Phocas Academy

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Update and re-save a favorite

Update and re-save a favorite

Learn how to open an existing favorite, make some changes to your analysis and save the changes.

Freeze the properties column

Freeze the properties column

When you have many columns on the screen, there can be lot of data to scroll through. This video shows you how to freeze properties such as name, code etc so you can scroll as much as you like without losing sight of any important reference data.

Gain more screen space - and other tips

Gain more screen space - and other tips

Watch David's tips for simplying the grid and gaining some extra screen space. He also shows you a small setting with a big name - that might save you time and money.

Change your data format

Change your data format

Learn how switching from actual figures to percentage share view can instantly reveal discrepencies between sales value and profitabilty.

Summarizing data

Summarizing data

This video shows you how to get the most of the summary button. It's a feature that is sometimes overlooked, but watch to see how just how useful it can be.

Lock data selections

Lock data selections

Learn how to lock selections so you can continue selecting, clearing and reseting without affecting the original selections. This feature is useful to restrict what other people see on your screen or just to save time during ad hoc analysis.

More options for displaying data

More options for displaying data

Want another way of looking at things? In this video, learn about show others, show average and hide total - one-touch features that help satisfy your curiosity by presenting your data dfferently.

Narrow your view to a single property

Narrow your view to a single property

In this video Elizabeth shows you how summarising your properties can enable you to narrow your analysis down to one area. From there, you can drill deeper or jump back to a broader overview.

Copy and paste 

Copy and paste 

See to easy it is to copy data out of the Phocas grid into another application. In this video we show you how to copy and paste into Excel.

Turn data into a chart

Turn data into a chart

Learn how to quickly turn analysis results into a chart by simply switching from grid to chart view. This video shows you how a couple of clicks can transform your data into a visually stunning report that you can save, share or export.

Save a favorite

Save a favorite

Do you have a view of data that you refer to regularly?

In this video we show you how to save a view as a favorite in Phocas. But it doesn't end there - you'll see how to share it, update it and find it in a list.

Phocas quickstart

Phocas quickstart

Here we show you how to get up and running with Phocas.

You'll learn how to log in, select a database and start using some simple analysis tools to answer the questions you ask about your data.

Track sales rep performance against budget

Track sales rep performance against budget

Learn how to add a budget stream to your sales analysis, enabling you to drill into your sales figures to see how your budget is tracking. In a few steps, see which sales reps are performing well - and which ones aren't.

Examine accounts receivable over 90 days

Examine accounts receivable over 90 days

Who owes you money?

In this video, we show you how easy it is to examine an Accounts Receivable database to see identify accounts that are past 90 days due - along with their account owners.

What did I sell yesterday? (using transaction mode)

What did I sell yesterday? (using transaction mode)

A common question is 'What did I sell yesterday?' or 'What did my reps sell yesterday?'. Learn how to drill down to transactions on a particular date, for a particular person, region or product.

See where you are over spending

See where you are over spending

Learn how to drill down into your expenses to identify where spending is over budget.

In this video we use variance mode and stream mode to compare budget with P&L to locate any problem areas.

Benchmark your customers using matrix share mode

Benchmark your customers using matrix share mode

In this video learn how to establish a benchmark for selected product groups, identify customers whose purchases fall outside of the benchmark and locate any business you might be missing out on - using matrix share mode.

Start a conversation with your reps based on results

Start a conversation with your reps based on results

In this video we show you how to comment on data in a report. Ask your team members questions in real time about the data you're all seeing.

Generate a budget based on previous sales

Generate a budget based on previous sales

Learn how to use custom mode to build next year's budget based on the last two years' sales. And take the forecasting further with a look at individual reps and their product classes.

Combine inventory and sales to find dead stock

Combine inventory and sales to find dead stock

This video takes you into an inventory database.

Learn how to combine inventory and sales values to quickly establish what dead stock is on the shelves.

Design your own database

Design your own database

Learn how to design a new database using our Designer tool. In this video for administrators Tim steps you through connecting to your data source and using drag and drop to map and customize the data. Watch the database build and open straight away in Phocas, ready to start your analysis.

Use advanced search to narrow customer properties

Use advanced search to narrow customer properties

Elizabeth shows you how to use advanced search to filter and refine your customer properties to get the data you are looking for. Apply a variety of search rules and see the grid update.

