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Your Eploy system is used to record and maintain a wealth of information about your companies, candidates and vacancies. Eploy offers a variety of reports for you to create based on that information. For example, you can print out invoices or create a report for your marketing team with details about your clients and how you attracted their business.

The reports that are available for you to run vary, depending on the part of the system you are currently working in. For example, when you are working with candidates you can choose reports that allow you to print / work from custom lists or perform a marketing analysis. In some parts of the system like invoices, you can choose reports that offer more functionality such as printing invoices or posting them to Sage. When working with company records, you can generate reports containing details about those companies, such as financial forecasts etc.

You access reports via a button in the toolbar. This button is only available in the toolbar when there are reports that you could run.

NOTE: There is also a reports link in the top menu. This is used to access global reports, i.e. reports that pull information from across different record types.

Where to Access Reports

Financial Reports can be accessed “globally” from the Eploy menu or using the Reports button located in the “Record Menu”.

NOTE: When running the financial reports listed below we apply a 'standard filter’ over your own search. This is to optimise the report and make it faster to load:

  • If the report is being run before the 1st September then it will return results of placements that have a Start Date between the 1st January of the previous year and the 1st January next year.
  • If the report is being run after the 1st September (incl. that date) then it will return results of placements that have a Start Date between the 1st January of the that year and the 1st January in 2 years’ time.

The table below gives details on where the financial reports can be accessed.

Placement Forecast Report (Permanent)

Global Reports – Activity Reports

 

 

Placement Forecast Report (Temp And Contract)

Global Reports – Activity Reports

 

 

Placement Financial Report (Permanent)

Vacancy Menu Reports

Placement Menu Reports

Vacancies Tab within Company or Contact Record Reports

Placements Tab within Company, Vacancy or Candidate Record Reports

   

Time Sheet Financial Report

Global Reports – Activity Reports

Timesheet Menu Reports

Timesheets Tab within Company, Vacancy or Candidate Record Reports

Placement Reports

The Placement Financial Reports give information about placements that are currently on the system. This will display the rates and charges that have been entered into the permanent placements and will total those figures. The report can be grouped by Company, Vacancy/ Vacancy ID, Vacancy Type, Candidate, User, Quarter, Year and Month.

Once the report has been run further filters can be applied, for example a user filter can be applied if you just want to display placements relating to a specific user.

This report can be exported into an Excel spreadsheet and to ensure the best quality output, please ensure that fields are populated correctly (see below for common mistakes and anomalies).

Note: There are 2 versions of the Placement Financial Report. One for permanent placements and one for temp and contract placements. The permanent version will include placements where ONLY the salary has been populated, the temp and contract version will show placements where the rates section has been filled in. These reports do not take into consideration the “Vacancy Type”.

Placements with no salary populated will not be included in placement reports. If both the salary and the rates fields are populated the placement will appear on both reports.

Accessing the Placement Financial Report (Permanent)

This report can be accessed both “globally” (i.e. from the Reports top menu) OR from within the placements listing. This example will demonstrate the latter. Running from the placements listing enables you to pre-filter your report for specific placements first (see Placement Filtering for more information). There is a 500 placement maximum for this report.

  • Click View
  • Click Placements
  • Click Filters (if you are applying any pre-filter, see Placement Filtering below)
  • Click on Apply
  • Click on  within the toolbar
  • From the drop down list select the Placement Financial Report (Permanent)
  • Click Open

The Report will display as below

Placement Filtering

The filters section allows you to limit placements by date or vacancy type etc. This guide is not a detailed filtering guide but below we will highlight the most important filters and what they do. Remember that in addition to the filter you are applying, the standard filter will also be applied to the report.

Employed From & To: will display all placements where candidates are working or have worked within the date range selected.

Creation Date From & To: will display all placements that were created during the range selected.

Start Date From & To: will display all placements that have a START date during the range selected.

End Date From & To: will display all placements that have an END date during the range selected.

If you have used placement admin to adjust placement dates or rate information, you can also filter for placements that have certain types of admin or adjustments within a specific date range.

Accessing the Placement Forecast Report (Temp and Contract)

This report can only be accessed from the Global Reports. The standard filter is applied to this report but an additional filter can be applied to the results from within the report. The results show a total of all rate lines multiplied by hours.

  • Click Reports from the top menu
  • Select Activity Reports from the list
  • Select Placement Forecast Report (Temp And Contract
  • Click on Open

Report will display as below

Ordering Columns

The Columns can be re-ordered so you could group by users. This can be achieved by selecting and holding your mouse on the box “user” and dragging it to the beginning.

Adding report fields / columns

To report on yearly quarters or to add the Vacancy ID right click next to charge and click on Show Field List. Select the option you wish to add and hold your mouse on the option and drag it to where you want it to show. The other Report fields (Salary and Charge in Placement) and (Rate, Charge, Profit, Primary Rate and Primary Charge in Temp and Contract) can also be put into the list to order by.

       

Quarterly reports and what they show

  • If you are in February. It will show January, February, Q1 (Jan + Feb), Year to Date (Jan plus Feb)
  • If you are in March. It will show Jan, Feb, Mar, Q1 (Jan + Feb + Mar), Year to Date (Jan + Feb + Mar)
  • If you are in April. It will show, Q1 (Jan + Feb + Mar), April, Q2 (April), Year to Date (Jan + Feb + Mar + Apr)
  • If you are in May. It will show, Q1 (Jan + Feb + Mar), April, May, Q2 (April + May), Year to Date (Jan + Feb + Mar + Apr + May)

Further filtering within the report

To apply further filters within the reports click on the down arrow  next to the column you wish to filter on and deselect the items you don’t wish to display. Clicking “show all” will toggle between selecting all and no records.

