Reports module

Owned by Oksana Vishchuk
Last updated: Sept 28, 2023
9 min read

In the Reports module, you will find tools for maintaining and improving your company's overall efficiency. Here you can:

  • create and review reports concerning different aspects of your work

  • monitor client feedback

  • keep track of the cash flow.

Business Reports tab

In this tab, you can generate reports with predefined settings and create new ones. The number of predefined reports depends on the features available in your XTRF Plan.

  • Click on the View drop-down list to select another view or create a new one.

 

  • Click the Import from File button to upload an XML file with report data from your local machine.

  • Use the filters on top of the list to narrow it down.

  • To open the settings of the selected report, click on its name in the table.

  • To open the report settings in the edit mode, click the icon in the right column.

To learn more about the report settings, see the Add a report section of this article.

Business reports in XTRF are highly customizable. You can edit available reports to specify the data scope (temporarily or permanently) or create a new report to have the necessary data at hand.

Generate a report

The report's data can be presented in several formats. Click the icons in the right column to generate different views of data:

  • icon to display the data in a chart

  • icon to display the data in a table

  • icon to display the data in a printer-friendly format

  • icon to download the data in a CSV file.

Add a report

  1. Click the Add Report button on top of the list of reports. You are directed to the Add Business Report page.

     

  2. Provide a name for the new report.

  3. Check the Preferred box if you want this report to appear on top of the list.

  4. From the Report Type drop-down list, select which variables you want to reflect in this report: a number, a value, or a relation between two types of data.

  5. From the Data Type drop-down list, select which data you want to reflect in this report.

  6. If you have chosen Relation in the Report Type field, a Related Data Type drop-down list appears. Select the data you want to compare to the one chosen in the Data Type field.

  7. Click the Save button. You are directed to this report's setting page.

Report Definition tab

  1. In the Report Definition tab, specify how the data will be presented in the report:

     

  2. If you want this report to be available in another language, in the Name section, press the Show Localized Names link. A Localized Name section will appear below.

    1. Click the Add Localized Value button.

    2. In the Add Localized Value pop-up window, select the desired language and provide a localized name.

       

  3. In the Categories section, select the appropriate label for your report from the drop-down list. To learn how to manage categories, see the Configure system values - Categories article.

  4. In the Filter Settings: Task section, you can add filters to your report.

    1. From the drop-down list, select the filtering scope related to the report. Additional fields will appear. Note that setting fields can be different for each filter. To learn more about filters and settings, see the Filter settings below.

       

    2. Select the desired settings to narrow down the data in the report.

    3. Check the Show filter on generated report to make the selected filters appear on the report. Note that only the table report view will include the selected filters.

  5. In the Columns section:

     

    1. From the Columns drop-down list, select the variables that will be displayed in columns.

    2. From the Label drop-down list, select the title for the columns.

    3. Check the Include Missing box to include columns with zero values. Otherwise, such columns will be hidden.

    4. Check the Sum box to include an additional row displaying the total amount of a column.

    5. If the data in the column is time-related, select how it will be arranged from the Frequency Type drop-down list.

    6. From the Sort Order drop-down list, select how the data will be sorted in the table.

  6. In the Rows section, select the settings as described in step 5.

     

  7. Click the Save button. Now you can generate some views of this report.

     

    Note that the Generate Chart button is inactive. To activate the chart view, go to the Chart Settings tab.

Filter settings

 

The filter settings are applied to the main data type. Depending on the selected filter, different additional fields will appear in the Filter Settings: Task section:

  • Mode&Value fields that are displayed in pairs:

    • Mode ‘is / is not’ & Value ‘any / no / yes’.

       

      Use those filters to include items that are / are not that of the selected value. For example, if you want to use invoiced tasks as a filter parameter, select the Task, Invoiced filter. When you select ‘is’ and ‘yes,’ the filter includes all invoiced tasks. When you select ‘is not’ and ‘yes,’ the filter includes all tasks that were not invoiced.

    • Mode ‘is any of / is none of’ & Value as the list of entities you can select in relation to the chosen mode.

       

      Use those filters to include or exclude the selected values from the search. For example, if you want to see the number of projects for all clients except one, select ‘is none of’ and the excluded client’s name.

  • Text fields with an additional filter containing conditions:

    • Case-insensitive Match / Equals / Starts with / Ends with / Wildcard


      Use those filters to search entities by name or ID. For example, you can filter clients by name even if you remember only the first few letters.

