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  1. OTHER INFORMATION

Glossary

Get definitions for the terminology used in Phocas.

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Last updated 16 days ago

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This page lists some of the common terms associated with the Phocas products. Where applicable, the Business Intelligence (BI) equivalent terms are included.

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A

Administrator

An administrator is a Phocas user who has permission to access the to manage user accounts, manage shared content such as favorites and folders, and configure the functionality of your Phocas site.

In the Budgets & forecasts module, there are other types of administrators: and .


Advanced search

is a rules-based search tool available in the Analytics module used to locate specific data, typically to create a report or favorite.


Activity filter

In the Analytics module, the is a menu in the toolbar used to filter the data in the grid to see data that either did or didn't have transactions in the selected period. It's useful for identifying inactive customers (those who aren't buying) or products that aren't selling.

In the Financial Statements module, you can use the to identify active or inactive items.


Alert

An is a type of you can set to appear on your homepage as a color-coded summary that automatically updates. It's useful for monitoring performance against pre-defined targets.


Analytics


B

Bulk update


C

Chart


Column

The Phocas grids consist of vertical columns and horizontal rows. A column can represent a dimension (categorical data like Region or Product), a measure (quantitative data like Sales or Profit), or a property (descriptive details like Name or Code).


Column header

In the Phocas grids, the column header in the top area of each column displays the column name and sometimes provides access to various actions.

In BI terminology, the column header is technically a dimension attribute. Rather than simply being column labels, attributes help categorize data, for example, Product Name, Region, or Date.


Configuration


CRM


Custom mode


Custom period


D

Database

Although the term database is used throughout Phocas, in BI terminology it's technically a data cube. A data cube is structured for fast, multi-dimensional data analysis, while a traditional database is optimized for transactional storage.


Dashboard


Default period


Defined period


Designer


Dimension

A dimension is a group or set of data comprising individual data elements from a database, for example customers, products, sales reps. Dimensions are used in multiple Phocas modules in different ways, such as:


Drill down

Drill down is a technique that allows you to move from a summary-level view to more detailed view of your data, often by clicking on a data point to reveal underlying data. In BI terminology, this is called drill-down analysis.


E

Export


F

Favorite


Financial Statements


Filter

Although the term filter is used throughout Phocas, in BI terminology it's technically slice and dice. Instead of simple filtering, you can break down data into different views and perspectives.


Fixed date


Focus


Folder


G

Grid

A grid is a general term used across several Phocas modules. It is sometimes called the Phocas grid, statement grid, results screen or query screen. It refers to the workspace where you can view, interact and analyze the data. it contains columns and rows of data.

In BI terminology, the grid is technically an interactive data table or a pivot table, depending on the available actions. A data table displays data dynamically, allowing you to sort and filter within a structured table format. Whereas, a pivot table allows you to reorganize and summarize data dynamically; pivot dimensions, change aggregation methods (sum, average, count), and analyze data from multiple perspectives without modifying the underlying dataset.


H

Home dashboard


Homepage (home screen)


M

Matrix


Measure


Mode


Month to date


O

Offset


Owner

An owner is the creator of a particular dashboard or favorite. If you created it, then you are the owner.

In Budgets & Forecasts, the owner is the person who initially created the budget or forecast, or was subsequently given the responsibility to manage it.


P

Period


Permissions

Permissions affect what you can see and do in Phocas. There are user permissions and database permissions, both of which are managed by your administrator.


Property


R

Record count

The record count displays at the bottom right corner of the grid. It is the number of rows on all pages.


Restrictions


Row

The Phocas grids consist of vertical columns and horizontal rows. Each row represents a unique data entry, with its values coming from multiple columns (dimensions, measures, or properties) that define its attributes.

Although the term row is used throughout Phocas, in BI terminology it's technically a record (tuple).


Q

Query

In Phocas, you can search for specific data and filter (slice and dice) the data using the tools in the grid. The grid updates accordingly, displaying the results of those actions.

In BI terminology, this request to retrieve specific data from a dataset is technically called a query. More specifically, as you use tools rather than write SQL, it's called a user query.


