GeoOp: Time vs Timesheet Reports

From the GeoOp web console you can generate Time and Timesheet Reports to help you keep track of time scheduled and worked for invoicing and payroll purpose.

• The Time Report provides a consolidated view of all time logged by your staff members on jobs,  wether this time has been marked as billable or not. It includes all hours recorded manually via the web console or using the Timer functionality within the GeoOp mobile app.
• The Timesheet Report provides a consolidated view of all time scheduled on jobs to your staff members.

Time Reports

How to generate Time Reports?

Time Reports are found at Staff > Time Reports.

Time reports are best used to calculate time added to jobs by staff members. The time will belong to whichever staff adds it in there, regardless of who the visit is assigned to.

Only GeoOp Admin have access to that functionality.

What is the difference between Job Time and Work time?

There are 2 different options for the date range:

• Job Time : Job time will show the charges added within the selected date/range of the visit time.
• Work Time : Work time will show the charges based on the date it was added to the job.
  
  Job timers and Manual time imports are both considered under time and will be treated the same, whether they appear in the CSV report once again depends upon your date range selection.

What is used to create a report?

Charges - ‘units’ of work the Staff member has done. As GeoOp currently has no way to tell if the Charge Rates being used are intended as hourly, daily, weekly or a flat charge, report results can be directly read as ‘hour’/time reports only if that is the sole unit type your Staff can add to Jobs.

In the below text, time included in the reports is hence referred to as ‘units’.

What would you like to report on?

Select the type of report you require from the report options:

Profit vs Actuals Cost report: This will look at units logged by Staff members, & will disregard whether units are marked as ‘Billable’ or not. If you have Quoting enabled on your account, it will only look at Actuals logged, not Quoted items.

Profit vs Billable Cost report: This will disregard whether units are Quoted or Actuals, and only look at units marked as ‘Billable’.

Invoiced Only report: This will run the report as selected, but filter to only look at units that have already been Invoiced. If unticked the report will return all results.

Select the type of report

There are two types of reports a Work Time and a Job Time, these include or exclude certain 'units' dependant on a couple of factors.

Let us imagine that I have created a Job on the 23rd January, I added an Admin Fee when I created the Job. There are then three visits, one(23rd Jan), two(30th Jan) and three(6th Feb). At each visit a Labour Charge (unit) was added.

Notice: that visit one and two fall in January but visit three falls in February.

Work Time Report

Look at the table below to see how the report type, date range and the date of the charge return different results for the Work Time report:

This type of report is most useful for gauging work from a month to month basis and is therefore ideally used for payroll as the report is generated from the date when 'units' were added to the Job.

Top Tip: To get the full benefit from this method encourages staff to add charges to the job at the time of visit.

Job Time Report

In the table below we see the different information obtained from running a Job Time Report:

This is most useful when you wish to understand 'units' associated with Jobs, irrespective of the time the 'unit' was added. If you sign-off Jobs as single units as opposed to small units based on visits, this method in most appropriate.

Staff

Choose to include any Staff members or Staff Roles from the list. If left blank the report will include all Staff.

Click Create Report to run the report on screen, or XL Report to download an Excel sheet of results.

Top Tip: The Excel download is useful particularly if your Staff have used charges that were not hourly. You could then filter these out as required on the spreadsheet to get greater data analysis.

For each Staff member on your report, click on the header line to expand their report details, generate a PDF for download or email a summary.

Important Note: Work Reports are intended for use as a useful guide only. If you wish to use Work Reports to log Staff hours in personnel/payroll systems, or as a basic timesheet, the responsibility for the accuracy of data and reporting is upon the user.

Timesheet Reports

How to generate Timesheet Reports?

Timesheet Reports are found at Staff > Timesheet Reports.

Timesheet reports are best used to calculate time scheduled to job for your staff members, regardless of time that has been actually logged on the jobs.

Select the period of time you want the report to be generated and click Create Report. You can also export a CSV file including the same information.

Only GeoOp Admin have access to that functionality.