Can I make a report that tracks open jobs and payment status?

Problem

You need a single report that shows multiple job statuses. You want to see open jobs, completed jobs that haven't been billed, completed jobs with no invoice task items, and jobs with payments taken.

Solution

Workflow Summary

Create a custom report based on the Jobs template to track job statuses. The report shows open jobs, billing status, and payments.

Create a Jobs report

1. Go to Reports in the main navigation menu.

2. On the Reports screen that opens, click Create Report.

3. Follow the instructions to create a custom report based on the Jobs template.

   1. Under Report Type, select All.

   2. Under Report Templates, select Jobs.

   3. In the Columns to be displayed in the report section, select the following:

      1. Job #

      2. Job Type

      3. Business Unit

      4. Invoice #

      5. Status

      6. Jobs Total

      7. Completion Date

      8. Jobs Payments

      9. Assigned Technicians
         Note: The report will not display any deactivated technicians.

4. Enter a name and select a category for the report, then click Save.

5. On the report screen that opens, set the Filter by field to Job Completion Date. If you want to filter by a specific business unit, use the Business Unit filter. See the Jobs report template article for more information.

6. When you're ready, click Run Report.

Read report results

After setting filters and running the report, the report results display in a table.

To find open jobs:

1. In the Filter by field, select Job Start Date. Then, click Run Report to update the report results.

2. In the Status column, click Filter .

3. Select the first Contains field to open the dropdown menu, then select Does not contain.

4. Type in Completed.

5. In the second Contains field, select Does not contain, then type in Canceled.

6. Click Filter.
   

7. The report results will update, showing all jobs that are not in Completed or Canceled status.

To find completed jobs that haven't been billed:

1. In the Filter by field, select Job Completion Date. Then, click Run Report to update the report results.

2. Compare the Jobs Total and Jobs Payments columns. If the Jobs Payment doesn't match the Jobs Total column, the job still has remaining payments that haven't been billed.

To find completed jobs with no invoice task items:

1. In the Filter by field, select Invoice Date. Then, click Run Report to update the report results.

2. Click Edit Report.

3. In the Edit Report screen that opens, select Empty Invoices. Then click Apply.

4. Click Run Report to update the report results.

5. In the Status column, click Filter .

6. Under the first Contains field, type in Completed. Then click Filter.

7. The report results will update, displaying all Completed jobs. Any jobs with a check mark in the Empty Invoice column do not have any invoice task items on the invoice.
   

To find jobs with payments taken:

1. In the Filter by field, select Last Paid On Date. Then, click Run Report to update the report results.

2. The report results will update, displaying all jobs that have had payments taken. You can compare the Jobs Total column with the Jobs Payments column to see if there are any remaining payments left for the job.