account number. Subtotals by account number.
Account Number	Sorts and subtotals by account number.
Transaction Type	Sorts and subtotals by transaction type.
Reference Number	Sorts and subtotals by the reference numbers associated with transactions.
Transaction Date	Sorts and subtotals by the dates that transactions were posted.
Description	Sorts and subtotals based on Description 1, the highest-level description for the transaction.
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Current Final Total

Use this option to include the current final total in the summary at the end of the report.


YTD Final Total

Use this option to include the year-to-date final total in the summary at the end of the report.


JTD Final Total

Use this option to include the job-to-date final total in the summary at the end of the report.


Aging Tab

For an Aged Accounts Receivable report, you can:

•	Specify the aging date.

•	Select to age unassigned receipts.

•	Select to age interest.

•	Choose the aging column definitions.

Comments

For the Aged Accounts Receivable report you can also establish or review comments for a client. For information about creating or viewing comments, see Comments on the Aged Accounts Receivable Report.


Aging Date

The Aging Date option sets the date from which the aging is calculated. There are three choices:

Option	Receivables are aged based upon:
Current Date	Today’s date.
Period End Date	The last day of your firm’s current accounting period.
Specific Date	A date you enter here. You can type the date or select it from a calendar.


Age Unassigned Receipts

The Age Unassigned Receipts option determines whether or not the report includes unassigned receipts in the aging columns. The amount of the receipt is deducted from the aging column based on the date of the receipt. To include the unassigned receipts in the aging columns, select this option.


Age Interest

The Age Interest option determines whether or not the report includes interest on past due amounts in the aging columns. To include interest amounts in the aging columns, select this option.


Aging Column Definitions

You use the Aging Column Definitions to set up the aging columns that you want to appear on the Columns tab. (You use the Columns tab to select the columns that appear in the report.)

You’ll type a column heading in the text boxes on the left. The column headings are right justified here, as they are in the report. Then you’ll enter the range of days for the corresponding column.

Example

If you were to use the following settings for an Aging Column Definition, then the corresponding column on the Aged Accounts Receivable report would show aged receivables from 31 to 60 days overdue.


Sorting Data on Project Reports
Sorting Data on Interactive Project Reports

The Sorting tab determines how the report information is sorted. For example, an Aged Accounts Receivable report could list invoices by project, or list invoices by client and by project.

When you run the report, you can sort by any of the columns displayed, for up to six sorting levels. The lowest level of the sort has the most detailed information. For example, if you sort by client, then by project, and then by invoice, the invoice level will have the most detailed information.

The sorting criteria vary, according to report type:

Project Summary Sorting Options

Office Earnings Sorting Options

Labor Summary Sorting Options

Expense Summary Sorting Options

Labor Detail Sorting Options

Expense Detail Sorting Options

Aged Accounts Receivable Report Sorting Options

To use the Sorting tab:

1.	Drag a sort criterion from the Available list box to the Selected list box.

2.	Sort by moving columns up or down within the Selected list box. Click on the column you want to reposition and drag it to the new location.

The sequence in which you include sort criteria in the Selected list box determines how Interactive Project Reporting handles multiple sort criteria.

3.	Choose project or task as the Source of the information for each sort criterion.

4.	Optional. For each sorting level, you can also specify a page break, the line style used to separate values within a sort band, and the color of the sort band.

5.	Click OK to confirm the changes you’ve made.

Custom Labels and User-defined Fields

If any custom labels have been specified for your firm through system setup utilities, those labels will be available for sorting and selecting data on the Sorting tab. You might see custom labels for project principal, project manager, profit center levels, and labor code levels. For example, if your firm has set up the custom labels "Project Director" and "Task Director," then those labels will appear in place of the Principal and Project Manager labels on the Sorting tab.

Interactive Project Reporting also makes available any user-defined text fields, numeric fields, and date fields set up for your firm.


Project Summary Sort Options
Project Summary Sorting Options

Use the Sorting tab to choose the sequence in which data is displayed on the Project Summary report. When you run the report, you can sort by any of the columns displayed, for up to six sorting levels.

Default Sort Criteria	Available Sort Criteria
Project	Project Name
Task	Client
	Client Name
	Principal
	Project Manager
	Supervisor
	Profit Center
	Office
	Discipline
	Project Type
	Revenue Method
	Status (A/I/D/P)
	Type of Work
	Sector
	Region
	Billing Type
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Page Break option for sorting on reports

You can use the Page Break option on the Sorting tab to have Interactive Project Reporting include a page break automatically each time that the sort value changes. You can insert a page break after any or all of the sorts that you specify.

For example, if you insert a page break for the first sort, Office, and you have three offices (BO, CO, and SF), Interactive Project Reporting inserts a page break each time the office changes.


Office Earnings Sort Options
Office Earnings Sorting Options

Use the Sorting tab to choose the sequence in which data is displayed on the Office Earnings report. When you run the report, you can sort by any of the columns displayed, for up to six sorting levels.

For each sorting level on the Office Earnings report, you can specify whether current, year-to-date, and/or job-to-date information is to be included.

Default Sort Criteria	Available Sort Criteria
Project	Project Name
Task	Client
	Client Name
	Principal
	Project Manager
	Supervisor
	Profit Center
	Office
	Discipline
	Project Type
	Revenue Method
	Status (A/I/D/P)
	Type of Work
	Sector
	Region
	Billing Type
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Labor Summary Sort Options
Labor Summary Sorting Options

Use the Sorting tab to choose the sequence in which data is displayed on the Labor Summary report. When you run the report, you can sort by any of the columns displayed, for up to six sorting levels.

Default Sort Criteria	Available Sort Criteria
Project	Project Name
Task	Client
Department	Client Name
Phase	Principal
	Project Manager
	Supervisor
	Profit Center
	Office
	Discipline
	Project Type
	Revenue Method
	Status (A/I/D/P)
	Type of Work
	Sector
	Region
	Billing Type
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Expense Summary Sort Options
Expense Summary Sorting Options

Use the Sorting tab to choose the sequence in which data is displayed on the Expense Summary report. When you run the report, you can sort by any of the columns displayed, for up to six sorting levels.

Default Sort Criteria	Available Sort Criteria
Project	Project Name
Task	Client
	Client Name
	Principal
	Project Manager
	Supervisor
	Profit Center
	Office
	Discipline
	Project Type
	Revenue Method
	Status (A/I/D/P)
	Type of Work
	Sector
	Region
	Billing Type
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Labor Detail Sort Options
Labor Detail Sorting Options

Use the Sorting tab to choose the sequence in which data is displayed on the Labor Detail report. When you run the report, you can sort by any of the columns displayed, for up to six sorting levels.

Default Sort Criteria	Available Sort Criteria
Project	Project Name
Task	Client
Department	Client Name
Phase	Principal
	Project Manager
	Supervisor
	Profit Center
	Office
	Discipline
	Project Type
	Revenue Method
	Status (A/I/D/P)
	Type of Work
	Sector
	Region
	Billing Type
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Expense Detail Sort Options
Expense Detail Sorting Options

Use the Sorting tab to choose the sequence in which data is displayed on the Expense Detail report. When you run the report, you can sort by any of the columns displayed, for up to six sorting levels.

Default Sort Criteria	Available Sort Criteria
Project	Project Name
Task	Client
	Client Name
	Principal
	Project Manager
	Supervisor
	Profit Center
	Office
	Discipline
	Project Type
	Revenue Method
	Status (A/I/D/P)
	Type of Work
	Sector
	Region
	Billing Type
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Aged Accounts Receivable Sorting Options

Use the Sorting tab to choose the sequence in which data is displayed on the Aged Accounts Receivable report. When you run the report, you can sort by any of the columns displayed, for up to six sorting levels.

For each level of information in the Aged Accounts Receivable report, you can specify the following sort criteria:

•	%'s (Percent of the total)

•	Avg Age (Average Age)

•	Last Rec't (Last Receipt)

These options are applicable depending on which level you’re selecting them for and how you’re sorting the report. For example, if the report lists invoices by client and by project, you could select the Last Rec’t option for the project level to see when you last received payment for specific projects.

Default Sort Criteria	Available Sort Criteria
Project	Client
Invoice	Client Name
	Address Code
	Project Name
	Task
	Principal
	Project Manager
	Supervisor
	Profit Center
	Office
	Discipline
	Project Type
	Revenue Method
	Status (A/I/D/P)
	Type of Work
	Sector
	Region
	Billing Type
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Percent of the total

Select this option to display the percentage of the total that the amount due in each aging column represents.


Avg Age

Select this option to display the average age of each amount due.


Last Rec't

Select this option to display the date on which you last received payment for each sort value.


Sorting by Address Code

When you choose Address Code on the Sorting tab, Interactive Project Reporting sorts the data on the report according to the client’s address code.


Sorting by Billing Type

When you choose Billing Type on the Sorting tab, Interactive Project Reporting sorts the data on the report according to the contract type (for example, Fee, T&M).


Sorting by Client

When you choose Client on the Sorting tab, Interactive Project Reporting sorts the data on the report by client number, in ascending numerical order (for example, 00001, 00002, 00101, 00382).


Sorting by Client Name

When you choose Client Name on the Sorting tab, Interactive Project Reporting sorts the data on the report alphabetically by client name (for example, City of Cambridge, Stott Foundation, Town of Amherst).


Sorting by Department

When you choose Department on the Sorting tab, Interactive Project Reporting sorts the data according to the codes established for departments in your firm (for example, A-Architectural, C-Civil, L-Landscape Design).


Sorting by Discipline

When you choose Discipline on the Sorting tab, Interactive Project Reporting sorts the data on the report according to the code for each project discipline (for example, AR-Architectural, EN-Engineering).


