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Take a tour of Financial Statements

Owned by Denise McGettigan
Last updated: Jun 13, 2024
3 min read

In Phocas, when you open a financial database via your homepage, dashboard, or some other means, it opens in the Financial Statements module.

Financial Statements has the following key elements, as identified by the numbers in the image.

  1. Statement grid - View the information from the selected financial statement.

    • The grey rows are the categories (groups), like Revenue and Expenses in a Profit and Loss or Assets and Liabilities in a Balance Sheet. You can expand these categories to view the underlying accounts and drill down into individual transactions.

    • The white rows are the calculations. These rows are not expandable nor do they have transactions.

  2. Statement menu - Switch between your Profit and Loss, Balance Sheet, Cash flow, Trial Balance, and other custom financial statements. The statement you select displays in the statement grid.

  3. Statement view options - Change your view of the statement grid:

    • Properties - Change the type of General Ledger account details that display in the first column in the grid. The properties available depend on your database setup.

    • Measures - Change the format of the numbers in the statement grid, such as local versus group currency.

    • Current - Change the source data of the Current column in the statement grid.

    • Budgets - Change the source data of any budget or forecast columns in the statement grid. This menu also contains an option to manage the budgets and forecasts that display in the Budgets menu list.

    • Periods - Change the timeframe that applies to the statement grid. You can select a preset date range or create your own custom period.

    • Columns - Change the columns that display in the statement grid. You can include or exclude budgets, and financial data from the previous or prior previous periods and more. If you have permission to manage financial statements, you can customize the columns that are available.

    • Style - Apply some formatting to the data.

  4. Dimensions - View the dimensions in your underlying database. You can use these dimensions to add levels to the statement grid and filter the data to focus on specific information. You can hide this list if you want to get a better view of the statement (click the Hide dimensions button below the grid).

  5. Navigation options - Focus on specific entities within a dimension, return to the summary (high-level) view of the statement grid and reset the statement grid to the default view.

  6. Levels and column groups - Drag up to three dimensions into the Levels box to add those dimensions as levels in the statement grid, so you can drill down and view the information at a more granular level. Use the Column groups menu to dimensions in a matrix format.

  7. Charts, exports and other options - View your financial information in a chart format or export the data into Microsoft Excel or as a PDF.