Video tutorials
CRM Microsoft 365 Outlook calendar integration
Learn how to connect Phocas CRM with your Microsoft 365 Outlook calendar to enable two-way synchronization. This helps streamline workflows, save time, and reduce the risk of missed meetings or scheduling conflicts.
2:25 min
Financial Statements Budget by region and branch
Easily manage your budgets at both the regional and branch level by using the Financial Statements and Budgets & Forecasts modules together. They’re designed to work seamlessly, giving you a flexible, all-in-one solution for all kinds of budgeting needs.
6:13 min
Analytics Narrow your search by entity or property
See how advanced search helps you quickly filter your data for a clearer starting point. Learn how to apply entity and property search rules to quickly narrow things down.
2:18 min
Analytics Use custom mode to show target performance
Learn how to use custom mode to add columns to the Phocas grid to compare sales and budget, track sales rep performance, and customize how your data is displayed.
5:06 min
Analytics Add user-defined periods
Learn how to create custom user-defined "month to date" or "calendar year to date" periods from scratch and save them as new defined periods. Since they’re your custom periods, you’ll have complete control to edit or delete them whenever necessary.
4:55 min
Analytics Create a custom period
Custom periods are temporary date ranges used for analysis without being saved. See how to apply them to review specific timeframes, like a sales promotion. Custom periods can include full months, partial months, or a custom range of dates, depending on the available period types in the database.
1:27 min
Analytics Sort and summarize your data
Learn how you can use the summary view and properties menu to summarize selected data, or narrow the view for a more detailed analysis.
2:13 min
Analytics Create KPI-style gauge, summary and bullet charts
Discover how to track key performance indicators using KPI chart types in an Analytics database. In chart view, explore Gauge, Bullet, and Summary charts to visualize business goals and targets, ensuring performance insights are clear and easy to monitor.
3:25 min
Analytics Matrix Variance and Matrix Share mode
Learn how to use Matrix Variance mode to compare data across different periods by adding columns for the previous period and variance—perfect for spotting trends month-over-month or year-over-year. You'll also see how Matrix Share mode transforms your data into percentages, making it easy to analyze ratios, like the share of Product X versus Product Y.
3:13 min
CRM View and update accounts in CRM
Learn how to quickly get an overview of your CRM accounts, refine your view to find specific ones, update details, and, if you have permissions, manually add an account.
2:56 min
CRM View, edit and create campaigns in CRM
Learn how to view a list of all your CRM campaigns and drill down to check the status of associated activities, and how to create a new campaign.
2:07 min
CRM Add an activity in CRM
Learn how to add notes, log calls, schedule meetings, and track tasks for your CRM accounts, contacts, or leads. Assign them to team members, attach files, and include important details to keep everything organized.
2:56 min
Financial Statements Create a financial statement
Learn how to create a custom financial statement to suit your business needs from scratch.
3:20 min
Financial Statements Explore and view dashboards
Discover just how user-friendly a Phocas Financial Statemetns dashboard can be! Learn how to make simple selections, narrow your focus, clear filters, and reset the dashboard with ease.
2:29 min
Administration Monitor your team's Phocas usage
Learn how to monitor your team's Phocas usage and gain insights into the databases they’re accessing, the favorites and dashboards they’ve created, and the queries they’ve run.
1:33 min
Administration Manage default database restrictions
Learn how to manage default restrictions for all users with access to a database, making it easy to set up a secure, default configuration.
1:30 min
Analytics Change the mode
Learn how to switch modes to change the way your data is shown in the grid.
1:23 min
Financial Statements Manage streams and scenarios
Learn how to manage your actuals, budgets, and other key data that appear in your financial statements—all in one place. The Manage Streams and Scenarios feature (also known as Combined Streams) gives you more flexibility and control over what data users can see when viewing your financial statements.
3:36 min
Financial Statements Map accounts to a group
Learn how to map accounts to any new or updated groups in your financial statements, to make sure they display correctly in the grid.
2:38 min
Financial Statements Set up your Trial Balance Statement
Learn how to set up your trial balance statement and check end-of-period balances, total balances for Balance Sheet accounts, year-to-date balances for Profit and Loss accounts, and Retained Earnings excluding current-year Profit and Loss movements.