Show positive or negative variance

Show positive or negative variance

Learn how to switch to variance mode and see where results are improving (or not going so well). We show you how to customize the date range, compare periods and jump from customer to product or any other dimension.

Create a 'low margin' alert

Create a 'low margin' alert

In this video, learn how to build a low margin report using advanced search - and then create a color-coded alert for your dashboard or home page.

Hide results that net to zero

Hide results that net to zero

This video shows how to easily hide results where activity occured but where it equalled zero, such as a refunds, giveway or credits.

Forecast months of stock on hand (custom mode)

Forecast months of stock on hand (custom mode)

Here we show you how to build a stock report that tells you many months' worth of stock is left based on the average quantity sold compared with stock on hand.

We do this by adding a new column containing a couple of simple calculations.

Identify cross-sell opportunities using matrix mode

Identify cross-sell opportunities using matrix mode

Learn how to use matrix mode to uncover opportunities for link or cross selling among your customer base.

Use advanced search to find decreasing monthly average

Use advanced search to find decreasing monthly average

Learn how to use a calculation inside advanced search to find customers whose monthly average is decreasing.

Advanced search by entity

Advanced search by entity

This video shows you how to use advanced search so that you are only searching by entity. We step you through selecting a value, setting the filter and applying the search.

Customize column formatting

Customize column formatting

This video shows you how to format the measures in a particular column, so the data appears just how you want to see it. Use custom mode to add dollar signs to your data - in just one column on the grid, or as many as you like.

Make your dashboard interactive

Make your dashboard interactive

This video shows you how to take dashboards to a new level. With a few simple moves you can get dashboard widgets interacting with each other, make selections, focus and filter down to a fine level - all without leaving the dashboard.

Filter, focus and reset on a dashboard

Filter, focus and reset on a dashboard

See just how user friendly a Phocas dashboard can be. Here we show you how to make some simple selections on a dashboard, focus, clear and reset.

Add a new column to the grid to show target performance

Add a new column to the grid to show target performance

In this video you'll learn how to add a column to the Phocas grid to show a variance between sales and budget, to see how sales reps are tracking against their budget. We do this using custom mode.

Create a dashboard

Create a dashboard

You don't need to be technical to build powerful and dynamic dashboards. In this video, learn how to create a dashboard and starting adding content to it. Watch how to add a pie chart and other simple widgets.

Show total as average

Show total as average

Here we show you how to save time by checking a box to display total amounts as averages.

Set a dashboard as your home page

Set a dashboard as your home page

If you have a dashboard you keep coming back to, you might want to save it as your home screen.

This video shows you how to do this, so that whenever you log in to Phocas that dashboard will be the first thing you see.

Manage user restrictions

Manage user restrictions

In this video for administrators, Tina shows how to apply user restrictions to specify what data individuals or groups can see in Phocas.

Add a defined period using Special Offsets (days)

Add a defined period using Special Offsets (days)

In this video for administrators Tina shows how to add a defined period using a special offset that matches a day with a corresponding day in a previous month.

View Financial Statements by period

View Financial Statements by period

Compare operating expenses for the last three financial years by applying a custom period to your P&L view.

Reset and expire passwords

Reset and expire passwords

In this video for administrators, Andy shows how to reset user passwords and how to force a user to change their password on their next log in.

Create a Working Days calendar

Create a Working Days calendar

In this video for administrators Andy shows how to create a working days calendar. This allows you to exclude non-working days (e.g., weekends and public holidays) to give your users a more accurate average daily value.

Manage user subscriptions

Manage user subscriptions

Subscriptions allow users to receive favorites via email, on a schedule. This video for administrators shows how to manage user permissions for subscribing to favorites.

Add a defined period to the Periods menu

Add a defined period to the Periods menu

As an administrator you can decide what defined periods (date ranges) are listed in the Period dropdown in Phocas for each database. In this video for Phocas administrators Tina shows how to create a brand new period with a simple 'offset' date range to ensure the period updates dynamically, or to simply choose from a list of pre-built periods.

Add a defined period using Dynamic Month option

Add a defined period using Dynamic Month option

In this video for administrators, Tina shows how to use the Dynamic Month offsets option to add to the Period menu, with a date range that updates each new calendar or financial year. 

Create a new user

Create a new user

This video for Phocas administrators takes you through some simple steps to create a new user in Phocas, including assigning a profile and giving access to a database.