Sorting by Invoice

When you choose Invoice on the Sorting tab, Interactive Project Reporting sorts the data on the report according to invoice numbers, in ascending numerical order.


Sorting by Office

When you choose Office on the Sorting tab, Interactive Project Reporting sorts the data on the report according to the code assigned each office in your firm (for example, BO, CO, and SF).


Sorting by Phase

When you choose Phase on the Sorting tab, Interactive Project Reporting sorts the data on the report according to the code assigned to each phase of the project work (for example, 01-Predesign, 06-Bid-Negotiate, 98-Field Work).


Sorting by Profit Center

When you choose Profit Center on the Sorting tab, Interactive Project Reporting sorts the data on the report by profit center.


Sorting by Principal

When you choose Principal on the Sorting tab, Interactive Project Reporting sorts the data on the report alphabetically by principal name (for example, Apple, Bartlett, Jones, Smith).


Sorting by Project

When you choose Project on the Sorting tab, Interactive Project Reporting sorts the data on the report by project number in ascending numerical order (for example, 00001.00, 00002.00, 97001.00, 98001.00).


Sorting by Project Manager

When you choose Project Manager on the Sorting tab, Interactive Project Reporting sorts the data on the report alphabetically by project manager name (for example, Apple, Bartlett, Jones, Smith).


Sorting by Project Name

When you choose Project Name on the Sorting tab, Interactive Project Reporting sorts the data on the report alphabetically by project name (for example, ABC Plaza Study, Stott Park, Greylock Mountain Lodge).


Sorting by Project Type

When you choose Project Type on the Sorting tab, Interactive Project Reporting sorts the data on the report by project type (for example, Regular, Promotional, or Overhead).


Sorting by Region

When you choose Region on the Sorting tab, Interactive Project Reporting sorts the data on the report according to the project’s geographical region (for example, Atlantic, South East, South West).


Sorting by Revenue Method

When you choose Revenue Method on the Sorting tab, Interactive Project Reporting sorts the data on the report alphabetically, according to the revenue method code used for calculating revenue for the task or project.

Revenue Method Table Maintenance provides six standard revenue methods (see the following chart). You can add as many as 30 additional revenue types, defined by your own firm.

Code	Description
B	Job-to-date Billings
M	(Job-to-date Direct Labor X Multiplier) + Job-to-date Reimbursable Expenses @ Cost Rates
N	No revenue generation
P	Percent Complete + Job-to-date Reimbursable Expenses @ Cost Rates
R	Job-to-date Receipts
W	Job-to-date Billings + Work-in-Progress (WIP) @ Billing Rates


Sorting by Sector

When you choose Sector on the Sorting tab, Interactive Project Reporting sorts the data on the report according to project sector (for example, commercial, government, or residential).


Sorting by Status (A, I, D, C)
Sorting by Status (A/I/D/P)

When you choose Status on the Sorting tab, Interactive Project Reporting sorts the data on the report according to project status—Active, Inactive, Dormant, or Purged.


Sorting by Supervisor

When you choose Supervisor on the Sorting tab, Interactive Project Reporting sorts the data on the report alphabetically by supervisor name (for example, Apple, Bartlett, Jones, Smith).


Sorting by Task

When you choose Task on the Sorting tab, Interactive Project Reporting sorts the data on the report in ascending numerical order by task number (for example, 001, 002, 003, 007).


Sorting by Type of Work

When you choose Type of Work on the Sorting tab, Interactive Project Reporting sorts the data on the report according to the field of work (for example, bridges, hospitals, schools).


Changing Print Settings

The print settings determine the margins, orientation, and size of the printed report, and the number of copies printed.

If you save option settings for a report, the print settings are included in the saved set.

To change the print settings for the current report:

1.	Click on the Options button, [image], or choose Modify, Options.

2.	Click on the Print Settings tab.

3.	Change the settings as needed:

Print Setting	To Change the Setting:
Margins	Enter the amount of space you want for the top, bottom, left, and right margins.
Orientation	Select one of the following: • Portrait to print across the width of a page (8-1/2 x 11). • Landscape to print across the length of a page (11 x 8-1/2).
Copies	Enter the number of copies you want printed.
Zoom	Enter the percentage of which to change the size of the report. For example, enter 75 to shrink the report to 75% of its normal size.
4.	Click OK.

5.	Click on the Print button, [image], if you want to print the report.

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Printing a Report

For each report, you can change the print settings for the margins, orientation, and number and size of copies printed.

To print the current report:

Click on the Print button, [image], or select File, Print.


The WHERE Clause

A WHERE clause is part of a Structured Query Language (SQL) query, which Interactive Project Reporting uses to retrieve information from the database. A WHERE clause contains the criteria that you want used for selecting the projects that appear in a report.

You can build a WHERE clause in either of two ways:

•	By choosing selection criteria and having Interactive Project Reporting automatically build the WHERE clause for you, behind the scenes. You do this on the Selection tab of the Project Selection form. This is the standard way to create a WHERE clause.

•	By building the WHERE clause yourself. You do this on the SQL Select tab of the Project Selection form. This option lets you create more complex WHERE clauses than those that Interactive Project Reporting creates for you. This process is somewhat complicated, but lets you make very specific project choices.

Syntax

A WHERE clause uses the following syntax:

[table.alias.column name] [operator] [value] [AND/OR]

•	Table.alias.column name is the data source. It specifies the database table and column to search.

•	Operator and value specify the condition being evaluated. For example, if you are querying the database for all projects for the project manager Apple, the WHERE clause uses the operator LIKE and the value APPLE. That is, to find all project manager names that are "like Apple":

(PROJ.prProjMgr LIKE ‘APPLE%’)

Note that the WHERE clause contains the % wildcard. You can place this anywhere in the value (for example, %PPLE%, %P%E). Interactive Project Reporting automatically adds it to the end of any character string.

If you want to add another condition to the WHERE clause, you need to use a logical operator, AND or OR. For example, the following WHERE clause looks for "all projects where the project manager is Apple OR all tasks where the project manager is Apple":

(PROJ.prProjMgr LIKE ‘APPLE%’)

OR (TASK.prProjMgr LIKE ‘APPLE%’)

  Note

  Related Topics


Commonly Used WHERE Clauses

To get you started creating WHERE clauses, we have compiled a list of examples.

Purpose:	Select projects that have a project name that starts with Gen.
Clause:	(PROJ.prName LIKE ‘Gen%’)
Purpose:	Select projects for the client name Smith.
Clause:	(PROJ_CL.clName=’Smith’)
Purpose:	Select projects that have a status of A, for Active.
Clause:	(PROJ.prStatus=’A’)
Purpose:	Select projects that have a client contact at the task level that starts with the letter A.
Clause:	(TASK_CL.clContact LIKE ‘A%’)
Purpose:	Select projects that have a project type at the task level of H (overhead) or P (promotional).
Clause:	(TASK.prType IN (‘H’,’P’))
Purpose:	Select projects that have a revenue type at the task level of B.
Clause:	(TASK.prRevType<>’B’)
Purpose:	Select projects that have a start date at the project level that is after January 1, 1997.
Clause:	(TASK.prStartDate>’01/01/97’)
Purpose:	Select projects that have a project manager name at the task level that starts with the letters Apple.
Clause:	(TASK_MGR.emLastName+’,’+TASK-MGR.emFirstName LIKE ‘APPLE%’)
Purpose:	Select projects that have a project manager at the task level whose name includes the letters Wen.
Clause:	(TASK_MGR.emLastName+’,’+TASK-MGR.emFirstName LIKE ‘%wen%’)
Purpose:	Select projects that have a principal name at the task or project level that starts with the letters Bartlett.
Clause:	(TASK_PRINCIPAL.emLastName+’,’+TASK-PRINCIPAL.emFirstName LIKE ‘Bartlett%’) OR (PROJ_PRINCIPAL.emLastName+’,’+PROJ_PRINCIPAL.emFirstName LIKE ‘Bartlett%’)
  Related Topics


Data Source

If you are familiar with WHERE clauses and the Interactive Project Reporting database, you may want to bypass the normal Project Selection process and type a WHERE clause directly into the text box on the SQL Select tab.

If you do, you need to prefix each column name with a table alias. Note that the WHERE clause can reference columns in the Project, Client, and Employee tables only.

Table Alias	Description
PROJ.	Project information from the Project table
TASK.	Task information from the Project table
PROJ_CL.	Client information from the Client table, associated with projects
TASK_CL.	Client information from the Client table, associated with tasks
PROJ_MGR.	Project manager information from the Employee table, associated with projects
TASK_MGR.	Project manager information from the Employee table, associated with tasks
PROJ_PRINCIPAL.	Principal information from the Employee table, associated with projects
TASK_PRINCIPAL.	Principal information from the Employee table, associated with tasks
Once you have referenced the correct table, you can select from the column names. These are the same column names that appear on the Project Search form.

