Ajera Report Wish Book

Access the financial performance of a project while it’s in progress

Convert accrual basis income statement results to cash basis for tax planning and filing purposes

Produce client invoice backup after the client invoice has been finalized

Dissect and analyze the company income statement by project or any rollup of a project

Provide management with a single-page document that analyzes their company performance including key performance indicators for any period of time within a fiscal year

8 customized reports

Michael J Brennan

Reports that MAKE SENSE...

Ajera Report Wish Book is a collection of reports designed to improve

and advance the functionality of the Ajera software and end-user-workflow

efficiency. These are REPORTS. They are not widgets nor inquiries. The

complexity of the data that is required to generate certain information often

requires more than a widget or inquiry. It requires a customized report.

There are three forms of outputs (reports) present in the Ajera system.

They are reports, widgets, and inquiries. Planes, Trains, and Automobiles can

be used as an analogy to explain the reporting options in Ajera. For in-

stance, if you are traveling from Los Angeles to New York, then your best

mode of transportation would be via airplane; New York to Boston, a train or

car would be viable options; a quick trip to the grocery store, then an auto-

mobile is a likely choice. The same applies to reporting in Ajera whether you

should be using a report, widget, or inquiry. Often, Ajera users attempt to

solve all their reporting needs with a widget or inquiry. Unfortunately, that

simply does not work.

There is no “Google Maps” for Ajera reporting and the average Ajera

user cannot always effectively “judge the distance to be traveled.” Let’s look

at this way…personally, a three-hour car ride is typically my threshold for

determining my mode of transportation. If it is determined, I will fly, I have

to accept the fact I will not fly myself to the destination. I will have to book

a flight on a commercial airline. This would be the equivalent of a custom

report. Driving would equate to a widget or an inquiry.

To purchase any of the reports in this book or for additional information,

please email: mbrennan@unlockthedata.com

Indicate the report(s) you are interested in.

I will contact you to discuss installation options and payment.

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Introduction . . .

8 Powerful Customized Reports . . .

Gross Margin Performance Report ………………...……………...…. 4

The primary purpose of this report is to relate project performance to company performance. In other words, it will enable you to dissect and analyze the company income statement by project or any rollup of a project (PM, PIC, client, client type, project type, etc.).

Project Performance Report ………………………………………………. 5 The primary purpose of this report is to assist Ajera users with accessing the financial performance of a project while it is in progress.

Accrual to Cash Tax Preparation Assistant ……………………...…. 6 The primary purpose of this report is to assist Ajera users with converting accrual basis income statement results to cash basis for tax planning and filing purposes.

Outsourced Payroll Processing Assistant …………………….....…. 7 The primary purpose of this report is to assist with the processing of payroll within the Ajera system.

Billing Buddy…………………………………………………………………...…. 8 The primary purpose of this report is to assist with the processing of client invoices within the Ajera system. However, the main feature is the ability to produce client invoice backup after the client invoice has been finalized.

Billings and WIP Analysis ………………………….………………………. 9 The primary purpose of this report is to inform the reader of the dollar amount that is removed from the revenue stream (written off) in the General Ledger (GL) for the period specific on the report.

Ajera Dashboard ………………………….………………………...………. 10

The primary purpose of this report is to provide management with a single-page document that analyzes their company performance including key performance indicators for any period of time within a fiscal year.

Vendor Pay When Paid Report ………………………...………….…. 11

The primary purpose of this report is to inform the reader of invoice amounts currently due and payable to their subcontract / consultant vendors based on payment received from their client(s).

Table of Contents. . .

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The primary purpose of this report is to relate project performance to company

performance. In other words, it will enable you to dissect and analyze the company

income statement by project or any rollup of a project (PM, PIC, client, client type, project

type, etc.).

Gross Margin Performance Report Price:

$1400

Standard Report Equivalent: None

Background: An issue that has plagued the A&E industry has been determining

what projects have affected the bottom line and by how much on the company in-

come statement. This report solves that issue. Ajera users can now view the same

results of their income statement broken down by project. Gross margin, gross mar-

gin percentage, net margin (based on net service revenue), net margin percentage,

and net labor multiplier are all available on this report.

Report attributes include:

View a demonstration of the report in action here: http://www.unlockthedata.com/Videos/Gross Margin Performance Report.mp4

Views: Summary Detailed

Filters: Project Department Company Additional Filters Available

Sorts: Client Project Project Manager Principal in Charge Billing Type Client Type Project Type Company Custom Sorts Available (A performing or employee sort option is available)

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The primary purpose of this report is to assist Ajera users with accessing the financial

performance of a project while it is in progress.

