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# Why do exports show fewer hours worked than there actually were?

The hours are not counted wrongly — exports and summaries only add up the record entries that have been **approved**. If some entries are still waiting for a decision, their hours will not go into the total, so the report will show less than was actually worked.

| Important: Only entries with the **Approved** status count towards exports and summaries. **Pending** and **Rejected** entries are not counted.

The **Pending** status means the entry needs a decision from a manager (approval or rejection). It most often appears when:

* the work time **deviates from the plan**,

![Entries with the Pending status in the records](https://storage.crisp.chat/users/helpdesk/website/-/3/1/2/4/3124ad20f50ccc00/ppen-w120_16aa2dm.png)

* the entry was recorded **outside the schedule**.

# Approve entries before exporting

For all the hours worked to appear in the export, tidy up the records first and only then download the report.

1. Go to **"RCP System" → "Records"**.
2. Filter the list by the **Pending** status.
3. Approve the entries — individually (the green **"Approve"** button in the row) or in bulk (tick the entries and choose **"Approve"** in the top bar).
4. Only now go to **"RCP System" → "Exports"** and download the report.

|| Tip: With many entries the fastest way is the **Pending** status filter plus the **"Approve"** bulk action. More on reviewing and approving entries is in [Correcting and approving work time](https://help.proplanum.com/en/article/correcting-and-approving-work-time-1j8hrcd/), and on the exports themselves in [Exports](https://help.proplanum.com/en/article/exports-11tqxp0/).