Column Name	Table Alias	Description
prName	PROJ or TASK	Project or task name
prProject	PROJ or TASK	Project or task number
clName	PROJ_CL	Client name
prClient	PROJ	Client number
clContact	PROJ_CL	Client contact
prType	PROJ. or TASK	Project or task type
emLastName + ‘,’+ em.FirstName	PROJ_PRINCIPAL. or TASK_PRINCIPAL	Principal name
emLastName + ‘,’+ em.FirstName	PROJ_MGR or TASK_MGR	Project manager name
prStatus	PROJ or TASK	Project or task status
prProfCtr	PROJ or TASK	Profit center
Substring (prProfCtr,1,2)	PROJ or TASK	Profit center level 1
Substring (prProfCtr,3,2)	PROJ or TASK	Profit center level 2
Substring (prProfCtr,5,2)	PROJ or TASK	Profit center level 3
Substring (prProfCtr,7,2)	PROJ or TASK	Profit center level 4
prStartDate	PROJ or TASK	Start date
prEndDate	PROJ or TASK	End date
prRevType	PROJ or TASK	Revenue type
prSelect1 to prSelect15	PROJ or TASK	Select codes 1 to 15, which select based on character strings
prSelect16 to prSelect25	PROJ or TASK	Select codes 16 to 25, which select based on numeric values
prSelect26 to prSelect30	PROJ or TASK	Select codes 26 to 30, which select based on dates
  Related Topics


Comparative Operators

Comparative operators are used in WHERE clauses to select projects based on numeric or character values. For example, the following WHERE clause, in which the comparative operator is >, searches for all projects where the project number is greater that 97000.00:

(PROJ.prProject>’97000.00’)

WHERE clauses are not case-sensitive. For example, you can enter APPLE or apple or Apple as a value, and the WHERE clause will find any possible upper- or lower-case combination of that name.

You can use the following comparative operators when creating a WHERE clause in Interactive Project Reporting:

Operator	Meaning
=	Is equal to
NOT=	Is not equal to
>=	Is greater than or equal to
<=	Is less than or equal to
<	Is less than
>	Is greater than
LIKE	Compares a string of characters (The SQL wildcard characters % and _ are allowed. See The LIKE Operator.)
IN	Is equal to any of a series of values. See The IN Operator.
  Related Topics


The LIKE Operator

When you use the LIKE operator, you can use wildcard characters rather than enter the entire value. For example, if you want projects and tasks for all client names ending in CH, you can enter %CH in the Value field. The WHERE clause retrieves all projects whose client name ends with CH.

To retrieve all projects whose project manager name contains the string AN, enter %AN for the Value.

Interactive Project Reporting automatically adds a % to the end of every character string.

For the LIKE operator, you can use the % and _ (underscore) wildcard characters.

•	% retrieves a string of zero or more characters of any value. (The % wildcard is similar to the * wildcard in DOS.)

•	_ retrieves a single character of any value. (The _ is similar to the ? wildcard in DOS.)

In the following WHERE clause, LIKE ‘apple%’ searches for all projects where the project manager’s name starts with the letters Apple:

(PROJ.prProjMgr LIKE ‘apple%’)

  Related Topics


The IN Operator

Use the IN operator when you are looking for information contained in a group of values. For example, if you are searching for only overhead and promotional jobs (types H and P), you can use the syntax:

(PROJ.prType IN H,P)

instead of:

(PROJ.prType=’H’) OR (PROJpr.Type=’P’)

  Related Topics


Logical Operators

The logical operators AND and OR combine multiple conditions in a WHERE clause.

For example you can query for all projects WHERE the project manager is LIKE Apple AND the client number is 1234:

(PROJ.prProjMgr LIKE ‘APPLE%’)

AND (PROJ.prClient=’1234’)

This clause retrieves all projects for client 1234 for which Apple is the project manager.

The following WHERE clause retrieves all tasks for projects that have Apple as the manager of the project, and any other specific tasks that have Apple as the manager of the task:

(PROJ.prProjMgr LIKE ‘APPLE%’)

OR (TASK.prProjMgr LIKE ‘APPLE%’)

  Related Topics


drill down (defined)
drill down

Drilling down opens a window that displays supporting detail for an expense amount, labor hours, or labor amount in a Project Summary or Office Earnings report.

The labor and expense amounts on which you can drill down are displayed in light blue (or red if the amounts are negative). When the pointer is on these amounts, it changes to the magnifying glass shape. You can then click to view the supporting detail.


Search Value Example

If you are searching by name:

•	Enter B or b to list all entries that begin with that letter. Enter more letters of the name, such as Bro, to further narrow the search.

•	Enter %Bos or %bos with the operator LIKE to list all entries that include those letters.

If you are searching by number:

•	Enter 9 to list all entries that begin with that number.

•	Enter %9 with the operator LIKE to list all entries that include that number.


Current Selection of Projects and Tasks

The current selection is the most recently accepted list of projects and tasks. You create the current selection through either the Selection tab or SQL Select tab on the Project Selection form. You choose the projects and tasks that you want retrieved from the database, then you select all of them or a subset of them. When you accept the list, you create the current selection.

The current selection remains active until you overwrite it by retrieving and accepting another selection, or until you close the Project Reporting window. Otherwise, you can re-use the current selection as often as needed, for as many different reports as you want.

If you have more than one report open, you can drill down on only those reports created using the current selection.


The Search Button

When you click on the Search button, Interactive Project Reporting queries the database to find the projects and tasks that meet your selection criteria.

As the projects and tasks are retrieved from the database, Interactive Project Reporting displays a message telling you how many projects have been retrieved out of your pool of projects. If it is displaying a number far greater than the number of projects and tasks than you want or expect, click on the Cancel button to stop the retrieval. (The number of projects and tasks you can retrieve for a report depends on your system’s available resources.) Double check that you entered selection criteria correctly.

Note that you cannot save selection criteria until you click on the Search button to retrieve projects and tasks.

See also:

Selecting Projects to Include in the Report

Modifying Selection Criteria

Project and Task Count


Projects/Tasks Selected Pane

The retrieved projects are listed in the Projects/Tasks Selected pane by project number.

•	To list them by project name, click on the Project Name heading.

•	To list them again by project number, click on the Project Number heading.

•	To change from ascending order (1,2,3… or A-Z) to descending order (…3,2,1 or Z-A), click on the Project Number or Project Name heading twice.

•	To change the width of the Project Number and Project Name columns, drag the column divider to the left or right.


Selecting Projects

To select projects in the Projects/Task Selected pane:

•	To select one project, click on it.

•	To select additional projects, hold down the CTRL key as you click on each additional project.

•	To select a range of projects, click on the first project and SHIFT+click on the last one. For example, to select the first ten projects, click on the first project and then SHIFT+click on the tenth one.


Selecting Tasks from the Task List

If a project has a task list, a right-pointing arrow appears to the right of that project. Although Interactive Project Reporting automatically selects all tasks for that project, you can narrow down the selection.

The retrieved tasks are listed in the Select Projects pane by task number, in ascending order (1,2,3 or A,B,C). To change to descending order (3,2,1 or Z,Y,X), click on the task heading.

To select tasks:

1.	Click on the right-pointing arrow to display the task list.

2.	Select the tasks you want.

•	To select one task, click on it.

•	To select additional tasks, hold down the CTRL key as you click on each additional task.

•	To select a range of tasks, click on the first task and SHIFT+click on the last one. For example, to select the first ten tasks, click on the first task and then SHIFT+click on the tenth one.

  Note


Saving Selection Criteria Globally
Saving Project Selection Criteria Globally

The Interactive Project Reporting system administrator can save selection criteria globally, so that it is available to all other users in the firm. Once a set of selection criteria is saved globally, its name (for example, <G> Chicago) appears in the Saved Selection Criteria drop-down list on the Selection and SQL Select tabs.

You must have an administrator’s level of security to save selection criteria globally.


Project and Task Count

To total the number of projects and tasks selected, and the number in your total pool of projects and tasks, Interactive Project Reporting follows these rules:

•	Each project that has no tasks counts as one.

•	Each task counts as one.

•	For projects with tasks, Interactive Project Reporting counts only the tasks, not the project itself. For example, a project with eight tasks counts as eight.


Add-Ons Billed (Office Earnings report)

The total amount billed for add-ons. Add-ons are markups applied to labor, expenses, consultants, reimbursables, fees, units, or to add-ons themselves. You establish add-ons for a project in Billing Terms Table Maintenance.

Firms typically use add-ons to add a fee percentage on cost-plus-fixed-fee contracts. Some firms use add-ons to bill for miscellaneous charges as a percentage of labor, rather than based on actual costs incurred.


A/R Amount (Office Earnings report)

Billed Amount minus Received. This amount includes retainage billed (normally a negative amount) and taxes billed/received.


Backlog (Office Earnings report)

Total Compensation (Compensation + Consultant Fee + Reimbursable Allowance) less Job-to-date Revenue for the task or project.

The backlog is the dollar amount of work that is under contract, but not yet been earned. It is used as an indicator of a firm’s business volume, which is usually expressed as the number of months of backlog.


Balance Amount (Office Earnings report)

The amount remaining to complete work on this task or project, calculated as Budget Amount less JTD Amount.


Balance Hours (Office Earnings report)

The labor hours remaining to complete work on this task or project, calculated as Budget Hours less JTD Hours.


Billed Amount (Office Earnings report)

Total amount billed for the task or project for the current, year-to-date, or job-to-date period. This amount includes Total Billed (Total Labor, Fees, Reimbursables, including reimbursable consultants, Units, Add-ons, Other Billed and Interest Billed) + Taxes billed (if the taxes are associated with revenue accounts).


Budget Amount (Office Earnings report)

Total budgeted labor, expense, and overhead for the task or project.


Budget Hours (Office Earnings report)

Total hours budgeted for labor and expense.


Compensation (Office Earnings report)

The total contract value for this task, or for the project if the project does not have tasks. Compensation is the sum of the compensation amount, consultant fee, and reimbursable allowance.


Consultants Billed (Office Earnings report)

Total amount of Reimbursable Consultant Expense billed for the task or project for the current, year-to-date, or job-to-date period.


Consultant Fee (Office Earnings report)

Expected amount of consultant fees for this task, or for the project if the project does not have tasks. This amount includes any markups on consultant professional services.


Direct Consultant Expense (Office Earnings report)

Total amount spent for direct (non-reimbursable) consultants.


