Write Offs reporting in Report Builder

The CMap Winter 2021 release saw the introduction of new Writing Off Time ("WoT") functionality for Time & Materials projects.

We've now released new data fields into Report Builder that enable you to leverage the new functionality.

In this article we'll look at what the new data fields are and where you'll find them, and we'll look at an example report to get your creative juices flowing.

What are the new Report Builder fields ... and where do I find them?

We've added WoT data to 2 existing report types:

     1.  Projects 
     2.  Invoices 

And we've created a brand new, dedicated report type:

     3.  Write Offs 

Let's talk through each report type in turn...

WoT data for the "Projects" report type

The following new fields are found under: Calculated Data > Invoicing ...

• Amount Written Off
• WIP

WoT data for the "Invoices" report type

The following new fields are found under: Calculated Data > Project > Invoicing ...

• Amount Written Off
• WIP

WoT data for the "Write Offs" report type

This is where you find the most comprehensive list of data fields, including:

Basic Data > Write Off Data

• Invoicing Approach — The invoicing approach, either simple or detailed
• Write Off ID — The ID of the write-off entry in the database
• Write Off Date — The date the time was written off
• Invoice Date — The date of the invoice
• Invoice Number — The unique invoice reference number
• Amount Written Off (All) — The value of time written off for Approved, Invoiced or Paid invoices
• Amount Written Off (Invoiced Only) — The value of time written off for Invoiced or Paid invoices
• Notes — Notes added to the write off
• Project — > link to "Projects" data tables
• Written Off By — > link to "People" data tables

Basic Data > Detailed Write Off Data

• Hours Booked — The number of hours booked
• Amount Booked — The value of time booked
• Hours Billed — The number of hours billed
• Amount Billed — The amount billed
• Hours Written Off — The number of hours written off
• Date — The date of the timesheet entry
• Timesheet ID — The ID of the timesheet in the database
• Timesheet User — > link to "People" data tables
• Tab Name — The name of the Tab the timesheet entry is booked to
• Stage Name — The name of the Stage the timesheet entry is booked to
• Task Name — The name of the Task the timesheet entry is booked to
• Stage Tags — Complete list of the tags associated to the stage
• Description — The details of any notes added to the timesheet entry by the user
• Additional Time — Whether or not the timesheet entry has been marked as additional time
• Role — The role that fulfilled the timesheet entry

Calculated Data

• Project > link to "Project" data tables

Global Filters

• Global Data Range
• Currency

My Custom Calcs

• New Custom Calculation

Let's work through an example...

To help you get started, let's work through an example. Let's say we want to report on the amount we've written off per client, month-by-month, like so...

To build that report, we do the following...

1. Access the "Report Builder" and click "Create a New Report"
   
   
2. Click "Choose a Report Type", select "Write Offs" from the dropdown list, and click "OK"
   
   
3. In the "Report Title" text box, type "Monthly Write Offs by Client"
   
   
4. In the "Description" text box, type "The overall value off write offs per client for the current financial year"
   
   
5. Add the following field into Preset Filters: Global Filters > "Global Date Range" and set to "Current Financial Year"
   
   
6. Add the following field into Columns: Basic Data > Write Off Data > Project > Project Details > Client Company > Basic Companies Data > "Name"
   
   
7. Add the following field into Column Groups: Basic Data > Write Off Data > "Write Off Date" and set to columns for "Months"
   
   
8. Add the following field into Column Groups: Basic Data > Write Off Data > "Amount Written Off (Invoiced Only)"
   
   
9. Click "Table Options" and select "Show Grand Total Row"
   
   
10. Click "Save Report"

Follow those steps and your report will look like this...

Hey presto, you have a report that details the monthly write off amounts per client for the current financial year! All you need to do now is publish and share.

Hopefully (a) this report will be useful in and of itself and (b) this will give you inspiration to go ahead and build your own WoT reporting just the way you like it.