2:18 min
Analytics Perform an advanced search
Advanced search helps users build detailed reports by applying specific filters to narrow down data. Users can set multiple rules and combine them with conditions like AND or OR to customize and refine their search results. This feature is ideal for creating precise reports or favorites based on specific criteria.
3:32 min
Financial Statements Add custom columns to financial reports
If you have permission to customize statements, you can design your own version of a Profit and Loss statement and Balance Sheet statement by defining the columns that they contain, giving you much greater flexibility in the layout and analysis capabilities.
3:57 min
Budgets & Forecasts Create a budget
Learn how to create a budget in Budgets & Forecasts. Your budget is built from one of the available Phocas databases, which are either financial or operational. This video focuses on setting up a financial budget.
2:46 min
Financial Statements Set a custom period in Financial Statements
Discover how to set custom periods—temporary date ranges you can apply to your financial data analysis. Custom periods are especially useful when you want to analyze data for specific timeframes, such as during a sales promotion or other one-off events.
1:44 min
Financial Statements Export and copy data
Discover how you can export your financial data, or copy specific parts to use in other applications.
1:35 min
Financial Statements View transactions
Learn how you can view the underlying transactions that make up each value in your financial statement.
0:59 min
Financial Statements Add levels in a financial statement
Learn how to add levels to your financials to break down data and easily see how individual items contribute to overall performance.
2:15 min
Financial Statements View financial information in a matrix (change column groups)
Learn how to use Column Groups to show financial data side-by-side in a matrix format. This setup allows for quicker comparisons and makes it easier to spot differences in performance.
2:25 min
Financial Statements Change periods (date ranges)
Learn how to adjust time periods in your financial data to suit your analysis needs. This allows you to compare current data with previous periods for better insights.
2:22 min
Financial Statements Filter your financial information
Discover how to filter and drill into your financial statements, moving from a broad overview to detailed insights for deeper analysis.
1:42 min
Analytics Phocas AI
Phocas AI makes it easy to get quick answers and insights by letting you ask questions that relate to your business databases. This is especially useful for new or occasional users who might not be familiar with all the features. You can ask questions in your own words and see the steps taken to get the results, helping you learn along the way.
1:19 min
Administration Manage favorites, dashboards, and subscriptions
Learn how to manage and share favorites and dashboards with users, and discover how to subscribe them to email notifications to keep them updated on important changes in key data.
3:18 min
1:21 min
Rebates Retrospective rules
Learn about retrospective rules and how the retrospective option affects rule calculations.
2:40 min
Rebates Pro rata rules
Learn about pro rata rules and how the pro rata option affects rule calculations.
2:44 min
Rebates Posting calculation results
Learn about posting your calculation results to a Rebates database.
0:51 min
1:00 min
Rebates Create a rule - Initial setup
Learn how to create a new rule and configure the Name and Scope section.
2:02 min
2:15 min
Analytics Find your way around Phocas
Learn how to quickly find all your important tools and data, perform common actions and find helpful resources, all from the Phocas side menu.
2:05 min
Financial Statements Use multiple currencies
Set up Financial Statements to convert local currencies into a reporting currency in your Balance Sheet using a single FX rate.
6:20 min
Budgets & Forecasts Contribute to the workflow
Play your part in the budget or forecast workflow. View your assigned tasks, then complete and submit those tasks.
3:03 min
Financial Statements Add financial analysis to a dashboard
Add the views and visualizations you use often to a dashboard for quick and easy insights.
2:24 min
Financial Statements Save and share favorites
Discover how to quickly save frequently used views as favorites, so you can easily access them next time without redoing any setup.
2:32 min
Financial Statements View financial information in a chart
Learn how to use charts to visually explore and interact with your financial information and spot trends at a glance.
2:43 min
Financial Statements Change your view with the columns menu
Learn how to use the columns menu to change the view of a financial statement and see the information you want.
1:57 min
Financial Statements Take a tour of Financial Statements
Explore the Financial Statements grid and its key features.
2:53 min
Budgets & Forecasts Spread totals
Distribute total values quickly to determine the individual budget values. You can spread a total you manually enter or a total from a comparison stream, either evenly or proportionally across the period.