Direct Expense Amount (Office Earnings report)

Total amount of direct consultant expense and other non-reimbursable expenses for the task or project for the current, year-to-date, or job-to-date period.

Please note that displaying this column does not automatically add direct expenses to the amount in the Spent column. To include direct expenses in the Spent amount, you must select Direct Expenses on the Options tab.


EAC Amount (Office Earnings report)

Estimate of the total cost at completion of the task or project, as reported. You can enter EAC amounts in the Project Budget Worksheet by:

•	project, task, and labor code for labor

•	project, task, and account for expenses


EAC Hours (Office Earnings report)

Estimate of total number of hours expended at completion of the task or project.

You can enter EAC hours in the Project Budget Worksheet by project, task, and labor code.


Effective Multiplier (Office Earnings report)
Effective Multiplier/Realization Ratio (Office Earnings report)

If you generate the Office Earnings report at cost rates, this column shows the Effective Multiplier. If you generate the report at billing rates, it shows the Realization Ratio.

The Effective Multiplier is a productivity measure that shows the amount of net revenue earned for each labor dollar expended, for the current period, year-to-date, or job-to-date. It is calculated as:

[Revenue less (non-labor Direct and Reimbursable Expenses)] / Direct Labor Dollars at Cost Rates

The Realization Ratio compares net revenue earned to labor at billing rates, for the current period, year-to-date, and job-to-date. It is calculated as:

[Revenue less (non-labor Direct and Reimbursable Expenses)] / Direct Labor Dollars at Billing Rates


ETC Amount (Office Earnings report)

Estimate of the total additional cost required to complete the task or project, as reported. The ETC amount can be entered by project/task, by labor code, or by account.


ETC Hours (Office Earnings report)

Estimate of total additional hours required to complete the task or project. ETC Hours is an entered field.


Fees Billed (Office Earnings report)

Total fees billed for the task or project for the current, year-to-date, or job-to-date period.


Gross Margin (Office Earnings report)

Total Revenue less (Labor + Direct + Reimbursable Amounts spent) for the task or project for the current, year-to-date, or job-to-date period. Firms that do not allocate overhead show project results on a gross margin basis.


Hours (Office Earnings report)

Total hours worked (both regular and overtime, including secondary overtime).


Interest Billed (Office Earnings report)

Total interest billed for the task or project for the current, year-to-date, or job-to-date period.


Labor Amount (Office Earnings report)

Total labor dollars spent for the task or project for the current, year-to-date, or job-to-date period.


Labor Billed (Office Earnings report)

Total labor billed for the task or project for the current, year-to-date, or job-to-date period.


Net Revenue (Office Earnings report)

Total Revenue less (Direct Expense + Reimbursable Expense Amount) for the task or project for the current, year-to-date, or job-to-date period.


Other Billed (Office Earnings report)

The total amount of billings that are not mapped to a specific category. Interactive Project Reporting decides what billings belong in this column by looking at the revenue accounts that you have set up in Invoice Mapping Account Maintenance or, if you use Interactive Project Reporting Billing, in Billing Setup Table Maintenance. This column accumulates billings associated with any revenue account that is not mapped.


Other Direct Expense (Office Earnings report)

Direct expenses (not including consultant direct expenses).


Other Reimbursable Expense (Office Earnings report)

Reimbursable expenses (not including consultant reimbursable expenses).


Overhead Amount (Office Earnings report)

Total overhead amount applied to the task or project for the current, year-to-date, or job-to-date period.

If you generate a report showing overhead, but have not yet allocated overhead for the current period, Interactive Project Reporting will use an estimated overhead amount. See Estimated Overhead for a full description of how this amount is calculated.

Be aware that simply adding the Overhead column to the report does not add the overhead amount to the Spent column on the report. To include overhead in the Spent column, be sure to select the Overhead option on the Options tab.


Pct Budget Expended (Office Earnings report)

Percent of budget expended to date on the task or project, calculated as (total Labor, Overhead, and Expense Amounts spent) divided by Budget Amount.


Percent Complete Reported (Office Earnings report)

The project manager’s stated percentage of work effort completed on this task or project. Before entering this percentage, the project manager must assess the progress made on required deliverables.


Pct ETC Expended (Office Earnings report)

Percent expended on the task or project to date of estimate to complete, calculated as (Total Labor, Overhead, and Expenses Spent) divided by (Total Labor, Overhead, and Expenses spent plus Estimate to Complete amount).


Profit/Variance Amount (Office Earnings report)

Revenue less Spent Amount for the task or project for the current, year-to-date, or job-to-date period.

When this comparison is made on a cost basis, the result is called Profit. When it is made on a billing basis, the result is called Variance.


Profit/Variance % (Office Earnings report)

Profit/Variance Amount divided by Revenue for the task or project for the current, year-to-date, or job-to-date period.


Project Backlog (Office Earnings report)

Total Compensation (Compensation + Consultant Fee + Reimbursable Allowance) less job-to-date Revenue for all the tasks selected for this project.

The backlog is the dollar amount of work that is under contract, but not yet been earned. It is used as an indicator of a firm’s business volume, which is usually expressed as the number of months of backlog.


Project Compensation (Office Earnings report)

Expected amount of your firm’s compensation for all the tasks selected for this project. This is the gross contract value or total amount you expect to receive from the client.


Project Consultant Fee (Office Earnings report)

Expected amount of consultant fees for all the tasks selected for this project.


Project Reimb. Allowance (Office Earnings report)

Expected amount of reimbursable expenses for all the tasks selected for this project.


Realization Ratio (Office Earnings report)

Revenue less (non-labor Direct and Reimbursable Expenses calculated at billing value) divided by (Labor Amount, calculated at billing value) for the task or project for the current, year-to-date, or job-to-date period.


Received Amount (Office Earnings report)

Total Received amount for the task or project for the current, year-to-date, or job-to-date period.


Reimbursable Allowance (Office Earnings report)

Expected amount of reimbursable expenses for this task, or for the project if the project does not have tasks.


Reimbursable Consultant Expense (Office Earnings report)

Total reimbursable consultant expenses spent on this project or task. If you are running the report at billing rates, the amount shown is at billing value.


Reimbursables Billed (Office Earnings report)

Total amount of reimbursable expense billed (not including reimbursable consultants) for the task or project for the current, year-to-date, or job-to-date period.


Reimb. Expense Amount (Office Earnings report)

Total amount spent for reimbursable consultants and other expenses for the task or project for the current, year-to-date, or job-to-date period.


Revenue (Office Earnings report)

Total revenue for the task or project for the current, year-to-date, or job-to-date period.


Revenue Type (Office Earnings report)

Code used for calculating revenue for this task or project.

Revenue Method Table Maintenance provides six standard revenue methods, described below. You can add as many as 30 additional revenue types, defined by your own firm.

Code	Description
B	Job-to-date Billings
M	(Job-to-date Direct Labor X Multiplier) + Job-to-date Reimbursable Expenses @ Cost Rates
N	No revenue generation
P	Percent Complete + Job-to-date Reimbursable Expenses @ Cost Rates
R	Job-to-date Receipts
W	Job-to-date Billings + Work-in-Progress (WIP) @ Billing Rates


Revenue Mult./Amount (Office Earnings report)

The multiplier, percentage, or amount by which to increase or decrease revenue for this task or project. Revenue methods that contain a multiplier or an amount in the calculation use this field.


Spent Amount (Office Earnings report)

Total (Labor+Overhead+Direct+Reimbursable Expenses) spent for the task or project for the current, year-to-date, or job-to-date period.

If you do not show overhead on the report, the Spent Amount does not include overhead. Likewise, if you choose not to show direct expenses, the Spent Amount does not include Direct Expenses.

If you generate the report at billing rates, the Spent Amount equals Labor, Direct Expenses, and Reimbursable Expenses at Billing Value.


Spent less Overhead (Office Earnings report)

Total (Labor + Direct + Reimbursable Amounts spent) for the task or project for the current, year-to-date, or job-to-date period.


Status

The project status, which can be one of these settings:

•	Active

•	Inactive

•	Dormant

•	Purged


Taxes Billed (Office Earnings report)

The total amount billed for taxes.


Total Compensation (Office Earnings report)

Total (Compensation+Consultant Fee+Reimbursable Allowance) for the task, or for the project if the project does not have tasks. This is the gross contract amount for this segment of the project.


Total Consultant Expense (Office Earnings report)

The total of all direct and reimbursable consultant expenses.


Total Expenses (Office Earnings report)

The total of all expenses, including direct, reimbursable, consultant, and non-consultant expenses.


Total Fees Billed (Office Earnings report)

(Total Labor Billed + Fees Billed + Units Billed + Interest Billed) for the task or project for the current, year-to-date, or job-to-date period.


Total Other Expense (Office Earnings report)

Direct expenses and reimbursable expenses (not including consultant direct or reimbursable expenses).


Total Project Compensation (Office Earnings report)

Total (Compensation + Consultant Fee + Reimbursable Allowance) for all the tasks selected for this project. This amount is the same as the Gross Contract Value.


Total Task Compensation (Office Earnings report)

Total (Compensation + Consultant Fee + Reimbursable Allowance) for all the tasks selected for this project. This amount is the same as the gross contract value for the tasks selected.


Unbilled Amount (Office Earnings report)

Total Revenue less Billed Amount for the task or project, job-to-date.


Units Billed (Office Earnings report)

Total units billed for the task or project for the current, year-to-date, or job-to-date period.

Your firm decides if it wants to bill units and, if it does, what sort of charges should be considered units. You may, for example, set up a two-person survey crew as a unit, or use units to bill reprographics or mileage.


Balance Amount (Labor Summary report)

The amount remaining to complete work on this task or project, calculated as Budget Amount less JTD Amount.


