What is this?
The Reconciliation report compares the hours your crews report for each machine with the hours the machine actually ran. Reported hours come from your crew timecards, for example from HCSS HeavyJob. Actual hours come from the machine's telematics. When the two numbers do not match, the report flags the machine so you can fix the timecard or ask the crew.
Who's this for?
- Equipment managers, check that every machine that ran has hours on a timecard.
- Payroll and job cost, catch over-reported and under-reported hours before they reach a job.
- Project managers and superintendents, see which crews report machine hours correctly.
How to use it
Step 1: Open the report
In the main menu, go to Insights > Reports and click Reconciliation.
Step 2: Pick the time frame
Click the date button next to Filters. Choose Day, Week, Month, Year or Custom, then pick the period. The report opens on the current month.
Step 3: Read the summary cards
The cards at the top give you the size of the problem. Over-Reported and Under-Reported show how many assets are off and by how many hours in total.
Step 4: Compare reported and actual hours
The Asset List shows Reported Hours and Actual Hours side by side for each machine. The Alert column shows the gap, and Reported By shows who sent the hours. Click a column header to sort, for example by Reported Hours.
Step 5: Show only the machines that need a fix
Click Filters. Under Alert Status, select Over-Reported and Under-Reported. You can also filter by project, crew, asset type, ownership and more.
Step 6: Check the hours day by day
Click the hours of a machine in the list. The Daily Breakdown opens and shows reported and actual hours for each day, so you can find the exact timecard to fix.
Step 7: Change how the list is grouped
Use the panel on the left. Hierarchy lets you click an organization or a project to narrow the list. Group By lets you choose the levels: Region, Project, Asset Category, Asset Type and Product Class. Drag a level to change the order, then click Save.
Step 8: Download or share the report
Use the icons at the top right. The download icon gives you Download .xls or Download .csv. The share icon emails the report, and the first icon opens Table Settings to choose your columns.
Step 9: Schedule the report
Click Schedule Report to get the report by email on a schedule. Give it a name, choose Daily, Weekly or Monthly, then add the parameters and recipients.
The full details
- Where to find it: Insights > Reports > Reconciliation, in the web app.
- Reported Hours: the machine hours your crews report on their timecards.
- Actual Hours: the operating hours from the machine's telematics. On screen, one day counts at most 24 hours. Downloads show the full value.
- Idle Hours: the hours the engine ran without working, from telematics.
- Over-Reported (black, arrow up): reported hours are higher than actual hours by more than 1 hour for the period (default setting).
- Under-Reported (red, arrow down): reported hours are lower than actual hours by more than 1 hour for the period (default setting).
- Missing Report (orange): the machine ran more than 30 minutes, but nobody reported hours (default setting).
- Under utilized (yellow): the machine averaged less than 1 hour a working day (default setting).
- Not Working (gray): the machine was assigned to a project, but it shows no hours of either kind.
- Info icon next to Actual Hours: explains how the hours of that day were split, for example "Full day (single project)".
- Default filter: the report opens with connected assets only. Change this under Connectivity in Filters.
- Visibility: the report shows in your menu only when your company has it turned on. An admin can limit it to some roles.
Tips
- Run the report every week, before timecards go to payroll.
- Start with the biggest gap in the Alert column, it usually points to one wrong timecard.
- A Missing Report alert often means a crew forgot to add the machine to their timecard.
- Use Last Month in the date picker to close out the month.
