Job Reports

From aeonscope

Contents 1 Job Report Icons 2 Production Status Report 2.1 Running a Report 2.2 Creating a New Production Status Report Template 3 Production Status (Excel) 4 Hours Summary By Debtor By Job Report 5 Completed Jobs with Timesheets 6 Unallocated Jobs Timesheets

Job Report Icons

New (Alt + N)

View (Alt + V)

Edit (Alt + E)

Delete

Copy

Clear (Alt + C)

[[[Image:save.jpg]] Save & Exit (Alt + X)

Cancel & Exit (Esc)

Search/Lookup (Alt + ↓)

Run - Commences the report

- Generate - performs the same function as the Run button.

Production Status Report

The Production Status Report can be used to create and run various reports of Jobs in Production, and report on the status of jobs (completed, on hold, cancelled, show notes, dates of completed tasks etc.) It is a powerful reporting tool that allows you to create customised reports so that you can run them quickly when you need to, and not re-enter the parameters for the report every time you run it.

The Production Status Report can be accessed from the aeonscope icon in the taskbar, selecting Production → Reports → Status Report.

Running a Report

1. With the Production Status Report window open, enter the report code you wish to run and click the Run button.
   If you do not know the report code click on the Search/Lookup button to open the Ps Report Template Lookup window. Clicking on the button in this window will display a list of all possible reports. For more information on using lookups and searching, please refer to Searching/Lookups. Doubleclick on the report you wish to run. This will return you to the Production Status Report window with the correct report code in the code field. Click on the Run button.
2. This will open the Run Production Report window:
   
   Some reports will require that you enter a date or date range into the Date field to narrow the results for the report. If a date is not required the report will display the following message next to the button: Click on the button. A dialog box will alert you that the report is in progress.
   
3. The report results will open in a spreadsheet program such as Microsoft Excel. Save the results of your report before generating a new report.
   
   The report will include the report name and all the paramaters used to generate the report at the top. Below this the report results are listed.

Creating a New Production Status Report Template

Production Status Report Templates are a way of building reports that need to be run routinely by departments or individuals within your company.

Note:In order to create new report templates, you must have the User Privilege EDPSTEMP (Edit Production Report Templates).

With the Production Status Report window open, enter the report code you wish to run and click the New button. This will open the Production Report Template window:

• In the Code field enter a unique alpha-numneric code to identify this report.
• In the Name field enter a description of the report. It should be brief, but accurately describe the report's function.

The rest of the fields in this window define how the report will be run. Whether you choose to add information in any of these fields depends entirely on the purpose of the report.

