15.1 Reports (Report Groups)
Reports
To print a report, first select the person or load the filter as required, then select the report from the list
on the left. Select the date range, then click ‘Preview’ to view the report on screen before printing,
otherwise click ‘Print’ to print immediately.
You can print to PDF or Excel from here (the ‘Print’ button label will change name accordingly). You
can also attach the report to an email by selecting ‘Email’.
If you do not wish to print to the default printer and others are available, then click ‘Select Printer’ and
choose the printer you wish to print to.
More on date ranges:
Current Period: This will print the period, which includes today’s date (incomplete period).
Last Period: This prints the full period just before the current period.
Period Containing: Prints the full period, which includes the date selected from the calendar. If you
select ‘Period Containing’ it will print all the full periods between and including the dates selected.
Custom dates: This will print the exact ‘from’ and ‘to’ dates selected, but will not apply the pay group’s
periodic rules! (Example, first 40 Hrs NT then only allocate OT1.5). Instead JT will only print the sum
of all time categories for the dates selected.
If ‘Apply Paygroup Rules’ is selected, JT will apply the Pay Group rules to any full periods contained
within the custom date selection, all other daily totals, before and after the full periods will be summed
up without applying the rules, resulting in one total for the selected period.
Employees whose service has been ended will be included in reporting periods where they were still
active.
Note that any employees excluded from a report will be added to the log file at C:\JT
Data\Reports\Exceptions.txt
Report Groups
Report groups allow selected reports to be grouped together and assigned to users limiting specific
users to only use specific reports. Click ‘Add’ to add a new report group, and then select the reports
which that group will be able to use.
When setting up the user account (see the User Profiles section of the Configuration manual) the
appropriate adjustment group for each user can be assigned.
Report Groups are enabled from ‘Setup’, ‘System Configuration’, ‘Import Clockings’ tab.
Report Creator
The Report Creator is used to create or edit reports as per requirements. Click on ‘Setup’ then
‘Report Creator’ from the menu bar, then click ‘Add’ or select a report to edit, from the list on the left.
You will be presented with three tabs. If you are unfamiliar with the Report Creator, it is advisable to
click ‘Copy’ which creates an exact duplicate of the selected report, and then alterations can be made
without affecting the original. Once the new report is producing the desired results, one can delete the
original. To test the results, run the report while the Report Creator is still open.
General tab
The ‘Name’ of the report, will appear in the list on the left, while the ‘Title’ will appear at the top of the
report. There are several types of report:
A ‘Pay Totals’ report will only print the pay totals (applying the Pay Group rules), unless custom dates
are selected, then JT will only print the periodic totals for the custom dates.
A ‘Periodic Totals’ report will only print the periodic totals and will not apply the Pay Group
rules.
A ‘Daily’ report will print the daily totals and a choice of totals (‘Pay and Periodic’, ‘Pay only’,
‘Periodic Only’ or ‘No totals’).
A ‘Monthly (Week Rules)’ report would be used in conjunction with a similarly configured Pay Group,
and display weekly totals for a monthly period. If this option is checked, on the Totals tab an additional
option will appear, as pictured on the right. This option allows the weekly detail to be suppressed.
A ‘Horizontal’ report is similar to a Daily report except that it prints from left to right as opposed from
top to bottom. It will only print to Excel and no daily dates will be printed as they are shown
automatically in the column headers.
An ‘Access’ report will print the clocking and access times from the selected readers (access control
and time and attendance).
A ‘Visitors’ report will print the clocking times and details from the visitors. Note: To print a ‘Visitor’s
List’ report you need to eliminate clockings and devices etc. (transactional info) from the details. I.e.
only include names, surname and ID number etc.
The JT Trace option will only become available if the Trace module is enabled, and will provide
reporting related to this module.
The Job Costing option will only become available if the Job Costing module is enabled, and will
provide reporting options related to this module.
The layout of the report can either be ‘Landscape’ (horizontal on the page) or ‘Portrait’ (vertical on
the page). When a report is required to show many different details, it might be necessary to print
landscape to fit them on the page (some Timesheet reports should be landscape).
