NavBar - Reports
Commissions
Orders
With this page yu can report on one particular thing or combine multiple criteria to really narrow things down.
Some of the reports:
Match QuickBooks - Order Status "Submitted", Date Type "Costed" or Installed (on Order Estimate page) (whichever you use, if you put install date in the income transfers into QuickBooks for that date. So if you do it you should always do it. If you do not put the install date in it will go off of when you marked complete on the job costing page.), then put date range in.
Revenue and COGS - All of this information is coming from Job Costing. If job costing is done it will be very close to what the income statement looks like in QuickBooks. Only very close because some items do not hit the job that were bought in bulk (consumables are only estimated as we don't count how many screws etc were used.)
Primary Job Type - If you want to know revenue by department you can select the Primary Job Type and put your dates in.
Lead Source - If you want to see revenue by the lead source select the one(s) you want and put in dates.
Employee - If you want to see all order a rep created, sold, profit of each job etc. just select the rep under the Created by drop down and put in your dates.
Payment - See Unpaid or Paid orders by choosing Payment Status
Items Sold Status - If you want to see all clients that bought a humidifier or ones that need an extended warranty filled out for just go to add item and select the item from your price book and put you dates in.
Date Type - This can be different dates used for the reports... meaning when it was created, submitted, installed, or costed..
Payroll
To access:
- Report
- Payroll
- Put in payroll dates
- Click triangle next to representatives name
What you can see here:
Task Pay and Commissions:
Commission = If the rep is paid commission their commission will show up here.
- Check mark on the left = This will default checked and if you are going to pay the rep for the job leave it checked and click "Mark Orders As Paid". If youare not paying on a job or two just uncheck and the order will show up in the next payroll.
Labor = If the rep is on task pay they will have a labor amount show up here.
- Checkmark on the left = This will default checked and if you are going to pay the rep for the job leave it checked and click "Mark Orders As Paid". If youare not paying on a job or two just uncheck and the order will show up in the next payroll.
If they are not showing up for commission or labor they should receive check 2 things:
1. User Setting is set to task or both. Manage Users
2. Click order number to the left and make sure they are selected as "Technician who performed the labor" for labor or "Sales Technician" for sales commission or "Technician who generated lead" for lead generation fee.
Hourly Pay:
Regular Hours = These are all the hours that are not overtime or PTO in the date range you selected and the time clocked on the Timesheets.
Overtime Hours = These are all hours marked as overtime based on Payroll Settings and the time clocked on the Timesheets.
Total Hours = This is the total Hourly, PTO, UPTO, & Total.
Job Hours = Time clocked in to jobs, if you click the number it will show you the hours by the Job Type so you can departmentalize your labor.
Efficiency = This shows you the percentage of time clocked into jobs vs total time clocked in to the day. If they are at 50% this means they are only on jobs half of the time they are clocked in at work.
Revenue Per Hour = This is all the revenue they bring in divided by all hours they clocked in.
Minimum Wage = If someone is on task pay this will track minimum wage for you to keep you legal.
User Wages = This is how much they will get paid based on their hourly rate... Manage Users
Paid Time Off = This is hours they get paid on based on the PTO they have in their account... Manage Users
Unpaid Time Off = This will be the total time they took off that was not covered under PTO.
Memberships
Go to:
- Reports
- Memberships
If you want to see all memberships due right now.
- On the right side change Show Due to only.
If you want to see all memberships due and over due.
- On the right side change Show Due and Show Overdue to only.
If you want to message all clients in a report.
- Click Contact Clients and choose the template you wish to send. To create a new template go to Manage Communications.
Sort by zip code = Run a report of memberships you want to see, click "Export to Excel" then you can sort by zip code column.
Filter Plans = Here you can choose one or more plans to report on, this will default to all plans.
Show Expired = You can choose to see expired memberships as well as active. Yes, No, Only
Show Canceled = You can choose to see canceled memberships as well as active. Yes, No, Only
Show Fulfilled = You can choose to see fulfilled memberships as well as active. Yes, No, Only
Joined Date = You can select a date range to see all that joined in a particular date range.
Expired Date = You can select a date range to see all that Expired in a particular date range.
Canceled Date = You can select a date range to see all that canceled in a particular date range.
Last Contacted Date = You can select a date range to see all that were contacted in a particular date range.
Visit Date = You can select a date range to see all that have visits in a particular date range.
To export a list of all memberships with addresses.
Memberships need to have equipment (M#, S#) to pull addresses in the report.. Here's why.
A client could have multiple locations and one membership... To keep things consistent we know we have 3 things...
Client
Locations (Addresses)
Units (Equipment)
- Memberships are tied to the Units
- Units are tied to the Location
- Address is tied to the Client
Timesheets
Payments Report
From here you can see a lot of areas including:
- Payments Taken
- Payments Coming Up
- Revenue From Agreements
- Revenue From Invoices
Search By:
- Orders (Order Number)
- Memberships (Types)
- Date
- Client Name
- Company Name
- Payment Type
- Credit Card Transactions (And Status)
How to use the report.
First get familiar with the page.
Click Refine results
This will drop down 4 sections for filtering down a search.
1. General
- Records = Choose Orders or Invoices
- Client = Search By Client name or Company Name
- Date Range = Select date range for payments you wish to see
- Type = Payment Type (Cash, Check, Credit Card. Financing)
2. Transaction (Credit Card Processing)
- Authorization (Approved, Retry, Declined)
- Captured (Accepted, Queued for Capture, Authorized, Rejected Etc.)
- Charge (Amount charged to the client by credit card)
- Amount (This is the Amount area on Order Estimate. This could be other payment types other than Credit Cards)
3. Refine Orders
- Use date ( Created, submitted, Job Costed, Installation) What ever date type you select is what it will search by.
- Order Number (This will search for or include the order number in your results, if you just want to see the one order that matches make sure you select Orders under Records in the General Section)
- Option (Payment Method from the Order Estimate)
4. Refine Memberships
- Use Date - (Charge Date)
- Membership Plan - ( Type of membership yu want to search for)
- Options - (Reoccurring Payment)
* Example Reports
Example 1:
Want to see all revenue that came in month to date by credit cards.
- Click Refine results
- Under the section General put in the first of this month in "From" and current date in "To"
- Change "Type" to Credit Card
- Apply Filters
This will be all payment Methods setup as credit card. To setup payment types to the proper type go to:
Example 2:
Want to make sure your techs Authorized payments for credit cards so you get the payment?
- Click Refine results
- Under the section Transactions change Authorization to "Approved" and Capture to "Queued for Capture"
- Apply Filters
This will show you payments that are just waiting for you to click Capture to make the payment go through.
Example 3:
You want to see all subscription/scheduled payments that will go from now til the end of the month?
- Click Refine results
- Under the section General change Records to "Memberships"
- Under the section General put in todays date in "From" and the last day of the month in "To"
- Apply Filters