4:59 min
Budgets & Forecasts Use comparison rows
Use comparison rows in a budget or forecast worksheet to automatically include values from another data stream, such as last year's actuals, last year's budget, the current year's forecast and so on. You can use these values in formulas to calculate the new values or simply have it at hand for references purposes.
4:23 min
Analytics Homepage at a glance
Learn how to make the most of your homepage - the starting point to easily find databases, dashboards, favorites and recents.
2:23 min
Analytics Visualize your data in a chart
Discover how you can use charts to quickly visualize your data and spot trends at a glance. Charts are especially helpful when dealing with large datasets, allowing you to get an easy visual overview without scrolling through endless columns and rows in the grid.
1:22 min
Analytics Compare data with matrix mode
Discover how to use a simple matrix tool to compare sales performance across regions, branches, or products side-by-side, and identify opportunities for cross-selling within your customer base.
1:46 min
Analytics Focus on grid data
Learn how to drill down into detailed data to uncover valuable insights for your business. You'll also discover how to filter data and focus on specific information to sharpen your analysis.
2:03 min
Financial Statements Highlight financial performance using a waterfall chart
This video shows how to use a waterfall chart to highlight financial performance over time, and use the chart in matrix mode to see how entities have contributed to that performance.
3:35 min
Budgets & Forecasts Explore the forecast workbook
This video gives an overview of the key elements of a forecast workbook, including how to save time using the ‘spread’ feature.
2:40 min
Budgets & Forecasts Create a forecast
This video shows how to convert a budget into a forecast. It is suitable for users who have permission to manage budgets and forecasts.
1:23 min
Budgets & Forecasts Create a sales budget with multiple drivers
Dan demonstrates how to create a Sales budget using multiple measures for driver-based budgeting. In this example, Dan brings in quantity, price and margin as additional values and uses them to calculate cost of sales, as well as adding working and reference lines to help drive the budget.
3:35 min
Financial Statements Reference a single account code in calculations
Learn how to display information for specific accounts in your financial statements, using the Account [acc] function to create calculations that reference single accounts within a statement.
1:50 min
Financial Statements Create an indirect Cash Flow statement using 'hide rows'
Jordena shows how to create an indirect Cash Flow statement, separating out account groups for re-use and using the 'Hide' feature to present a clear statement without the need to display workings.
2:26 min
Financial Statements 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.
5:54 min
Financial Statements 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.
3:39 min
Budgets & Forecasts 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.
2:57 min
Budgets & Forecasts 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.
4:59 min
2:32 min
0:52 min
Budgets & Forecasts Use working rows
Use working rows in a budget or forecast worksheet to manually enter additional details. Working rows are similar to sum rows but more versatile, as you can use the data in formulas to calculate values or simply have it at hand for references purposes.
2:45 min
Budgets & Forecasts Use sum rows
Use sum rows in a budget or forecast worksheet to manually enter values that automatically sum up to the main values. Sum rows allow you to keep your workings within the worksheet, so you and other users can see how you got to the total values and update them easily.
2:35 min
Budgets & Forecasts Enter values into a worksheet
Enter values into a budget or forecast worksheet to complete your tasks in the workflow. Save time using keyboard shortcuts, formulas referencing comparison data, and the copy forward and spread features.
3:08 min
Budgets & Forecasts Understanding workflow and task assignment
Understanding workflow and task assignment.
4:35 min
Financial Statements 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.
2:19 min
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.
5:32 min
Analytics Set your default period for a database
The default period is the timeframe you first see when you open a database, set by an administrator to give you access. If it doesn't work for you, you can change it for your account, so your preferred date range shows up every time you open the database.
0:53 min
CRM 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.
4:04 min
Analytics Add levels to the 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.
1:59 min
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.
2:23 min
CRM 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.
2:36 min
CRM Manage contacts and leads in CRM
Learn how to create contacts and leads, keep details up to date and convert leads into contacts.
3:01 min
Analytics Compare multiple data streams
Learn how to compare multiple streams of data in Phocas, both in the grid and on a chart, and how to easily and quickly include variance data.
1:54 min
Administration Easy budget upload
In this video for administrators Tim shows how to import budget data in Designer without the need for complex prep work.
1:35 min
Analytics 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.
