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Graphical reports (Add-on)

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Description

When Graphical reports add-on is enabled it will be possible to report financial data such as revenue and sales as bar and line charts. Follow the purchase process to activate this add-on.

Graphical reports are bar and line charts created with financial data including sales, orders, billing, revenue, sales margin, margin and sales activities. Different time frames allow you to analyze data in comparison to last year and forecasted data.

There are several graphical reports already available in the report gallery (i.e. Billing and My sales forecast). Most of these reports are located in the financials section, and can be identified with the graphical report icon icon_graphicalreport.png displayed in front of the report name

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Charts can be customized by grouping and filtering data to identify causes, influences and trends.

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Detailed information is available by hovering the mouse over data points on the chart.

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When clicking the data points, a pop-up window opens with a breakdown of the data (pop-up shows 15 rows per page).

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Graphical reports can be named and saved for quick review, then added to the dashboard or the reports drop-down menu as favorites.

Reports can also be shared with other employees that have sufficient rights to view financial data.

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Creating a new graphical report

New Graphical reports can be created simply from Report gallery or by selecting New - Report. Save reports to access them again for quick review. Once saved, reports can be added to the Reports menu and Dashboard, or Shared with other employees.

Saved reports appear in the My reports or Shared section of the Report gallery, and Favorite reports appear with a star over the icon reportfavorite.png. Favorite reports also appear in the Reports drop-down menu. Please see the Dashboard or Report sharing article for more information.

  1. Go to New - Report or Reports - Report gallery - New report
  2. Click in the Content field
  3. Select Financial timeline
  4. The report opens to present Sales data however by adjusting data through the drop-down menus it is possible to create a new graphical report:
    • Sales
    • Number of orders
    • Billing
    • Revenue
    • Sales margin
    • Margin
    • Sales activity
  5. Add filters is needed (Note that active filters vary by data source)
  6. Below the graphic report display and criteria selection, notice the empty text field and drop-down menu with My reports selected
  7. Enter a name or description of the report in the field and use the drop-down to select if you'd rather save the report to the Shared section in the Report gallery
  8. Click to make it a favorite if desired

 

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Data sources

Sales

Use Sales as the data source to calculate the sum of sales values. Value is a field in the sales section of a case which is usually entered by the sales person as they manage the sales process.

  • The number of cases included in the calculation reflects all company cases, regardless of sales status (even cases with “lost” status and no sales), except for deleted cases.
  • Cases with “lost” status are excluded from the sales forecasting calculation.

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The sales process includes adjustment of the Sales status and its related Probability. Including the Sales probability on reports means the percentage of Probability is multiplied by the Value and the reported figures are the product of that calculation rather than the actual Value entered. The Expected order date determines the month to which the value is attributed.

On the Sales report, results can be delimited by group, type of chart and time frame. Results are charted on the left of the page, with time in months on the x-axis and sales values in base currency along the y-axis.

Data from the previous year and forecasts can be included.

Data can also be filtered based on Sales status, Sales person, Case owner, Account grouping or Department. NOTE: Product filter is not available with the sales report.

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Number of orders

Use Number of orders as the data source to calculate the sum of cases with a Sales status of Order (or any “Won” status). Sales status is identified in the Sales section of a case, and “Won” statuses can be identified and managed through Tools > Settings > Sales statuses. The date on which the Sales status was selected determines to which month the data is attributed.

  • In theory, a case could be counted more than once if its Sales status is first marked “Won,” then marked “Lost,” then marked “Won” again (please see the Case article for more information).
  • The Number of orders data may return an empty chart when filtered with Sales status as a result of the fact that the data source and filter data are the same.

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In the Number of orders report, the results can be delimited by group, type of chart and time frame. Results will be charted on the left of the page, with time in months on the x-axis and the actual number of orders along the y-axis.

Data from the previous year can be included.

Data can also be filtered based on Sales status, Sales person, Case owner, Account grouping or Department. NOTE: Product filter is not available with the Number of orders report.

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Billing

Use Billing as the data source to calculate the sum of billed work hours, products and travel expenses from case invoices. The Invoice date as specified on an Invoice will determine to which month the values belong.

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In the Billing report, the results can be delimited by group, type of chart and time frame. Results will be charted on the left of the page, with time in months on the x-axis and the amount billed in base currency along the y-axis.

Data from the previous year and forecasts can be included.

Data can also be filtered based on Sales status, Sales person, Case owner, Account grouping, Department or Product. NOTE: Product filter can be used to view how much has been billed for individual products, but using this filter will exclude other billed items including work hours and other travel expenses.

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Revenue

Use Revenue as the data source to calculate the sum of all revenue. “Lost” cases are excluded from revenue calculations (please see the Case article for more information). Revenue is entered to a case through the Billing & Revenue section or the Revenue recognition add-on. The month specified for revenue determines to which month the data belongs.

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In the Revenue report, the results can be delimited by group, type of chart and time frame. Results will be charted on the left of the page, with time in months on the x-axis and revenue in base currency along the y-axis.

Data from the previous year can be included.

Data can also be filtered based on Sales status, Sales person, Case owner, Account grouping or Department. NOTE: Product filter is not available with the Revenue report.

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Margin and Sales margin

Use Margin as the data source to view the difference of billing minus total costs. Select Sales margin as the data source to view the difference of billing minus variable costs. Variable costs are normally all costs that are dependent on production volume, but herein they equal all costs except labor. Invoice date determines the month of a billed item and related costs.

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In the Margin and Sales margin reports, the results can be delimited by group, type of chart and time frame. Results will be charted on the left of the page, with time in months on the x-axis and the margin value in base currency along the y-axis.

Data from the previous year and forecasts can be included.

Data can also be filtered based on Sales status, Sales person, Case owner, Account grouping, Department or Product. NOTE: Product filter can be used to view how much has been billed for individual products, but using this filter will exclude other billed items including work hours and other travel expenses.

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Sales activity

Use Sales activity as the data source to sum the number of cases with activities (calls, meetings, to-dos, etc.) in a specific period of time. The date on which the activity occurs will determine to which month the data belongs. Cases are only counted once per month regardless of whether it has one or more Activities.

  • Recurring activities, even if the recurrence period was short, are excluded from the report.
  • Case Sales status doesn’t affect whether an activity is included in the report unless directly specified as a filter.

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In the Sales activity report, the results can be delimited by group, type of chart and time frame. Results will be charted on the left of the page, with time in months on the x-axis and the actual number of Sales activities along the y-axis.

Data from the previous year can be included.

Data can also be filtered based on Sales status, Sales person, Case owner, Account grouping or Department. NOTE: Product filter is not available with the Sales activity report.

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