Snapshot reports
provide a simple way to see essential information
about the business. The idea behind snapshot reports
is simple: Snapshot reports are designed to give
managers quick “snapshots” of jobs, costs,
billings, and financial information that are easy
to print without programming.
 Production Production
reports show status, traffic and schedules from
jobs and tasks. It's the only way to get job status
lists, traffic reports, and job schedules for all
of your jobs in production.
Work
In Progress Work in Progress reports compare estimates,
costs, open purchase orders, and unbilled costs from jobs
and clients.
Job
Costs Job Costs reports summarize purchases, time,
expenses, and checks by job, task, or client -- every cost
you've incurred for a week, month, or any period by client,
job, or task.
Vendor
Account Aging These reports show unpaid invoices
from A/P. You can see unpaid invoices in detail, or just
see each vendor's balance due. The vendor aging can be run
as of the current date or through any prior period.
Client
Account Aging Client Account Aging reports show unpaid
invoices from Accounts Receivable. You can see each unpaid
invoice, or just the total balance due for each client.
Cash>Flash The
Cash Flash window shows your current cash balance and outstanding
A/P and A/R balances. A schedule of payments and cash receipts
can be set up to help you plan your cash needs.
Profitability Profitability
reports show profit and loss from jobs and tasks. You can
analyze the job's profit to date, or just profit earned for
the month's billings and costs.
Productivity Productivity
reports show how time was spent from Time Sheets. You can
quickly see how your staff is utilizing their time by client,
department or profit center -- for a week, a month, or any
period of time.
Financials This
encompasses the Income Statement, Balance Sheet, Trial Balance,
Detailed General Ledger, and Statement of Cash Flows. You
can print financials anytime during the month, seeing your
up-to-the-minute balances.
Media
Analysis Media Analysis reports can be used by media
buyers and account service to see how advertising was purchased.
Account management can use media analysis reports to analyze
how well the media department is managing themselves.
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 Productivity
reports can help you
balance the work load. If one
staff member is consistently
logging more hours than other
staff, you'll see it in their
total hours. You can use this
information to move work around,
so that everyone is working more
efficiently.
 Cost-based
WIP reports literally
show you which costs are unbilled.
This option gives you the most
detailed look at unbilled costs,
which then become the basis
for your WIP accrual entries.
However, it's more complicated
to track WIP by cost than it
is by task.
 You
can mark vendors "inactive" in
the Vendor window. Choose Setup > Vendors,
then choose Edit > Edit > Vendor.
Uncheck the Active checkbox,
and click Save. Do this for
each vendor that is no longer
active. Then, when you open
the Vendor lookup list (Lookup > Vendors),
the list will pull only active
vendors.
Job
Scheduling
Like estimates, schedules
are not created independently
of jobs. Instead schedules
are based on a job's tasks.
In this example, we'll create
a "ballpark" schedule, then
we'll fine-tune the job schedule
for the staff's production
reports.
Traffic
Traffic reports show
jobs by status, including
important dates and times.
In this lesson, our new job
will be given a "work in
progress" status to add it
to the Daily Job Status and
Weekly Traffic reports.
Tracking
Time
Daily time keeping is
important because it's the
only way to know how everyone
in the shop spends their
time. If you bill for time
and materials, it's critical
that everyone log their hours
worked on jobs and tasks.
Without accurate time keeping
you're giving your clients
free time.
It's easy to see what's
due today.
It's easy for anyone in the shop to see what's due today.
Job tasks that are scheduled to be completed today appear
automatically in the Work to Do window -- just choose View > Work
to Do then click OK. They're easy to change, too. Double-clicking
on a task displays its production details, including specifications
that describe the work.
Missed deadlines? Not
me!
Here's a different kind of traffic report: The Missed Deadlines
report concisely shows only those scheduled tasks whose
finished date is later than their due date. It's subtotals
overdue job tasks by staff member, giving production managers
the information they need to determine why some work is
finished late. Perhaps not enough time is being given
for staffers to complete the work? If so, the scheduler
can adjust the lead time on future work using this information. |
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