How to track job actuals (financials)
There are a few key ways you can monitor job actuals and financials in Apex Business.
TABLE OF CONTENTS
GST
Please note that all finances in the system and in reports are exclusive of GST.
Quick Summary
For a quick, non-detailed, overview of actuals you can reference the header on the Project page: 'Bookings' is total Budget and 'Billings' is approved time, milestones, misc. adjustments and expenses to date
Actuals Reports
These reports are found on the Project page under the 'Actuals' tab.
Project Actuals to Date
This main report gives a snapshot of several key metrics:
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Total Billable Amount & Total Hours is the sum of all saved, submitted, approved and billed timecards in the system. You can use this figure for WIP reporting.
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Total Approved Amount & Approved Hours is the sum of all approved timecards (that may or may not have been billed)
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Total Billed Amount & Billed Hours is the sum of all billed (invoiced) timecards
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Total Value is the Total Hours worked * Assignment Planned Bill Rate. Use this field for understanding the value of time worked on a fixed price job for which the billings will be $0.
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Total Unbilled is the amount that hasn't yet been billed to the client. It is Total Billable Amount - Total Billed Amount
Estimated Revenue & Costs Report
This report shows you the estimated profit percentage for a job. To view a breakdown of revenue and cost per resource click 'View Report' under the bar chart:
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Bill Rate is the amount we charge the client for this resource
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Average Cost Rate is the average salary cost to Proximity for a resource of this level (these are cost bands per level, not actual costs for this particular resource)
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Profit % is Average Cost Rate / Bill Rate. This is a raw Profit % and does not allow for Proximity's overheads.
Export to Excel
If you wish to export the above reports to Excel, it depends on if the report type is a Salesforce report or Tableau CRM report.
Exporting a Tableau CRM Report
A Tableau CRM report can be identified by the Tableau icon in the top-right corner of the report
To export this report:
- If you are viewing the report in a section of a page, click on the snowflake icon to open the report full-screen
- Hover over the table of data you wish to export. Do not use the main share button in the top-right corner as it doesn't allow you to export.
- Click the dropdown arrow and Select 'Share'
- Click on the 'Download' tab and select the format to export the data in
Exporting a Salesforce Report
A Salesforce report can be identified by the 'View Report' link under a chart, or the report icon in the top-left corner:
- If you just see the chart of this report, click on 'View Report' to show the full report
- Click on the drop-down arrow in the top-right corner and select 'Export'
- Pick the type of report you want and select 'Export'
- If Excel prompts you about format errors when opening the report, select 'Yes' to continue anyway
Est vs Actuals
To view these, open a Project and click on 'Est vs Actuals' in the Related List Quick Links
This shows, for each week, what was scheduled to be worked versus time actually entered. You can also view this at the assignment level by first selecting the relevant Assignment, and then clicking on Est Vs Actuals.