Review engagement costs

If your organization uses the Time app to track time and expense entries, you review your organization’s costs and billing in Cloud. Using the Time and Billing apps, you can view summary information about your organization’s overall costs and invoices on Cloud. If you need more detailed information about the costs incurred by your organization, you can also run reports on the Analysis app.

Viewing cost and billing summaries

You can use some of the summary sections in the Time and Expense apps to review high-level information about your organization’s profitability.

To view the time summary:

1. Ensure that you have the Entity Access role (or the equivalent privileges) for the appropriate entities and the View all staff entries permission.

2. From the Cloud menu, select Time.

3. On the My Time page, select the Time menu, then choose Staff | All Staff.

   

4. Select the time period menu, which displays Today by default. Choose one of the other options to include a larger range of time entries.

   

5. Select the Summary Totals () button.

   

Three panels are displayed at the bottom of the Time page. These panels include summary information about your billable and non-billable hours for the selected period, the active period, and the year to date.

You can narrow the scope of the summary information by choosing a client in the entity selector. You can also filter the results by work code, engagement, source, status, and whether the entries are billed or unbilled.

To view the work in progress (WIP) summary:

You can review your work in progress (WIP) on the Billing page. To get to this page, from the Cloud menu, select Billing. When you first view the page, you will see a list of your client entities with WIP subtotals and overall balances displayed.

The WIP Totals panel displays the total amounts for time entries, expense entries, invoices, and write ups or write downs for all of your clients across your organization.

If you select one of the entities in the WIP list, a Details button is displayed beside the New button. You can select Details to display a WIP Detail by Client report with more information about the WIP time and expense entries for the selected client entity.

You can select a client entity in the entity selector at the top left side of the page in order to filter the content on the Billing page. You will see any invoices for this client for a predefined period, and you will also see WIP summaries for this client alone displayed in panels.

Generating a Time and Expense report

When you are reviewing the summary information from Time, you may want more detailed information about the costs your organization incurred. You can generate summary reports for your time entries and your expenses to review these costs. For example, if you wanted to review all of the time entries for one of last year's engagements for a specific client, you would run a summary report with the following parameters:

• Type: Time

• Format: Summary

• Group by: Work Code

• Staff: All

• Entity: The Cloud entity for your client

• Engagement: Last year's engagement for your client

• Work Code: All

• From date: Start date for your organization's prior fiscal year

• To date: End date for your organization's prior fiscal year

To generate a summary Time report:

1. Ensure that you have the View all staff entries permission.

2. From the Cloud menu, select Analysis.

3. From the Type drop-down menu, choose Time.

4. From the Format drop-down menu, choose Summary.

5. Set the other parameters for your report.

6. Select Generate.

   

You have generated a report of time entries for last year’s engagement, grouped by work codes and subtotaled.

You can export the results of this report by selecting the Export button at the bottom of the left-hand pane. You can then run a report for expenses and another report for invoices, to compare your costs with the amounts billed to your client.