Customize your view (Financial Statements)
Change the standard view of a financial statement to suit your analysis and reporting needs.
When you open a financial database, the first financial statement you see and the way it looks is determined by the default view, which initially is a ‘standard view’ that is set up by the person in your organization who has permission to manage custom statements.
You can change your view of the financial statements to suit your needs. Nothing you do here affects any of the data in your ERP system, so you can change the view as much as you like, then can slice and dice the information right down to the transactional level.
When you set up a view of a particular financial statement type, if you switch to another statement of the same type, the view is applied to that statement too. This gives you a dynamic, flexible way to view your financial data. For example, your organization might have multiple versions of the Profit and Loss statement.
Watch this Phocas Academy video: Customize your statement view
Change the contents and layout of a financial statement
The toolbar above the grid contains the following menus (tools) you can use to customize your view of the data in the grid.
When you open Financial Statements, the first financial statement you see and the way it looks is determined by the default view, which initially is a standard view that is set up by the person in your organization who has permission to manage custom statements. You can change this view as much as you like and then slice and dice the information right down to the transactional level. Nothing you do within Financial Statements affects any of the data in your ERP system.
Change the statement
Use the Statement menu in the top left corner to switch between your Profit and Loss, Balance Sheet, Cash Flow statements, and Trial Balance statements. This menu also includes quick links to your Phocas Analytics modes, if applicable.
Click the Statement menu to view the list of statements, then select the statement you want to view. The corresponding financial information is displayed in the grid at the summary level, as indicated by the blue Financial Statements Summary button.
Change the layout and contents of a statement
Use the menus in the toolbar to change how a financial statement is displayed and clearly see the information that you're interested in.
| Menu | Description |
|---|---|
Statement | Switch between your Profit and Loss, Balance Sheet, Cash flow, Trial Balance, and other custom financial statements in the database. The statement you select is displayed in the grid. This menu also includes quick links to Phocas Analytics modes, if applicable. |
Change the type of General Ledger account details that are displayed in the first column, such as Code and Name. The properties available depend on your database setup. | |
Change the type of numerical data that displays in the grid, such as Local Value, Profit or Quantity. You can also change the format of these measures, for example, you might want to see a dollar symbol before the values. | |
Change the source of the data in the Current column. | |
Change the source of the data in the Budget column(s). | |
Show or hide the items with activity, determining which rows are displayed in the financial statement and identify active or inactive items. | |
Change the timeframe (date range) that applies to the data in the grid. Select a date range from the list, such as Rolling 12 Months, Quarter 1 or Year to Date, or create your a custom period. | |
Show or hide the Budget, Previous and Period columns in the grid to view comparative data alongside the current dataset. Add columns to view variances between those data values and the percentage contributions they make. If you have permission to manage financial statements, you can customize the available columns. | |
Change the way the numerical data looks, such as bold calculations and red negative values. |
Save your view as a favorite
Favorites are one of the key features of Phocas and are available across all modules. See the Favorites pages to learn more.
When you change your view of a financial statement to meet your specific needs, you can save that view as a favorite to save you time when you access it later. You can save multiple favorites and easily switch from one view to another for quick and easy access to the information that you need.
Click the blue arrow next to the database name and select Save as favorite, then configure the favorite and click Save. See Save a favorite for more information.
If you have permission, you can share your favorites with other users in your organization and people who are not Phocas users. As access to your financial information is controlled, you have the freedom to securely share to share a favorite view of a financial statement or a dashboard without having to worry about who can see what.
You can add favorites to a dashboard to help you monitor financial performance. See Add financial analysis to a dashboard.
Set your default view
Replace the default view with one that suits your personal needs. Then, every time you use the Financial Statements module, it opens in that view, saving you time and letting you get straight to work. For example, you might always want to start with a monthly view of your Profit and Loss or perhaps jump straight to the Balance Sheet.
Default views are created from favorites, either one you have saved or one that's been shared with you.
Ensure the view has been saved as a favorite.
Click the blue arrow next to the favorite name and select Set default view from the list of favorites.
Select the favorite you want to set as your default view and click Save.
If your needs change in the future, you can change your default view by repeating the above steps.
To remove a default view, select the Use Standard View option.
Reset your changes
To quickly return to the default view, click the Reset button.
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