Glossary

This page lists some of the common terms associated with the Phocas modules (products).

A

Administrator

An administrator is a Phocas user who has permission to manage other users and configure aspects of the functionality. If a user has Administration access, they can access the Administration module.

Advanced search

Advanced search is a rules-based search tool available in the Analytics module. It is used to locate specific data, typically for the purpose of creating a report or favorite. See Perform an advanced search.

Activity filter

The activity filter is a tool in in the Analytics module. It is simple way to identify customers who are not buying your products, or products that are not selling. You can combine activity with no activity to identify opportunities. See Use the activity filter.

Alert 

An alert is a color-coded summary that you can set to automatically appear on your homepage when performance against a target reaches a certain point. See Alerts.

Analytics

Analytics is a Phocas module you use to analyze the data in an operational (non-financial) database. See Take a tour of Analytics.

B

Bulk update

The Bulk Update feature allows Administrators to assign collective permissions and settings to a group of users. See Update users in bulk.

C

Chart

A chart is a visual representation of your data. Chart types in Phocas include Bar, Bullet, Column, Area, Bubble, Line, Pie, and Gauge. The type of charts that are available depend on the module you are using and the analysis you are doing. Charts are available in the Analytics, Financial Statements and Budgets & Forecast modules.

Configuration

Configuration is a general term used throughout Phocas to describe the setup or composition of an item.

The Configuration screen in the Administration module contains a number of sections, each relating to an aspect of Phocas functionality. 

CRM

CRM is a Phocas module that is a customer relations management tool, fully integrated with Phocas business intelligence software. See the Phocas CRM User Guide or visit www.phocassoftware.com for more information.

Custom mode

Custom mode allows you to edit and rearrange the columns in Analytics. You can also create new columns and use calculations to provide a customized view of your data. See Use custom mode.

Custom period

A custom period is a date range you apply to your current analysis. See Analytics > Apply a custom period and Financial Statements > Apply a custom period.

D

Database

A database is populated with raw data, refreshed at set intervals. Databases are built using Designer within the Administration module. Common databases are sales, purchasing, inventory, finance and general ledger. A finance database is a special type of database that brings consolidated financial statements into Phocas for analysis. See Open a database.

Dashboard

A dashboard presents a visual summary of your most important information. You can have many dashboards, including those you created yourself and those shared with you by other users. See Dashboards.

Default period

The default period is the time period you see first when you open a database. This is initially set by an administrator (when they give a user access to a database) but can be changed by a user (for their own account only) so that each time they open that database those dates will be shown.

See Periods and Change the default period for a database. Administrators, see Overview of access to data.

Defined period

A defined period is a dynamic time period (date range) specific to a database, such as Current Month or Rolling Months. Defined periods are often used in reporting. They are typically set up by administrators but if you have permission, you can add your own. Defined periods are based on a period type, such as Year or Month.

Defined periods are displayed in the Period menu in the Phocas grids. Selecting a defined period is the easiest way of adjusting dates in Phocas. 

See Periods, Change the period (in Analytics) and Change the period (in a financial statement).

Administrators can set defined periods for a database. See also Manage period types.

Designer

Designer is an Administration tool that allows Phocas cloud users to design and build their own database in Phocas. See Use Designer.

Dimension

A dimension is a data set comprising individual data elements from a database, for example customers, products, sales reps. Dimensions are used in multiple Phocas modules in different ways, such as:

• Analytics > Filter data (use dimensions), Add levels to the grid and Compare data with Matrix mode.

• Financial Statements > Analyze a financial statement, Filter the financial information and Create a dimension.

• Budgets & Forecasts > Add a level.

E

Export

The Export function converts data into another format, ready for use in other applications. You can export from several modules, see Analytics > Export data, Financial Statements > Export a financial statement and Budgets & Forecasts > Export a workbook.

F

Favorite

A favorite is an analysis point, often a chart, that has been saved for quick access. Favorites are listed on your homepage. They can be shared with other users or placed in folders for others to access. See Favorites.

Financial Statements

Financial Statements is a Phocas module you use to analyze the data in a financial database, which is usually based on General Ledger data, viewable within the Profit and Loss (P&L), Balance Sheet, Cash Flow and Trial Balance statements. See Phocas Financial Statements.

Fixed date

Fixed dates are static, i.e. they will not update or roll-over according to today's date (unlike offset dates).  When you set a custom date, the dates are fixed. See Analytics > Apply a custom period and Financial Statements > Change the period.

Focus 

The Focus tool (as you can see, spelt differently to the product 'Phocas') allows you to concentrate on specific data at any given time. See Analytics > Focus on data and Financial Statements > Select and focus on data in a financial statement.

Folder

A folder is used to share information in Phocas. Users can be given access to various folders containing dashboards and/or favorites. See Folders.