Project Performance Report Price:

$1600

Standard Report Equivalent: None

Workflow Requirements: This report requires Reported Percent Complete (RPC)

values to be loaded into the Command Center of the Ajera system to function prop-

erly.

Background: The standard reports present in the Command Center lack advanced

functionality and KPI metrics sought after by many firms using Ajera. This report

was designed to fulfill that void. Further, many firms that use Ajera are successful

with maintaining RPC values in their system. However, the standard reports in the

Command Center include all the activity types in the results. This can cause false re-

sults when subcontractor invoices have not been received or not entered into the

Ajera system in a timely manner. This report solves that issue with an option to run

on labor activity only.

Report attributes include:

View a demonstration of the report in action here: http://www.unlockthedata.com/Videos/Project Performance Report.mp4

Earned Value Planned Value Projected Variance from Budget at Completion (an alternative to

Cost to Complete) Schedule Performance Index Cost Performance Index

This report is a bundled package that includes a Command Center version and a custom report version that will run for multiple projects at once.

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The primary purpose of this report is to assist Ajera users with converting accrual basis

income statement results to cash basis for tax planning and filing purposes.

Accrual to Cash Tax Preparation Assistant

Price:

$1000 Installed*

Standard Report Equivalent: None

Background: Maintaining both accrual and basis books in Ajera can be a time-consuming and frustrating experience for many Ajera Gatekeepers. Ajera does not always handle the cash basis side of a transaction in the correct manner. Identifying and correcting these errors can be challenging and a futile exercise if your Ajera Gatekeeper does not have formal accounting training. As a result, the decision is often made to forgo the maintenance of the cash books. That leads to accrual to cash conversion multiple times per year for tax planning and filing. Also, it is very common for A&E firms to segregate their payroll and other transactions into multiple accounts. This can present challenges for their tax preparers to consolidate the results for tax filing purposes. This report was designed to streamline and simplify the accrual to cash conversion and tax filing process. Report attributes include:

Accounts Receivable balance detailed by G/L account

Accounts Payable balance detailed by G/L account

WIP balance detailed by G/L account

Salaries Payable balance detailed by G/L account

Income Statement results grouped and totaled by common line items pre-

sent on IRS forms 1120S and 1065.

Clean Export to Excel

View a demonstration of the report in action here: http://www.unlockthedata.com/Videos/Accrual to Cash Tax Preparation Assistant.mp4

*Installed and Configured Price: $1,000

Self-Installation and Configuration Price: $750

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The primary purpose of this report is to assist with the processing of payroll within the

Ajera system. The report has functionality to identify common issues encountered when

processing payroll. It will also display a list of staff, along with their gross pay, that will

agree to the related payroll vendor invoice amount.

Outsourced Payroll Processing Assistant

Price:

$900

Standard Report Equivalent: None

View a demonstration of the report in action here: http://www.unlockthedata.com/Videos/Outsourced Payroll Processing Assistant.mp4

Background: Processing payroll using the outsourced model in Ajera is often shrouded in uncertainty. The main issue at play is there is not a standard report or inquiry that will de-tail the payroll service invoice by employee. Therefore, reconciliation with the outsourced payroll journal can be very challenging. The Outsourced Payroll Processing Assistant will not only detail this information by employee, but it will calculate and display the “expected payroll variance”. Report attributes include:

Highlight Common Issues: Identify active employees with no time in the system for the period defined Identify time entries within the defined date range that are not included on

the payroll service invoice. These are typically late timesheet entries. Primary Sorts: Department Employee Employee ID Secondary Sorts: Employee Employee ID

Report Restrictions: This report is not intended for Ajera users that encounter multiple rates of pay per employee per pay cycle. Please contact me to discuss your specific situa-tion. Customization are available to resolve challenging environments.

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The purpose of this report is to assist with the processing of client invoices within the Ajera

system. What separates it from any standard report or invoice format in the system is it

enables the user to produce client invoice backup after the client invoice has been finalized.

This can be accomplished weeks, months, and even years after the original invoice was

finalized and issued to the client.

Standard Report Equivalent: None

View a demonstration of the report in action here: http://www.unlockthedata.com/Videos/Billing Buddy.mp4

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Billing Buddy

Price:

$1000

Background: There are many scenarios in the A&E industry in which invoice backup is needed to be produced after the client invoice has been finalized in the system. Most Ajera users know this cannot be done via the original invoice interface. The invoice status has to be changed back to Draft and the invoice is Final printed a second time. Even then, making modifications to the related invoice format can be challenging in order to produce the needed information. Billing Buddy has several built-in sub reports that will replicate the most commonly re-quested invoice backup. Full timesheets, partial timesheets, labor details, expense details, in-house expense log data, etc. Additional detailed backup can be added. Just ask!