Clone a user

Clone a user

In this video for administrators, Andy shows how to save time by using Clone to create a user account with most of the same settings as an existing user.

Importing users with CSV Import

Importing users with CSV Import

In this video for administrators Andy shows how to add multiple users by importing from a CSV text file (e.g., based on an Excel spreadsheet). You can then refine permissions and settings using the bulk update feature.

Bulk update users

Bulk update users

In this video for administrators, Andy shows how to save time by using Bulk update when you need to update settings for more than one user. You can apply common permissions and settings to multiple users.  

This is often the next step after importing users.

Chart options

Chart options

See how to change an axis starting point (using auto-axis scale), stack the chart values on top of each other rather than side by side or select and focus on a segment.

Bullet charts

Bullet charts

Learn how to use a bullet chart to display KPI performance against target for different areas or by total.

Manage folders

Manage folders

In this video for administrators Tina shows how to organise user favorites and dashboards within a database into folders. Learn how to create, rename or delete a folder and select who can access each folder.

Manage favorites

Manage favorites

This video for administrators shows how to manage favorites for a database. Learn how to add favorites to additional folders and share them with users, and to rename and delete folders.

Rebates: 'Pro rata' feature

Rebates: 'Pro rata' feature

In this video Nico shows you how the pro rata option in Phocas Rebates allows you to estimate at various times during the year what rebates you are likely to pay or receive later on, based on results part-way through the year.

Market mode

Market mode

In this video TIm shows you how to compare a market segment to the overall market using market mode. Learn how to define a market and a segment and how to speficy what entities you want to count and compare.

Manage dashboards

Manage dashboards

In this video for administrators Tina shows how to manage dashboards within a database. Learn how to share dashboards via folders, rename and delete dashboards and, if your site has this feature enabled, manage externally shared dashboards.

Manage site-wide profiles

Manage site-wide profiles

In this video for administrators Tina looks at the default profiles available for assigning (administrator, advanced, basic and viewer) and shows you how to create a new profile to restrict sales rep access to certain functionality.

Rebates: Create a fixed amount rule

Rebates: Create a fixed amount rule

Learn how to create a rebate rule based on volume or quantity.

Manage user-specific profiles

Manage user-specific profiles

In this video for administrators Tina shows how to create a user-specific profile to apply ad-hoc permisisons to an individual user, overriding their default profile.

Summary charts 1

Summary charts 1

Learn how to display margin as a simple color-coded 'smiley'on the dashboard, using a summary chart. See Andy's 'Summary Charts 2' video in the Charts module to see how to use turn a favorite into a dashboard widget.

Summary charts 2

Summary charts 2

Use a summary chart to turn a favorite into a simple color-coded dashboard widget. See Andy's 'Summary charts 1' video in the Charts module to learn how to create a summary chart widget from scratch.

Exporting from Phocas

Exporting from Phocas

Andy shows how to export data into Excel from the Phocas grid, or copy a chart or dashboard widget as an image ready to insert into Word or another format.

Select and change periods

Select and change periods

Learn about using periods (date ranges) in Phocas. In this video Tina shows you how to choose a pre-defined period, apply a custom period or add a defined period for your own use.

Create your own defined period (dynamic month)

Create your own defined period (dynamic month)

Learn how to create a 'calendar YTD' defined period for your own use, using the dynamic month option combined with offset dates.

Rebates: Create a Rebates project

Rebates: Create a Rebates project

All rebate rules are saved within a project, specific to a database and data stream. In this video Nico shows you how to create a new Rebates project.

Matrix mode

Matrix mode

Learn how to use matrix mode to produce a set of data that shows sales value by brand for a range of locations.

Create your own defined period (days)

Create your own defined period (days)

Learn how to use 'special offsets' based on days to create your own 'month to date' period.

Share a favorite with anyone

Share a favorite with anyone

Learn how you can share a favorite externally, with someone who isn't a Phocas user, e.g., a customer, supplier etc.

Rebates: Create a percentage rule

Rebates: Create a percentage rule

Learn how to create a rebate based on a percentage of the amount spent (value).

Rebates: Child rebates (alternate bracket)

Rebates: Child rebates (alternate bracket)

Learn how to apply the results of a rebate rule to a narrower selection using a combination of 'parent' and 'alternate bracket' rebate types.