• Department allows you to limit the report to one Department (Unit Leaf) within your company. Leave blank to report over all departments. This is the department entered in the Order window, which is not necessarily the department belonging to the Job. It is the department that the Order belongs to (An order can have many Jobs). If you want to limit the report only to specific departments for the Job, enter the Work Centres instead.
• Ordered By allows you to select Jobs Ordered by a certain person. This is usually a contact person at your client's company.
• To include results relating to specific Work Centres enter the Work Centre codes in this field, separating each entry with a comma - or use the button to create a list of Work Centres.
• To include results relating to specific Debtors enter the Debtor codes in this field, separating each entry with a comma - or use the button to create a list of Debtors.
• The Completed Job Status drop-down allows you to narrow the report to the completed status of a Job. The report can look for all Completed or Not Completed Jobs. If this is left blank the report will include all Jobs regardless of Completed status.
• The On Hold Job Status drop-down allows you to narrow the report to the hold status of a Job. The report can look for all Jobs On Hold or Not On Hold. If this is left blank the report will include all Jobs regardless of Hold status.
• The Cancelled Job Status drop-down allows you to narrow the report to the cancelled status of a Job. The report can look for all Cancelled Jobs or Not Cancelled Jobs. If this is left blank the report will include all Jobs regardless of cancelled status.
• The Job Sort Order drop-down allows you to specify the order the results of the report are displayed in. You can select to sort Jobs by: Job Code, Start Date then Job Code, Completed Date then Job Code, Date Required then Job Code, Priority then Date Required then Job Code, Last Entered ETA Date then Job Code or Calculated ETA Date then Job Code.
• The Date Selection drop down relates to the date range that the report will compile data from. When you run a Production Report you will be asked to enter a date range to base the report on. (See Running a Report) This date may be either: the Start Date, Completed Date, Date Required, Calculated ETA, Latest ETA or All Jobs which indicates that no date range will be required, depending on your selection from this drop-down list.
• The Notes Selection field allows you to specify whether or not the Job Notes are included in the report. You can select to include: No Notes, All Notes, the Latest Note (by date created), The Latest Note of each Note Type, All Notes of a specific Note Type or the Latest Note (by date created) of a specific Note Type.
• If you have selected to display Notes involving a specific type of Note, the Note Type field will become available. Select the type of Note you wish to include in the report results. Note Types can be created by aeonscope administrative users in the Admin → Production Setup window.
• Job Status Selection drop-down includes the date and type of status changes for each Job. Status's are: Completed, Hold, Delays and Cancelled. You can elect to Not include any status changes, include all status changes, or just the latest status change for each job listed in the report.
• The Council field allows you to narrow the results of the report to Jobs with Sites in a specific Council. Enter the name of the council in this field. The small field directly to the right will display the State that this council is in.
• The Certifier Type can only be used if a Council has not been specified. You can choose to limit the report to Councils whose Certification process is run Privately, by the Council or is Unknown.
• Completed Task field specifies that the report look for Jobs in which the Task listed in this field has been Completed.
• But Not Task field works in conjunction with the Completed Task field. This field specifies a subsequent task that has not been completed. eg. You could report on all Jobs that have been drilled, but not designed.
• Completed in X Days field also works in conjunction with the Completed Task and But Not Task fields. It means only include Jobs which have had the Completed Task completed, but not the Not Task completed within X Days of the Completed Task being completed. eg. If 3 days is used as an example, the Job will not be included on the report until the Not Task task has not been completed within 3 days. If 3 or less days have only elapsed, then the Job will not be included. On the 4th day and after, it will be included.
• The Subsequent Item field works in conjunction with the Ordered? checkbox. Since an Order can be made up of many Jobs, this field can be used to select Jobs for the same Order (for the Item entered) having been Ordered (Ordered ticked) or Not (Ordered not ticked).

The three areas on the lower part of the window titled Items, Tasks and Groups Displayed and Columns Displayed allow you to build lists specifying the details of the report.

Clicking on the button to the left of either Items or Tasks and Groups displayed will open a window allowing you to specify the Items, Groups and Tasks required on the report:

1. Type the codes for all Items and Tasks you wish to include in the report, seperated by a comma. If you don't know the Task and Item Codes, build a list of Items and Tasks using the button to open the List window. For instructions on building a Lookup List please refer to the Lookup List article in the Introduction page. Once you have all the codes listed in the Items field , then click the Tab key on the keyboard. This will insert the specified Tasks and Items into the Available Groups and Available Tasks fields.
   
2. To select Groups to include in the Report Template, highlight the Group or Task you wish to incude, then click the button to move the entry into the Selected Groups/Tasks list.
3. To remove Items or Tasks from the Selected Groups/Tasks list, highlight the entry you wish to remove and then click on the button.
4. To change the order that Items and Tasks appear in the Selected Groups/Tasks list use the buttons.
5. When the list is complete click the Ok button.

• The Columns Displayed button allows you to select which columns to appear on the report. The columns will appear on the report in the order from left to right in which they are displayed on the window from top to bottom (regardless of the order in which you select them). Tick the columns you want on the report and click the OK button.

You are now ready to test your report. Click on the Run button. The following window will open. Enter a date range in the Date field and click the button. The results of the report will be opened in an Excel or other spreadsheet (eg. OpenOffice) program. If you are satisfied that the report provides the information you are looking for, return to the Production Status Report window and click the Save button to save your report.

Production Status (Excel)

This report will provide the status of Jobs undertaken by your company during a specific time period.

The Production Status (Excel) Reporting tool can be accessed from the aeonscope icon in the taskbar, selecting Production → Reports → Production Status (EXCEL). This will open the Production Status (Excel) report window.

You can customise the details of the report by choosing which of the fields to reduce the report by. The only required field is the Date field.