S

Search


Share


Status bar

The status bar is a bar above the Analytics and Financial Statements grids that displays the selections and settings you have applied to your analysis. It's sometimes incorrectly called breadcrumbs by users due to its appearance.


Stream

A stream is a single data series in a database that comes from your ERP or other source. Databases can be made up of multiple streams from different sources. For example, a Sales database might have Orders and Budget streams in addition to the Sales stream. Streams are used in multiple Phocas modules in different ways, such as:


Subscribe


Summary view

Summary view is the first screen you see in Analytics or Financial Statements after selecting a database, giving you a high-level view of data.


T

Total

The Phocas grids often contain a Total column or row that contains the aggregation of the measures. For example, total profit or total sales. In BI terminology, the total is technically an aggregated measure.


Transaction

In Phocas, a transaction represents the most detailed record of an event, such as an invoice line, that forms the basis of aggregated data. The transactional data comes directly from your ERP system.

Although the term transaction is used throughout Phocas to refer to an individual business event, in BI terminology it's technically a fact stored in a fact table. A fact represents a measurable recorded business event, such as a sale, whereas a transaction generally refers to an individual event in an operational system.


Transform


U

User


User-defined period


User maintenance form


W

Widget


is a Phocas module you use to analyze data in operational (non-financial) databases. Visit for more information.

The allows administrators to assign the same permissions and settings to a group of users simultaneously.

A chart is a visual representation of your data. Chart types in Phocas include Bar, Bullet, Column, Area, Bubble, Line, Pie, and Gauge. The type of charts that are available depend on the module you are using and the analysis you are doing. Charts are available in the , and modules.

Configuration is a general term used throughout Phocas to describe the setup or composition of an item. The in the Administration module contains sections related to various Phocas functionality.

is a Phocas module you can use to manage your customer relations. It integrates with the Analytics module. Visit for more information.

is available in the Analytics module. It allows you to get a customized view of your data by editing and rearranging the existing columns in the grid, and creating new columns and calculations.

A custom period is a temporary date range you apply to your current analysis. See , Analytics > and Financial Statements > .

In Phocas, a is a collection of raw data sources organized into streams, dimensions, measures, and properties, to provide a structure for analysis. They're built using Designer within the Administration module and refreshed at set intervals. Common types of databases are Sales, Purchases, Inventory, Finance, and General Ledger. A finance database is a special type of database that brings consolidated financial statements into Phocas for analysis.

A presents a visual summary of your most important information. You can have many dashboards, including those you created yourself and those shared with you by other users.

The is the time period you see first when you open a database. This is initially (when they give a user access to a database) but you can change it for your own account, so that each time you open the database, that date range is applied.

A defined period is a dynamic time period (date range) specific to a database, such as Current Month or Rolling Months. Defined periods are displayed in the Period menu in the Analytics and Financial Statements grids and are the easiest way of adjusting a date range. They are based on a , such as Year or Month, and are typically . If you have permission, you can add your own defined periods. See , and .

is an administration tool that allows you to design and build your own database in Phocas.

Analytics > , and .

Financial Statements > , , and

Budgets & Forecasts > , , and .

The Export function converts data into another format, ready for use in other applications. You can export from several modules, see Analytics > , Financial Statements > , and Budgets & Forecasts > .

A is an analysis point, often a chart, that has been saved for quick access. Favorites are listed on your homepage. They can be shared with other users or placed in folders for others to access.

, they will not update or roll over is a Phocas module you can use to analyze the data in a financial database, which is usually based on General Ledger data, viewable within the Profit and Loss (P&L), Balance Sheet, Cash Flow and Trial Balance statements.

Fixed dates are static. They do not update or rollover according to today's date, unlike .

The Focus tool (spelt differently to Phocas) allows you to concentrate on specific rows of data. See Analytics > and Financial Statements >.

A is used to share information in Phocas. You might have access to various folders containing dashboards and/or favorites.

A is a dashboard that you have set to use as your homepage.

The is the first screen you see when you sign in to Phocas. It shows the dashboards, favorites, alerts, and databases that you have access to. Clicking the Phocas logo from anywhere in the product will return you to the homepage.