‘Page Per Person’ will only print one person’s details on a page if selected. However if the details
exceed the space on one page, JT will split the report onto multiple pages, but not combine two
people’s details onto the same page. This option is usually selected when employees receive a
printout of their timesheet. However to save paper, it is recommended to leave this unselected (JT will
not split a person’s details over two pages unless the details exceed the space on the page).
The ‘Print Border’ option, if selected, will print a rectangular border around the entire page of the
report.
The ‘Use Employee Header’ option is only available with daily reports. If it is selected JT will allow for
six possible options to be selected as the header information per employee. One can change the
options selected from the list, as well as their position on the report. This option also enables
Signature Options on the Totals tab.
JT also shows an example of the font selected for the header information, in the ‘Font’ example line.
To change the font, click ‘Change Font’ and select the desired font, size and style.
The ‘Space between employees’ can be set to distance the vertical space between each employee’s
information if more than one person is being printed on a page.
The Information Bar is printed at the top of the report just beneath the fixed information right at the
top (Company Name, Report Title and the Date and Time that the report was run). The Date Range selected for the report, Filter used on employees, Operator name and Page number can be printed
(or not), at the top or bottom of the page. Selecting the appropriate boxes in the Information bar can
construct this information.
Selecting Report Message will enable a text field just underneath where a message may be entered.
With this option enabled there will also be an input field available on the Reports window above the
report format buttons. Anything entered in this field will override what was entered in the default field.
Details tab
The details of the report are listed from top to bottom in this Details screen and represent columns in
the report from left to right. Each item (column) added to the report has its own settings associated
with it, and are independent from the other items. To show or edit an item’s settings, click on the item
and the settings will show in the ‘Item Details’ frame.
To add an item to the report, click the ‘Add Item’ button and then complete the details:
In the Item Details area, the ‘Field’ is the kind of information required from JT, and can be selected
from the drop-down list. This list is broken down into General information (dates, clockings etc.), Time
Categories, Counters and Employee attributes (names, departments, pay groups, etc.).
Each item must have a ‘Format’, e.g. dates may have different formats, while names would have a
text format. The Decimal(2) and Decimal(4) options are intended for use with Job Costing.
The 'Alignment’ selected will print the values accordingly (Left, Right or Centre) in the report column.
The ‘Length’ of the column is measured as horizontal size and not as characters. The ‘Caption’
entered here will be printed on the top of each column and this should describe the kind of information
in the column.
A ‘Vertical Line’ will be printed on the right-hand side of the column, if selected.
The ‘Print Trigger’ item/s will prompt JT to print the information to the report. Each report needs at
least one trigger. JT will print all of the columns, as listed in the details above, if one of the trigger
items has an existent value (not empty or zero).
Example 1: For a Late Arrival report one would only mark the Late Arrival time category as a trigger.
Then only in the event of late arrival will JT print all of the row details on the report, for all employees
with late arrival time E.g. Name, Date, Employee Number and of course Late Arrival time.
Example 2: For a Time Sheet report one would mark the Date as a trigger, to make JT print each date
in the date range on the report (each day always has a date, therefore will always print, regardless of
any other values in other columns).
The ‘Blank Zero’ option will leave a blank space on the report when there is no value or time, as
opposed to printing “00:00” on the report.
The ‘Only If’ option, if selected, will allow for further conditions to be set e.g. only if Late Out is greater
than zero. This will only print OT 1.5 if the Late Out counter has some value. These conditions can
only be applied to items which are print triggers, and only one per report. It is possible to trigger time
category fields based on counters and counters based on time categories, whether or not they are
being reported on.
Hide Empty - Selecting this option will hide the column completely if there are no values e.g. if you
only want to show the OT1.5 column when employees actually have OT1.5, use this option. Note that
if the report has employee headers, columns will be hidden based on values per employee. If the
report does not use employee headers, columns will be hidden according to values of all employees in
the report.
Columns can be moved left or right on the report using the up and down arrows on the Details tab.
Click on the item, and then click an arrow button on the right-hand side of the screen. The double
arrows will move a selected item 10 places instead of one at a time.
