Generating Management Graphs

See Also

 

We've provided a wide range of graphs that give you overviews of key information that helps guide your management decisions. You can see overviews of cash receipts over the past year, receivables and how far out they are, where you're getting your jobs, how many of jobs you have of each type, and much more.

1.

On your Home page, click Graphs under Management Tools.

If Graphs isn’t in listed under Management  Tools, click Edit and add it.

The first time you use Graphs, Chronicle tells you a needed file doesn't exist on your computer, and it asks if you want to download it. Choose Yes. Then click Graphs again

2.

Chronicle automatically shows the New Graph screen: choose the graph category, the type of information to show, and the appropriate date range and other conditions. Then click Next to generate the graph.

A list of all available graphs and samples of the various graphs are shown below:

3.

Once you generate a graph, you have these options:

New Graph: Generate another graph. The new graph screen remembers your last choices, so if you want a similar graph with only a few conditions different, you only need to change those conditions.

Print: Print either the graph itself or the summary of graph values (the list you see with View Summary).

View Summary: See or print the figures the graph was based on.

Export: Export the graph to a JPEG file.

 (top right corner of the window): Close the graph window when done.

New Graph Screen

Graph to Generate

When you generate a new graph, you see a screen like this:

Graph by: Pick the type of information you want the graph columns to be based on. See the  list of all available graphs and samples of the various graphs below to see what your options are.

Showing: Choose whether you want to show number of jobs, amount billed, cash received, labor cost, labor hours, or receivables.

Conditions

You see different conditions depending on the graph you choose. A few graphs don’t have any conditions.

From/To Dates: Enter the starting and ending dates for the information to consider. Information on these dates is included.

Department: Lets you limit the graph to information related to a specific department.

Department Status: Indicate whether you want Any department status or whether you only want to include jobs where the department is Active, Pending, Completed, or Terminated. You can also choose Not Terminated; this includes any department that is active, pending or complete. Department Status is important to identify how many jobs that do and don’t make it to completion from various sources. This condition only applies to graphs showing the number of jobs.

Person/Org Type: If this entry appears, only people or organizations in the category you choose are included.

In the Role: If this entry appears, only people or organizations in the role you choose are included.

From the Source: If this entry appears, only jobs from the source you choose are included.

Appearance

The remaining entries affect the appearance of the graph:

Style: Indicate whether you want a Bar Graph, a Pie Chart, or a Donut Graph (like a pie chart but with an empty center).

Color Theme: For different graph appearance, try the different color themes here.

Show Values with Graph Captions: If this is checked (the default), then the value the bar (or pie section) represents is shown with the caption.

Show Percentages in Legend: This controls whether percentages are shown next to the corresponding captions in the legend or key at the right of the graph.

Available Graphs

With the exception of Billing by Month, Cash by Month, and Receivable Age, any of the graphs below can show number of jobs, amount billed, cash received, labor cost, labor hours, or receivables. (The link to QuickBooks must be on to see billing, cash, or receivables information.) Most graphs can be run for all departments or for individual departments, and most let you specify a date range and other conditions.

Department: This shows totals (of whatever you choose in the Show entry) for each department. You can limit this to a particular status with the Department Status condition.

Billing by Month (2-12 Months): This shows how much work was billed during each month. This graph requires a date range of 2-12 months; for a longer period, run this graph multiple times.

Cash by Month (2-12 months): For each month in the date range you choose, this shows the total of payments received. Payments in QuickBooks must be applied to job invoices; unapplied payments aren’t considered. This graph requires a date range of 2-12 months; for a longer period, run this graph multiple times.

Receivable Age: This shows the total receivables in these categories: 0-30 days, 31-60 days, 61-90 days, 91–120 days, and over 120 days.

Job Source: This shows the totals from each source.

Job Subsource: This shows the totals from each job subsource.

Category: This shows the totals in each category.

Subcategory: This shows the totals in each category and subcategory.

Sales Rep: This shows how much work was billed for each sales rep. (For this graph to work, you must have associated your QuickBooks sales reps with Chronicle employees; see Linking QuickBooks Sales Reps to Chronicle People starting on page 127.)

Related Person: For the person category you choose, this shows totals for jobs each person is associated with. This is useful to see the number of jobs associated with different employees, claims managers, adjustors, sub-contractors, etc.

Related Organization: For the date range and organization category that you choose, this shows totals for jobs associated with each organization. You can also limit this graph to a single organization.

City: This shows totals for each city that you worked in.

Job Source & City: For the job source you choose, this shows totals for each city that you worked in.

City & Related Org: For the organization category or name that you choose, this shows totals for jobs associated with that organization by city.

Zip: This shows totals for jobs in each zip code that you worked in.

Samples

Here are samples of a number of the management graphs you can produce with Chronicle. (This isn't the complete list, but only a representative sample.)

Receivables by Age

Receivables by Department

Cash Receipts by Month

Jobs by Subcategory

Jobs by Related Organization

Jobs by Source

Terminated Jobs

Jobs by City

Receivables by Age

Receivables by Department

Cash Receipts by Month

Jobs by Subcategory

Jobs by Related Organization

Jobs by Source

Jobs by City

Terminated Jobs by Organization