• Department Code - will report on all Jobs for the Department specified during the time period entered in the Date field. This is on optional field.
• Work Centre List - use the to create a list of Work Centres whose Jobs will be included in the report. This is an Optional field. Note: results based on Work Centre will include Jobs who have both Tasks and/or Splits related to the Work Centere(s) specified.
• Debtor Code - entering a Customer's code in this field will report on all Jobs for that client. Use the Search/Lookup button to locate the Debtor code. This is an optional field.
• 'Name will contain the name of the Debtor specified in the Debtor Code field.
• Date... - specify the date or date range you wish to cover in the report.

The following Drop-down menus will effect the report data in different ways:

• The Date Selection menu specifies whether the date in the Date field is the Jobs Start Date, Completed Date or Due Date.
• The Select Completed Job Status menu will restrict the report to Jobs that are flagged as either Completed, Not Completed or Both. Leaving this field empty will include all Jobs, regardless of their Completed status.
• The Select On Hold Job Status menu will restrict the report to Jobs that are flagged as either On Hold or Not On Hold or Both. Leaving this field empty will include all Jobs, regardless of their Hold status.
• The Select Cancelled Job Status menu will restrict the report to Jobs that are flagged as either Cancelled or Not Cancelled or Both. Leaving this field empty will include all Jobs, regardless of their Cancelled status.

The buttons to the right of these menus are shortcuts to commonly used settings for the Production Status Report. The All button will set all three menus to read 'both'. This tells the report to include all Jobs, regardless of Status. The On Hold button will generate a report on all Jobs with an On Hold status - it sets the Completed and Cancelld Status menus to Both, and the On Hold Status menu to On Hold.

When you have completed the fields to provide the report data you require, click on the button to generate the report. The report will open in a spreadsheet window.

Hours Summary By Debtor By Job Report

This report gathers all information from employees Timesheets over a specific period of time and shows you the hours spent on each Debtor's Jobs

The Hours Summary Reporting tool can be accessed from the aeonscope icon in the taskbar, selecting Production → Reports → Hours Summary by Debtor by Job. This will open the Hours Summary By Debtor By Job report window. Image:Hoursummary

Enter a date or date range in the Date field. Click on the button. The report will open in a new window. The report lists each Debtor with Jobs occurring in the time period specified in alphabetical order. Each Job for the Debtor is listed in numerical order by Job Number. The Total Hours, Non Chargeable Hours and Chargeable Hourse for each Job are included. On the last page of the report is a graph summarising the Hours for each Debtor. The white areas are chargeable hours, the black areas are non-chargeable hours.

Completed Jobs with Timesheets

This report searches the aeonscope database to discover if employees are allocating time to Jobs that have been flagged as completed.

The Completed Jobs With Timesheets report can be accessed from the aeonscope icon in the taskbar, selecting Production → Reports → Completed Jobs With Timesheets. This will open the Completed Jobs With Timesheets Report window.

1. Enter a date or date range in the Date ... field.
2. Click the Preview button to generate the report. The report will open in a new window.

The report lists each Job, the site of the job and the number of hours allocated after the Job was flagged as closed. To determine which of your employees was working on the Job after it was completed refer to the Job History for the specific Job.

Unallocated Jobs Timesheets

This report details any entries in employees Timesheets that are not allocated to a specific Job. The report is generated based on a specific period of time, this can be as short as a day, or span several years. It includes all company employees using the aeonscope Timesheets database in the report. In order for aeonscope to create accurate reports on profitiablity it is important that employees be allocating their time to specific Jobs. This report will help managers discover which of their employees are not allocating their time appropriately.

The Unallocated Jobs Timesheets report can be accessed from the aeonscope icon in the taskbar, selecting Production → Reports → Unallocated Jobs Timesheets. This will open the Unallocated Job Timesheet Report window.

1. Enter a date or date range in the Date ... field.
2. Click the Preview button to generate the report. The report will open in a new window.

The report lists each day's timesheets for each employee with Unallocated time in their timesheet. Each block of time for each employee is listed in descending order, and includes whether or not the time was flagges as Chargeable or Non Chargeable, and a Description of the task, if one was entered on the timesheet. To discover more about the tasks performed, consult the Employees Timesheet for that day.