Creating your own chart

Add a custom chart or custom pie

Spotlight has has over 100 different sample charts for you to choose from when building your reports. If we don't have the chart you're looking for, you can easily build your own.

  1. From the Customise Layout tab, hover your mouse over the relevant page and click Customise.

  2. Hover the mouse over the chart you want to replace, then click Change Chart.

  3. In each area of the chart gallery there is a Custom Chart and Custom Pie option. Select the one which will represent your data best then click Select and Edit.
    create chart chart gallery

  4. In the Series 1 section, click Show formula.  If the formula you want already exists in the formula gallery, select it from the drop-down list. Alternatively, to create a new formula, click Edit Formula.

    create chart show formula2

Using the Formula Builder

Note: Trading revenue is a default account and appears in a new formula as a placeholder. If you don't want to use this, to remove it simply click and drag it into the removal area below the edit box.

  1. To add a new account to the formula, click Add Account. You should then choose whether you want to select a single account or multiple accounts (you can add more accounts later).

    • Individual account, non financial or KPI - Use this option to add a single account to the formula.
    • A group of accounts using a Report Code - Use this option to select all accounts which share a specific report code.
    • A group of accounts using a Spotlight Display Name - Use this option to select all accounts which share the same Spotlight Display Name.

  2. Select the metric you want to use, then click Next.  The following options are available:

    • Actual - accrual data
    • Budget - budget data
    • Cash - cash data
    • Cash Forecast (only relevant in Spotlight Forecasting)

  3. Select the date option you want to use, then click Save.  The following options are available:

    • Standard dates - Displays data based on the X axis date range. For most charts, this will show monthly values for the current financial year.
    • Prior period - Displays data for -n prior periods based on X axis date. E.g. Entering '-12' will show the data 12 months ago (last year). Use this option for displaying prior year data.
    • Cumulative results - Show a cumulative total, either from the beginning of the financial year or from a set number of months ago.

  4. If you're creating a formula using more than one report code, for example wages as a % of revenue, you can use the symbols and add further accounts. If required, to rearrange a symbol or account you can click and drag it within a formula, or drag it to the removal box to remove it completely.  The formula works on a BEDMAS basis - please use the brackets to ensure your formulas are correct.

    create chart formula builder

  5. Once you're happy with your formula, click Save. This updates the chart with the data you want to show.  Alternatively, if you'd like to save your formula for use in other charts, click Save As.  For further information about this option, please refer to the next section, Add your formula to the Formula Gallery.

  6. You can show a maximum of five different series on custom charts. To add another series, open the drop-down for the series you want, and repeat the process to build your next formula. Once you've built your additional formula, click Show series and select the Show check box.

Once your chart shows the information you want, you can also change the appearance of your chart.

Add your formula to the Formula Gallery

When you create a formula, if you want to use it again in future you can save it to the Formula Gallery.  You can choose to make your new formula available to all organisations or only a single one, and to use your own formula instead of a default one.

  1. Use the formula builder to create the required formula, then click Save As.
  2. From the Available to drop-down list, choose Organisation.  If you choose Practice, the formula is available to the whole practice.
  3. Enter a name for your formula.  

    Note: If you enter a name already in use for a default formula, your own formula takes precedence in this organisation. If you enter a name already in use for another custom formula, the existing one is replaced.

  4. If required, enter formula tags.
  5. To save the formula, click Save.

Your formula is now available to use on other charts.

 

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