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Concepts - Analysis Screens

Concepts - Analysis Screens

A. The Basics

If you're aware of the Microsoft Excel  PivotTable, then the Analysis screens will be very familiar to you. They help break down your data into the information that you need quickly.

1. Field Area

The field area display all the data fields that are available for you to create your analysis reports.

2. Data Area

Drag and drop fields that you would like to summarise by (eg. Monetary  Values) from the Field Area to the data Area.  You can summarise by more than data field (eg. NET, VAT and Gross)

If you want to remove a field from the data area, click and drag it back to the field area

In the example below, the data has been summarised by the NET value field and shows that NET value of transactions is 20,047,437.65

3. Column Area

The row and column area are used to breakdown the data.  To summarise across columns , drag a field from to the column area.

You can summarise by more than field in the row and column area as shown in section 4 below.

If you want to remove a field from the column area, click and drag it back to the field area

In the example below the Payment Status field has been dragged to the Column Area and data has now been broken down by the different  Payment Statuses.

4. Row Area

The row and column area are used to breakdown the data.  To summarise across rows, drag a field from to the row area. You can summarise by more than field in the row and column area as shown in section 4 below.

If you want to remove a field from the row area, click and drag it back to the field area

In the example below the Financial Year and Month fields have been dragged to the Row Area and data has now been broken down by the months within each year.

 

5. Graph Area

You can view data as either a line or bar graphs by selecting the cells. You can select whole columns, whole rows or Individual rows. You can also select multiple cells by holding down the CTRL key.  See Section C. Graphs for more detailed information.

6. Data Tabs

There are two tab that help you analyse your data to a very detailed level. The default "Pivot Table" tab is selected and show the summary of the selected data.  You can get a detailed drill-down breakdown of the data behind a particular number  by double clicking a cell.  This will open the Data Table tab showing the data that contributed to the summary value.

In the example below, the user has double-clicked the 40,142.06 to see the detailed drill-down

From the Data Table tab, you can double-click anywhere on the required row to view / amended details of the transaction.

Please note that any amendment you make to the underlying data by double-clicking will not be automatically reflected on this screen until the next time you use the analysis screen. 

B. Data Filtering

There are two levels of filtering and they both have the same effect. They have a different way of setting up but the results are the same.

1. Pre-Filter

This s a high level filter and is specified in the PreFilter panel. 

This will apply the Pre-Filter and this will be displayed in the filter area as shown below.

2. Field level Filters

You can also filter your data by any field. Hover over a field and click the Filter Icon .

This will open the filter editor., where you can select the data that you want included.

C. Graphs

You can view data as either a line or bar graphs by selecting the cells. You can select whole columns, whole rows or Individual rows. 

In the example below, the Direct Debit for September 2010/11 , 2011/12 and 2012/13 have been selected for charting.

 

You can view the graphs as line or bar graphs. Double click anywhere on the graph area to change views between Bar and Line graphs.

 

 

 

The line graph is best used to display the data over a time period. Eg. Expenditure for a Cost Centre over the year. If doing this, it's best to arrange the Time Fields in the Row Area and the breakdown analysis fields in the column area.. You can then select the appropriate column (eg. Gross) to see the data in a graph format.

 

You can select multiple columns for the graphs by holding down the Control (CTRL) key as you click the column headers that you want to be drawn

 

D. Saving Reports 

When you have configured an Analysis report for a particular type of report, you can save this report for future use as shown below

 

To re-load a saved report template click Open to see the appropriate saved templates to re-load

 

D. Exporting Data

You can export data from the either the Pivot Table tab or the Data Table tab by using the Export and Print Option as shown below. You can export as PDF, HTML, MHT, XLS or XLSX format.

Once the export if compete you will be given the option to open the file.