Easy budget upload

Easy budget upload

In this video for administrators Tim shows how to import budget data in Designer without the need for complex prep work.

Rebates: Calculate and post

Rebates: Calculate and post

In this video Nico shows you how to run a calculation that apples your rebate rules to transactions. He then shows you how to post calculations to your database once you are happy with the results.

Rebates: Growth rebates

Rebates: Growth rebates

Learn how to create a rebate based on year to year growth.

Rebates: Scheduled calculations

Rebates: Scheduled calculations

Learn how to schedule calculations and set your rebates analysis database to automatically update with the calculation results.

Compare multiple data streams

Compare multiple data streams

Learn how to compare multiple streams of data on the same screen on Phocas, thanks to enhancements to stream mode. In this video Tim shows you how to compare three streams, both in the grid and on a chart, and how to easily and quickly include variance data.

Rebates: Near miss

Rebates: Near miss

Learn how to use Rebates 'near miss' analysis to view Rebates performance and see at a glance the potential to target your spend more effectively or, if you pay rebates, enable you to target customer purchasing to maximise benefits.

CRM: The 4 activity types

CRM: The 4 activity types

This video provides an introduction to the different types of ‘activity’ (business note, phone log, task and meeting) that can be added against an account in Phocas CRM.

CRM: View all activities

CRM: View all activities

Learn how to view all activities quickly and easily in Photos CRM. See as a list, or switch to calendar to view by week, month or narrow down to just one day.

CRM: Add a phone log

CRM: Add a phone log

In this video David shows you how to create a visible record of a conversation with a customer by adding a phone log to CRM.

CRM: Add a meeting

CRM: Add a meeting

Learn how to create a meeting in Phocas CRM, include attendees, notes and attachments and add the meeting to your calendar.

CRM: Add a note

CRM: Add a note

Learn how to add a business note, including an attachment, to an account in Phocas CRM.

CRM: Add an activity directly from Phocas

CRM: Add an activity directly from Phocas

In this video David shows you how to add a business note to CRM directly from Phocas, without leaving your sales analysis point.

CRM: Create a contact

CRM: Create a contact

Learn how to add new contact to an account in Phocas CRM.

The CRM analysis dashboard

The CRM analysis dashboard

Learn about the benefits of setting up a simple CRM dashboard in Phocas. Combine data from your CRM database with sales results for a bird’s eye view of the value that your activities are generating.

My Agenda in CRM

My Agenda in CRM

Learn how to get the most out of the My Agenda feature, to stay organised and keep CRM up to date.

CRM: Create tasks for multiple customers

CRM: Create tasks for multiple customers

Learn how to save time by performing a bulk creation of CRM tasks for multiple customers directly from your Phocas analysis point.

Grid nesting

Grid nesting

Learn how to bring together related data from different dimensions as an expandable report in the Phocas grid using the 'nest' feature. Grid nesting allows you to display up to three levels of detail, grouped by dimension.

CRM account mapping

CRM account mapping

The CRM mapping tool provides a simple way for administrators to push customer data into Phocas CRM, as accounts, without the need for scripts or extensive prep work. 

Change the default period for a database

Change the default period for a database

In this bite-sized video, Karen shows how to change the default time period for a database in Phocas.

Phocas Financial Statements: Add a custom calculation to your Income Statement

Phocas Financial Statements: Add a custom calculation to your Income Statement

In this video David takes you through customizing an Income (Profit & Loss) Statement, adding an EBITDA calculation and customizing  account groupings - all from the 'front end' of Phocas.

Create a nested view of your financial statement

Create a nested view of your financial statement

Here David shows the simple drag and drop steps involved in creating a nested Profit & Loss statement to present a visual comparison of data and drill deeper into cost centre contributions across regions.

Export a financial statement to PDF

Export a financial statement to PDF

Watch how to capture your financial statements as a PDF.

Export a financial statement to Excel

Export a financial statement to Excel

In this bite-sized video, David shows how to export financial statements from Phocas to Excel, complete with all your formulas and hierarchies.

Customize your Cash Flow Statement

Customize your Cash Flow Statement

Interrogating the Cash Flow statement is a large part of understanding the movement of cash through your business. In this video David shows how to customize a Cash Flow statement in Phocas Financial Statements, mapping accounts to a newly created line and refining a calculation.

