The product ships with a number of default reports that should fit the needs of most users and organizations. However, Journyx also includes a complete suite of report creation tools so that reports can be customized (see figure 28.7).
Figure 28.7. Standard Reports
The first thing you must choose when creating a new report in Journyx is the Report Type for the new report. Report Type defines the general functionality of the report (see figure 28.8). This report parameter is described in detail below.
Figure 28.8. Report type selection
The system divides the default reports into four main categories:
- Line Item Reports
- Matrix Reports
- Project Status Reports
- Total Cost Reports
- Profitability Reports
- Accrual Reports
- User Compliance Reports
Additionally, the system allows you to select between Time, Expense or Custom subtypes of Line Item Reports and Time or Expense subtypes of Matrix Reports. Each Report Type as well as the two/three subtypes have certain parameters that you may use to configure the reports. Each of these sets of parameters is discussed below.
Once the report type has been selected, you will be directed to the Create Report screen for that specific report type (see figure 28.9)
Figure 28.9. Report creation options
General Report Options: Line Item, Project Status, Profitability Reports
Line Item, Project Status, Scheduled Project Status, Assignment, and Profitability Reports share the same general report options. Each of these options is outlined below.
All reports in the system are designated as either reports that will request a date range or reports that will run on a specific dates. This portion of the report creation screen allows you to select which date range style you would like to use for your new report.
Reports that will request a date range will allow you to define the date range each time you run the report. When you run such a report, the system will ask you for the date range for the report to cover before returning data. Otherwise, the report will run for a specific range of time as defined from the date specification criteria. When you run such a report, the system returns data based on the period interval that has been defined for the report when the report was created. If you chose to create a report that will request a date range, you may then move on to the next step in report creation; however, if you choose to create a report to run on a particular interval, you must provide details on the date period before continuing to the next step. When creating such a report, you will need to choose a Length and Increment Type for the report. Report Lengths are a number between .25 and 365 as defined in the Length select list menu. Report Increments are standard time periods - day, week, month, and year. The output of such a report is based on the length/increment chosen at this point. Therefore, you could create a report that covers 90 days or one quarter (.25) year or nearly any combination of length/increment. Obviously, certain combinations of length/increment are more useful than others. After indicating the Length of the new report, you must also define a Start for the report. The Start tells the system exactly where the report should begin when returning data. The system requires either a 'day of the week or a combination of 'day of month' and a 'month of year' to function. A 'day of the week' must be selected for a report that has been configured with a length of one week or less. Reports that have been defined with a length of greater than one week must have a combination of 'day of month' and a 'month of year' established.
You are able to apply certain filters to newly created reports. These filters may be used to target the report output to specific Projects, Users, Record Status, and other Entry Column values (such as Activities, Pay Types, Bill Types, Expense Codes, etc.). The process of using the report filters in the system is relatively straightforward. For each filter category, you may choose to have the system show the following range of each item:
- All - this option is equivalent to running the report without a filter on this item.
- Only Selected- this filter will constrain the report to show only data regarding the item(s) selected in the Selected column for this item.
- All Except Selected - this filter will constrain the report to show only data regarding the item(s) not selected in the Selected column for this item.
You may select multiple items in the Selected column by using ctrl-click or shift-click functionality. Additionally, you may choose to show data associated with all of the selected projects' descendants by checking the 'Include Project Descendants' option at the bottom of the Project Filter section or you can choose to show or not show parent projects associated with selected tasks.
In addition to choosing the Project, User and Entry Column values to filter manually, you can also filter those values based on the custom fields associated with them. If your Projects, Users or Entry Columns have select list or multi-select type custom fields, these fields will show up as filter options in the filter table for each type of data. You can select the values for filtering a specific custom field. You can choose more than one value. Then you can determine if both values are required ("match all") or any one of them ("match any") will suffice for the filter. NOTE: Only select list and multi-select custom fields are available for filtering in reports.
In addition to entry field and custom field filters, you can also filter based on Journyx group membership. You can choose more than one value. Then you can determine if both values are required ("match all") or any one of them ("match any") will suffice for the filter.
The Status Filter works in the same manner as described above. The first pair of status filters relates to the Approval Status of records in relation to the standard Journyx sheet approvals. For more information on the standard sheet approvals process, please see the Approvals section of this manual. 'Approved/Committed' filters records that have been approved using the standard sheet approvals process. 'Not Approved/Not Committed' filters records that have not yet been approved using the standard sheet approvals process.
The second pair of status filters relates to the Synchronized Status of records in relation to transfer/export to third party systems. These filters only apply if Journyx Professional Services has provided you with an integration that transfers time, expenses or custom data to a third party system. 'Synchronized' filters records that have been exported to a third party system. 'Not Synchronized' filters records that have not yet been exported to a third party system.
The third pair of status filters relates to the Approval Status of records in relation to Project Approvals. For more information on the project approvals process, please see the Project Approvals section of this manual. 'Project Approved' filters records that have been approved using the Project Approvals process. 'Not Project Approved' filters records that have not been approved using the Project Approvals process.
The fourth pair of status filters related to records that are created in they system via the punch entry process. 'Created from Punch Records' filters records that have been created in the Journyx database from punch records. 'Not Created from Punch Records' filters records that have not yet been created in the Journyx database from punch records.
