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Microsoft® Business Solutions–Solomon

Project Management and Accounting Sample ReportsRelease 6.0

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Publication date March, 2005

Contents Project Controller Sample Reports ....................................................................... 2

Project Profile ............................................................................................................. 3 Tasks Report ............................................................................................................... 5 Project Task Summary................................................................................................ 7 Project AR Aging & Recap Report............................................................................. 9 Project Profitability Report ....................................................................................... 11 Project Billing Analysis ............................................................................................ 13 Project Task Analysis ............................................................................................... 15 Project Transactions.................................................................................................. 17 Project Cost Analysis................................................................................................ 19 Revenue & Billing Status.......................................................................................... 21 Billing Worksheet by Task & Project....................................................................... 23 Budget vs. Actual Amounts & Units ........................................................................ 26 Project GL Account Distribution .............................................................................. 28

Allocator Sample Reports ....................................................................................... 30

Allocation Processor Reports.................................................................................... 31 Time and Expense for Projects Sample Reports ............................................ 33

Time Card Report ..................................................................................................... 34 Labor Expense Posting Report & Recap .................................................................. 36 Labor Distribution by Chg & Home Sub.................................................................. 39 Employee Utilization ................................................................................................ 41 Employee Labor Dist by Chg & Home Sub ............................................................. 43 GL Labor Reconciliation .......................................................................................... 45 Expense Report ......................................................................................................... 47

Employee Utilization Sample Reports................................................................ 49

Revenue Variance Report ......................................................................................... 50 Analyzer Sample Reports ....................................................................................... 52

Profitability by Project Manager............................................................................... 53 Project Detail & Summary by Project ID ................................................................. 55 Project & Task Performance..................................................................................... 57

Flexible Billings Sample Reports.......................................................................... 59

Unbilled Aging Report.............................................................................................. 60 Unbilled Detail Report.............................................................................................. 62 Invoice Register Report ............................................................................................ 64 Invoice in Process Report ......................................................................................... 66 Billing Distribution Report ....................................................................................... 68

Project Management and Accounting Sample Reports Page 1

Project Controller Sample Reports This section includes information about the most common Project Controller reports. Samples of each report are also included.

• Project Profile • Tasks Report • Project Task Summary • Project AR Aging & Recap Report • Project Profitability Report • Project Billing Analysis • Project Task Analysis • Project Transactions • Project Cost Analysis • Revenue & Billing Status • Billing Worksheet by Task & Project • Budget vs. Actual Amounts & Units • Project GL Account Distribution


Project Profile (PA.010.00) Report

Crystal Report name Possible Sort/Select Options Data Entry Screen

Use the Project Profile (PA.010.00) report to view significant data from the Project Master table. The tasks for the project and their budgets appear in the lower portion of the report. The account categories whose budgets are presented must have the Budgeted switch set to Yes in Acct Category Maintenance (PA.ACC.00). The sort number assigned to the account category determines the relative order in which the account categories appear.

pa010.rpt

Project ID Customer ID GL Subaccount Project Account Category

Report Formats Project Maintenance

(PA.PRJ.00) Budget Maintenance (PA.BSM.00)

• NA


Project Profile (PA.010.00) Report


Tasks (PA.020.00) Report


The Tasks Report (PA.020.00) produces a listing of tasks for each project. Task information shown includes task ID, description, start and end dates, status, and General Ledger sub account.

pa020.rpt

Project ID Task ID Customer General Ledger Account General Ledger Sub Account

Report Formats • NA

Project Maintenance (PA.PRJ.00)


Tasks (PA.020.00) Report


Project Task Summary (PA.100.00) Report


The Project Task Summary (PA.100.00) report can be used for a variety of purposes depending on the column definitions. The example presents a comparison of current and project-to-date labor expenditures (both amount and units) against the EAC (estimated at completion) amount for the same labor account categories. It also compares the total amount billable against the amount billed, calculating the unbilled balance as the variance. The columns for this report are defined using Flexible Report Column Maintenance (PA.RPC.00).

pa100.rpt

Project ID Task ID

Flexible Report Column Maintenance (PA.RPC.00) Time & Expense for Projects Timecard entry (TM.TCE.00) Project Timesheet Entry (PA.PTE.00)

Report Formats • 0 Project Task Summary

• 0 Project Task Summary (Curr)


