Hours worked by resource

SECURITY  Security level with access to Contracts, and account managers and account team members if Allow Account Managers and Account Team Members to access Organization Detail > Financials and the Executive Summary Report for their organizations is enabled.

NAVIGATION   > CRM > Search > Organizations > click on an organization name >  accessory tabs >  Financials > click on the report name

About the Financials: Hours Worked by Resource report

This Financial report shows you the posted and pending hours resources in your organization have worked to support this organization. Only resources that have entered work for this organization appear in the list. To open the page, use the path(s) in the Security and navigation section above.

Option Description

Click the back button to return to the previous page.

SECURITY  By default, Export is available to users with Admin security level and disabled for all others. It can be enabled for other security levels. Refer to Can export Grid Data.

NOTE  When exporting to CSV: To ensure consistent date/time formatting in the CSV output, we strongly recommend that the user’s date/time format settings in Autotask be identical to the Windows date/time format settings of the computer performing the export. This will prevent conflicts in how the software that generates the report interprets the date/time format.

  1. Click the Export as CSV icon.
  2. A window opens that allows you to download and open the exported file.

NOTE  Note that only the selected columns of the first 5,000 records will be exported.

IMPORTANT  The export file does not contain all fields that are required to re-import the data using the data import templates, and the data headers do not match.

The Column Chooser allows you to customize search results tables throughout Autotask. It determines the following:

  • Which columns are displayed on the table
  • The left-to-right display order of the columns

NOTE   Column Chooser settings on search results tables and some standard reports are part of the user settings stored on the Autotask server. You can log in from any computer and have your column chooser settings applied to your Autotask session. To clear the data stored in your Autotask instance and reset the column chooser settings to the Autotask default settings, click Reset Settings in My >  Miscellaneous > Settings.

To customize the table, do the following:

  1. Click the column chooser icon above the search results. The Column Chooser page opens.

Columns appear either in the Available Columns or the Selected Columns panel.

  1. Double-click a column name or select one or multiple columns and click the left or right arrow to move columns to the other panel.
  2. To change the display order of the columns, select one or multiple columns in the Selected Columns panel and click the up or down arrows.

NOTE  Top-to-bottom order in the Selected Columns list becomes left-to-right order on the Search Results list.

  1. Click Save & Close.

NOTE  If the characters + # appear after the column name, then that column may have multiple items returned for some rows. If that occurs, the first item will appear in the row followed by + and the number of additional items returned. To display the list of additional items, hover over the item in the column.

Click the refresh icon to execute the search on the current table again, using the same search criteria to find new records that were added since you first performed the search.

The table header contains the following elements:

Name Description
Filter posted items by Select either the Posted date (default) or the Item date as the reference date for the time frame columns
Hour Type Select to display All, Billable, or Non-Billable hours. Labor is billable or non-billable based on the Work Type applied to the project task, ticket, or individual time entry. This means the hours are considered billable, even if they are not directly billable labor (for example, because the work is governed by a Fixed Price or recurring service contract). Work entries without an assigned Work Type are counted as billable.

NOTE   Hours tracked for your company and hours tracked for Internal and Proposal Projects are considered pending prior to the work date (for people who enter time in the future), and posted on and after the work date, to prevent these hours from being in a perpetual "pending" stage.
Column Description
Resource Name The resource who performed work for this customer.
Month to Date (MTD) The metric for the current month. For example, if today is 4/9/2024, the metric will display data from 4/1/2024 - 4/9/2024.
Last Year MTD The metric for the current month of last year. For example, if today is 4/9/2024, the metric will display data from 4/1/2023 - 4/9/2023.
Year to Date (YTD) The metric for the current year. For example, if today is 4/9/2024, the metric will display data from 1/1/2024 - 4/9/2024.
Last Year YTD The metric for last year to the current date. For example, if today is 4/9/2024, the metric will display data from 1/1/2023 - 4/9/2023.
Pending The hours worked by this resource that are currently available to approve and post, but are not yet approved and posted.
MTD Difference The difference between the Month to Date (MTD) column and the Last Year MTD column. This column is hidden by default, but can be displayed using the column chooser.
YTD Difference The difference between the Year to Date (YTD) column and the Last Year YTD column. This column is hidden by default, but can be displayed using the column chooser.

All resources whose hours are greater than 0.00 for the selected hour type will be included, sorted on Resource Name (Last Name, First Name). If you change the selection in the Hour Type drop-down list (from Billable to Non-Billable), it is possible that the resources listed in the table will change.

If you post your labor on a regular basis, resources who worked hours for this organization Last Year - YTD will be listed. If you do not post your labor, the hours will show up in the Pending column, and include all dates in your Autotask instance.

If an inactive resource has worked any hours, [inactive] will appear after their name.