The Status Filter allows you to choose records that have multiple status types. You may choose any combination of filter items. When filtering by more than one pair of status filters, Journyx allows you to choose whether you want your results to be exclusive (OR) or inclusive (AND). Therefore, you can choose to have the report show items that are Synchronized OR Punch Records, or items that are both Period AND Project approved.
Fields to Display
Most report types include a section that allows you to choose which fields to display in the report. The types of fields available for display will vary by report type. To display a field in the report, select the field name on the left and click the Add button. The field name will move from the box on the left to the box on the right. You can use the arrows to next to the box on the right to change the display order of the fields in the report. To remove a field from the report, select the field name on the right and click the Remove button.
NOTE: The system will allow you to report on Custom Fields in addition to standard fields. Custom Fields labeled with an asterisk (*) are fields that have been enabled as Time, Expense or Custom Record Fields and will display their historical value - the value they had at the time of record creation - when shown in reports. Custom Fields that are not labeled with an asterisk are fields that have not been enabled for historical tracking and will display their current value - the value they have at the time that the report is run. For more information tracking custom field historical values, please see the Custom Fields portion of this manual.
Reports that provide a list of fields for display also allow you to rename these fields in the report output. As you select fields for inclusion in the report, additional lines will appear below the field selection where you can rename those fields for display in the selected report output. These fields will not be renamed elsewhere in the system.
Custom Column Names
"Show users's column names from Entry Screen Configuration": this checkbox lets you choose whether customized column names are shown in the report output. If this option is unchecked the report headers show the field/column names from System Settings -> Entry Screens. However if the option is checked then the field names shown reflect the users in the report, not necessarily the names used on the reporting user's own entry screens. The system determines which users are included in the report and shows all the column names relevant to those users. If a given column has more than one name then all the names are sorted in alphabetical order and separated by a / (slash) character.
Header and Footer
Journyx provides access to the header and footer text that appear on each Journyx report. These two areas accept plain text as well as HTML formatted text. Additionally, you may use one or more of the Journyx 'tricky tags' in these sections as well. Journyx 'tricky tags' are HTML-style tags that pull specific information directly from the Journyx database, such as the name of the User who is viewing the report, the name of the Time Entry Screen that is currently active for the viewing user, and similar data.
The available tricky tags are given below along with the system information that the 'tricky tag' will display. You must type the tag exactly as shown including capitalization.
|Tricky Tag||System Information Displayed|
|<Login Name>||Displays the login ID of the active user|
|<Authorization>||Specifically for use by the Journyx Professional Services team|
|<Reserved>||Specifically for use by the Journyx Professional Services team|
|<Number of Input Records>||Displays the number of blank rows that appear on this time entry screen for the active user; this number may be set globally for the Time Entry screen or may be left to the individual user to specify for himself|
|<Number of Output Records>||Specifically for use by the Journyx Professional Services team|
|<Number of Dates>||Displays the number of days contained in the time period upon which this time entry screen is based|
|<Full Name>||Displays the full User Name of the active user|
|<Default Comment>||Displays the default comment that the active user has defined under his preferences tab|
|<Other Options>||This tag is specifically for use by the Journyx Professional Services team|
|<Expense Entry GUI in Use>||Displays the name of the Expense Entry screen assigned to the active user|
|<Time Entry GUI in Use>||Displays the name of the Time Entry screen assigned to the active user|
|<Domain ID>||Displays the name of the Domain that contains the active user|
|<Mileage Entry GUI in Use>||Displays the name of the Custom Entry screen assigned to the active user|
|<Custom Field Name>||Displays the name of the contents of the named User Custom Field. For instance, if you want to show the contents of the user's custom field "Employee Number" then use the tag <Employee Number>. Likewise, in order to use the "Email Address" field you can use the tag <Email Address>.|
Please note that if you have renamed any of the default custom fields such as renaming "Email Address" to "E-mail" then you must use the renamed field name in the tag. If the user does not have a value set for that Custom Field then the tag will be replaced with a blank value. Any custom field with the same name as one of the standard tags mentioned above will be ignored. Any custom fields with Visibility set to Hidden will not show up. The user must also be assigned a role that is allowed to report on the custom field.
General Report Options: Expense and Custom Reports
Expense and Custom Reports have a slightly different set of general options than those associated with Time Reports and Project Reports. All of the general report options for expense and custom reports are outlined below (see figure 28.11).
Figure 28.11. Expense Report
Include Custom Records in Expense Reports
If you are using a custom entry screen and would like to combine the custom entries with expenses for reporting, you can use this option to include the custom entry information in expense reports.
Journyx allows you to convert the expense values that will be shown in expense reports to another currency or custom values to a base currency based on your custom conversion rates. This section of the Report Modification screen allows you to select the currency to which these values will be converted. To establish a currency conversion for your new report, simply select the 'output currency' you wish the report to use from the select list box located in this section. Please note that you must have a previously established currency conversion and/or custom conversion in place for this setting to function properly. For more information on currency and custom conversions, please see the Conversions portion of this manual.
Specific Report Type Options
Along with the General Report Options discussed above, each new report in Journyx has a number of options that are associated with the type you have chosen for the report. The report types that are available are:
- Line Item Report
- Matrix Report
- Project Status Report
- Total Cost Report
- Profitability Report
- Accrual Report
- User Compliance Report
The options for the different report types are discussed below.