2:23 min
Administration Change a single user's profile
Learn how to set up individual user accounts by applying a default profile or creating a custom, user-specific one. You'll also discover how to save time by copying an existing user’s profile, allowing you to quickly transfer permissions and make adjustments without starting from scratch.
1:45 min
Administration Setting site-wide profiles
Discover the default profiles you can assign, such as Administrator, Advanced, Basic, and Viewer, and find out how you can create custom profiles to better suit your needs.
3:04 min
Analytics Use Market Mode to analyze market penetration
With Market Mode, you compare a market segment to the overall market using market mode. Learn how to define a market and a segment and how to specify what entities you want to count and compare.
2:50 min
Administration Add and manage folders
Learn how to organize user favorites and dashboards into folders within a database. Discover how to create, rename, or delete folders and manage access permissions for each one.
1:54 min
Analytics Configure your 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.
3:27 min
Administration Update users in bulk
Learn how to save time by applying settings, permissions and database restrictions to multiple users at once using Bulk Update. This is often the next step after importing users.
4:30 min
Administration 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.
3:23 min
Administration Clone a user
Discover how the Clone feature allows you to quickly create a new user by copying the settings from an existing user, saving you time and eliminating the need to manually configure everything from scratch.
1:56 min
Administration Add a new user in Phocas
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.
3:25 min
Administration 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.
3:04 min
Administration Set defined periods for a database
As an administrator, you can control which defined periods (date ranges) appear in the Period dropdown for each database in Phocas. Learn how to create a new period with a dynamic 'offset' date range for automatic updates, or select from a list of pre-built periods.
2:39 min
Administration Create a working days calendar
Learn how to create a working days calendar to exclude non-working days, such as weekends and public holidays, for more accurate average daily values for your users.
2:20 min
Administration Reset and expire passwords
Learn how you can reset user passwords for single or multiple users, and force users to change passwords at their next login.
1:52 min
Administration 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.
4:10 min
Administration Set user restrictions
Learn how to apply user restrictions in Phocas to control what data individuals or groups can access, so you can ensure users only see the information relevant to their role.
2:42 min
Dashboards 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.
0:42 min
Analytics Create an interactive dashboard
Learn how to create dynamic and interactive dashboards to monitor key business KPIs. Start by setting up a dashboard and adding content, whether it's a favorite report or a custom visualization built from scratch.
3:17 min
Dashboards Discover dashboards
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.
1:51 min
Analytics Forecast months of stock on hand (custom mode)
Learn how to build a stock report that calculates the months of stock remaining, based on the average quantity sold and stock on hand. This is done by adding a new column with a few simple calculations.
2:21 min
Analytics 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.
3:31 min
Analytics Show positive or negative variance
Learn how to switch to variance mode to see where results are improving or struggling. We’ll show you how to compare different periods and switch between customers, products, or any other dimension effortlessly.
1:41 min
Administration 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.
4:34 min
Analytics 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.
1:46 min
Analytics Generate a budget based on previous sales (custom mode)
Learn how to use custom mode to build next year’s budget based on the past two years’ sales, and take forecasting further by analyzing individual reps and their product classes.
2:49 min
Analytics 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.
1:37 min
Analytics 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.
1:17 min
Analytics 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.
1:32 min
Analytics Explore the Phocas grid
Here we show you how to get started in the Phocas analysis grid. Learn how to jump into your data from the home page, starting from a saved view or following your train of thought to change measures, date ranges and other views.
1:56 min
Analytics Save useful data as a favorite
Do you often use a specific data view? Learn how to save it as a favorite in Phocas for quick access, where to find your saved favorites, and how to update them when needed.
2:53 min
Analytics More options for viewing data
Looking for a different perspective? In this video, discover options like "Show Others," "Show Average," "Hide Total," "Totals as Average," and "Show Net Zero." These one-touch features make it easy to explore your data in new ways and satisfy your curiosity.
2:20 min
Analytics Change your data format
Learn how switching from actual figures to percentage share view can instantly reveal discrepencies between sales value and profitabilty.
1:47 min
Analytics Gain more screen space and other tips
Learn how to streamline the grid for extra screen space and explore useful features like freezing the properties column, copying and pasting data, and various export options.
3:20 min
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