Project Task Summary (PA.100.00) Report


Project AR Aging (PA.110.00) Report


Report Formats

Use the Project AR Aging Report (PA.110.00) to view aged receivables by subaccount, project manager, customer, project, and invoice. Any retained amounts also appear on the report. The Project AR Aging Recap Report (PA.110.00) report presents the aged receivables with the invoice detail suppressed.

pa110.rpt

GL Subaccount Project Manager Customer ID Project ID Invoice Number

Flexible Report Column Maintenance (PA.RPC.00)

• Project AR Aging Report • Project AR Aging Recap Report • Project AR Aging Graph


Project AR Aging (PA.110.00) Report


Project Profitability Report (PA.120.00)


The Project Profitability Report (PA.120.00) presents a summary of revenue, expense, and margin data for month-to-date, year-to-date, and project-to-date periods by subaccount, project manager, customer, and project. The account categories that are reported in each column are formatted in Flexible Report Column Maintenance (PA.RPC.00).

PA120.rpt

Project Manager Customer Subaccount Report Formats

• n/a Project Charge Entry

(PA.CHG.00) Invoice and Adjustment Maintenance (BI.BAM.00)


Project Profitability Report (PA.120.00)


Project Billing Analysis (PA.130.00)


Use the Project Billing Analysis (PA.130.00) report to view the unbilled balance of each task of a project and to compare the amount billed against the maximum billable amount. The account categories for each column are defined in Flexible Report Column Maintenance (PA.RPC.00).

PA130.rpt

Employee Manager Project Subaccount

Report Formats • n/a

n/a


Project Billing Analysis (PA.130.00)


Project Task Analysis (PA.140.00)


The Project Task Analysis (PA.140.00) report can serve a variety of purposes depending on how the columns are defined. The example shows labor hours, labor amount, and travel amount for month-to-date (MTD) and project-to-date (PTD) periods. The account categories being reported are defined in Flexible Report Column Maintenance (PA.RPC.00). The MTD and PTD periods, as well as the committed, total, period-to-date EAC, and variance columns are predefined in the report layout.

PA140.rpt

Employee Manager Project

Report Formats Project Maintenance (PA.PRJ.00

• N/A


Project Task Analysis (PA.140.00)


Project Transactions (PA.150.00) Report


Use the Project Transactions (PA.150.00) report to produce a listing of the project transaction records by project for a selected period, including the amount and hours or units for each transaction. The report sums the totals for each project and inserts a page break at each new project. The data is sorted in the following order: · Company · GL Subaccount · Project Manager Name · Project ID · Task ID · Account Category Sort Number · Transaction Date.

pa150.rpt

Project ID Task ID Account Category GL SubAccount

Project Charge Entry (PA.CHG.00)



Project Transactions (PA.150.00) Report


Project Cost Analysis (PA.160.00)


Report Formats

The Detailed Project Cost Analysis (PA.160.00) reports provide detailed cost information for charges associated with a project. Only account categories defined as expenses appear on the report. The detail line is at the account category level for each task with subtotals by task and project. The estimate at completion (EAC) and either original budget or forecast-at-completion (FAC) amounts are displayed on the detail line along with month-to-date and project-to-date actual costs. Percent complete figures, both reported and computed, also appear. The report is sorted first by project ID, then by task ID, then by account category. A page break occurs with a change in project.

PA160.rpt PA160f.rpt

Project Project Entity

n/a

• Estimated Project Cost Analysis

• Forecasted Project Cost Analysis


Project Cost Analysis (PA.160.00)


Revenue & Billing Status Report (PA.180.00)


Report Formats

The Revenue & Billing Status Rpt (PA.180.00) displays a summary of the billing status and revenue by project. Information displayed includes project ID and description, contract type, revenue recognition method, project status, contract value, revenue-to-date, billed-to-date, unbilled, retained amount (if applicable), work in process, revenue backlog and billing backlog amounts. Totals are shown by project manager.

PA180.rpt

Subaccount Manager Contract Type and Project

n/a • n/a


Revenue & Billing Status Report (PA.180.00)


Billing Worksheet by Task/Project (PA.190.00) Report


The Billing Worksheets (PA.190.00) reports are turnaround documents designed to assist in determining what to bill for the current period. Two versions of the report are available. The Billing Worksheet by Project (PA.190.00) report presents a project-level summary of charges preceding the current fiscal period, current charges, prior billed amounts, and a calculated unbilled balance owed by the customer. The columns to the right of the report are intended as workspace to note adjustments or comments as desired. The account categories that appear on this report are those set up in the Revenue Setup tab of Project Controller Setup (PA.SET.00). The Billing Worksheet by Task (PA.190.00) report presents the same data at the task level (where appropriate) as the Billing Worksheet by Project (PA.190.00) report.