Create a new budget workbook

Create a new budget workbook

Create a new budget workbook

Understanding workflow and task assignment

Understanding workflow and task assignment

Understanding workflow and task assignment

Introduction to Phocas Budgeting and Forecasting

Introduction to Phocas Budgeting and Forecasting

In this video, Page gives an overview of Phocas Budgeting and Forecasting. See how to take advantage of financial and other drivers (e.g., sales or purchasing) already in your ERP or Phocas environment and learn about user-friendly workflows.

Data entry in the budget worksheet

Data entry in the budget worksheet

Adding data in the worksheet.

Add more detail with sum lines

Add more detail with sum lines

Sumlines

Working lines

Working lines

Working lines

Delegate a budget line to another user

Delegate a budget line to another user

Assign tasks

Workflow history

Workflow history

See history of cells and workflow.

Publish a completed budget into Phocas

Publish a completed budget into Phocas

Publish as a data stream in Phocas

Bring your P&L to life in Phocas - an orientation

Bring your P&L to life in Phocas - an orientation

In this orientation video Nick takes you through some particularly useful ways to view your P&L in Phocas. Learn how to:

  • Display custom P&Ls, all based on the same data
  • Choose what information displays in Phocas, e.g., multiple budgets, compare month by month, quarters or custom periods
  • See individual rows as a percentage of revenue, and track current period alongside year to date.
Bring your P&L to life in Phocas - an orientation Part 2

Bring your P&L to life in Phocas - an orientation Part 2

Part 2 in the Financial Statements orientation series explains how to take your view of the P&L to the next level by interrogating results for individual branches within a business. In this video Nick shows you how to:

  • Isolate results for individual branches (or companies), or compare them side by side
  • Create a snapshot view of branch performance or slice and dice the data for a deeper look
  • View branch results next to each other using a simple combination of 'matrix' and 'summary' mode
  • Drill into the story behind revenue contributions and identify areas of concern
  • Save your analysis as a favourite to add to a dashboard or quickly access from anywhere in Phocas

 

Use your Sales database to drive the budget

Use your Sales database to drive the budget

In this video for the Finance Office, Dan shows you how to connect the budget to your Sales database using the Database Driver tab. This pulls in detailed revenue information, which you can map to your financial data and use as the basis to drive the budget. Dan also takes you through adding an additional level of detail that allows you to budget by Sales Rep and product class.

How to handle key variables, such as currency, in the budget

How to handle key variables, such as currency, in the budget

Variables such as inflation, exchange rates, price adjustments and so on can impact multiple areas of the budget. In this video Dan shows you how to use a Manual Entry tab to cater for a multi-currency situation. He covers tips such as putting the currencies into working lines on the budget worksheet.

Reorder account groups in financial statements

Reorder account groups in financial statements

Learn how to change the display order of account groups in any of your financial statements.

Bring statistical streams into a Financial Statements database

Bring statistical streams into a Financial Statements database

In this video for administrators, Nick shows how to incorporate non financial information, such as 'units sold' or 'customers', into Phocas financial statements. Learn how to make these statistical streams available to users by adding them to the financial statements database in Designer. 

Combine statistical and financial data for better business insights

Combine statistical and financial data for better business insights

Learn how to highlight revenue per customer, operating profit per customer and other business insights by combining statistical streams with financial information. In this video for the Finance Office, Nick shows how to use these streams in calculations that will add depth to your financial statements in Phocas.

Add key financial metrics to your dashboard

Add key financial metrics to your dashboard

Management accountants and anyone close to their business's key financial metrics will benefit from this video, which shows how to keep these figures  top of mind by adding them a dashboard. Here Dan, a Chartered Accountant, takes you through creating a quick visualisation without leaving the statement, applying some conditional formatting and adding your marker to a dashboard to share with others.

Create a benefits plan using headcount driver

Create a benefits plan using headcount driver

In this video Jordena uses Headcount driver to create employee benefit plans and bring them into a budget. Jordena shows how to create benefits based on percent of remuneration, headcount or FTE, allocate the benefits plans and review the output within the overall budget.

Introduction to headcount driver

Introduction to headcount driver

In this end-to-end overview of Budgeting and Forecasting's headcount driver Dan takes us through importing employee data, adding new hires, adjusting remuneration and allocating benefit plans for the period - all inputs which help drive salaries and wages in the main budget tab. He also shows how useful the headcount ‘Output’ is when budgeting variable workforce-related costs.

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