Introduction
The Financial Reporting feature in the Client Portal generates the finance report related to Booking and Invoice details. The Booking and Invoice records are extracted based on the provided filter details. The client can view, download, and email the required invoices/ timesheets.
How to Generate Financial Report?
To generate the Financial Reporting Details:
- Provide the Service Location, Delivery Location, Date Search, Date Range, and Grouping filters
- Check/Uncheck the Include checkbox for the Invoiced/Uninvoiced report
- Click Get Report
- Based on the Grouping applied, the Financial Reporting details are generated for the Invoiced/Uninvoiced data
- The Report shows the Record(s) Count, Tax, and Amount details
Filters in Financial Reporting
The Financial Reporting Filters retrieve specific reports based on the filter criteria provided. You must select the required filters to extract the financial report as per your requirement and it is mandatory to select the filter marked with a red asterisk.
|
Filter Name |
Description |
|
1. Service Location |
Select the Service Location(s). The Service Locations linked with the different branches cannot be selected together and if selected locations are linked with different branches, a validation message is displayed. |
|
2. Delivery Location |
Select the Delivery Location(s) associated with the selected Service Location. |
| 3. Date Search |
Select the Date Search as Shift Work Date or Invoice Date.
|
| 4. Date Range |
Select the Date Range by clicking the Date Range Link. The Date Range can be Custom Date Range, This Week, This Month, This Quarter, This Financial Year, Last Week, Last Month, Last Quarter, Last Financial Year, Month to Date, Quarter To Date, or Year To Date. For the Custom Date Range, provide the Start Date and End Date.
|
| 5. Grouping |
Select the Grouping options required for the data. Grouping facilitates to organise the data into related sets. The grouping options available are Invoice Number, Qualification, Members, Delivery Location, Order Number, or None. Based on the selected Grouping, the data is arranged and displayed.
|
| 6. Include |
Select the Invoiced and Uninvoiced checkboxes. You can select any or both the options. |
When you provide the filter criteria and click Get Report, the data extracted can be further filtered based on the subset filters selected. The financial report data is filtered and displayed by clicking any of the subset filters.
|
Filter Name |
Description |
| 1. Total Shifts/ Hours (hh:mm) | Filters data based on Total Shifts/Hours. |
| 2. Invoiced Shifts | Filters data based on Shifts that are invoiced. |
| 3. Uninvoiced Shifts | Filters data based on Shifts that are not invoiced. |
| 4. Members Worked | Filters data based on members who worked in the shifts. |
| 5. Total Invoices | Filters data based on the number of invoices raised. |
| 6. Invoices Amt (incl. Tax) | Filters data based on the amount of invoices including taxes. |
| 7. Qualifications Booked | Filters data based on the booked qualifications of the members. |
Grouping in Financial Reporting
Depending on the Grouping filter selected (Invoice Number, Qualification, Members, Delivery Location, Order Number, or None), the Grouping Applied is shown with the Invoiced/ Uninvoiced data.
On clicking the Get Report for the selected filters, the Invoiced/ Uninvoiced records show the Service Location, Delivery Location, Invoice Email, Invoice Sent on, Shift Hours (hh: mm), Number of Shift(s), Status, Tax, Invoice Date, Invoice No, Due Date, and Amount details for each record.
For the Uninvoiced Shifts, the invoiced details will not be shown.
|
Field Name |
Description |
|
Service Location |
Shows the Service Location. |
|
Delivery Location |
Shows the Delivery Location(s) associated with the selected Service Location (if any). |
| Invoice Mail |
Shows the recipient's email address to whom the email was sent. |
| Invoice Sent on | Shows the date on which the invoice was sent. |
| Shift Hours (hh:mm) | Shows the total number of Shift Hours. |
| Number of Shift(s) | Shows the total count of shifts that are available in the record. |
| Status |
Shows the Status as Invoiced or Uninvoiced. Invoiced Status is highlighted in Green and Uninvoiced Status is highlighted in Red. |
| Tax | Shows the total applicable tax amount. |
| Invoice Date | Shows the date of the invoice. |
| Invoice No |
Shows the Invoice Number with the link (when the Status is Invoiced). Click the link to view the invoice details. In the Invoice Viewer, you can: 1. Email - To send this invoice by email, click Email and enter the recipient's email address. 2. Download - To download this invoice, click Download. |
 |
|
|
Due Date |
Shows the due date for payment of the invoice. |
| Amount | Shows the total invoice amount. |
Action
You can take Action on the Invoiced and Uninvoiced records.
Invoiced Records
You can Email Invoices and View All Shifts for the Invoiced records.
