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  • Analytics
    • Take a tour of Analytics
    • Work with the grid
    • View a summary of the data
    • Customize your view (Analytics)
      • Change the mode
        • Period mode
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      • Change the properties (Analytics)
      • Change the measures (Analytics)
      • Change the stream
      • Use the activity filter
      • Change the data format
      • Change the period (Analytics)
    • Drill down into your data (view transactions)
    • Filter data (use dimensions)
    • Select data (Analytics)
    • Focus on data (Analytics)
    • Copy or export data
    • Search for data
      • Perform a basic search
      • Perform an advanced search
      • Search for similar or comparative data (right-click filter)
    • Add levels to the grid (grid nesting)
    • Compare data with Matrix mode
    • Get more options for viewing data
    • Visualize your data in a chart
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      • Map charts
      • Configure the chart options
      • Select and focus on a chart segment
      • Export a chart as an image
      • Use the chart legend
    • Save favorites and add to dashboards (Analytics)
    • Reset data
    • Phocas AI
    • Flex Modes
      • Switch modes
      • Filter data (Flex Modes)
      • Apply conditional formatting
      • Add levels to the grid (Flex Modes)
      • Manage columns (Flex Modes)
      • Save and share a favorite (Flex Modes)
      • View your data in a chart (Flex Modes)
  • Financial Statements
    • Take a tour of Financial Statements
    • Overview of access to financial statements
    • Customize your view (Financial Statements)
      • Change the properties (Financial Statements)
      • Change the measures (Financial Statements)
      • Change the period (Financial Statements)
      • Change the current data
      • Change the budget data
      • Change the columns
      • Change the style
      • Change the rows (activity filter)
    • Filter the financial information
    • Select and focus on data (Financial Statements)
    • Copy or export financial information
    • Add a level in a financial statement
    • View financial information in a matrix (change column groups)
    • Add and view comments (Financial Statements)
    • View transactions (Financial Statements)
    • View financial information in a chart
      • Create a Pie and Donut chart (Financial Statements)
      • Create a Value card
      • Export a financial chart widget as an image
    • Save and share favorites (Financial Statements)
    • Add financial analysis to a dashboard
    • Manage financial statements
      • Overview of financial statements and dimensions
      • Create a financial statement
      • Delete a financial statement
      • Customize a financial statement
        • Rename a financial statement
        • Reorder a financial statement
        • Customize account groups
        • Customize calculations
          • Functions for Profit & Loss calculations
          • Formulas for financial ratios
        • Customize headings and spacers
        • Set the revenue row in a Profit & Loss statement
        • Customize columns
        • Customize a Cash Flow statement
          • Common account mapping for Cash Flow statements
        • Rebuild the database
      • Set the financial year end date
      • Map the Retained Earnings account(s)
      • Restrict access to accounts
      • Manage budget streams (Financial Statements)
        • Create a budget (Financial Statements)
      • Use statistical streams
      • Use multiple currencies
      • Manage dimension groups
      • Map categories from your Chart of Accounts
  • Budgets & Forecasts
    • Overview of key terms and concepts
      • Budgets versus forecasts
      • Users and data access
      • Relationship with the Financial Statements module
      • 3-statement budgeting
      • Filtering methods
      • Demand planning
      • Loan repayments
    • Take a tour of Budgets & Forecasts
      • Explore the budget workbook
      • Explore the forecast workbook
      • Explore the Balance Sheet and Cash Flow budgets and forecasts
    • Customize your view (Budgets & Forecasts)
      • Filter a worksheet (search for items)
      • Group period columns
      • Use layouts
    • Use session filters
    • Edit values in a worksheet
      • Open workbook notes
      • Use keyboard shortcuts
      • Copy and paste values
      • Use comparison rows
      • Use sum and working lines
      • Use formulas
      • Spread totals
      • Revert to the baseline values
      • Edit the Balance Sheet budget
      • View and use headcount data
    • Refresh a workbook
    • Use workflows
      • Contribute to the workflow
      • View the workflow history
      • View workflow comments
    • View budget information in a chart
    • Open baseline, comparative, or opening balance data
    • Review the budget or forecast
      • Add and view cell comments
      • View and restore the cell history
      • View the audit log
      • Compare actuals, budgets and forecasts
    • Export a workbook or worksheet tab
    • Manage budgets and forecasts
      • Create a budget workbook
        • Filtered budget or forecast
        • Multi-currency budget
        • Unclassified data
        • Period types in budgets
        • Additional measures for driver-based budgeting
      • Create a forecast workbook
      • Clone a workbook
      • Import a budget or forecast
      • Edit the workbook setup
      • Roll a budget forward
      • Add more detail to a budget or forecast
      • Add worksheet tabs (drivers)
        • Balance Sheet and Cash Flow tabs
        • Manual Entry tab
        • Database tab
        • Headcount tab
          • Headcount tab FAQs
        • Reference tab
        • Lookup tab
        • Allocations tab
        • Scratch Pad tab
      • Manage worksheet tabs
      • Add notes to a workbook
      • Customize the format of measures
      • Manage the workflow
      • Manage user access and notifications
      • Publish a budget, forecast or other worksheet tab
      • Fix the baseline in a budget
      • Delete or restore a workbook
      • Delete a stream (Budgets & Forecasts)
      • Troubleshoot performance issues
  • Rebates
    • Overview of rebates
    • Get started with Rebates
    • Projects
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      • Rebates calculation methods
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      • Pro rata rebates
    • Calculations
      • Run a calculation
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      • View calculation results and transactions
      • Post calculation results
    • Seasonal calendars
    • Rebates analysis
    • Rebates near miss analysis
  • CRM
    • Overview of CRM
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      • Microsoft 365 Outlook calendar integration
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    • CRM administration
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    • Manage dashboards
  • Administration
    • Overview of access to data (Administration)
    • Users
      • Add, update or delete a user account
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      • Create a user template
      • Manage a user's database access and restrictions
      • Manage user passwords
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    • Profiles
    • Folders (Administration)
    • Favorites (Administration)
    • Dashboards (Administration)
    • Subscriptions (Administration)
    • Periods (Administration)
      • Period types
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    • Sync Sources
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      • Modify a database
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      • View and revert to older design versions
      • Add a budget file to a financial database
      • Add a budget file to a non-financial database (easy budget upload)
    • Sync
      • Automatically join or split items during Sync (split view)
      • Schedule the sync process
      • Migrate Sync
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    • Reserved words and characters
    • End of year maintenance tips
  • OTHER INFORMATION
    • File upload
    • Encrypt (share secrets)
    • Glossary
    • Release notes
      • Analytics release notes
      • Financial Statements release notes
      • Budgets and Forecasts release notes
      • Rebates release notes
      • Administration release notes
    • System requirements
    • Technical limitations
    • Security information
    • Scheduled upgrade and maintenance periods
    • More help and support
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  1. Analytics

