Job Reports

Important Notes

• Jobs lasting less than a minute won’t appear in reports.
• If a job is marked as completed but lacks a duration, check the Timesheet module for conflicts.
• Conflicts must be resolved for actual durations to display in reports.

Accessing Job Reports

To open job reports:

1. Click the Reports module on the top dashboard.
2. In the left panel, select Scheduling.
3. Choose a report from the dropdown:
   • Jobs by Tech
   • Jobs by Customer
   • Jobs by Status
   • Items Used by Customer
   • Items Used
   • Forms
   • Estimated vs. Actual
   • Reminders
   • Job History
   • Deleted Items

Jobs by Tech Report

The Job by Tech Report shows all jobs that are assigned to a field employee and have a matching timesheet entry.

How It Works:

• If a job is assigned to an employee and there’s a timesheet record, it will show in the report.
• If the employee is removed from the job, but the timesheet still exists, the job will still appear in the report for that employee.
• The job will stop showing in the report only when both:
  • The employee is removed from the job, and
  • The related timesheet entry is deleted.

Details Included:

• Customer & Location – Job site.
• Employee Name – Assigned worker.
• Job # & Service Type – Job ID and category.
• Status – Started, declined, or completed.
• Schedule vs. Actual Time – Planned vs. actual start time.
• Estimated vs. Actual Duration – Expected vs. real completion time.
• View Details – Job report preview.
• Total Job Time – The total time the job was active
• Total Travel Time – The total time the technician spent traveling
  

How to Generate:

1. Go to Reports > Scheduling > Jobs by Tech.
2. Select employees or use the search bar.
3. Choose a date range.
4. Click Get Report.
5. To download, click Actions > Export to PDF/Excel.

Additional Options:

• Configure Columns: Show or hide specific columns.
• Schedule Report: Automate report generation.
• Add to Favorites: Quick access from the Favorites tab.

Jobs by Customer Report

• This report shows all jobs linked to a selected customer within a chosen date range.
• Note: If no jobs are assigned to the selected customer during that time period, no records will be shown in the report.

Details Included:

1. Customer Name
2. Customer Location – Where the job was dispatched.
3. Employee Name(s) – Field employee(s) assigned to the job.
4. Job Number
5. Service Type
6. Status – Indicates if the job is started, declined, or completed.
7. Schedule Date & Time – When the job was scheduled.
8. Actual Time – When the job started.
9. Estimated Duration – Expected job duration.
10. Actual Duration – Time spent on the job.
11. View Details – Access the Job Detail Report Preview.
12. Total Job Time – The total time the job was active
13. Total Travel Time – The total time the technician spent traveling

How to Generate:

1. Go to Reports > Scheduling > Jobs by Customer.
2. Select customers via search bar or dropdown.
3. Choose a start and end date.
4. Click Get Report.
   • Once the job report is generated, you can view all jobs for the selected customer(s) by filtered service locations, including details like employee name, customer name, location, job status, and more.
   • At the bottom, you’ll find the total Estimated Duration and Actual Duration for all jobs in the report.
5. To download, click Actions > Export to PDF/Excel.

Jobs by Status Report

Lists jobs by status for a selected period.

How to Generate:

1. Go to Reports > Scheduling > Jobs by Status.
2. Select statuses (Not Started, Started, Paused, On Hold, Completed, Declined/Canceled). Details match the Jobs by Customer Report.
3. Choose a start and end date.
4. Click Get Report.
5. To download, click Actions > Export to PDF/Excel.

Items Used by Customer 

Tracks materials used for a specific customer.

• This report displays inventory usage only for jobs that are marked as Completed.
• Incomplete or in-progress jobs will not be included.

Details Included:

• Customer Name
• Field Employee Name & ID
• Date – When the item was used
• Part Name – The item used
• Cost – Actual item cost
• Price – Selling price
• Quantity – Number of items used
• Job # – Associated job number

How to Generate:

1. Go to Reports > Scheduling > Items Used by Customer.
2. Select a customer.
3. Choose a start and end date.
4. Click Get Report.
5. To download, click Actions > Export to PDF/Excel.

Items Used Report

Summarizes all items used within a selected period.