Action to Email Invoices
The Email Invoices option sends the Invoices to the provided recipient's email address(es). This option is available for multiple selections only in cases when the Grouping is based on the Invoice Number or None option.
How to Email the Selected Invoices?
To email the selected invoices:
- Select the required invoiced checkbox(es)
- Click Action → Email Invoices
- Provide the Email Id(s) to share the selected invoices
- Click Send Email and the email is sent to the provided recipient successfully. Each invoice will be emailed as a separate email
View All Shifts
The View All Shifts shows the Shift(s) Details of all the shifts based on the selected Groupings. The Total Shift Hours (hh: mm), Total Break (In mins), Total number of Shift(s), Total Tax, and Total Amount (incl. Tax) for all the available shifts for this group are displayed.
The Shift(s) Details show the columns defined in the Grid Columns Settings. The default settings show the Timesheet No., Split, Member Name, Invoice No, Service Location, Delivery Location, Shift Status, Shift Date, Shift Day, Qualification, Expertise, Shift Type, Start Time, End Time, Break (In mins), Shift Hours (hh: mm), Invoice State, Public Holiday, Check-in Date/Time, Check-Out Date/Time, Member Id, Amount, Job Number, Order Number, Order Date, Booking Ratio, Booked By, Order By, Rate, Unit, Tax, Timesheet Geo, Approval Status, Approved By, Response Time (hh: mm), and Fill Time (hh: mm).
The features available in the Shift(s) Details page are:
- The Timesheet No. is linked with the timesheet image. All the split timesheets are grouped and linked with the timesheet image
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- On clicking the Timesheet No. link, the Timesheet Image opens with the Email and Download options
- Similarly, Invoice No. is linked with the Invoice Image. On clicking the Invoice No. link, the Invoice Image opens with the Email and Download options
- The Shift Detail(s) page shows the Export to Excel, Action to Email Invoice(s), Action to Email Timesheet(s), and Customise Grid's Columns options
1. Export to Excel
You can export all the Shift(s) Details into the Excel file. To export Shift Details into the Excel file, click the Export to Excel icon (as shown in the figure above), and all the records available are exported into the Excel file.
2. Action to Email Invoice(s) - follow the similar steps explained above in "How to Email the Selected Invoices?".
3. Action to Email Timesheet(s)
The Email Timesheet(s) option sends the selected timesheets to the provided recipient's email address(es). To Email the selected timesheet(s):
- Select the required timesheet checkbox(es). Note the selected timesheets will be converted into one PDF file
- Click Action → Email Timesheet(s)
- Provide the Email Id(s) to share the selected invoices
- Click Send Email and the email is sent to the provided recipient(s) successfully
4. Customise Grid's Columns
The Customise Grid's Columns help to re-organise the available columns of the Shift Details page. To customise the Shift Details page:
- Click the Customise Grid's Columns icon (as shown in the figure above) and the Choose Display Columns pop-up appears
- You can Reorder Columns by dragging and dropping the available fields. The Reorder Columns show the order of the selected columns that will be displayed in the Shift Detail(s) page
- The Total Selected Columns shows the number of columns selected. The Total Selected Columns should not exceed 20 columns and to Reorder Columns at least one column should be rearranged
- Click Update and the Shift(s) Details page is reordered as per the new order
- You can restore the default settings by clicking Restore Defaults
Uninvoiced Records
For the Uninvoiced Records, you can View all Shifts.
On clicking Action → View all Shifts, the Shift(s) Details page opens. In the Shift(s) Details page, you can Export to Excel, Action to Email Timesheet(s), Action to Email Invoice(s), and provide Customise Grid's Columns options for the Shift(s) Details page.
For details of each feature, please refer to the Invoiced Records explained above.
How to Generate the Financial Reporting in Mobile View?
The Financial Reporting in mobile view generates the finance report based on the provided filter details similarly as generated in the web view.
Provide the required filters in the Financial Reporting and click Get Report. It is mandatory to select the filters marked with a red asterisk.
All the features explained above in the web view will be applicable in the mobile view.
View All Shifts
The View All Shifts shows the Shift(s) Details of all the shifts based on the selected Groupings for Invoiced or Uninvoiced records.
The Shift(s) Details show the Total Shift Hours(hh: mm), Total Break (In mins), Total number of Shift(s), Total Tax, and Total Amount (incl. Tax) for all the available shifts for this group. The columns shown in the Shift(s) Details screen are defined in the Grid Columns Settings.
To view the Grid Columns details, scroll the horizontal and vertical navigation bars.
Customise Grid's Columns
The Customise Grid's Columns help to re-organise the available columns of the Shift Details page. For details refer to the web view explained above.