pa190.rpt

Project ID Task ID Customer ID

Flexible Billings Invoice and Adjustment Maintenance (BI.BAM.00) Project Charge Entry (PA.CHG.00)

Report Formats • Billing Worksheet by Task

• Billing Worksheet by Project


Billing Worksheet by Task/Project (PA.190.00) Report


Budget vs Actual Amounts (PA.200.00)


The Budget vs. Actual Amounts / Units (PA.200.00) report compares EAC and actual amounts for all revenue and expense account categories for each task of a project. The total column for expenses sums actual expenses and purchasing commitments. For each task, there are expense, revenue, and net profit sections. In the expense and revenue sections, there is one line of detail for each account category. The account categories within the section are presented in sort number order (assigned in the Acct Category Maintenance function). The report is sorted by project, customer ID, and project manager. Each task begins on a new page. The same data can be presented for EAC and actual units.

PA200.rpt

Project ID Task ID Customer Project Manager

Project Maintenance (PA.PRJ.00) Project Charge Entry (PA.CHG.00) Invoice and Adjustment Maintenance (BI.BAM.00)

Report Formats • Budget vs Actual Amounts

• Budget vs Actual Units


Budget vs Actual Amounts (PA.200.00)


Project GL Account Distribution (PA.900.00) Report


The Project GL Account Distribution (PA.900.00) report is a financial audit trail document that has been modified to include project-task information. The report is sorted by system (Accounts Payable, Accounts Receivable, etc.), batch number, and General Ledger account number, and shows one line per General Ledger journal detail with its associated project-task, if available.

pa900.rpt

Module Ledger ID GL Batch Number GL Account Number Project ID Task ID

Report Formats • NA Project Charge Entry

(PA.CHG.00) Flexible Billings Invoice and Adjustment Maintenance (BI.BAM.00)


Project GL Account Distribution (PA.900.00) Report


Allocator Sample Reports This section includes information about the most common Allocator reports. Samples of each report are also included.

• Allocation Processor Reports


Allocation Processor Audit (PA.450.00)


The Allocation Processor (PA.PRO.00) produces two audit reports that can be directed to the printer or to the screen, depending upon whether a preliminary calculation or final posting process is run. The Allocation Processor Audit (PA.450a) report shows the user-specified selection criteria at the top of the page followed by a listing of the allocation transactions that will be posted for each applicable project. The detailed listing shows the source information, cost basis, the allocation rate multiplier, and the amount to be recorded when a final allocation process is run. The transactions within the project are sorted and subtotaled by the post-to account category. The Allocation GL Posting Audit (PA.450b) report provides a list of all the General Ledger transactions that will be created by the allocation process and is generated when running a preliminary or final allocation. The report is sorted by source project-task. The post-to project-task, General Ledger account and subaccount, units, and amount are shown on the report. A total amount for the batch appears at the bottom of the report.

PA450a.rpt PA450b.rpt

Allocation Batch Project Account Employee Labor Class Transaction Date

Allocation Processor (PA.PRO.00)

Report Formats • Allocation Processor Audit

• Allocation GL Posting Audit


Allocation Processor Audit (PA.450.00)


Time and Expense Sample Reports This section includes information about the most common Time and Expense reports. Samples of each report are also included.

• Time Card Report • Labor Expense Posting Report & Recap • Labor Distribution by Chg & Home Sub • Employee Utilization • Employee Labor Dist by Chg & Home Sub • GL Labor Reconciliation • Expense Report


Time Card Report (TM.010.00)


Use the Timecard Report (TM.010.00) to see a printout of a timecard's details or to provide a hard copy of a timecard for signature approval. The report sorts on home company, employee name, and week-ending date.

TIM010.rpt

Employee Document Number Week Ending Date

Report Formats • n/a Timecard Entry

(TM.TCE.00) Project Timesheet Entry (TM.PTE.00)


Time Card Report (TM.010.00)


Labor Expense Posting Report (TM.020.00)


Use the Labor Expense Posting Report (TM.020.00) to see a detailed breakdown of labor costs by charged company, General Ledger subaccount, and General Ledger account number for the specified fiscal period. The report also presents data on project, task, labor class, earnings type, and breakdown of hours (total vs. premium hours worked). A summarized version of the report, the Labor Expense Posting Recap, presents the General Ledger summary postings by charged company, General Ledger subaccount, and General Ledger account. Note that only the expense portion of each labor charge appears, as the offset posting derives its subaccount and account from Time and Expense Setup (TM.SET.00).

