Learn how to open an existing favorite, make some changes to your analysis and save the changes.
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.
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.
Learn how switching from actual figures to percentage share view can instantly reveal discrepencies between sales value and profitabilty.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
This video shows how to easily hide results where activity occured but where it equalled zero, such as a refunds, giveway or credits.
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.
Learn how to use matrix mode to uncover opportunities for link or cross selling among your customer base.
Learn how to use a calculation inside advanced search to find customers whose monthly average is decreasing.
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.
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.
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.
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.
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.
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.
Here we show you how to save time by checking a box to display total amounts as averages.
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.
In this video for administrators, Tina shows how to apply user restrictions to specify what data individuals or groups can see in Phocas.
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.
Compare operating expenses for the last three financial years by applying a custom period to your P&L view.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
Learn how to use a bullet chart to display KPI performance against target for different areas or by total.
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.
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.
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.
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.
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.
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.
Learn how to create a rebate rule based on volume or quantity.
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.
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.
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.
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.
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.
Learn how to create a 'calendar YTD' defined period for your own use, using the dynamic month option combined with offset dates.
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.
Learn how to use matrix mode to produce a set of data that shows sales value by brand for a range of locations.
Learn how to use 'special offsets' based on days to create your own 'month to date' period.
Learn how you can share a favorite externally, with someone who isn't a Phocas user, e.g., a customer, supplier etc.
Learn how to create a rebate based on a percentage of the amount spent (value).
Learn how to apply the results of a rebate rule to a narrower selection using a combination of 'parent' and 'alternate bracket' rebate types.
In this video for administrators Tim shows how to import budget data in Designer without the need for complex prep work.
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.
Learn how to create a rebate based on year to year growth.
Learn how to schedule calculations and set your rebates analysis database to automatically update with the calculation results.
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.
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.
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.
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.
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.
Learn how to create a meeting in Phocas CRM, include attendees, notes and attachments and add the meeting to your calendar.
Learn how to add a business note, including an attachment, to an account in Phocas CRM.
In this video David shows you how to add a business note to CRM directly from Phocas, without leaving your sales analysis point.
Learn how to add new contact to an account in Phocas CRM.
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.
Learn how to get the most out of the My Agenda feature, to stay organised and keep CRM up to date.
Learn how to save time by performing a bulk creation of CRM tasks for multiple customers directly from your Phocas analysis point.
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.
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.
In this bite-sized video, Karen shows how to change the default time period for a database in Phocas.
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.
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.
Watch how to capture your financial statements as a PDF.
In this bite-sized video, David shows how to export financial statements from Phocas to Excel, complete with all your formulas and hierarchies.
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
Understanding workflow and task assignment
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.
Adding data in the worksheet.
See history of cells and workflow.
Publish as a data stream in Phocas
In this orientation video Nick takes you through some particularly useful ways to view your P&L in Phocas. Learn how to:
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:
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.
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.
Learn how to change the display order of account groups in any of your financial statements.
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.
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.
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.
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.
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.