Take a tour of Flexible Variance mode

Flexible Variance mode has similar features and functionality to the other modes. This page provides links to related documentation pages, but please keep in mind that there might be some differences there. Where there are significant differences, we’ve created new pages to document them (tagged with Flexible Variance mode).

While Flexible Variance mode might look slightly different from the other modes at first glance, its basic layout is the same: the toolbar along the top, dimensions on the left, and the grid in the center. It has many of the features you're familiar with in the other Analytics modes, along with some of its own.

1. Toolbar

The toolbar at the top has menus you use to change your view of the data, as well as some function buttons.

Menus

• Mode: This menu lets you change the mode, which is a pre-defined view of data that displays particular columns in the grid. Currently, Other modes is the only option in the menu, and it takes you back to the previous mode you were on.

• Properties: This menu lets you change the properties (information stored about a dimension) displayed in the grid.

• Stream: This menu lets you change the stream (series of data in the underlying database) displayed in the grid.

• Measure: This menu lets you change the measures (numerical data) displayed in the grid. The Count option allows you to replace the displayed measure value with the relative count of items in a specific dimension.

• Period 1, Period 2, and Period (breakdown): Similar to the menu that lets you change the period (timeframe) that applies to the data in the grid, these menus are the foundation of Flexible Variance mode. Firstly, select any two periods to compare and calculate the variance in the grid. You're not restricted to a current and previous period. Then select one of those periods (or another period) to add the applicable period columns to the grid. You then get a breakdown of the data for detailed analysis, allowing you to see if it’s trending in the right direction.

• Sparklines: Sparklines display the data in the breakdown period columns in graphical format, letting you see trends over the period. For example, a sharp decrease in the sparkline might signal a drop in sales, something worth investigating. Sparklines are available for these repeated columns, as they have the same structure (stream, measure, and period). If you don't want to see the sparklines, click Sparklines > Off to remove that column from the grid.

Function buttons

• Undo and redo: Undo and redo actions related to the calculation columns you added. For example, if you delete a calculation column, you can undo that action. Similarly, you can undo and redo changes you make to its formula.

• Chart: Click the Chart button to open the chart builder, where you can visualize your column data in a chart.

2. Focus, Matrix and filter tools

The filter box above the grid is unique to Flexible Variance mode. This is where you perform a quick keyword search to filter the grid, or access the Focus, Matrix, and Advanced filter features.

See Filter data in Flexible Variance mode.

3. Dimensions and nest view

The left panel displays the list of dimensions, as in other modes. However, there are two additional features. The filter above the dimension list lets you quickly find a particular dimension, which is useful when many are in the list. The Nest view feature sits right above the dimensions, making it easy to drag and drop at least two dimensions into the box to get a nested grid view (with levels you can expand and collapse).

See Add levels to the grid in Flexible Variance mode.

4. Grid

The grid contains the following elements: Columns, fx (formula) bar, right-click filter, and tabs (Grid, Chart, and Transaction view).

Columns

The following columns and column groups are in this mode:

• Code and Name: These property columns display the Code and Name of the entities in the selected dimension. You can add other properties as required using the Properties menu. For example, if you select the Customer dimension, you might want to add the Country and Region properties to see more details about each customer.

• Comparison group: This column group displays data (selected stream and measure) for the periods selected in the Period 1 and Period 2 menus. This data comes from your ERP. From this data, the variance is calculated:

  • Variance (Period 1 - Period 2): This is a calculation column showing the results of the variance calculation.

  • % Variance ((Period 1 - Period 2) / Previous)*100: This is a calculation column showing the results of the variance percentage calculation.

• Breakdown group: This column group displays data (selected stream and measure) for the period selected in the Period (breakdown) menu. For example, if you select the Last three months, you’ll see three columns, one for each of the three preceding months. The Sparkline column displays a summary of that data in graphical format.

You can take some actions with these columns and add your own custom columns. See Manage columns in Flexible Variance mode.

fx (formula) bar

The fx bar directly above the grid makes it easy to identify and understand the formulas used to calculate the values in the grid. When values in a column are based on a formula, the column header has a grey fx icon. Click any cell in that column to view the underlying formula in the fx bar. The formulas include a description of the referenced columns rather than just a reference to a cell number or coordinate, so you can easily see how the values are calculated.

If you add a calculation column, the fx bar changes to edit mode and you can enter your own formulas, either from scratch or using a range of inbuilt functions.

Right-click filter

Some columns in the grid have a context menu that displays when you right-click a cell in the column. This is a handy way to do an advanced filter based on a condition directly from the grid. See Filter data in Flexible Variance mode.

Tabs: Grid, Chart, and Transaction view

The tabs at the bottom of your screen provide different data views. These views mirror each other; they're based on the same data selections. For example, if you're looking at the grid and you change the period, when you go to the Chart view tab, that period is applied there too. In addition to responding to changes you make using the menus in the toolbar, the data and charts update according to the filters you apply and the dimensions you select.

• Grid view: This tab opens by default. This is the standard Phocas grid you're familiar with, where you view and analyze your data. For best results, filter and focus on data here before switching to another view.

• Chart view: Click this tab to view pre-built charts that allow you to visualize the data in the grid. These charts were created by Phocas for displaying the data in this particular mode. They save you time, as you don't need to create them yourself. It is possible for you to create your own charts (but you can't add them to the Chart view tab yet - feature coming soon).
• Transaction view: Click this tab to view the list of transactions that make up the data you see in the Grid view tab. The purpose of this tab is similar to the Transaction mode that's available with the other modes, but instead of having to open another mode to view the underlying transactions, you can see them right here within the same mode.