TM020

Company Charge Project Employee

Timecard Entry (TM.TCE.00) Project Timesheet Entry (TM.PTE.00)

Report Formats • Labor Expense Posting Report

• Labor Expense Posting Recap


Labor Expense Posting Report (TM.020.00)


Labor Distribution by Charged or Home Subaccount (TM.030.00)


The Labor Distribution by Charged Subaccount (TM.030.00) report shows, by the company and subaccount charged on employee timecards, the General Ledger distribution of labor charges for the specified fiscal period. The report presents month-to-date (MTD) and year-to-date (YTD) costs by General Ledger account number, project, task, and employee, as well as the total hours and number of premium hours worked. The Labor Distribution by Home Subaccount (TM.030.00) report displays the same data presented by the employees' home company and subaccount.

TM030.rpt

Project Employee


Report Formats • Labor Distribution by Chg Sub

• Labor Distribution by Home Sub


Labor Distribution by Charged or Home Subaccount (TM.030.00)


Employee Utilization (TM.040.00) Report


The Employee Utilization (TM.040.00) report shows a breakdown of hours worked by four different user-specified categories. The categories and the General Ledger accounts that fall into each category are defined in Flexible Report Column Maintenance (PA.RPC.00). The data, sorted by the employees' home General Ledger subaccount, appears for the current week, month-to-date, and year-to-date as of the specified date.

tm040.rpt

Project Employee ID Project ID Task ID GL Sub Account Number




Employee Utilization (TM.040.00) Report


Employee Labor Distribution by Charged or Home Subaccount (TM050)


The Employee Labor Distribution by Charged Subaccount (TM.050.00) report shows, by charged company and General Ledger subaccount, each employee's hours and labor cost by General Ledger account, project, and task for the specified fiscal period. Month-to-date (MTD) and year-to-date (YTD) information appears for total hours, premium hours, and total cost.

TM050.rpt

Company Employee Project Account/Subaccount

Report Formats • Employee Labor Dist by Chg Sub

• Employee Labor Dist by Hm Sub Timecard Entry (TM.TCE.00) Project Timesheet Entry (TM.PTE.00)


Employee Labor Distribution by Charged or Home Subaccount (TM050)


GL Labor Reconciliation (TM.100.00) Report


Use the GL Labor Reconciliation Report (TM.100.00) to see a detailed breakdown of labor costs by General Ledger Account, SubAccount and Project Employee ID. The report also presents data on project hours by employee and General Ledge batch status. This report may be useful in reconciling labor hours posted in Project to Project labor batches posted in General Ledger.

tm100.rpt

General Ledger Account Number General Ledger Sub Account Number Project Employee ID Project ID Task ID


Report Formats • Type report format info here


GL Labor Reconciliation (TM.100.00) Report


Travel & Expense Report (TM.410.00)


Use the Travel & Expense Report (TM.410.00) to see a printout of an expense report's details or to provide a hard copy of an expense report for signature approval. Printouts of advance requests and advance repayments can also be produced.

TM410.rpt

Document Number Report Formats

• n/a Travel & Expense Report

Entry (TM.ENT.00


Travel & Expense Report (TM.410.00)


Employee Utilization Sample Reports This section includes information about the most common Employee Utilization reports. Samples of each report are also included.

• Revenue Variance Report


Revenue Variance (UZ.010.00) Report


The Revenue Variance Report (UZ.010.00) reports actual hours, revenue adjustments, and gross/net rates against goal hours, rates, and revenue by employee. The difference of these two metrics is displayed in the variance columns by hours, volume, and bill rates.

uz010rpt

Type here

Report Formats • NA Project Charge Entry

(PA.CHG.00) Invoice and Adjustment Maintenance (BI.BAM.00) Timecard Entry (TM.TCE.00)


Revenue Variance (UZ.010.00) Report


Analyzer Sample Reports This section includes information about the most common Analyzer reports. Samples of each report are also included.

• Profitability by Project Manager • Project Detail & Summary by Project ID • Project & Task Performance


Profitability by Project Manager (IQ.010.00)


The Profitability by Pjt Manager (IQ.010.00) report is a flexible column report used to analyze the profitability of all projects managed by each employee. The account categories that appear in each column are user-defined in Project Controller's Flexible Report Column Maintenance (PA.RPC.00).