Balance Hours (Labor Summary report)

The labor hours remaining to complete work on this task or project, calculated as Budget Hours less JTD Hours.


Balance Hours at Budget Rate (Labor Summary report)

The hours remaining to complete the work if they are expended at the budgeted rate, calculated as Balance Amount divided by Budgeted Rate.


Balance Hours at Eff Rate (Labor Summary report)

The hours remaining to complete the work if they are expended at the current effective rate. The Balance Hours at Effective Rate amount is calculated as Balance Amount divided by Effective Rate.

The Effective Rate is calculated as JTD Amount divided by JTD Hours.


Budget Amount (Labor Summary report)

Amount budgeted for this labor code.


Budget Hours (Labor Summary report)

Hours budgeted for this labor code.


Budget Rate (Labor Summary report)

The rate by which the Budget Hours amount was multiplied to derive the Budget Amount.


Current Amount (Labor Summary report)

Labor amount spent in the current period for this labor code.


Current Hours (Labor Summary report)

Labor hours spent in the current period for this labor code.


EAC Amount (Labor Summary report)

Estimate of the total cost at completion of the task or project, as reported. You can enter EAC amounts in the Project Budget Worksheet by:

•	project, task, and labor code for labor

•	project, task, and account for expenses


EAC Hours (Labor Summary report)

Estimate of total number of hours expended at completion of the task or project.

You can enter EAC hours in the Project Budget Worksheet by project, task, and labor code.


Effective Rate (Labor Summary report)
Effective Hourly Rate (Labor Summary report)

Use the following formula to calculate the Effective Hourly Rate:

Job-to-date labor amount spent / Job-to-date labor hours spent


ETC Amount (Labor Summary report)

Estimate of the total additional cost required to complete the task or project, as reported. The ETC amount can be entered by project/task, by labor code, or by account.


ETC Hours (Labor Summary report)

Estimate of the total additional hours required to complete the task or project. ETC Hours is an entered field.


JTD Amount (Labor Summary report)

Job-to-date labor amount spent.


JTD Hours (Labor Summary report)

Job-to-date labor hours spent.


Pct Budget Expended-Hours (Labor Summary report)

The percent of the budget expended to date based on hours, calculated as JTD Hours divided by Budget Hours.


Pct Complete Reported-Hours (Labor Summary report)

The project manager’s stated percentage of work effort completed on this task or project. Before entering this percentage, the project manager must assess the progress made on required deliverables.


Pct EAC Expended (Labor Summary Report)

Percent of estimated cost at completion expended on task or project to date, calculated as total labor divided by EAC Amount.


Pct ETC Expended (Labor Summary report)

Percent of estimate to complete expended on task or project to date, calculated as (Total Labor, Overhead, and Expenses Spent) divided by (Total Labor, Overhead, and Expenses Spent plus Estimate to Complete Amount).


Percent Budget Expended (Labor Summary report)

The percent of the budget expended to date based on hours, calculated as JTD Hours divided by Budget Hours for this labor code, account, task, or project.


Percent Complete Reported (Labor Summary report)

The project manager’s stated percentage of work effort completed on this task or project. Before entering this percentage, the project manager must assess the progress made on required deliverables.


YTD Amount (Labor Summary report)

Year-to-date labor amount spent.


YTD Hours (Labor Summary report)

Year-to-date labor hours.


Balance Amount (Expense Summary report)

The amount remaining to complete work on this task or project, calculated as Budget Amount less JTD Amount.


Budget Amount (Expense Summary report)

Budgeted expense amount.


Current Amount (Expense Summary report)

Expense amount spent in the current period for this account.


EAC Amount (Expense Summary report)

Estimate of the total cost at completion of the task or project, as reported. You can enter EAC amounts in the Project Budget Worksheet by:

•	project, task, and labor code for labor

•	project, task, and account for expenses


ETC Amount (Expense Summary report)

Estimate of the total additional cost required to complete the task or project, as reported. The ETC amount can be entered by project/task, by labor code, or by account.


JTD Amount (Expense Summary report)

Job-to-date labor expense amount spent.


Pct ETC Expended (Expense Summary report)

Percent of estimate to complete expended on task or project to date, calculated as (Total Labor, Overhead, and Expenses Spent) divided by (Total Labor, Overhead, and Expenses Spent plus Estimate to Complete Amount).


Pct EAC Expended (Expense Summary report)

Percent of estimated cost at completion expended on task or project to date, calculated as total expenses spent divided by EAC Amount.


Percent Budget Expended (Expense Summary report)

The percent of the budget expended to date, calculated as JTD Amount divided by Budget Amount.


Percent Complete Reported (Expense Summary report)

The project manager’s stated percentage of work effort completed on this task or project. Before entering this percentage, the project manager must assess the progress made on required deliverables.


YTD Amount (Expense Summary report)

Year-to-date expense amount spent.


Employee Class (Labor Detail report)

Class code for the employee at the time the transaction was posted.


Employee Department (Labor Detail report)

Department code for the employee at the time the transaction was posted.


Employee Profit Center (Labor Detail report)

Location code for the employee at the time the transaction was posted.


Employee Type (Labor Detail report)

Type code (employee or principal) for the employee at the time the transaction was posted.


Fiscal Period (Labor Detail report)

Accounting period in which the transaction was posted.


Overtime Amount (Labor Detail report)

Amount calculated for Overtime Hours for the transaction, labor code, task, or project.

Interactive Project Reporting calculates overtime costs for hourly employees differently than it does for salaried employees.

•	For hourly employees, the Overtime Amount is calculated as:

overtime hours x hourly labor costing rate x overtime percentage

•	For salaried employees, Interactive Project Reporting begins by calculating the employee’s annualized hourly rate, using the equation:

annual salary / estimated annual regular hours, defined as hours per week x 52

•	Interactive Project Reporting then calculates the Overtime Amount as:

overtime hours x annualized hourly rate x overtime percentage


Secondary Overtime Amount (Labor Detail report)

Amount calculated for secondary overtime hours for the transaction, labor code, task, or project. This column is available only if you have chosen the Enable secondary overtime feature on the Timesheets tab in System Setup Maintenance.


Overtime Hours (Labor Detail report)

Number of overtime hours for the transaction, labor code, task, or project.


Secondary Overtime Hours (Labor Detail report)

Number of secondary overtime hours for the transaction, labor code, task, or project. This column is available only if you have chosen the Enable secondary overtime feature on the Timesheets tab in System Setup Maintenance.


Overtime Percent (Labor Detail report)

Percentage from the employee record used to derive the Overtime Rate for the transaction. Interactive Project Reporting multiplies an employee’s hourly rate by the overtime percentage to calculate the employee’s overtime rate.


Overtime Rate (Labor Detail report)

Rate at which Overtime Hours were multiplied to derive the Overtime Amount for the transaction. Interactive Project Reporting multiplies an employee’s hourly rate by the employee’s overtime percentage to calculate the overtime rate.


Date or Period (Labor Detail report)

Timesheet date or period for the transaction.


Regular Amount (Labor Detail report)

Amount calculated for Regular Hours for the transaction, labor code, task, or project, calculated as regular hours worked multiplied by the labor cost rate.


Regular Hours (Labor Detail report)

Number of regular hours for the transaction, labor code, task, or project.


Regular Rate (Labor Detail report)

Rate from the employee record by which Regular Hours were multiplied to derive the Regular Amount for the transaction.

If your firm uses the Adjust Salaried Job Costing feature to calculate labor charges for salaried employees, Interactive Project Reporting calculates the Regular Rate as:

salaried rate / hours worked in the current labor period


Posting Sequence (Labor Detail report)

The number assigned by Interactive Project Reporting to identify the posting run during which the transaction was posted. Interactive Project Reporting assigns the number 1 to the first group of transactions posted during an accounting period; the number 2 to the second group, and so on. To see a numbered list of all of the postings for the current accounting period, select Posting Log Review from the Interactive Project Reporting Reporting menu.


Total Amount (Labor Detail report)

Total of Regular Amount plus Overtime Amount (including secondary overtime) for the transaction, labor code, task, or project.


Total Hours (Labor Detail report)

Total of Regular Hours plus Overtime Hours (including secondary overtime) for the transaction, labor code, task, or project.


Transaction Type (Labor Detail report)

The type of transaction:

•	01 indicates an original timesheet transaction.

•	J1 indicates a labor adjustment transaction.


Transfer Labor Code (Labor Detail report)

Labor code from which the labor adjustment transaction was transferred.


Transfer Project (Labor Detail report)

Project number from which the labor adjustment transaction was transferred.


Transfer Task (Labor Detail report)

Task number from which the labor adjustment transaction was transferred.


A/P Voucher (Expense Detail report)

Accounts payable voucher number if the transaction type is AP or CV.


Description (Expense Detail report)

Description entered for the transaction during data entry.


Fiscal Period (Expense Detail report)

Accounting period in which the transaction was posted.


Invoice Number (Expense Detail report)

Billed invoice number for the transaction if the transaction is a cash receipt.


Line Number (Expense Detail report)

Voucher line number if transaction type is AP or CV.


Number of Units Charged (Expense Detail report)

Number of units charged by this transaction.


Posting Source (Expense Detail report)
Posting Sequence (Expense Detail report)

The number assigned by Interactive Project Reporting to identify the posting run during which this transaction was posted. Interactive Project Reporting assigns the number 1 to the first group of transactions posted during an accounting period; the number 2 to the second group, and so on. To see a numbered list of all of the postings for the current accounting period, select Posting Log Review from the Interactive Project Reporting Reporting menu.


Reference Number (Expense Detail report)

Reference number, voucher number, or journal entry number for this transaction.


