Action: Create a Shift Report

Action: Create a Shift Report

Shift reports can be created by either using the companion app or webserver. A copy of your completed Shift Report will appear within the Time entries page of the specified Job, as well as under Business>Time and Attendance.


The Shift Report data is used to collate your Actual and Billable Job Costs and if the works were conducted on a Rates Job, your Shift Report data will flow through for invoicing.

Shift reports can only be completed on the app by Supervisors or Job Owners.
Supervisorsand Job Owners must also be assigned as a resource on the Task for them to collect their times against that Task.​

Creating a Shift Report can be under taken one of four ways within the webserver.  (Shift Reports can also be completed via the QicWorks companion app. For full details see: APP: Create Shift Report .)


Via Your Dashboard
Click on Create a Shift Report on your Dashboard

Via Job Menu
Click on    Job    from the main menu, then click on  Job Management.  Click on the blue hyperlink Job number to open that specific Job. Under Navigation menu click on Time Entries , then click on Add Shift Report button .


Via Job Task
Click on    Job    from the main menu, then click on  Job Management.  Click on the blue hyperlink  Job number   to open that specific Job. Under Navigation menu click on  View Tasks , then click a blue hyperlinked Task Number. Under the Book Meny click on  Shift Report .


Via Business Menu  
Click on    Business    from the main menu, then click on Time and Attendance.   Under the Book Time Menu click on Shift Re p ort . 


Shift Report



A   Breadcrumb: Click on hyperlinks to jump to that screen
B   Page Toggle Width :  Click to increase or decrease the page width
C    Job Details: General information pertaining to the Job such as Job number, name, client and status
D   Shift Date: Default date is today. Click in date field to change
E   Task Details: Click on Task name to expand to show specific task details. This is where you are able to update what activities, time and costs occurred for this Task
F   Save/Cancel Buttons

See below for full details pertaining to E  - Task Details


Contained in this tab is:

Task Information


 Task Details

   Field Name
   Function
    Job Owner
   Name of Job Owner
    Priority
   Task Priority: Low, Medium or High
    Planned Start
    Anticipated start date for this task
    Planned End
   Anticipated end date for this task
    Budget Hours
   Hours budgeted to complete this task. For more information see: Financial Setup
    Booked Hours to Date
   Total number of hours booked to this Task to date. Shift Reports must be locked to be included in this number
    Progress
   Task progress to date. This is expressed as percentage complete
    Description
   Extended description of task
    Assigned
   Names of  Resources (Staff and Equipment) assigned to this task
    Order #
   Customer order number for this task
    Sub # 
   Customer subsequent order number ie line 20

Adding Shift Progress

Milestones and Checklist Items
 
   Field Name
   Function
    Milestones Completed
   Check off Milestones that were completed for this Task. For more information see: Milestones
    Checklist Items Completed
   Check off Checklist items that were completed for this Task, on this shift. For more information see: Action: Create a Task
    Update Task Progress
   Slider bar to set percentage completed for this task at end of shift

Capturing Notes & Images

  Task Notes & Images

   Field Name
   Function
    Activities this Shift
   Free text field to enter details about what events, deliveries or delays occurred for this Task, on this shift
    Upload Images
   Upload any shift images you have captured about this Task

Adding Resource Costs to a Shift Report



 Resources

   Field Name
   Function
    Autofil Task Values
   Once you have entered the time and allowances for the first listed Resource, click Autofill Task Values to prepopulate all other Resources. You can then amend any time entries for individuals by exception
    Select
   Click to add other Resources (who were not assigned to this Task at time of creation)
    Resource
   Resource name
    Start 
   This Resource's start time on this task. Time entered m ust be in 24hr format
    End
   The end time for this Resource for this task. Time entered must be in 24hr format
    Bre ak
   Enter any breaks for this Resource. Time can be entered as 0.5 for 30mins
    Paid Time
   The system will auto calculate the amount of time that is to be paid based on start, end and break times entered
    Allowances
   Select from the dropdown any Allowances this Resource is entitled to when preforming this task
    Quantity
   Enter the quantity for this Allowance
   Controls
   Refer to below for further details

Note: Start and End Times may show as Start and Duration. The format in which a Shift Report records you time is set by your Account Settings.

  
A   Allowance Control: Click to select Add Allowance or Delete Allowance from this Time Entry
B   Time Control :  Click to select New Time Entry (to add additional times to this task for this Resource) or Delete group (This will delete both the time entry line and the allowance.)

Adding Material Costs to Shift Report


Click on the Select Button to add materials to your Shift Report. Materials can be Assigned, Stock or New Materials. 


Assigned: Materials and their quantities that have been 'set aside' to under take this Task.
Stock: Materials that are listed on your Pure and Pricing Tables for consumption or resale.
New: Add 'ad hoc' materials that may have been purchased while undertaking these works.

Assigned Materials

Simply enter the quantity used within Used Today column at  A  for the item(s) used. Don't forget to click Save to save your values.


Stock Materials

Simply enter the quantity used whith the Quantity Column  B for the item(s) used .   Don't forget to click Save to save your values.


New Materials

See below table for full details. Don't forget to click Save to save your values.


C   Supplier: Select Supplier Name from the dropdown Or click on Add Supplier to create a New Supplier
D   Name :  Enter a descriptive name for this material
E   Code : Free text field to enter an internal code for this item
F   Unit Type (UOM): Enter the materials Unit of Measure ie each, box
G   Net Cost: This is the value this material is costing you (excluding GST)
H   Billable Price: This is the value you are charging your Customer for this material
I     Chargable Type/Frequency: Select from the dropdown how you wish to charge for this material ie Each, Hourly, Daily, Weekly, Monthly, Yearly, Once and No Charge
J    Quantity Used: Enter the number of units used
K    Is this Billable?: Ticking this box Yes will add this cost to your Billable Report and subsequent Customer invoice
L   Staff Reimbursement: Select Staff member name that this cost is to be reimbursed to
M   Add to Account Material List? Ticking Yes adds this material to your Pure Cost table as active, and your Base Pricing Table as an inactive material

Once all details have been entered on your Shift Report, don't forget to click Save to save your data. 
You will then be asked to Lock your Shift Report to further protect your data.



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