IQ010.rpt

Employee Project Account


n/a


Profitability by Project Manager (IQ.010.00)


Profit Detail/Summary by Project ID (IQ.020.00)


The Profit Detail/Summary by Project ID (IQ.020.00) reports present project profitability data sorted by an ID field in the Project Master table (PJPROJ.PM_ID01-10). Use the Options tab to select the ID field on which to sort. If no ID has been specified, the report sorts on PM_ID01. The account categories that appear in the columns are user-defined in Project Controller's Flexible Report Column Maintenance (PA.RPC.00). The Profit Detail by Project ID (IQ.020.00) report itemizes the profitability of each project within the specified ID field. The Profit Summary by Project ID (IQ.020.00) report presents the profitability data summarized by the specified ID without the project detail.

IQ020.rpt

Project

n/a

Report Formats • Profit Detail by Project ID

• Profit Summary by Project ID


Profit Detail/Summary by Project ID (IQ.020.00)


Project/Task Performance (IQ.030.00)


Report Formats

The Project/Task Performance (IQ.030.00) reports summarize much of the pertinent data regarding the actual vs. anticipated performance at the project or task level. They present month-to-date and project-to-date actual units and amounts, along with committed amounts, compared against the Estimate at Completion (EAC) for each revenue and expense account category. The Project Performance (IQ.030.00) report pages on project ID. The Task Performance (IQ.030.00) report presents additional task-level data such as task manager and task contract type. The report pages on each new task.

IQ030.rpt

Employee Customer Project Account

n/a

• Project Performance

• Task Performance


Project/Task Performance (IQ.030.00)


Flexible Billings Sample Reports This section includes information about the most common Flexible Billings reports. Samples of each report are also included.

• Unbilled Aging Report • Unbilled Detail Report • Invoice Register Report • Invoice in Process Report • Billing Distribution Report


Unbilled Aging Report (BI.400.00)


Use the Unbilled Aging Report (BI.400.00) to view aged accounts receivable by project customer and project. The prerequisites for using this report are: · The Transfer AR Payments/Require Default Task box must be checked in the PC Options and Setup tab of Project Controller Setup (PA.SET.00) · The Default Task for System Postings must exist for all projects whose aged balances are to be reviewed using this report · The Accounts Receivable module must be used for the entry of payments for project-related invoices.

BI400.rpt

Subaccount Employee/Manager Customer Project

Invoice and Adjustment Maintenance (BI.BAM.00)



Unbilled Aging Report (BI.400.00)


Unbilled Detail Report (BI.410.00)


Report Formats

Use the Unbilled Detail Report (BI.410.00) to view the entries that have not been selected onto drafts for invoicing through the specified cutoff date. The entries that fall within the current billing cycle are indicated by an asterisk (*) in the In Cycle column.

BI410

Account Subaccount Employee Project Vendor

• N/A Invoice and Adjustment

Maintenance (BI.BAM.00)


Unbilled Detail Report (BI.410.00)


Invoice Register (BI.420.00) Report


The Invoice Register Report (BI.420.00), produced automatically when Invoice and Adjustment Posting (BI.REG.00) is run, lists the postings to General Ledger as defined in the invoice posting rules. The report can also be run from the Flexible Billings Reports menu.

Bi420.rpt

Customer ID AR Reference Number GL Batch Number GL Account Number Project ID

Report Formats Invoice & Adjustment Posting

(BI.REG.00) Invoice and Adjustment Maintenance (BI.BAM.00)

• NA


Invoice Register (BI.420.00) Report


Invoice in Process Report (BI.430.00)


Use the Invoice in Process Report (BI.430.00) to view a summary of all unposted invoices. The report separates the invoices by status (Approved, Completed, In Process, Printed, and Rejected).

BI430.rpt

Report Formats Invoice Status Draft Number

• n/a

n/a


Invoice in Process Report (BI.430.00)


Billing Distribution Report (BI.440.00)


The Billing Distribution (BI.440.00) report is a financial audit trail document that has been modified to include project-task information. The report is sorted by batch number, General Ledger account number and sub account number, and shows one line per General Ledger Account Number with its associated project-task, if available.

Bi440.rpt

GL Batch Number Project ID Invoice Number

Report Formats Invoice and Adjustment

Maintenance (BI.BAM.00) Construction Billing Entry (BI.CNB.00)

• NA


Billing Distribution Report (BI.440.00)


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