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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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