Transaction Amount (Expense Detail report)

Amount of this transaction, account number, account category, task or project.


Date (Expense Detail report)

Date entered for this transaction.


Transaction Location Code (Expense Detail report)

Location code of project at the time the transaction was posted, also referred to as the profit center code.


Transaction Type (Expense Detail report)

The transaction type for this transaction, which indicates the source of the transaction (for example, JE for Journal Entry). For a full list of the transaction types and what they represent, see Transaction Types in Interactive Project Reporting.


Unit Billing Rate (Expense Detail report)

Rate used to calculate the billing value of the unit at the time the transaction was posted.


Unit Cost Rate (Expense Detail report)

Rate used to calculate the cost of the unit at the time the transaction was posted.


Vendor Location (Expense Detail report)

Location of the vendor at the time the transaction was posted, if the transaction type is AP or CV.


Vendor or Unit Number (Expense Detail report)

Vendor number, if the transaction type is AP or CV. Unit number if the transaction type is UN.


Balance Amount (Project Summary report)

The amount remaining to complete work on this task or project, calculated as Budget Amount less JTD Amount.


Balance Hours (Project Summary report)

The labor hours remaining to complete work on this task or project, calculated as Budget Hours less JTD Hours.


Balance Hrs at Budget Rate (Project Summary report)

The hours remaining to complete the work if they are expended at the budgeted rate, calculated as Balance Amount divided by Budgeted Rate.


Balance Hrs at Eff Rate (Project Summary report)

The hours remaining to complete the work if they are expended at the current effective rate. The Balance Hours at Effective Rate amount is calculated as Balance Amount divided by Effective Rate.

The Effective Rate is calculated as JTD Amount divided by JTD Hours.


Budget Amount (Project Summary report)

Hours and/or expense amounts budgeted for this labor code, account, task, or project.


Budget Hours (Project Summary report)

Hours budgeted for this labor code, task, or project.


Budget Rate (Project Summary report)

The rate by which the Budget Hours amount was multiplied to derive the Budget Amount.


Current Amount (Project Summary report)

Labor and/or expense amounts spent in the current period for this employee, expense transaction, labor code, account number, task, or project.


Current A/R Amount (Project Summary report)

Current Billed Amount less Received. This amount includes retainage billed (normally a negative amount) and taxes billed/received.


Current Billed (Project Summary report)

Total amount billed (Labor + Fee + Consultants + Expenses + Units + Interest Billed) for the current period for this task or project.


Current Effective Multiplier (Project Summary report)

The Current Effective Multiplier is a productivity measure that shows the amount of net revenue earned for each labor dollar expended, for the current period. It is calculated as:

[Current Revenue less (Current non-labor Direct and Reimbursable Expenses)] divided by Current Direct Labor


Current Gross Margin (Project Summary report)

Total Revenue less (Labor + Direct + Reimbursable Amounts spent) for the current accounting period. Firms that do not allocate overhead show project results on a gross margin basis.


Current Hours (Project Summary report)

Labor hours spent in the current period for this employee, labor code, task, or project.


Current Net Revenue (Project Summary report)

Total Revenue less (non-labor Direct Expense + Reimbursable Expense) for the current accounting period.


Current Profit (Project Summary report)

Current Revenue less Current Spent Amount for the task or project.


Current Profit Percent (Project Summary report)

Current Profit amount divided by Current Revenue for the task or project.


Current Received (Project Summary report)

Amount received for the current period for this task or project.


Current Revenue (Project Summary report)

Amount of revenue calculated for the current period for this task or project.


Current Unbilled (Project Summary report)

Amount of revenue not yet billed, calculated as Current Revenue less Current Billed for the current period for this task or project.


EAC Amount (Project Summary report)

Estimate of the total cost at completion of the task or project, as reported. You can enter EAC amounts in the Project Budget Worksheet by:

•	project, task, and labor code for labor

•	project, task, and account for expenses


EAC Hours (Project Summary report)

Estimate of total number of hours expended at completion of the task or project. You can enter EAC hours in the Project Budget Worksheet by project, task, and labor code.


Effective Rate (Project Summary report)
Effective Hourly Rate (Project Summary report)

This customizable column displays your firm’s effective hourly rate for each project and/or task.

Use the following formula to calculate the Effective Hourly Rate:

Job-to-date labor amount (at cost or billing rates)/ Job-to-date hours


ETC Amount (Project Summary report)

Estimate of the total additional cost required to complete the task or project, as reported. The ETC amount can be entered by project/task, by labor code, or by account.


ETC Hours (Project Summary report)

Estimate of the total additional hours required to complete the task or project. ETC Hours is an entered field.


JTD Amount (Project Summary report)

Job-to-date labor, overhead and/or expense amounts spent for this employee, expense transaction, labor code, account number, task, or project.


JTD A/R Amount (Project Summary report)

Job-to-date Billed Amount less Received. This amount includes retainage billed (normally a negative amount) and taxes billed/received.


JTD Billed (Project Summary report)

Total amount billed (Labor + Fee + Consultants + Expenses + Unit + Interest Billed) job-to-date for this task or project.


JTD Effective Multiplier (Project Summary report)

The JTD Effective Multiplier is a productivity measure that shows the amount of net revenue earned for each labor dollar expended, job-to-date. It is calculated as: [Job-to-date Revenue less ( job-to-date non-labor Direct and Reimbursable Expenses)] divided by job-to-date Labor.


JTD Gross Margin (Project Summary report)

Total Revenue less (Labor + Direct + Reimbursable Amounts spent) for the task or project, for the job-to-date period. Firms that do not allocate overhead show project results on a gross margin basis.


JTD Hours (Project Summary report)

Job-to-date labor hours spent for this employee, labor code, task, or project.


JTD Net Revenue (Project Summary report)

Total Revenue less (non-labor Direct Expense + Reimbursable Expense) for the job-to-date period.


JTD Profit (Project Summary report)

JTD Revenue less JTD Spent amount for the task or project.


JTD Profit Percent (Project Summary report)

JTD Profit divided by JTD Revenue for the task or project.


JTD Received (Project Summary report)

Amount received job-to-date for this task or project.


JTD Revenue (Project Summary report)

Amount of revenue calculated job-to-date for this task or project.


JTD Unbilled (Project Summary report)

Amount of revenue not yet billed job-to-date, calculated as JTD Revenue less JTD Billed, for this task or project.


Pct Budget Expended Hours (Project Summary report)
Pct Budget Expended (Hours) (Project Summary report)

The percent of the budget expended to date based on hours, calculated as JTD Hours divided by Budget Hours for this labor code, account, task, or project.


Pct ETC Expended (Project Summary report)

Percent of estimate to complete expended on task or project to date, calculated as (Total Labor, Overhead, and Expenses Spent) divided by (Total Labor, Overhead, and Expenses Spent plus Estimate to Complete Amount).


Percent Budget Expended (Project Summary report)

The percent of the budget expended to date, calculated as JTD Amount divided by Budget Amount for this labor code, account, task, or project.


Percent Complete Reported (Project Summary report)

The project manager’s stated percentage of work effort completed on this task or project. Before entering this percentage, the project manager must assess the progress made on required deliverables.


Project Backlog (Project Summary report)

Total Compensation (Compensation + Consultant Fee + Reimbursable Allowance) less Job-to-date Revenue for all the tasks selected for this project.

The backlog is the dollar amount of work that is under contract, but not yet been earned. It is used as an indicator of a firm’s business volume, which is usually expressed as the number of months of backlog.


Revenue Type (Project Summary report)

Code used for calculating revenue for this task or project.

Revenue Method Table Maintenance provides six standard revenue methods, described below. You can add as many as 30 additional revenue types, defined by your own firm.

Code	Description
B	Job-to-date Billings
M	(Job-to-date Direct Labor X Multiplier) + Job-to-date Reimbursable Expenses @ Cost Rates
N	No revenue generation
P	Percent Complete + Job-to-date Reimbursable Expenses @ Cost Rates
R	Job-to-date Receipts
W	Job-to-date Billings + Work-in-Progress (WIP) @ Billing Rates


Revenue Mult./Amount (Project Summary report)

The multiplier, percentage, or amount by which to increase or decrease revenue for this task or project. Revenue methods that contain a multiplier or an amount in the calculation use this field.


Target Multiplier (Project Summary report)

Expected labor multiplier for the task or project. The Target Multiplier is an entered field.


Task Compensation (Project Summary report)

Expected amount of your firm’s compensation as entered by task.

Compensation amounts can be entered in Project Maintenance as a total for the project, and as separate amounts for each task.


Task Consultant Fee (Project Summary report)

Expected amount of reimbursable consultant fees for this task. This amount includes any markups on consultant professional services.


Task Reimbursable Allowance (Project Summary report)

Expected amount of reimbursable expense billings for this task.


Total Compensation (Project Summary report)

Total (Compensation + Consultant Fee + Reimbursable Allowance) for the task or project.


YTD Amount (Project Summary report)

Year-to-date labor, overhead, and/or expense amounts spent for this employee, expense transaction, labor code, account number, task, or project.


YTD A/R Amount (Project Summary report)

Year-to-date Billed Amount less Received. This amount includes retainage billed (normally a negative amount) and taxes billed/received.


YTD Billed (Project Summary report)

Total amount billed (Labor + Fee + Consultants + Expenses + Units + Interest Billed) year-to-date for this task or project.


 YTD Effective Multiplier (Project Summary report)

The YTD Effective Multiplier is a productivity measure that shows the amount of net revenue earned for each labor dollar expended, year-to-date. It is calculated as YTD Revenue less (YTD non-labor Direct and Reimbursable Expenses) divided by YTD Direct Labor Dollars.