The ‘Copy Item/s’ button can be used to copy selected rows to memory. Copied items can be added
to reports by clicking ‘Paste Item/s’
Totals tab
The ‘Total Options’ are used to configure which totals are to be printed on the reports. Depending on
the report type (identified on the General tab), only certain totals will be available for selection.
If selected, ‘Periodic Totals’ and/or ‘Pay Totals’ will print at the bottom of each person’s daily totals.
‘Grand Total Period’ and/or ‘Grand Total Pay’ will print the sum of all totals, at the very end of the
report for all employees in the list. It is not recommended to include grand totals for timesheet reports,
as employees and/or supervisors who may receive a print of the timesheets will see the grand total on
the last person’s report, this may create confusion.
If the report type is ‘Monthly (Week Rules)’ the Totals section will have an
additional option that controls printing or suppressing of Weekly Totals.
JT will sort the employees on the report according to the ‘Sort Sequence and Sub Totals’
configuration, default order is according to employee list. There are three different sort levels and
optional sub totals for each sort level. As in the example above, JT will print each department, with all
employees assigned to that department, in alphabetical order. Then all employees within each
department will be sorted alphabetically according to their name. At the end of each department
printed, JT will print the total, and then begin the next department’s information on a new page. This is
useful when each different supervisor requires his or her own separate printouts. If ‘Sub Total’ or
‘New Page after’ is not selected then JT will simply ignore any sub totals, and not print the next
department onto a new page.
General Options
‘Underline Alternate Day Programs’ will mark any alternate day programs that have been applied by underlining them.
‘Sub-totals show short descriptions’ will allow space to be saved by only showing short descriptions
of sub-totals.
If selected the ‘Sub Totals use short descriptions’ will use the short description assigned to the “sort
sequence” item selected. (This would be Name in the image above). This option may be considered if
the department names are long, and will not fit onto the report. The subtotal descriptions are printed
on the left-hand side of the report under the first column. If the column is smaller than the department
name then JT will print the department name straight through the barrier of the first column. To solve
this, one can swap a short employee number column with a longer name column, or use a longer date
format.
‘Suppress Details’ will not print any daily or periodic details per person, only the totals per sort
sequence e.g. Department. Mainly used for management reports.
‘Suppress Copying of Dates in Excel’ - will prevent the date from being duplicated on every
additional row required for entries of the same day
Clocking Options
JT will ‘Underline Manual Clockings’ on the report if the option is selected, used to easily identify any manual clocking.
‘Show Duplicate Clockings’ will print duplicate clockings which have been combined into a single
clocking from the shift rules.
‘Match Original Direction in Columns’ will force ‘In’ clockings to only show in the ‘In’ column, and
‘Out’ Clockings in the ‘Out’ column.
‘Match Clocking Date’ - will show clockings with the date they occurred on, not necessarily the day
their shift started on e.g. on a night shift, to show the out clocking occurring in the following day
‘Exclude Job Costing Clockings’ - used with Job Costing, to exclude Job Costing Clockings from the report
‘Flag Job Costing Clockings’ - used with Job Costing, to indicate Job Costing Clockings on report
with #
‘Use TA Type from Devices’ - this option would be used in conjunction with Clocking Groups, in
order to calculate on/off duty times according to devices marked as ‘Used for Time and Attendance’
in Devices.
‘Show Percentage’ will calculate a percentage ratio of the number of employees in the report.
Flexitime Options would only be of use in the case that a pay group using Flexi is in place; the
options allow for presenting various Flexi values.
The Patrol Route Options will only be enabled if patrol routes are activated and the report type is
Access Control. ‘Underline Patrol Breaches’ will only underline any patrol route breaches in the
selected date range. The ‘Show Patrol Breaches Only’ option will exclude all standard access
control transactions except for any breaches.
Signature Options allow for the printing of lines for signatures of employee and authorized personnel.
An ‘Employee Signature’ line can be added, and the ‘Authorized Signature’ option can be used to
increase the number of authorized signature lines to a maximum of 5. Custom titles may be added for
each line.
A timesheet example report.
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