• This report shows both inventory and equipment used in jobs.
• It only includes jobs that have been completed.

Details Included:

• Date: When the item was used.
• ID: Item SKU.
• Name: Item.
• Description: Item description.
• Price: Cost per item.
• Quantity Used: Number of items used.
• SN #: Serial number.
• Job #: Associated job number.

How to Generate:

1. Go to Reports > Scheduling > Items Used.
2. Select items and a date range.
3. Click Get Report.
4. To download, click Actions > Export to PDF/Excel.

Forms Report 

Displays submitted electronic forms from jobs.

Details Included:

• Employee Name: The field employee who submitted the form.
• Form Name
• Date: When the form was submitted.
• Time: Exact submission time.
• Customer: The customer linked to the job.
• Job Number
• Location: Where the form was submitted.

How to Generate:

1. Go to Reports > Scheduling > Forms.
2. Select employees.
3. Choose a date range.
4. Click Get Report.
5. To download, click Actions > Export to PDF/Excel.

Estimated vs Actual Report

Compares estimated vs. actual costs of jobs.

To generate data for this report, follow these steps:

1. Create an Estimate in OT and include inventory items.
2. Convert the Estimate into a Job.
3. Add a Task to the job and include the inventory items in that task.
4. Assign and Dispatch the job to a field employee.
5. The field employee must:
   • Sync the STM mobile app
   • Start and complete the task
   • Mark the job as Completed
6. Once synced, the job will appear under the Completed Job tab, and data will reflect in the Estimated vs. Actual Report.

Details Included:

• Date – When the estimate was created.
• Customer Name & Location – Client and service location.
• Estimate No – Unique estimate number.
• Estimate Description – Details of the estimate.
• Estimated – Total estimated value.
• Item Cost – Actual cost of items.
• Actual Labor – Labor cost.
• Invoiced – Final billed amount.
• Profit – Total profit.

The Profit is calculated in two ways, depending on whether an invoice exists:

• If an invoice exists:
  Profit = Estimated – Invoiced
• If no invoice exists:
  Profit = Estimated – (Item Cost + Actual Labor)

How to Generate:

1. Go to Reports > Scheduling > Estimated vs. Actual.
2. Select a date range.
3. Click Get Report.
4. To download, click Actions > Export to PDF/Excel.

Reminders Report

What is a Reminder Report?

A Reminder Report shows scheduled jobs that have a reminder set. These reminders help make sure no scheduled job is missed or forgotten.

What Triggers Entries in the Reminder Report?

Entries in the Reminder Report appear only when a reminder is added to a scheduled job. Here’s how that works:

• When creating or editing a job in the calendar, users have the option to set a reminder for that job.
• The reminder can be set to go out a certain number of minutes, hours, or days before the job starts.
• Once a reminder is added, that job will automatically appear in the Reminder Report.

What Actions Generate Report Data?

• Setting a reminder while scheduling a job.
• Updating an existing job to include a reminder.
• Saving the job after the reminder is added.

Only jobs with reminders will show up in this report. If there is no reminder set, the job won’t be listed.

Lists reminders by status (Open, Postponed, Completed, Due Date) for Inventory, Jobs, Services, Equipment, and Parts within a specific period.

Details Included:

• Reminder – Name of the reminder
• Subject – Headline of the reminder
• Description – Details of the reminder
• Created by – Person who created it
• Due Date – Scheduled due date
• Created Date/Time – When it was created
• Assigned to – The assigned office user
• Status – Current state of the reminder

How to Generate:

1. Go to Reports > Scheduling > Reminders.
2. Select status and a date range.
3. Click Get Report.
4. To download, click Actions > Export to PDF/Excel.

Job History Report

Tracks job assignments for a field employee.

Details Included:

• Customer Name
• Customer Location
• Employee Name
• Job #
• Service Type
• Status
• Schedule Date
• Schedule Time
• Actual Time
• Est Duration
• Actual Duration
• View Details

How to Generate:

1. Go to Reports > Scheduling > Job History.
2. Select employees and a date range.
3. Click Get Report.
4. To download, click Actions > Export to PDF/Excel.