Take a tour of Analytics

Learn about the key elements of the Analytics user interface (UI).

PreviousAnalyticsNextWork with the grid

Last updated 3 months ago

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In Phocas, when you open an operational database (such as Sales, Purchasing, or Inventory) via your homepage, dashboard, or some other means, it opens in the Analytics module.

Analytics has three key elements, as identified by the numbers in the image and explained below.

The grid is where you view and analyze your data to uncover important insights and get answers to your questions. Initially, the grid displays a summary view of the data (aggregation of transactions) in the underlying database. This high-level overview of the data is the starting point for your analysis. As you drill down into the data, the grid updates accordingly.

During your analysis, the status bar (sometimes called breadcrumbs due to its appearance) displays above the grid. It's shows the various selections and settings you have applied, including search criteria, matrixes, and custom periods. This information is useful when you want to review the path you've taken or remind yourself of the actions you took along the way.

In the following example, the status bar shows the actions that were taken during the analysis session. A custom period (January 2022 to February 2022) was applied, one product class (A) was selected and focused on, and three product sub classes (DL, FL and LD) were selected and focused on. When you hover over an item in the status bar, a tooltip displays more information.

Depending on your analysis, you might see the following items in the status bar:

  • Custom period: If you apply a custom period, a clock icon displays with the current start and end dates.

  • Focused data: If you select and focus on data, a filter icon displays with the dimension name, along with the code(s) of the focused data in brackets. If you have focused on more than three rows of data, only the count of those rows displays in the brackets.

  • Search criteria: If you search for data, a filter icon displays with the dimension name, along with the search term plus any search criteria (such as 'like') in brackets.

  • Matrixed items: If you select and matrix data, a matrix icon displays with the dimension name, along with the count of rows in brackets.

This information about the data is also available in the Information window.

The panel on the left has the following elements:

The toolbar on the top has several menus and action buttons you can use to:

Dimensions: View the list of dimensions in the underlying database, such as Sales Rep or Product Class. Use these dimensions to to the statement grid and to focus on specific information. You can hide this list if you want better view of the grid.

, , , and buttons: Use the buttons above the dimension list to focus on specific entities within a dimension, reset the grid to the default view, transform the grid into matrix mode, or return to the summary (high-level) view of the data.

, such the properties, measures and data stream that display and the time period that applies. You can also change the mode, which is a pre-defined view of data that displays particular columns in the grid.

: Take your analysis results further, such visualize the data in a chart or export the data to another application.

add levels
filter the data
Focus
Reset
Matrix
Summary
Change your view of the data in the grid
Get more options for viewing data

Watch these videos:

  • Phocas Academy:

  • PUG Training:

Explore the analysis grid
Grid 101