A matrix is a different view of your data in the grid, whereby the dimensions become the columns (rather than the default period columns). It is a similar concept to a pivot table. See Analytics > and , and Financial Statements > .

A measure is a data element that can be quantified. In Phocas, these measures (data values) are displayed as columns of numbers. Selecting certain measures to view for a particular dimension will display columns of data relating to that dimension. See Analytics > and Financial Statements > .

A is a pre-defined view of data that displays particular columns in the grid in the Analytics module. The modes that are available depend on your permissions and current analysis; they include Period mode, Moving move, Matrix mode, and Variance mode.

is an option in the Analytics module that you can use to compare values in the current calendar month with values in the corresponding month in a previous year. It includes transactions for the earlier month only up to the same date as the current day.

relate to periods. It's an option that allows you to set a date (or date range) based on today's date, so that rather than entering a fixed date range (such as Start: January 2024 and End: March 2024), you can define a dynamic date range such as Year to Date or Last month.

A is a unit of time, or a date range, for which data is displayed. This is a core concept in Phocas.

A property is a data element that provides qualitative or descriptive information about a dimension. For example, for the Customer dimension, you might have properties such as address or phone number. See Analytics > and Financial Statements > .

Restrictions are applied by Administrators to users and databases, usually in combination, as part of managing permissions, i.e., access to data and functionality in Phocas. See .

There are search boxes in several places in the Phocas modules. Typing a search term into the search box is the simplest method of finding specific data but some modules offer more advanced search functionality. Searching is sometimes referred to as filtering, as the action filters out data that doesn't match your search term. See Analytics > and , and Budgets & Forecasts > .

information in Phocas is a means of collaborating. You can share a dashboard or a favorite with someone, or put the information in a folder to be accessed by others. Who you can share with is determined by permissions.

Analytics > and .

Financial Statements > .

Budgets & Forecasts > .

You can to favorites, dashboards, and alerts to stay up-to-date with all the latest changes to those items.

The in Designer allows administrators to create a new column containing a simple calculation, and join or duplicate columns.

A user is someone who has a Phocas account. Each user might have different permissions in different sections of Phocas. Typically, only administrators can .

A user-defined period is a date range added to the Period menu in Analytics or Financial Statements by a user for their own personal user. It is retained for future use, in comparison to a custom period (see above) which is temporary. Administrators can that are available for all users of that database. See Getting started > , Analytics > and Financial Statements > .

The is available to administrators. This form is used to create new user accounts and to view and change settings and permissions for existing user accounts.

Widgets are individual items that make up a . Common widgets include charts and favorites.

Analytics
www.phocassoftware.com
Analytics
Financial Statements
Budgets & Forecast
Configuration page
CRM
www.phocassoftware.com
Custom mode
database
dashboard
default period
set by your administrator
Designer
Filter data (use dimensions)
Add levels to the grid
Compare data with Matrix mode
Filter the financial information
View financial information in a matrix
Manage dimension groups
Export data
Export a financial statement
Export a workbook
favorite
Financial Statements
Focus on data
Select and focus on data
folder
home dashboard
homepage
Use Matrix mode
Compare data with Matrix mode
View financial information in a matrix (change column groups)
Change the measures
Change the measures
mode
Offset dates
period
Change the properties
Change the properties
Overview of access to data
Sharing
Change the stream
Stream mode
Change the current data
Publish a budget, forecast or data in another worksheet tab
subscribe
add and manage users
User maintenance form
dashboard
offset dates
Back to top
Administration module
Advanced search
activity filter
activity filter
alert
favorite
A
B
C
D
E
F
G
H
M
O
P
R
S
T
U
W
Periods
period type
Periods
Filter a worksheet
Create filtered budgets
Search for data
Search mode
Periods
Change the period
Change the period
set defined periods for a database
headcount administrator
budget administrator
Bulk Update feature
Add a level
set up by administrators
Change the period (in Analytics)
Apply a custom period
Filter by keyword (search for an item)
Month to date
Apply a custom period
Change the period (in a financial statement)
Transform feature