YTD Gross Margin (Project Summary report)

Total Revenue less (Labor + Direct + Reimbursable Amounts spent) for the task or project for the year-to-date period. Firms that do not allocate overhead show project results on a gross margin basis.


YTD Hours (Project Summary report)

Year-to-date labor hours spent for this employee, labor code, task, or project.


YTD Net Revenue (Project Summary report)

Total Revenue less (non-labor Direct Expense + Reimbursable Expense) for the year-to-date period.


YTD Profit (Project Summary report)

YTD Revenue less YTD Spent amount for the task or project.


YTD Profit Percent (Project Summary report)

YTD Profit amount divided by YTD Revenue for the task or project.


YTD Received (Project Summary report)

Amount received year-to-date for this task or project.


YTD Revenue (Project Summary report)

Amount of revenue calculated year-to-date for this task or project.


YTD Unbilled (Project Summary report)

Amount of year-to-date revenue not yet billed, calculated as YTD Revenue less YTD Billed for this task or project.


Balance (Aged Accounts Receivable Report)

Balance of the invoice(s), calculated as Total Invoice Amount less Total Amount Received. (This is the true invoice balance regardless of which columns are displayed in the report.)

The balance of the invoice is reduced by any outstanding retainage amounts, since retainage is not considered due at this time.


Current (Aged Accounts Receivable Report)

Invoice amount which falls in the period defined in Aging Column 1 (typically 0 – 30 days) on the Aging tab in the Options dialog box.


Invoice Date (Aged Accounts Receivable Report)

Date assigned to the invoice when issued.


Interest (Aged Accounts Receivable Report)

Amount of interest posted for past due invoice amounts.


Retainage (Aged Accounts Receivable Report)

Retainage amount of the invoice not currently due.


Unassigned Receipts (Aged Accounts Receivable Report)

Payment received but not assigned to a posted invoice. Even though an invoice number is required to record a cash receipt, the receipt will be considered unassigned without an actual invoice record posted.


31-60 Days (Aged Accounts Receivable Report)

Invoice amount that falls in the period of 31-60 days.


61-90 Days (Aged Accounts Receivable Report)

Invoice amount that falls in the period of 61-90 days.


91-120 Days (Aged Accounts Receivable Report)

Invoice amount that falls in the period of 91-120 days.


121-150 Days (Aged Accounts Receivable Report)

Invoice amount that falls in the period of 121-150 days.


Over 150 Days (Aged Accounts Receivable Report)

Invoice amount that falls in the period 151 days and older.


Aging Column 7 (Aged Accounts Receivable Report)

Invoice amount that falls in the period defined in Aging Column 7 on the Aging tab in the Options dialog box.


Aging Column 8 (Aged Accounts Receivable Report)

Invoice amount that falls in the period defined in Aging Column 8 on the Aging tab in the Options dialog box.


Aging Column 9 (Aged Accounts Receivable Report)

Invoice amount that falls in the period defined in Aging Column 9 on the Aging tab in the Options dialog box.


Aging Column 10 (Aged Accounts Receivable Report)

Invoice amount that falls in the period defined in Aging Column 10 on the Aging tab in the Options dialog box.


Row-level Security for Interactive Project Reports

When you use Interactive Project Reporting, your access to project data is controlled by your Interactive Project Reporting security level, established and maintained by your firm’s security administrator. Using row-level security, the security administrator can control your access to specific projects and tasks. These rules apply:

•	Your access to a project can be based on the project’s principal, project manager, supervisor, or profit center. For example, you can have access to only those projects belonging to your own profit center, or only those projects for which you are the principal, project manager, or supervisor.

•	You can generate reports for a project if you have the right to view or modify that project.

•	If the project has tasks and you have access to the main project number, you can generate a report for all of the tasks associated with that project.

•	If a project has tasks and you do not have access to the main project number, you can generate a report for only those tasks to which you have access.

•	When you use Project Selection, Interactive Project Reporting will only find and list projects to which you have access.


Tasks

Smaller jobs that have their own labor, expenses, fees, and billings.


Selecting projects based on profit center

On the Selection tab, Interactive Project Reporting lets you select projects/tasks based on:

•	Profit center

You can choose any valid combination of profit center levels that your firm has established (for example, San Francisco/Corporate or Boise/Environmental).

•	Individual profit center levels

Interactive Project Reporting lists all of the individual profit center levels that your firm has established. For example, if your profit center structure uses Division as the first level and Office as the second, both Division and Office appear on the Selection tab for your use.

You can choose a level, then choose a set of values. For example, you can choose Office, then choose San Francisco, Seattle, and Boise.


Selecting projects based on sort/select code

On the Selection tab, Interactive Project Reporting lists any sort/select codes that your firm has established. You establish sort/select codes on the Sort/Select Fields Setup Maintenance form, available from the Utilities menu.


Selecting a field on which to search.
Selecting a column

When you first display the Selection tab, Interactive Project Reporting lists six columns on which you can base your selection. Click on any drop-down list to see the rest of the columns available for selection.

If you choose a column from the drop-down list, Interactive Project Reporting replaces the column next to the drop-down list with your new choice. For example, if you click on the drop-down list next to Principal, then choose Revenue Type from the list, Revenue Type replaces Principal.


Choosing the values to include

Click on the Search button, [image], to display a list of possible values for the column you have chosen. Then, select the values you want:

•	To select one value, click on that value.

•	To select a range of values, click on the first, then SHIFT + click on the last.

•	To select several different values, click on the first, then CTRL + click on each additional value.

If you select values, then close the Selection form, your values will still be in place when you return. If you add more values, Interactive Project Reporting appends them to the original list.

The list remains intact until you:

•	Deliberately clear the values.

•	End the Interactive Project Reporting session.


Entering values

You can enter any valid value for the column that you chose. To enter more than one value, separate your choices by commas (for example, Project Type = H, P).

You do not need to put quotes around any values. Interactive Project Reporting automatically puts quotes around character strings and dates.


First-time Instructions

If this is the first time you are using Interactive Project Reporting, you must set up your database. Follow these steps:

1.	Click on the Settings… button. Interactive Project Reporting displays the Database Settings form.

2.	In the Database Description field, enter a name to associate with the database link.

For example, enter Chicago if you are setting up a link to the Chicago office’s Interactive Project Reporting database. Then, when you log on, you can choose Chicago from the login form, instead of choosing the more complicated link file name.

3.	In the Link File Name field, enter the name and path of your Database Link File, AdvLink.mdb (for example, C:\Programs\Deltek\Advantage\6.0\AdvLink.mdb).

You can click on the Browse… button to help locate this file.


Project Summary report

This report, typically run after a labor or expense posting, compares job-to-date expenditures to budgeted amounts. Project managers use this report to see how their projects are performing against budget, and to monitor percent completes. The Project Summary lets you drill down on labor and expense totals to see supporting transaction detail.


Office Earnings report

Financial and project managers use this report for a financial view of the firm’s projects. Although the Office Earnings report can be run at any time, managers usually run this report at least at month-end, when the books are closed, to review project revenue and profitability. The Office Earnings report presents information for three time frames: current, year-to-date, and job-to-date. In this report, you can drill down on labor and expense totals to see supporting transaction detail.


Labor Summary Report

Project managers use this report to compare actuals to budget amounts, by labor code. The Labor Summary report presents a subset of labor data from the Project Summary report, broken out by labor code. You can drill down to see the supporting detail.


Expense Summary report

Project managers use this report to compare actuals to budget amounts, by account. The Expense Summary report presents a subset of expense data from the Project Summary report, broken out by account number. You can drill down to see the supporting detail.


Labor Detail report

Project managers run this report to display labor information, including the regular, overtime, and total number of hours worked for each employee, labor code, task, and project. If your Interactive Project Reporting security level lets you see labor dollars, the report also displays regular and overtime dollar amounts. If you want to see labor transactions for only part of an accounting period, perhaps for a single timesheet period, you can select particular labor posting runs to appear on the report.


Expense Detail report

Project managers use this report to see transaction detail for all of a project’s or task’s expenses. The expense transactions are organized by project, by task, or by account number.


Aged Accounts Receivable Report

The Aged Accounts Receivable report shows you outstanding receivables and their age. This report is useful if you need to look at outstanding receivables for an individual project or client, or several projects and/or clients. You can drill down on invoice totals to see their ledger detail.

You can also display or write comments for this report—see Comments on the Aged Accounts Receivable Report for information.

In addition to the usual report options tabs—Options, Sorting, Column Selection, and Print Settings—the Aged Accounts Receivable report uses settings on the Aging tab. See the Aging Tab for information about establishing aging dates, aging unassigned receipts, including interest on past due amounts, and setting up definitions for aging columns.


Clearing Project Selection Criteria

Several buttons let you clear your selections:

•	The Eraser button, [image], which appears next to each column selection, deletes all of the values you have entered for the column.

•	The Clear button deletes the values you have entered for all columns.

•	The Restore Default button restores the original six columns to the form and deletes all other values entered.


Project Based Data Source

Project Based searches your project records and selects only those projects that meet the search criteria. Interactive Project Reporting automatically selects all tasks that belong to a selected project.


Task Based Data Source

Task Based searches your database for projects and tasks that meet the task-based criteria. If you choose Task Based, Interactive Project Reporting looks at your task records, not your project records, to find the appropriate project managers, principals, clients, etc.


Moving and Arranging Columns

•	To move a column name from one list box to the other, click the name and drag it to the other list box.

•	To change the order of columns in the Selected list box, click the column name you want to reposition, then drag it to its new position.

•	As you drag the column name, an arrow on the left side of the list box shows your current position in the list. When the arrow is pointing to where you want the column name to appear, release the mouse button.