Anomalies

When viewing financial reports, there are several common mistakes that users make when entering data that will drastically affect your results. As most placement data gets copied across from the vacancy it may be that the mistake was made when the vacancy was created and not the placement. When fixing data it is advisable to do it in both placement and vacancy records but it is only the placement record that will affect this report.

  • Salary being entered incorrectly / not at all.
  • Salary Period being entered incorrectly e.g. picking hourly instead of yearly.
  • Charge being entered incorrectly.
  • Margin being entered incorrectly.
  • Rates, Charge, Intervals etc. been entered incorrectly in the rates grid.
  • Start and End Dates entered incorrectly or not at all.

Please ensure these are checked thoroughly if your results look incorrect.

Timesheet Financial Report

The Timesheet Financial Report produces figures based on completed timesheets on Eploy. The rate, charge, profit, hours worked and days worked are populated from the information input by the user for placements and timesheets completed by candidates/users. The report can be grouped by Companies, Vacancies / Vacancy ID, Candidate, User or Quarter.

Once the report has been run further filters can be applied, for example a user filter can be applied if you just want to display placements relating to a specific user.

This report can be exported into an Excel spreadsheet and to ensure that this report works to the best of its ability please ensure that fields are populated correctly (see below for common mistakes and anomalies).

Accessing the Timesheet Financial Report

This report can be accessed both “globally” i.e. from the file menu OR from within timesheets (“timesheets menu”). This example will demonstrate the latter. This enables you to pre-filter your report for specific timesheets first (500 placement maximum). The results show a total of all rate lines multiplied by hours.

NOTE: The timesheet report does not include Expenses unless added as a rate line.

  • Click View
  • Click Timesheets
  • Click Filters (if you are applying any searches first, see below)
  • Click on Apply
  • Click on Reports onthe Eploy tool bar
  • From the drop down list select the Timesheet Financial Report
  • Click Open

Report will display as below

Placement Filtering

The filters section allows you to search on specific placements by date or vacancy type etc. This guide is not a detailed filtering guide but below we will highlight the most important filters and what they do.

Week Commencing From & To: will display all time sheets where the week commencing date is between the range selected.

Authorised By User On From & To: will display all time sheets that were authorised by a user during the range selected.

Date Exported From & To: will display all time sheets that have been exported via the export tool in reports during the range selected.

Ordering Columns

The Columns can be ordered so you could group be users. This can be achieved by selecting and holding your mouse on the box “user” and dragging it to the beginning.

Adding report fields / columns

The Vacancy ID, Vacancy Reference and Quarters can be added into the report by right clicking next to charge and clicking on Show field List. Select and hold your mouse on the option you wish to add and drag it to where you want it to show. The other report fields (Rate Charge Profit, Hours Worked and Days Worked) can also be put into the list to order by.

Quarterly reports and what it will show

  • If you are in February. It will show January, February, Q1 (Jan + Feb), Year to Date (Jan plus Feb)
  • If you are in March. It will show Jan, Feb, Mar, Q1 (Jan + Feb + Mar), Year to Date (Jan + Feb + Mar)
  • If you are in April. It will show, Q1 (Jan + Feb + Mar), April, Q2 (April), Year to Date (Jan + Feb + Mar + Apr)
  • If you are in May. It will show, Q1 (Jan + Feb + Mar), April, May, Q2 (April + May), Year to Date (Jan + Feb + Mar + Apr + May)

Further filtering within the report

To apply further filters within the reports click on the down arrow next to the column you wish to filter on and deselect the items you don’t wish to display. Clicking “show all” will toggle between selecting all and no records.

Trailing Timesheets

If a week is split over two months for example Monday 29th, Tuesday 30th, Wednesday 31st, Thursday 1st, Friday 2nd, Saturday 3rd, Sunday 4th then the user needs to decide on how to report on trailing timesheets. This can be selected at the top of the report.

Split: The total value of the timesheet would be divided by 7 days and then allocated to the days that fall in the first month and the days that fall in the second month.

Same Month: The entire value of the timesheet would display in the first month.

Next Month: The entire value of the timesheet would display in the second month.

Anomalies

When viewing financial reports, there are several common mistakes that users make when entering data that will drastically affect your results. Remember that financial data such as rates, charges and hours gets copied from Vacancies to Placements and then to Timesheets but can be changed at any point. This means you need to check all 3 entities and placement admins to find where the mistake was made. When fixing data it is advisable to do it in all records but it is only the timesheet record that will affect this report.

  • Rates being entered incorrectly / not at all
  • Hours being put in the wrong rate line (Standard, OT1 etc.)
  • Rate Interval being entered incorrectly
  • Hours entered either side of their placement dates
  • Charge being entered incorrectly

Please ensure these are checked thoroughly if your results look incorrect.

Rearranging fields within the report

Fields can be dragged and dropped within any of these reports to further adjust the way in which values are arranged and the data is grouped. Simply drag the fields to any of the following sections to configure the report to your needs.

  • Filter area – Allows you to filter results by fields in this section without showing the fields themselves.
  • Value area – Allows you to configure which fields show in the data area
  • Y-axis area – Allows you to configure which fields show on the left (X-axis) of the report. The data will automatically grouped by the left-most field first, followed by each field from left to right. You will also be able to see a total of values for each grouped field.
  • X-axis area – Allows you to configure which fields show on the top (Y-axis) of the report. The data will automatically grouped by the left-most field first, followed by each field from left to right. You will also be able to see a total of values for each grouped field.

The screenshot below shows where each of these sections is located on the report, and the area it affects (where applicable).

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