How to customize VOGSY spreadsheet reports

VOGSY provides a comprehensive suite of spreadsheet reports that give you direct access to all available data points. These reports are designed to be easily customized in Microsoft Excel or Google Sheets, allowing you to create your own pivot tables, graphs, and specialized views.

This article explains how to use our refreshable reports plugin to create and maintain your custom reports.

The key to customization is VOGSY's plugin for Microsoft Excel and Google Sheets. This tool connects your spreadsheet directly to your VOGSY data.

• Live Data Connection: When you refresh a report using the plugin, it retrieves the most current data from your VOGSY environment.

• Preserves Your Work: You can build custom charts, formulas, and pivot tables in separate tabs. When you refresh the raw data, your customizations will update automatically without breaking.

• Shareable Copies: You can save a local copy of any report. The plugin remains operational in that file, allowing you to safely share customized reports with other super-users.

Follow this process to ensure your custom reports are robust and refreshable.

Step 1: Understand the Report Structure

By default, each VOGSY report has at least three tabs:

1. VOGSY Data: Contains all the raw data for the report.

2. Report Info: Shows details of when the report was last refreshed and by whom.

3. Named Ranges: A technical tab that provides stable references to the data columns.

Step 2: Build Your Report Using "Named Ranges"

This is the most critical step for successful customization.

To ensure your custom formulas, pivot tables, and charts continue to work correctly after a data refresh, you must build them using the data references found in the 'Named Ranges' tab, not the raw 'VOGSY Data' tab. This provides a stable link to the data that won't break when columns are added or refreshed.

Step 3: Refresh Your Data

Once your custom tabs are built, use the VOGSY plugin to refresh the report at any time, and watch your charts and tables update with the latest data.

The following standard reports are available for download from VOGSY.
(In alphabetical order)

Accounts payable - Lists all of your outstanding purchase invoices received from suppliers per year and month.

Accounts receivable - Lists all outstanding invoices or partially paid invoices.

Audit trails - This report shows the history of the changes in roles and permissions granted to users.

Billability employees—This report lists the billability by month for each employee in your company. VOGSY also uses the same information to generate three charts: Billability per month, Billability per employee, and Project billability per department.

Calculations - Lists all calculations that have ever been created in VOGSY.

Contacts - Lists all of the contacts that have ever been created in VOGSY.

Customers - Lists all of the organizations that have ever been configured as customers.

Draft invoices - This section lists all draft invoices awaiting project manager approval. This step is necessary before you can send the invoice to the customer.

Deliverables - Lists all deliverables that have ever been created under a project.

Employees - Lists all active and archived employees.

Expenses - Lists all expenses that have ever been recorded per employee.

Financial KPIs - Lists the results of KPI calculations. VOGSY uses the same data from this report to generate the Financial KPIs chart.

Financial transactions - Lists all financial transactions per company and year/month.

Forward-looking invoicing - Lists the estimated total amount of all invoices for each month, starting with the current month and projecting forward for twelve months.

Leave budgets - Lists all past, current, and future leave budgets per employee.

Leave requests - Lists all approved and pending leave requests.

Opportunities - Lists all of the opportunities that have ever been created in VOGSY.

Opportunity bookings. - A report that Tracks the demanded resources with opportunities.

Outstanding Invoices - contains a list of all invoices currently sent to customers awaiting payment.

Planned vs. Actual - Displays the hours planned and submitted per week, per employee, and per activity, as well as the difference between the scheduled hours and actual hours.

Project Invoices - Lists all invoices ever created in VOGSY.

Projects - This report lists all projects created in VOGSY. It also contains an extra sheet called ‘Current Projects’ that lists the company’s active projects.

Resource planned hours - Lists all planned hours per employee and project.

Revenue actual and forecast - Lists all revenue for previous, current, and future months for each active project and opportunity.

Suppliers - Lists all the organizations that have ever been configured as suppliers.

Time entries - List all time entries that have been added in VOGSY. This report can be filtered by week, year, activity, and employee.

Trial Balance - Worksheet in which the balances of all ledgers are compiled into debit and credit account column totals.

Weekly revenue forecast for confirmed projects - Lists all revenue for each active project over future weeks.

Working hours vs. Submitted hours - This report lists submitted hours versus work hours for each employee or contractor, sorted by week. It allows you to easily see if an employee’s submitted hours match their available working hours.