Visma Advisor

General about reports

In general, the reports are structured so that time registrations are linked to the next invoice occasion. This means it is important to have the invoice dates in mind to understand how the amounts, hours and costs are calculated in the reports.

Note that in the report Fixed price you can choose which time registrations and costs to include and in those cases the rule above doesn't apply.

If you mainly work with fixed prices we usually recommend to use the report Fixed price. In this you can choose which invoice occasions and which time registrations you want to include. This can be helpful if you invoice in advance. If you invoice the first day every month you can for example choose to include the invoice occasion 1st of June and time registrations June 1 to June 30. This means you can compare the invoice amount with actual work done in the same month. Here you can read more about the report Fixed price.

Examples - valid for all reports except the Fixed price report

Here are some examples describing the treatment of hourly rates within the reports. The examples are not applicable for the report Fixed price.

Example 2. Fixed prices

In the example below, we show how the fixed price is handled in all reports except the report Fixed price. If you want to know more about the report Fixed price, you'll find it under Examples - valid for the Fixed price report only.

Example 1

Let's say you have a fixed price that is invoiced on the 15th every month. For June, you have time registrations for the fixed price on the 15th and 16th. You create a report and set the period to 20YY-06-01 – 20YY-06-30. Until you have created the invoice for June 15th, the invoice amount will be handled as To be invoiced. The amount to be invoiced will be the one set in the fixed price invoicing plan. Your time registrations will be displayed as Chargeable as they are not yet connected to an invoice basis. When you have invoiced the 15th, the time registration from the 15th is now connected to the created invoice basis and will therefore be handled in the report as invoiced. The invoiced amount is calculated for each time registration, depending on how many time registrations are connected to that specific invoice occasion.

Your fixed price invoice plan states a monthly invoice of 1 200 SEK on the 15th of the month, with 4 estimated hours of work. This means an estimated price/hour of 300 SEK.

You have 2 hours registered on May 20th and 3 more hours on June 15

When you create the June 15th invoice, both time registrations will be connected to this invoice. The system will calculate the Invoiced time for each time registration that is connected to the fixed price invoice occasion. The invoiced time calculated for the 3 hours registered in June 15 will be 2.4 hours, calculated as follows:

	Total estimated hours for the invoice occasion (4 h)
No. of hours (3 h) x	---------------------------------------------------
	Total registered hours for the period 20YY-05-16 - 20YY-06-15 (5 h)

The invoiced time can be seen in the invoice specification, in the column Estimated chargeable hours.

The system will also calculate an invoiced amount for each time registration based on the calculated invoiced time and the price/hour which was set in the fixed price invoice plan. The invoiced amount for the 3 hours registered in June 15 will be 720 SEK, calculated as follows:

Invoiced time (2.40 h) * price/hour (300 SEK)

So when you run a report for 20YY-06-01 - 20YY-06-30, only the time registration from June 15 will be shown as Invoiced, and the invoiced amount will be 720 SEK, although the total value of the invoice is 1 200 SEK.

You will need to run a report for the period 20YY-05-16 - 20YY-06-16 to get all time registrations that are connected to the June 15 invoice. The invoiced amount in this case will be 1200 SEK.

Note that the time registration for the 16th is not included in the report, since it is still not linked to an invoice basis. This despite the fact that it is included in the period selection.

Example 2

You have a fixed price that is invoiced on the 1st every month. The invoice amount is set to 5000 SEK. You have a time registration, 8 hours, on the 8th of July. You create an invoice basis until 20YY-07-01. Print for example the report Average Hourly Rate and set the period to 20YY-07-01 – 20YY-07-31.

Result:

In Invoiced amount you will get 5000 SEK and in Registered time 0. This is due to that the registered time in July (8 hours on July 8) belongs to the upcoming invoice occasion 20YY-08-01.

As time registrations always are linked to the next invoice basis, the data in the reports can look a bit strange if the time registrations and invoicing is not done before the report is printed. To get more 'accurate' data in the above example, the report should be printed after the invoicing is done for 20YY-08-01. The period in the report should be set to 20YY-07-02 – 20YY-08-01. Then the report will include time registrations for one month (July) and one invoice occasion (August).

Examples - valid for the Fixed price report only

As mentioned above, when working with fixed prices we recommend to use the report Fixed price. You can then follow up the invoice amount for a specific month with the time registrations for the same month. Read the examples below to see the difference.

In both cases you have a fixed price that you invoice in advance on the 1st of each month, in these examples 1st of June. In the report Fixed price you have selected 20YY-06-01 – 20YY-06-30 as the period under Include invoice occasions in period.