Checking report totals

If a report total looks wrong, check its period, filters and calculation state first. A list of clock records can include work that a calculated hour total excludes, and a blank or marked cell does not always mean zero hours.

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Read the marks

Open Info in the report toolbar and read the key at the foot of the panel, such as Reading the table, opening it if it is closed. It tells apart a measured zero, a figure with a calculation note, a dash where nothing was measured, and a person whose hours cannot be calculated. An ⓘ beside a person’s name means their figures were not calculated, and says why. A rule that empties a whole column is stated once in Info, not on the column. On a report of several blocks, Needs attention lists the blocks that need it; each row opens one. Wait for loading hour cells to finish before comparing or exporting them. A calculation still in progress is not a measured zero. A large list of records shows its rows first and then counts the whole report. While it counts, a spinner stands where the row count goes (point at it or tap it to read Counting rows…), each section heading shows a loading bar in place of its count, and Info says Counting rows…. The count, the section counts and Not included appear once counting finishes, so wait for them before comparing. After a Begin update to how hours are calculated, a report can show its earlier figures until Begin recalculates them. A download or print waits for the new figures, so it can differ from the screen meanwhile. Not included lists what a block read but did not count: unapproved time entries, shifts outside the Status filter, and availability, unavailability and time-off blocks, which a Shifts report never counts. Review in timesheets or Review in schedule opens them. On a report of several blocks, open the mark on the block itself. Chart too crowded appears when a chart holds more bars or slices than it can draw clearly, and says how far to filter it to read each one.

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Explain a difference

Hour totals use policies and rounding. Break, count and time-off columns are summed from records. Unpaid breaks or rounding can therefore explain a difference without any record needing correction. Totals compares Scheduled hours, Reported time, Paid time and Total hours with their record totals. Norm, overtime and premium columns have no equivalent record total to reconcile. A person summary adds people as you scroll. Until the last of them is shown, the comparison covers only the people shown so far, and Totals says how many of the report’s people that is. For example, an eight-hour pending entry can appear in the record list without contributing to calculated hours. Review and approve it in Timesheets if it is correct, then wait for recalculation before exporting. When the figures agree and no rule needs explaining, the table can have no explanation control at all.

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Recover an unavailable figure

A permission restriction can also withhold figures that would reveal unpublished shifts. Ask an administrator to check access rather than treating those cells as zero. A rule can remove whole rows rather than figures. A leave table holding only colleagues you cannot see keeps none of them, and says All rows withheld with the rule in place of its rows. No filter change brings those rows back, so ask an administrator to check access rather than reading the period as empty.

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Compare a chart with a table

Charts that sum paid time by person or date use calculated hours too. Counts and break or time-off figures come from records. Other chart groupings may not support the same hour calculation. A chart waits for its whole calculation before it draws anything, because every bar and every metric figure adds people together. While it waits it shows a placeholder instead of a figure, so a chart that has not finished is never a zero. If the calculation stops before it finishes, the block says Still calculating and offers Try again. A chart that says Not calculated because your role cannot start the hours calculation needs access, not another try: ask an administrator for access to those people’s timesheets. After a Begin update to how hours are calculated, a chart can keep its earlier figures until they are recalculated. Open Info, where a chart a permission rule shortened is listed under Needs attention with the rule, then compare the same measure, people, period and filters. A chart’s own menu offers View chart data, which replaces the plot with a table of its labels and values, listed in the order the plot draws them and without the empty buckets the plot hides. A breakdown of more than eight series is the one difference: the plot and a downloaded file fold every series past the seventh into Other, while the table names each one. Changing the picture from a chart to a table does not, by itself, explain a difference.

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