Moving and Arranging Labor Code Levels

•	To add a labor code level to the report, click the appropriate level in the Available list box, then drag the level to the Selected list box.

•	To remove a labor code level from the report, click the level in the Selected list box, then drag the level to the Available list box.

•	To change the order in which you want the labor code levels displayed in the Selected list box, click the level you want to reposition, then drag it to its new position.


Entering Accounting Periods

•	Type a specific accounting period, using the format yyyydd.

•	In the Start period, enter 000000 or leave the field blank to include all transactions from the time your projects began.

•	In the End period, enter 000000 or leave the field blank to include all transactions up to and including the current period.


Reviewing and Modifying the Values List

The values that you select appear in a single horizontal list, separated by semi-colons.

•	To see the values listed vertically, double-click anywhere on the list.

•	To delete a value, click on it, then press the Delete key.

•	To delete several values, click and drag to highlight all of the values, then press the Delete key.


Saved Report Options Drop-Down List

The drop-down list includes any sets of report options that you have saved, as well as any saved globally by the Interactive Project Reporting system administrator. For more information, see Saving Report Options.


Saved Selection Criteria Drop-Down List

The drop-down list includes any set of project/task selection criteria that you have saved, as well as any saved globally by the Interactive Project Reporting system administrator.

See Saving Project Selection Criteria.


Saving Report Options Globally

The Interactive Project Reporting system administrator can save a set of report options globally, so that it is available to all other users in the firm. Once a set of report options is saved globally, its name (for example, <G> Project Managers) appears in the Saved Report Options drop-down list on the Selection and SQL Select tabs.

You must have an administrator’s level of security to save report options globally.


Security Access to Cost Rates

Your workgroup’s Security Maintenance form controls your access to cost rates. You can see cost rates if the See cost rates option on the Privileges tab of Security Setup Maintenance is selected.

See Security for Interactive Project Reporting.


Restoring Default Values

Click on the Defaults button to restore all of the settings on the Report Options tabs to their default values.


Selecting projects based on other selection criteria

On the Selection tab, Interactive Project Reporting lists a variety of fields on which you can base your project selection. These include client number, client contact, and billing type.


Selection based on task values

Select the Selection based on task values option if you want to make selections based on information stored at the task level. For example, use this option if you want to select all tasks that have a particular project manager.


Using the Search By field

Use the Search By drop-down list to select the column that you want queried. For example, if you are searching for a particular client’s projects, select the Client Name or Client Number column.


Add to Where button

Click on the Add to WHERE button to add the selection criteria to the WHERE clause.

As you add criteria to the WHERE clause, you can see it being built in the text box in the middle section of the form.


Clear button

Click on the Clear button to delete the entire WHERE clause. You will see the WHERE clause removed from the text box in the middle section of the form.


Accept button

Click on the Accept button to make the selected projects and tasks the current selection. The Project Selection window closes and you return to the Project Reporting window.


Clear List button

Click on the Clear List button to clear all posting run choices.


Notes about Interactive Project Reporting

•	To use this application, your firm must have a SQL Server database or MSDE database. Interactive Project Reporting does not work with an Access Jet database.

•	The Privileges form in Advantage Security Setup controls access to this application. For more information, see Security


Tip for using the toolbar

You can remove the toolbar by selecting Window, Toolbar. To turn the toolbar display back on, select Window, Toolbar again.


Notes about creating a report

•	Some options, if changed, cause Interactive Project Reporting to re-retrieve data from the database, which takes time. Therefore, it is more efficient to specify report options before you run a report. See Running a Report.

•	If your firm has a large amount of project data, you may not have the system resources needed to generate a report that includes all of your projects. You may have to report on subsets of your total project pool.


Example for Selecting Projects to Include in the Report

You may want the most recent summary information for a specific client or the labor detail for one project manager’s projects. In order to retrieve this information from the database, you query the database, specifying what data you want.

The result is a current list of projects and tasks for your report.


Notes about the Selection tab

•	Behind the scenes, Advantage uses the selection criteria you enter to create its own SQL WHERE clause. You can review this WHERE clause by switching to the SQL Select tab of the Project Selection form.

•	Keep in mind that the Selection tab builds simple WHERE clauses that let you include projects and tasks on the report. You must use the SQL Select tab to create more complex WHERE clauses, using comparative operators  >, <, LIKE, IN, etc., or by combining project-based and task-based selections in the same WHERE clause.

•	If you create a WHERE clause using the Selection tab, then change it using the SQL Select tab, Advantage clears all of the criteria on the Selection tab. Advantage clears the selections so that you do not have a Selection tab that is inconsistent with the current version of the WHERE clause.


Tip for creating WHERE clauses

If you are an experienced SQL user, you can enter the WHERE clause in the text box in the middle of the Project Selection form. However, do not precede the clause with WHERE and do not end the clause with a semicolon (;).


Notes about saving project selection criteria

•	Advantage saves selection criteria under your Advantage username, not on your workstation. You can use saved selection criteria no matter where you are, as long as you log on under your username.

•	If you have just created or edited a WHERE clause by typing it in the text box on the SQL Select tab, you must press the Tab key or click on another area of the form to activate  the Save button.


Note about using saved project selection criteria

When you use a saved set of selection criteria, Advantage sometimes displays the retrieved criteria on the Selection tab. This happens:

•	If you originally chose the criteria using the Selection tab.

•	If you originally chose the criteria using Version 5.0 of higher of Advantage.

The Selection tab did not exist in earlier versions of Advantage.


Tip for modifying saved selection criteria

If you want to save both the old and new versions of the selection criteria, give a new name to the new version. The old version will remain in Advantage under its original name.


Note about modifying saved selection criteria

If you have just created or edited a WHERE clause by typing it in the text box on the SQL Select tab, you must press the Tab key or click on another area of the form to activate the Save button.


Note about deleting saved criteria

Only Interactive Project Reporting administrators can delete selection criteria saved globally.


Tip for selecting and ordering the columns

Select Do not display this message to remove the instruction panel from the dialog box. The instruction panel provides information for first-time users.

Removing the instruction panel means that you will not see it again when you come back into this dialog box. Do not turn off the message unless you are sure you don’t need it.


Tip for specifying report options

If you are the Interactive Project Reporting administrator, you may want to establish and save settings relevant to certain groups of users. You might, for example, set up a new user called Project Manager and, under this username, establish and save settings specifically for your project managers. All of your project managers can log on under this username to generate reports.

You may also want to save sets of report options globally, so that they are available to all of the users in the firm.


Note about the Labor Detail report sort options

A level’s label (for example, Department or Phase) is not displayed in the report, only the value of the label is. For example, when showing the staff level, instead of displaying the label "Staff," the report displays the description associated with the staff level, such as "Associate" or "Technical."


Example of base project rollup

Assume your project numbers use eight characters, and the third, fourth, and fifth characters are the client code. To roll up the base project number to just the client code, drag the left slider over the first two characters, and drag the right slider over the last three characters.


Note about base project rollup

You can roll up the base project without consolidating the tasks. When you do this, a task total is the total of all occurrences of that task across the base project. For example, the total for Task 00001 is the total of all Task 00001s in the base project.


Example of base task rollup

Assume your task codes use four characters, and the characters are used as follows:

•	The first two characters are the phase of work.

•	The third and fourth characters are a subphase of work.

If you want to consolidate task information based on phase, cover the third and fourth characters.


Note about overhead

For the Office Earnings report, you can use the Column Selection tab to add an Overhead column to the report. Be aware that simply adding the column does not add the overhead amount to the Spent column on the report. To include overhead in the Spent column, be sure to select the Overhead option on the Options tab.


Note about direct expenses

For the Office Earnings report, you can use the Column Selection tab to add a Direct Expenses column to the report. Be aware that simply adding the column does not add the direct expense amount to the Spent column on the report. To include direct expenses in the Spent column, be sure to select the Direct Expenses option on the Options tab.


Note about the Show Comments option

Because comments pertain to individual transactions, when you select Show Comments, Advantage automatically selects All Transactions. Likewise, if you select a detail level other than All Transactions, Advantage automatically deselects Show Comments.


Note about the Detail option

Because Advantage comments pertain to individual transactions, when you select Show Comments, Advantage automatically selects the All Transactions detail option. Likewise, if you select a detail level other than All Transactions, Advantage automatically deselects Show Comments.


Tip for viewing past labor postings

To see a list of past postings, go to the Reporting menu in Advantage and select Posting Log Review.


Note about the Single Line Summary option

If you select Single Line Summary, you cannot drill down to the supporting detail for the report.


Note about print settings

These settings override the Windows print settings, but do not change them. The print settings you have for your other Windows applications remain intact.


Note about security access

Advantage retrieves only projects or tasks to which you have security access. For more information on your security level, see your system administrator.


Note about selecting tasks

Once you display a project’s task list, it remains displayed until you either click the right-pointing arrow again, or click another project’s right-pointing arrow.


Example of Labor Detail sort options

For example, assume your firm’s labor code levels represent Department, Phase, Service, and Staff. The choices in the list boxes would be Department, Phase, Service, and Staff. To display labor detail at the Phase level only, drag Department, Service, and Staff from the Selected to the Available list. Or, to display labor detail by Phase and, within Phase, by Department, drag Phase to the Selected list, then drag Department to the Selected list and drop Department below Phase.


Note about the Drill Down Sorting Option

Since Drill Down Sorting is a report option, it applies to all of your labor and expense drill downs for the report. If at any time you want to change the sort order, you must change the report option.


Note about multiple sorting levels

You can combine multiple sort criteria; if you do, the lowest level of the sort has the most detailed information.

For example, if you sort by project, then by principal, and then by project manager, the project manager level will have the most detailed information.