Transaction Master Summary Report
Overview
The Transaction Master Summary report provides a list of detailed pay and bill transactions from the pay and bill master tables. Transactions originate from the time entry system (i.e. ) or are manually entered in payable or billable charges.
Use this to drill down to the lowest level of detail for a particular transaction which includes client, bill-to client, job/placement, bill/pay, invoice details, date, hours/rate/amount.
Bullhorn Support is able to assist you with navigating the sample reports but are unable to build customizations on the reports for you. You'll need a Business Intelligence specialist who is familiar with writing database queries.
Best Practices
Payroll and Billing Specialists should run this report after billing processes are completed as a quick data validation or “smoke test”. This can often surface any issues that may have occurred so they can be quickly addressed.
If additional detail is needed, the Payroll and Billing Specialists would run the Transaction Master Detail Report.
Managers and/or colleagues in financial positions should run this report after billing processes are completed so they have a high-level of understanding of the weekly pay/bill numbers.
If any numbers seem to fall outside of the “norm”, the manager has an opportunity to speak with the Payroll and Billing Specialists to obtain clarification.
Report Uses
There are multiple scenarios where the Transaction Master Summary Report can be utilized. A few recommendations for use include:
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High level visibility to Pay Bill data: Management often wants to view Pay Bill data at a high level, rather than the details at a transaction level.
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Validation Tool: the Summary report can be used as a “smoke test” by the Payroll and Billing Specialists to validate totals, especially against numbers that were manually entered.
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Research Tool: Occasionally research is needed against Pay or Bill data. The Summary Report can more quickly assist with research to identify issues or gaps. Once areas are identified, the Detail Report can be run to view specific details.
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Reconciliation Tool: When conducting a reconciliation, the Summary Report can be utilized to “tick and tie” totals quicker and easier than using the Detail Report.
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Trending by Department/Branch: By running two reports for a different time period, comparing the results can identify trends, areas needing improvement, issues, or areas of success.
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Examples: comparing pay and bill by the following earn codes, Holiday, PTO, Sick, or Per Diem across months or quarters.
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Client Reporting: Sales may want to provide client billable data broken down by earn code, in an effort to consult with clients regarding trends or solutioning for client concerns.
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Example: if the client’s OT hours are increasing, the salesperson may consult with the client regarding adding resources as a cost savings measure to avoid paying higher OT bill rates.
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HR/Finance: some Agencies provide employer paid (not billable ) holiday pay, PTO, sick pay. The report could be leveraged by the Finance Department to identify trends in usage/payouts and forecast potential financial impacts based on the trends. In addition, HR can leverage the Summary Report to ensure compliance for state laws around Sick Pay.
Running the Report
When you run the Transaction Master Summary report, you are prompted to select a period end date range, along with the option to add additional criteria to return a more specified list.
