Project reports

If you use our Project module, you have access to reports related to the Project app.

The EG Pro or EG Pro+ app provides access to the project reports and can be installed via the Xena App Store. This guide assumes that one of the apps is installed in your fiscal.
➡️ Use the App Store

You can find the reports under the menu Project > Reports. All reports can be printed, downloaded, or sent by email using the Report button at the bottom of the report.

Calculated sales price on reports

Most project reports show a column with calculated sales price. The calculated sales price is the total sales price from the order costs and should not be confused with the actual sales price from the invoice lines.

Important information:

• Only order costs registered after November 2020 have a calculated sales price

• If there is an article number on the order cost, the article's sales price is shown

➡️ Read more about sales prices on order costs

Costs

This report shows registrations posted on your sales orders. You can e.g. filter by date to only see costs with a specific posting date.

In the menu for each line, you can navigate to the related financial voucher, if the registration relates to one. Note that only vouchers posted after 13 November 2020 have a link to the related financial voucher.

If you print the report as a PDF, totals are shown for hours, cost prices, and sales prices — broken down by cost type, by task, and as a total for the entire order.

• Cost = Total cost from both unapproved and approved registrations

• Calculated sales price = Total sales price from both unapproved and approved registrations. For costs without an article number and sales price, a sales price is calculated based on cost price + margin % from the cost type

• GM % = Gross margin as a percentage of calculated sales price

Note: The report also includes registrations in the project ledger that have not yet been approved.

Project overview

This report shows an overview of projects with the option to filter by open or closed projects (Status). All associated orders are included for each project, regardless of whether they are invoiced or not.

By entering a date in the Statement date field, you can get an overview of open projects as of a given date. This field is useful if you need an overview of work in progress at a point in the past. The statement date uses the Closed date field on the projects.

When filtering by Department, Bearer, and Purpose, it is the associated orders' dimensions that are used.

• Invoiced = Invoiced revenue on the project

• Total cost = Cost from both unapproved and approved registrations

• GP = Invoiced minus total cost

• GM % = Gross margin as a percentage of invoiced

• Budget total = Budgeted revenue

• Difference = Budgeted revenue minus actual revenue

Note: The report also includes registrations in the project ledger that have not yet been approved.

Employee costs

This report shows employee registrations with the option to filter by posting date and other criteria.

The report is useful as a basis for payroll runs. You can choose to only see registrations that should be paid via the Payable field.

If you only want to see active employees, you can use tags to filter out former employees.
➡️ Read about tags on users

At the bottom, a grand total is shown for the entire report, which is also included in the PDF printout. The PDF printout also shows totals for each employee.

• Total = Total cost for the line

Note: The report also includes registrations in the project ledger that have not yet been approved.

Order overview

This report shows the current status of sales orders. You can filter by invoice period to see what has been invoiced in a specific period.

If you select Fully invoiced in the Status field, you can specify a closed period. The result shows only orders that were closed in the specified period (i.e. where all tasks on the order are invoiced).

You can also hide empty orders (orders without any transactions) by selecting that option.

• Invoiced = Invoiced on the order

• Calculated sales price = Total sales price from both unapproved and approved registrations

• Total cost = Total cost from both unapproved and approved registrations

• GP = Invoiced revenue minus total cost

• GM % = Gross margin as a percentage of invoiced

Note: The report also includes registrations in the project ledger that have not yet been approved.

Work in progress, historical

This report shows the status of sales orders as of the entered statement date. You can expand an order to see the associated tasks, while download to CSV only contains the main figures for the order.

In Xena, a work-in-progress order is defined as an order where one or more tasks are not invoiced as of the entered statement date, and where at least one cost has been posted on the task.

If you print the report as a PDF, each order is automatically expanded with the associated tasks shown below.

• Invoiced = Invoiced on the order

• Cost = Total cost (both invoiced and uninvoiced)

• Uninvoiced = Sales price on uninvoiced tasks

• Calculated sales price = Sales price from costs on the uninvoiced tasks. If the registration has no article number and no sales price, a sales price is calculated from the cost price plus the default margin set on the associated cost type

• Uninvoiced cost = Cost on uninvoiced tasks

When you expand an order, the following amounts are shown per task:

• Uninvoiced = Sales price on uninvoiced tasks

• Calculated sales price = Sales price from costs. If the registration has no article number and no sales price, a sales price is calculated from the cost price plus the default margin set on the associated cost type

• Cost = Total cost

Note: Only orders with posted and approved registrations are included in the report.

Order budget

This report shows the difference between revenue and costs for an order compared to your budget figures.

You can enter a statement date, which filters out revenue and costs posted after that date.

• Budget revenue = Calculated sales price on the order's budget

• Actual revenue = Invoiced revenue on the order

• Budget cost = Entered budget cost on the order

• Actual cost = Cost from both unapproved and approved registrations

• Estimated completion % = Shows the ratio between budgeted cost and actual cost, indicating how far the order has progressed compared to the budget

When you expand an order, you see the total cost broken down by cost type groups, as well as the calculated difference between actual and budgeted figures. You also see gross profit, gross margin, hours, and gross profit per hour.
➡️ Cost types and cost type groups

When printing as PDF, a grand total is shown at the bottom of the report.

Project budget

This report shows the difference between revenue and costs for projects compared to your budget figures.

You can enter a statement date, which filters out revenue and costs posted after that date. If you select Open as status, only projects that are open on the entered date are shown.

The budget figures reflect the selected budget model for each project.
➡️ Read more about budget models

• Actual revenue = Invoiced revenue

• Budget revenue = Calculated sales price for the budget

• Actual cost = Cost from both unapproved and approved registrations

• Budget cost = Entered budget cost

• Estimated completion % = Shows the ratio between budgeted cost and actual cost, indicating how far the order has progressed compared to the budget

When you expand a project, you see all associated orders with costs broken down by cost type groups. A bottom total is shown with the calculated difference between actual and budgeted figures.
➡️ Cost types and cost type groups

Time registration log

This report shows an overview of time stamps that have been corrected during approval.

Order task status

This report shows an overview of order tasks with the option to filter by invoiced/not invoiced.

The overview also shows whether the task is scheduled in the calendar. The task status is displayed as a coloured dot on the right.

• Invoice amount = Sales price from invoice lines on the task

• Calculated sales price = Sales price from approved registrations

• Total cost = Total cost

Note: Only approved registrations are included in the report.

Detailed order task overview

This report shows tasks with costs broken down by cost types. You can filter by cost posting date (period) and invoice period.

If you print the report as a PDF, a total per order and an overall total are also shown. If you do not want totals per order, you can select a different standard report.
➡️ Read about selecting standard reports

You can also hide empty tasks (tasks without any transactions) by selecting that option.

In the Invoiced filter, you can choose between:

• All: Shows all tasks. If you also specify an invoice period, only invoiced tasks are shown

• Not invoiced: Shows tasks that are not invoiced. Cannot be combined with an invoice period filter

• Invoiced: Shows invoiced tasks. Can be combined with an invoice period filter

Columns on the report:

• Invoice amount = Sales price from invoice lines on the task. If the task is invoiced, the invoiced amount is shown

• Calculated sales price = Sales price from registered costs

• Services/Articles/Subcontractor/Other = Cost broken down by cost type group

• Total cost = Total cost from registrations

• GP = Invoice amount minus costs

• GM % = Gross margin as a percentage of invoice amount

Note: The report also includes registrations in the project ledger that have not yet been approved.

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