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Activities
All activities such as project management, research, design, etc. that are performed for a project.
Activity status
Time entries and additional services can have the status "open" or "locked":
Open services
Open time entries and additional services can be edited and their total used as a template for invoicing.
Locked services
Locked time entries and additional services can no longer be changed (unless they are unlocked again). If "open" services are used to create invoices, their status is changed to "locked".
Additional services
All additional project costs such as external costs, flat rates, hardware, travel expenses, etc.
Billable
All billable amounts of a project.
Billed
The sum of all billings / billing items of a project or customer.
Billings
Billing items created for a project/customer. Settlements are deducted from the budget for projects with fixed price.
Budget
The financial or time frame of a project. All project services provided within the financial or time frame are "in budget". All other services are "over budget".
Profitability
The difference between costs and billed amounts as a percentage.
Remaining hours
They are based on the budget and tracked time so far. They does not take planned time into account.
For fixed hourly budgets
Estimated Remaining = Hours Budgeted - Hours Spent
For fixed amount budgets:
Estimated Remaining = Budget Remaining / Current Hourly Rate*
*some information for the Current Hourly Rate:
If the project has zero tracked time, then the rate is based on the values set on the project, which depends on the Bill By.
If the project is Bill By Task or Bill By User, then the average of the hourly rates is used. Otherwise, the Calculation Hourly Rate is used.
If the project has tracked time, then the hourly rate is calculated based on the amount spent divided by the hours spent.
Residual budget
The remaining financial or time budget of a project. Not available for projects that are billed on a time and materials basis.
Services
The amount of all monetary activities (including activities over budget) and all billable additional services. For projects with a time allotment, instead of the monetary value of the activity, the tracked work time counts.
Service contribution
The activity contribution is the difference between billable activities or activities in the budget and employee costs.
Settlement type
The billing type of a project. Projects can be billed with fixed price, by effort or not.
Stars
The accuracy index of time entries provides information about how close in time a time entry was created on the respective day. If a time entry is created on the same day, it has a higher index than an entry that was created or changed days later.
Note: Subsequent modification of another employee's entry, such as by project managers during timesheet checks, has no effect on the accuracy index.
3 stars - The entry was created or modified on the same day or within 12 hours after that day.
2 stars - the entry was created or modified within 12 hours to 36 hours after that day.
1 star - The entry was created or modified within 36 hours to 72 hours after that day.
Unknown - The entry was created or modified more than 72 hours after this day.
Tags
Tags can be assigned for all projects, employees, customers and services and used as filters in the planning lists.
Functions:
Common tags for projects, employees, customers and services
Filtering by tags within team and project planning
Filtering by tags within absence management
Central tag management in the account settings (Admins Only)
Timesheet
Timesheets are all tracked working hours of an employee for a week. Timesheets can be approved or rejected using the timesheet validation. The week of a timesheet that has already been approved is locked and cannot be subsequently changed by the employee.
Timesheet validation
Manual timesheet validation requires the validator to manually check and approve or reject the timesheets of each assigned employee. CoffeeCup also alerts the validator when new or resubmitted timesheets are ready for validation. If the validator rejects the timesheet, the employee is notified and can make corrections. He can then resubmit his timesheet for approval.
With the automatic timesheet validation, CoffeeCup automatically checks the timesheets of the corresponding employee based on the criteria selected in the settings. The validation is performed at the beginning of each new week. If the check is successful, the employee's timesheet is automatically approved and no further action is required by the validator. If CoffeeCup rejects the timesheet, the procedure is the same as for the manual timesheet validation.