actiTIME User Guide

Invoice Data Report

Invoice data report provides you with information about time expenses reported for all billable tasks of a selected customer. Time expenses are structured in a way most convenient for invoicing.

There are two types of invoice data reports, which differ in the way that actiTIME processes specified date range:

1. By time reported for a date range

   An invoice data report of this type shows the time reported for open and completed tasks within the specified date range.

2. By time spent on tasks completed within a date range

   An invoice data report of this type shows overall time reported for completed tasks having a completion date within a specified date range

actiTIME supports three formats of invoice data:

• Tasks grouped by billing types

  In this format the invoice data contain one line for each billing type included into the report.

  
  Invoice data report, show tasks grouped by billing types

• Plain list of tasks

  In this format the invoice data contain one line for each task included into the report.

  
  Invoice data report, show plain list of tasks

• Hide tasks/show projects only

  In this format invoice data contain only summary information on customer projects and billing types included into the report - one line for each pair 'project/billing type'.

  
  Invoice data report, hide tasks/show projects only

The following filters are available for the Billing summary report:

• Customer to report time expenses for
• Date range
• Customer's project(s) report time expenses for - you can select several projects

To access the interfaces for viewing and exporting invoice data, use sub-menu 'Prepare Invoice Data' of the top-level menu 'Reports'.

Only the users who have the 'Prepare Invoice Data' access right may generate Invoice data reports. Note that the users who do not have this right will not see the reporting interfaces at all.

View invoice data in the HTML format

To generate and view invoice data in HTML format follow the instructions below:

1. Select option 'Prepare Invoice Data' in the top-level menu 'Reports' to get to the report interface.
   
   Prepare Invoice Data form

2. Specify parameters of the report to generate.

   The report parameters include:

   • Customer to generate the report for

     If you need to include archived projects and/or customers into the report, select the 'Report on active and archived customers / projects' option. Otherwise, select the 'Report on active customers and projects only' option.

     When the 'Report on active customers and projects only' option is selected, the drop-down does not include archived customers.

   • Report type - one of
     • By time reported for a date range
     • By time spent on tasks completed within a date range

   • Date range
   • Project(s) to generate the report for
     When the 'Report on active customers and projects only' option is selected, list of customer's projects does not include archived projects.

   • Level of details and grouping options:
     • Tasks grouped by billing types
     • Plain list of tasks
     • Hide tasks/show projects only

   Initially, just after your login to actiTIME, the report parameters are pre-set to the following options:

   • Report type: By time reported for a date range
   • Date range: Current month
   • Level of details and grouping options: Show tasks grouped by billing types

   After you have generated a report, the interface 'memorizes' its parameters and will pre-set them when you open the reporting page the next time.

3. When you are ready, submit the page by clicking the 'Preview in HTML' button at the bottom of the interface. The system will generate and show the report according to the specified parameters.

If you want to modify parameters of the generated report, click the link 'Change report parameters' above the table. This will return you to the page with report parameters. Modify them and generate the report again.

Export invoice data in CSV format

To export invoice data in CSV format follow the instructions below:

1. Specify report parameters in the same way as for generating an HTML report (for more information see section View invoice data in the HTML format).

2. When you are ready, submit the page by clicking the 'Export to CSV' button at the bottom of the interface. The system will generate and return a file with invoice data in CSV format.
   Report records will be delimited by the field separator configured in the general system settings (for more information see section Adjust general system settings).

   Save the generated file. For examining exported data open the saved file in Microsoft Excel or other spreadsheet software.

You can also export the report data to CSV format just after generating a report in the HTML format.

To do that click on the 'Export to CSV format' link under the report.

The system will generate and show you a new report in the CSV format using the same report parameters as in the previosly generated HTML report.