  • Currency fields with inequality conditions

     

    Use those filters to set the range of a value in the desired currency. For example, you can filter the projects with a total value greater than or equal to 1000 EUR.

  • Percentage filters with inequality conditions

     

    Use those filters to set the range of a value in percent. For example, you can filter the projects with a margin lower than 15%.

  • Time-related filter settings

     

    Click the edit button to open the time settings pop-up window:

     

    In the Quick Select section, select the time period, or provide more precise information in the From and To sections. For example, you can filter the invoices sent during the last two months.

Chart Settings tab

In this tab, you can select the graph type of the report’s chart.

  1. Click on the desired chart type.

  2. Click the Save button.

Execution permission tab

In this tab, you can decide who will be able to see the report.

User Permission subtab

  1. Click the Global Permission radio button to give viewing and editing rights to all Home Portal user groups.

     

  2. Click the Individual Access Settings radio button to select which groups and what users will be able to see this report.

     

  3. In the Groups section, select the desired user groups in the Available Items list and add them to the Selected Item list.

  4. In the Users section, select the desired users in the Available Items list and add them to the Selected Item list.

  5. Click the Save button.

If the settings in the Configuration Menu > User Management > Users Groups and Rights allow certain user groups to edit the reports, they will be able to generate reports regardless of the settings you set on the report level.

Client Permission subtab

Some client-related reports can be displayed on the Client Portal. To ensure that your clients have access to the report, check the This report can be viewed by clients box.




Save the changes.

Manage reports

Select the checkbox in the left column to activate additional buttons on top of the reports list.

  • Click the Mark as Preferred button to place the report at the top of the reports list.

  • Click the Mark as Not Preferred button to remove the report from the top of the reports list.

  • Click the Export to File button to download this report as an XML file.

  • Click the Duplicate button to create a copy of this report. The new report will appear on the list as DuplicatedReportName(1).

  • Click the Delete button to delete the report. Note that it is not possible to delete several reports at once.

  • Select several reports and click the Multiple Change button to change user and client permissions for those reports. You will be directed to the Business Reports - Manage Permissions page.

     

Select the Set radio button and proceed as described in the Execution permission tab section of this article.

Client Feedback tab

In this tab, you can review and manage the feedback reports that could be client complaints, client approval, or internal non-conformities.

  • Click on the View drop-down list to select another view or create a new one.

  • Click the Export button to download the list of feedback reports as a CSV file.

  • Use the filters on top of the list to narrow it down.

  • Click the icon to preview, download or print the report in PDF format.

  • To open the selected feedback report, click on its name in the table.

  • To open the report in the edit mode, click the icon in the right column.

  • To delete the report, select the checkbox in the left column and click the Delete button on top of the list.

Although the feedback reports can’t be created in the Client Feedback tab, here you can enter the report and:

  • add or edit the details of the report

  • change its status to Resolved or back to Open

  • decide on the efficiency.

To learn more about feedback report settings, see the Smart projects - Add a feedback report article.

Cash Flow tab

In this tab, you can track and analyze your future income and financial balance based on expected revenues and expenses.

To generate the cash flow report, you need to provide some details:

  1. In the Opening Data tab:

     

    1. In the Opening Balance field, provide the amount of funds in your company’s account.

    2. Set the Start and End Date of the desired reporting period. Note that cash flow reports can be created only for future accounting periods.

    3. Check the Include Delayed Receivables and Payables box to add past due invoices to the report.

    4. Check the Include Fixed Costs to add your regular expenses, such as salaries, rent, or utility bills to the report.

    5. (Optional) Select the branch you want to run the report for, or choose Any. To learn more about branches, see the General configuration - Branches article.

  2. In the Fixed Costs tab, add fixed payments you want to include in this or future reports:

     

    1. Click the Add button on top of the list. The Fixed Cost pop-up window appears.

    2. Provide the Title for the payment.

    3. Select the Start and End Date of the payment.

    4. Provide the Amount of the payment.

    5. (Optional) Change the default currency.

    6. From the Period drop-down list, select the periodicity of the payment.

    7. (Optional) Select the branch related to this payment.

    8. (Optional) Provide the Description for this payment.

  3. In the Opening Data tab, click the Generate button. You will be directed to the Chart tab, showing your future income and expenses.

  4. Go to the Report tab to see the summary of outgoing and incoming payments included in this cash flow report and their sources.