Report Criteria
These options are available as criteria:
- Bill to Client
- Billable Transaction Status
- Candidate
- Client Corp
- Payable Transaction Status
- Placement Type
- Period End Date
- Show Billable and/or Payable Transactions
- Transaction Date Range
Fields
These fields are available on the report:
| Data item in report | Definition |
|---|---|
| Amount | Quantity * Rate |
| Bill Item | Represents revenue category for the charge that is linked to a GL account; Determined from the related earn code's bill item field |
| Bill Master ID | ID of Billmaster from relevant pay/bill details |
| Bill Master Transaction ID | From relevant pay/bill details |
| Bill Status | Billable Charge status |
| Bill or Pay ID | Billable or Payable Charge internal system ID (1 bill or pay ID can consist of multiple bill or pay master IDs) |
| Bill or Pay Master ID | Billable or Payable Master internal system ID (multiple pay or bill master IDs roll up to a single bill or pay ID) |
| Bill-to Client | The name of the client who receives the invoices |
| Bill Unit | |
| (Billable Charge) Description | Title of charge |
| Billable Charge Earn Code | Code that defines the transaction by Time, Amount, or Unit: Reg, OT, DT, Expenses, tests, etc. |
| Billable Charge ID | |
| Billable Amount | Billable charge total bill |
| Billable Hours | Billable charge measure of time |
| Billable Profile ID | From the billing profile on the related company |
| Billable Rate | Billable charge rate |
| Billing Period End Date | Period end date of the transaction |
| Candidate ID | Candidate's internal system ID |
| Candidate Name | Candidate's name |
| Class | General category to describe the placement's empl type (i.e empl type = contract, then it's consultant hourly). Depending on the transaction, it's determined from the charge, placement or related earn code. |
| Client | The client's name |
| Currency | The currency the transaction amount is in |
| Earn Code | Code that defines the transaction by Time, Amount, or Unit: Reg, OT, DT, Expenses, tests, etc. |
| Employment | Employee placement type: direct hire, contract, contract to hire |
| Employee Type | Employee hiring status: W2, IC, etc. |
| GL Segment 1 | Accounting ownership value from billable/payable charge; if blank, then from the placement |
| GL Segment Name 1 | Accounting ownership description from billable/payable charge; if blank, then from the placement |
| GL Segment 2 | Accounting ownership value from billable/payable charge; if blank, then from the placement |
| GL Segment Name 2 | Accounting ownership description from billable/payable charge; if blank, then from the placement |
| GL Segment 3 | Accounting ownership value from billable/payable charge; if blank, then from the placement |
| GL Segment Name 3 | Accounting ownership description from billable/payable charge; if blank, then from the placement |
| GL Segment 4 | Accounting ownership value from billable/payable charge; if blank, then from the placement |
| GL Segment Name 4 | Accounting ownership description from billable/payable charge; if blank, then from the placement |
| GL Segment 5 | Accounting ownership value from billable/payable charge; if blank, then from the placement |
| GL Segment Name 5 | Accounting ownership description from billable/payable charge; if blank, then from the placement |
| Invoice | ID auto-assigned when the invoice is finalized. This is the ID used to pass onto the client and accounts receivable for reference. |
| Invoice Date | Date assigned when the invoice is finalized. This will be the date to use in the calculation for payment terms. |
| Invoice Status | What stage the invoice is in. Statuses are New, Ready, Hold, Finalized. |
| Job Posting ID | Job posting's internal system ID |
| Job Title | Job posting's title |
| Pay Amount | Payable charge total pay |
| Pay Hours | Payable charge measure of time |
| Pay Master ID | |
| Pay Rate | Payable charge rate |
| Pay Status | Payable charge status |
| Pay Unit | Measure of payable charge |
| Payable Charge | Charge Id |
| (Payable Charge) Description | Title of charge |
| Payable charge from earn code | From payable charge information |
| Placement ID | Placement's internal system ID |
| Period End Date | Last date in period when the transaction occurred |
| Pre-Invoice ID | Internal system ID auto-assigned when the invoice is created |
| Quantity | Amount or number of the transaction |
| Rate | Pay or bill rate of the transaction |
| Recording Date | Date the transaction was recorded |
| Status | Bill or pay transaction current state: not ready to pay or bill, ready to pay or bill, invoicing, invoiced, processing, exported, etc. |
| Transaction Date | Date the transaction occurred |
| Transaction Origin | Creation point: PeopleNet, Timesheet, Expense Report, Billing Event, Revenue Event from BillMaster or PayMaster |
| Transaction Source | Bill or Pay transaction |
| Transaction Status | Time entry status: submitted, approved, etc. |
| Transaction Type | Transaction purpose: Billable, Payable, Burden, Standard Cost, Discount, Rebates, etc. |
| Unit | Unit of Measure (i.e. hours, days, miles, etc) |
Related Articles
- Billable Charge Detail Report
- Gross Margin Report
- Invoice Register Report
- Payable Charge Detail Report
- Unbilled Charges Report
- Permanent Placement Billing Summary Report