Report attributes include:

Backup reports including: Full Timesheets Partial Timesheets Labor Details Expense details In-house expense log Sorts: Project Client Cutoff Date Filters: Date Range Project Client

The primary purpose of this report is to inform the reader of the dollar amount that is

removed from the revenue stream (written off) in the General Ledger (GL) for the period

specified on the report.

Billings and WIP Analysis

Price:

$1000

Standard Report Equivalent: None

View a demonstration of the report in action here: http://www.unlockthedata.com/Videos/Billings and WIP Analysis.mp4

Background: There are several methods in Ajera to remove work in progress (WIP) from the Balance Sheet and the related revenue stream in the GL. Of those methods, only one results in a write off in the Ajera system (The Ajera system collectively includes the Income Statement, General Ledger, and all standard projects reports, widgets, and inquiries). As a result, the amount displayed throughout the system represents only a fraction of the true write off on a project or for a period of time. The above statement is contingent on the workflow procedures followed by staff respon-sible for processing client invoices. In our experience, few companies that use Ajera follow the required workflow procedure in such a manner that results in accurate write offs throughout the system. Hence, this report was developed. Report attributes include:

Views: Summary Detailed Filters: Project Department Company Additional Filters Available Sorts: Client Project Project Manager Principal in Charge Billing Type Client Type Project Type Company Custom Sorts Available

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The primary purpose of this report is to provide management with a single-page document

that analyzes their company performance including key performance indicators for any

period of time within a fiscal year.

Ajera Dashboard

Price:

$1600

Standard Report Equivalent: None

View a demonstration of the report in action here: http://www.unlockthedata.com/Videos/Ajera Dashboard.mp4

Background: The need for a report that provides all the key performance indicators on a single

page in an easy-to-read and printable format, has eluded many Ajera users for years. If your

company has been lucky enough to employ one, chances are, it is created offline in Excel or

other separate program from Ajera. This report will run directly out of your Ajera system. In a

few minutes or less, the user can have their one-page report ready for the company meeting to

discuss financial results.

Report attributes include:

Views: Summary only Filters: Company Sorts: None KPI’s Included: Net Service Revenue Net Labor Multiplier Utilization Billability Marketing Labor as a percent of Total Labor Breakeven Overhead Rate Accounts Receivable Turnover Gross Margin and Gross Margin Percentage Net Income and Net Income Percentage Looking for another KPI? Just ask! Customizations available.

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The primary purpose of this report is to inform the reader of invoice amounts currently due and

payable to their subcontract / consultant vendors based on payment received from their client(s).

Vendor Paid When Paid

Price:

$1400

Standard Report Equivalent: None

View a demonstration of the report in action here:

http://www.unlockthedata.com/Videos/Vendor Pay When Paid Demo.mp4

Background: Reasons why this report was created and shortcomings with the standard report from both a presentation and a work flow standpoint.

From a presentation standpoint: The reader no longer must sort through both positive and negative returns in order to compile a list of

Invoices that need to be paid, which can be time-consuming and cause errors. The standard report does not include Control totals to balance with or to provide confirmation totals of the invoices selected for payment. This report does.

From a workflow standpoint: The standard report fails to serve many users due to situation referred to as “trailing costs.” Trailing

costs are the consultant invoices that are received after the client invoice have been sent to the client. The consultant invoices relate to the same period of performance as the client invoice. However, since they were received after the client invoice was finalized in Ajera, they are not physically associated with the client invoice in the Ajera system. As a result, the standard report fails to provide the reader the cor-rect timing information in order to pay the consultants.

1. The standard report will only work with vendors identified as consultants in the system. Many firms utilizing Ajera have vendor invoices with an Expense activity type they want to pay on a pay when paid basis.

2. The standard report will not recognize these expenses because they do not have a consultant tag in the system.

3. The standard report does not include vendor invoices that have a WIP status of “Deferred”. Therefore, a separate report (Vendor Invoice Aging) needs to be run in order to get a complete balance due and outstanding to a vendor.

Highlights of this custom Vendor Pay When Paid report: The presentation is far superior to the standard report, and control totals are provided. SQL code has been programmed to recognize a custom workflow scenario. When the WIP associated

with trailing costs is cleared with same cutoff date as the client invoice is related to, the custom report will merge the data together. That will allow the trailing costs to be tracked and paid like they are re-ceived prior to finalizing the client invoice.

There is an option to include selected expenses in a separate report. All unpaid vendor invoices are included on the custom report. A complete vendor or project invoice history of both paid and unpaid invoices is available to assist the

reader in assessing the status of an invoice or group of invoices.

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