G

Grid

A grid is a general term used across several Phocas modules. It refers to the workspace you see when you open a Phocas module. It is sometimes called the ‘Phocas grid’, ‘statement grid’ 'results screen' or 'query screen'. The grid displays columns of data (mostly numerical but also containing descriptors such as names, companies and products). See Analytics > Work with the grid and Financial Statements > View a financial statement.

H

Home dashboard

A home dashboard is a dashboard that you have selected to use at your homepage. See Set a dashboard as your homepage.

Homepage (home screen)

The homepage is the first screen you see when you sign in to Phocas. It shows the dashboards, favorites, alerts and databases that you have access to. Clicking the Phocas logo from anywhere in the product will return you to the homepage. See Homepage.

M

Matrix

A matrix is a different view of your data in the grid, whereby the dimensions become the columns (rather than the default period columns). It is a similar concept to a pivot table. See Analytics > Use Matrix mode and Compare data with Matrix mode, and Financial Statements > View financial information in a matrix (change column groups).

Measures

Measures are data values displayed as columns of numbers. Selecting certain measures to view for a particular dimension will display columns of data relating to that dimension. See Analytics > Change the measures and Financial Statements > Change the measures.

Mode

A mode is a pre-defined view of data that displays particular columns in the grid, available in the Analytics module. The modes that are available depend on your permissions and current analysis; they include Period mode, Moving move, Matrix mode and Variance mode. See Change the mode.

Month to date 

Month to date is an option in Analytics, used for comparing sales in the current calendar month with sales in the corresponding month in a previous year. It includes transactions for the earlier month only up to the same date as the current day. See Month to date.

O

Offset date

Offset dates relate to periods. The Offset date option in Phocas allows you to set a date (or date range) based on today's date, so that rather than entering a fixed date range (such as Start: January 2017 and End: March 2017), you can define a dynamic date range such as Year to Date or Last month. See Periods and Offset dates.

Owner

An owner is the author of a particular dashboard or favorite. If you created it, then you are the owner. 

In Budgets & Forecasts, the owner is the person who initially created the budget or forecast, or was subsequently given the responsibility to manage it.

P

Period

A period is a unit of time, or a date range, for which data is displayed. See Periods and Offset dates.

Permissions

Permissions affect user access to data and functionality in Phocas. Permissions are set by an Administrator. See Manage access to data.

Property

A property is a piece of information stored about a dimension. For example, a customer address or phone number. See Analytics > Change the properties and Financial Statements > Change the properties.

R

Record count

The record count displays at the bottom right corner of the grid. It is the number of rows on all pages. 

Restrictions

Restrictions are applied by Administrators to users and databases, usually in combination, as part of managing permissions, i.e., access to data and functionality in Phocas. See Managing access to data.

S

Search 

Search is the way you find specific data in Analytics. Typing text into the Search box at the top right of the grid is the simplest method of searching in Phocas. As a general rule, this allows you to search whatever is currently shown on the screen. See Search for data and Use Search mode.

In Budgets & Forecasts, you can search for an item in a worksheet.

Share

'Sharing' information in Phocas is a means of collaborating. You can share a dashboard or a favorite with someone, or put the information in a folder to be accessed by others. Who you can share with is determined by permissions.

Status bar

The status bar is a bar above the grid (sometimes, incorrectly, called 'breadcrumbs' by users due to its appearance) that displays the selections and settings you have applied to your analysis.

Stream

A stream is a single data series, for example Sales. Streams are used in multiple Phocas modules in different ways, such as:

• Analytics > Change the stream and Use Stream mode.

• Financial Statements > Change the current data.

• Budgets & Forecasts > Publish a budget, forecast or data in another worksheet tab.

Subscribe

Subscribing to a favorite results in that favorite being automatically delivered to your inbox in a format, and frequency, of your choice. See Subscribe to a favorite.

Summary view

Summary view is the first screen you see in Analytics or Financial Statements after selecting a database, giving you a high-level view of data.

T

Transform

The Transform feature in Designer allows Administrators to create a new column containing a simple calculation, and join or duplicate columns. See Transform a column in Designer.

U

User

A user is anyone who has a login to Phocas. Each user might have different permissions in different sections of Phocas. Typically, only Administrators can add and manage users. See Manage users (Phocas Administration Guide).

User-defined period

A date range added to the Period menu by a user who has permission to do so.

See Periods, Change the period (in Analytics) and Change the period (in a financial statement). Administrators can set defined periods for a database.

User maintenance form

The User maintenance form is available to Administrators. This form is used to create new users and to view and change settings and permissions for existing users. See User maintenance form.

W

Widget

Widgets are individual items that make up a dashboard. Common widgets include charts and favorites.

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