The Scenario
You are a PMO lead at a professional services firm. The quarterly resource review is three days away. Your firm runs all project work through ERPNext — projects, tasks, assignees, estimated hours, actual hours. Somewhere in that data is the answer to the question you get every quarter: who is over-allocated and who has capacity?
ERPNext's project reports answer this for one project at a time. You need to see it across all 22 active projects, in one Excel workbook tab, so you can have a real conversation with delivery leads about reshuffling assignments before the next quarter starts.
The manual path: open ERPNext, run the project report for project 1, note the task assignees and hours. Open project 2, repeat. 22 times. By the time you have copied all the hours into a workbook, your notes are already out of date and you have not done any analysis yet.
The bad version of the quarterly review:
- Open ERPNext project list, filter to active
- Click into each project, note task assignees and hours
- Paste into a working Excel tab, 22 projects' worth
- Build a pivot manually to sum actual hours by assignee
- Notice three projects have unassigned tasks because nobody updated ERPNext
- Chase delivery leads to fill the blanks
- Walk into the resource review with a pivot that took four hours to build and data that is three days old.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI queries ERPNext for all active projects and their task details in one call, writes everything into the workbook, and can build the summary view in the same pass.
Open the SheetXAI sidebar and type:
List all active ERPNext projects and for each project fetch its tasks including assignee, status, estimated hours, and actual hours. Write everything into the Task Detail tab with one row per task: project name, task name, assignee, status, estimated hours, actual hours. Leave assignee blank if the task is unassigned.
SheetXAI queries ERPNext, iterates through all active projects and their tasks, and writes one row per task. A 22-project instance with 8 tasks per project average gives you 176 rows in the workbook, ready for the pivot.
What You Get
A complete cross-project task list in the Task Detail tab:
- Project name, task name, assignee, status — one row per task
- Estimated hours, actual hours — pulled from ERPNext
- Unassigned tasks visible immediately — blank in the assignee column, not hidden
A pivot table on assignee gives you total actual hours per person across all projects. That is the over-allocation map. Build it from the Task Detail tab in two clicks.
What If the Data Is Not Quite Ready
Cross-project reporting surfaces data quality issues fast. SheetXAI handles them in the same prompt.
When you want the summary pivot built automatically, not by hand
List all active ERPNext projects and their tasks with assignee, status, estimated hours, and actual hours — one row per task in the Task Detail tab. Then create a second tab called 'By Assignee' with one row per assignee showing total estimated hours, total actual hours, and utilisation percentage (actual divided by estimated). Sort by actual hours descending.
When you only want open or in-progress tasks
The review only covers active work, not completed or cancelled tasks.
List all active ERPNext projects and their tasks where task status is 'Open' or 'Working.' Include project name, task name, assignee, estimated hours, and actual hours — one row per task in the Task Detail tab.
When you need to flag tasks where actual hours have already exceeded estimated
List all active ERPNext projects and tasks with assignee, estimated hours, and actual hours in the Task Detail tab — one row per task. Add a column called 'Over Budget' and write "YES" for any task where actual hours exceed estimated. Leave it blank otherwise.
When you need raw task data, over-allocation flags, unassigned task flags, and a summary paragraph in one pass
List all active ERPNext projects and their tasks with assignee, status, estimated hours, and actual hours in the Task Detail tab — one row per task. Write "UNASSIGNED" in the assignee column for tasks with no assignee. Write "YES" in the 'Over Budget' column where actual exceeds estimated. Then write a paragraph at the top of the Task Detail tab summarizing: total active projects, total tasks, total employees with assignments, number of unassigned tasks, and the three most over-budget tasks by hours variance.
The pattern: raw task pull, enrichment, flagging, and summary narrative are one instruction. The resource review starts from a complete picture.
Try It
Get the 7-day free trial of SheetXAI and run it before your next quarterly resource review. The ERPNext integration is included in every SheetXAI plan. For related workflows, see how to import timesheet entries into ERPNext from a project hours workbook or the ERPNext in Excel overview.