Financial Reports - Introduction

Modified on Mon, 30 Jun at 11:18 AM

Combining scheduling with cost tracking is what farmerswife is about.

Taking this one step further, financial information is available through the integrated Financial Report Designer (FRD). This tool allows the user with adequate permissions to create reports on anything that generates revenue for the company, all from within the client application. In farmerswife the data input for the reports is allocated within Projects, Media Orders and Invoices. The Financial Report Designer provides several different criteria for basing the reports on: budgeted, quoted, booked, actualised/ time-reported, invoiced, etc. It allows not only to report on selected invoiced data (from Invoices and/ or selected Unreferenced Invoices) but also compares/ combines this information with the source information (quoted, budgeted, booked, time reported (used) in Project or Media Order).

All the lines provide numbers sorted into 10 number categories:

To Invoice / Used / Booked	Usual collection order, as seen in the Edit Project window or when creating invoices. This means that the FRD will show To Invoice over Used data, and will fall back on Booked if nothing has been time reported. The To Invoice will equal the Used data in case the To Invoice option is not being used (i.e. in Server > Setup > Bookings > Allow Forced Invoice Time In Timereport = No).
To Invoice / Used	Showing To Invoice over Used data, and ignoring anything that is not time reported. This data will equal the Used data in case the To Invoice option is not being used (i.e. in Server > Setup > Bookings > Allow Forced Invoice Time In Timereport = No).
Used	Only showing data from the Time Report, ignoring the To Invoice data (if being used).
To Invoice	Related to the numbers coming from the To Invoice column in the Time Report. This data will equal the Used data in case the To Invoice option is not being used (i.e. in Server > Setup > Bookings > Allow Forced Invoice Time In Timereport = No).
Used / Booked	Showing Used before Booked data, ignoring the To Invoice data from the Time Report (if being used).
Booked Only	Data coming from the Booking only, ignoring the Time Report.
Invoiced	Invoiced data. Only available if Invoice has been moved to Invoice Manager. In those workflows where Invoice Creator/Manager are not used, check the setting Take "Invoiced" Numbers From.
Quoted	Data from Objects added to Virtual Bookings view in Projects. Media Orders are not included.
Budgeted	Data coming from the Project’s Budget (if the separate licensed Budget Module is used).
Comparison Budget	Data coming from a Budget connected to another Budget through the Comparison Budget feature (if the separate licensed Budget Module is used).

Each of those expandable categories contains the following data:

Quantity	Refers to Quantity of Units. The different Units will be separated by a comma.
Unit Name	Refers to the Quantity Unit Name, for example Hours, Days, Units, Fixed Price.
Buy (Total)	Refers to the Buy price, e.g. the cost.
Average Buy	Refers to Buy per Quantity. Only available at Row level (Booking level).
Sell (Total)	Refers to the sell price.
Average Sell	Refers to Sell per Quantity. Only available at Row level (Booking level).
Tax	Refers to the Tax amount as set in the Project.
Sell Including Tax	Refers to the total Sell price including Tax.
Total Sell Before Discount	Refers to the total Sell price before any Discount is applied.
Total Discount	Refers to the Discount amount.
Total Discount (%)	Refers to the Discount percentage.
List Price Total	Refers to the original Sell price as entered in the the Object Manager.
Days Total	Shows only quantity of Days. Useful for math operations.
Hours Total	Shows only quantity of Hours. Useful for math operations.
Units Total	Shows only quantity of Units. Useful for math operations.
Break Hours Total	The total number of hours from breaks added to Bookings through Time Reports (from Class Bookings only).
Break Time Total	The break time added to Bookings through Time Reports, in "time"format (HH:MM)
Booking Total Sell
Differences to	Calculation that shows the difference between two values, according to the selection made.
Diff. Buy	Difference to the buy price of the selected number category.
Diff. Sell	Difference to the sell price of the selected number category.
Diff. Quantity	Difference to the Quantity of the selected number category.

Sell Total Related Options

The following example displays the Sell Total and other related options, like Discounts, Total Including Tax, etc.:

Quantity vs. Days, Hours, Units

The following example shows a report generated on a freelancer's reported time during a month. This resource has been booked in the timeline, but has also been added to some timereports as an extra. When generating a report, the Quantities Total will display this information as: 1 Day, 11 Hours, 13 Units.

In this case, Units are to be treated as Hours. To be able to add up Units and Hours, the template has been modified like this: instead of Quantities Total, Hours Total has been selected and a Math Operator has been created to add up Units Total + 1 Day (8 Hours) + Hours Total:
* For more detailed information about String Operators, such as Math Operators, please refer to the Print Designer Manual.

Differences To Trees

In the example below, the difference between time Used and time Booked is calculated by selecting Totals (Used) > Differences To (Booked Only) > Diff. Quantities Total (Used) and > Diff. Buy Total (Used):

Tax

The Financial Report designer looks at the following setting in the Invoice Creator: Calculate Tax Amount Before Discount Yes/No.

If this setting is on, the Tax in the Financial Report designer is calculated on the Project total before discount.

If the setting is off, the Tax is calculated on the Project total after discount.

However, if an invoice is created with this setting on and later it is turned off and a Financial Report is generated on this Project, the tax amount will be different. Therefore it is recommended that this setting is configured ONCE at the beginning of using the system. There is a warning when this setting is changed: "Modifying Tax Calculation Mode After Initial System Setup Is Not Recommended. Please Confirm Changes."

Financial Reports vs User / Object Reports

Financial Reports are typically used for reporting on financial information, whereas User and Object Reports are typically used for reporting real time.

In the situation that a person is booked on two jobs at the same time on the same date, a financial report will display info for both, whereas a User report will display total of hours from the in-time to the out-time of that day.

In this example, Anne has been booked on two overlapping jobs on Wednesday: an EDL import from 9:00 to 10:30 and an editing job from 9:30 to 18:00.

And she reported having worked from 9:00 to 10:30 on the EDL import and from 10:00 to 18:30 on the editing job.

The User report is typically used to calculate salaries. The example below shows that Anne was booked 9 hours and that she worked (time-reported) 9:30 hours on that day. Therefore, she will be paid for 9 hours and half of work.

Whereas the Financial report is typically used to calculate profit. The example below shows that Anne was booked 10 hours and that she worked 10 hours.

And considering that in this example the invoice takes numbers from the "used" data, the resulting two invoices will be calculated over 10 hours, and not 9 and half.

Grouping by a specific Reference using Object Custom Fields

The Financial Report previously had support for e.g. "Custom Fields (Object)" and "Custom Fields (Object Class)". Now it also has a new one: "Custom Fields (Object or Class)".

If a Custom Field with the same name exists on both an Object and on its Object Class, it will first look at the value on the Object. If that value is empty or doesn't exist, it will look for the Custom Field on the Object's Class instead.