Filtering Reports by Imported Categories

 

If you import categories data, you'll be able to use this to filter your reports and charts - for example to show a chart for a single department, or selection of departments, in a single organisation.

Note: For Xero and Quickbooks, tracking and class level budget data is now available. For details about how to import this, please refer to our separate Help Centre article.

 

The data available

You will can filter the whole report, an individual page, or a chart by your imported categories.

  • Xero tracking categories - actuals and budget data
  • QuickBooks locations and classes - actuals and budget data
  • MYOB locations and jobs - actuals data
  • Sage 50 Accounts departments - actuals data

To choose the data available for the filter

Before you can filter your reports, you will need to choose which categories are available for your filter.  Previously, you would do this during the import process, however this has now been improved and you can select the data you need from the Customise Data option.

  1. Open the Customise Data tab, and ensure that the Tracking Settings panel is visible on the right-hand side. If this isn’t visible, to open it click the Show Tracking Settings button.

    Tracked Budgets Show Tracking copy

  2. Select the categories which you would like to be available for filters. Alternatively, if you want all category options to be available for the filter, select the check box alongside the tracking category or class name.
  3. Xero and Quickbooks only - If required, for each tracking category or class, choose the budget you want to assign from the drop-down list.
  4. If you prefer, once you’ve selected the categories you want, you can close the tracking settings panel. To do this, click Hide Tracking Settings.

To filter your reports


Note: Due to the type of data displayed, some pages can't be displayed by category.  

  1. Open the Customise Layout tab, then from the Tracking Filter drop-down list, choose the category to filter by.

    Tracking Filter

  2. From the Tracking Items Filter drop-down list, select the check boxes for the categories you want to include on the report. Alternatively, to include all tracking items, select All.

    Tracking Items Filter

  3. Click Apply.

 

To filter a report page

If you don't want to filter the whole report, you can apply a filter to an individual page instead.

Note: This option is not available if an overall report filter has been applied.

  1. In the Customise Layout tab, locate the page you are wanting to filter and click the small filter (cog) icon at the top right-hand corner.

    Thumbnail cog copy

  2. Open the Tracking Filter drop-down list and select the tracking category you want to filter by.

    Tracking Filter copy 2

  3. Open the Tracking Items Filter drop-down list, and select the check boxes for the category or categories you want to include on the report.

    Tracking Items Filter copy 2

  4. Click Apply.
     

The report title for the page will be automatically updated to specify that the page is filtered.

To remove the filter, open the 'Report Filter' drop-down list and choose 'No Filter'

Note: To have multiple pages filtered by different categories, use the Add Page to add the report page and select the category required. If you want the tracking categories to be listed side by side in a page, select the 'Tracking Profit and Loss Analysis' page.

 

To filter your charts

You can filter your chart to show by the imported categories.

To filter the chart data:

  1. From the Customise Layout tab, locate the relevant page and click Customise.
  2. Find the chart you want to customise and click Edit.
  3. From the Filter section tab open the Tracking or Organisation section.
  4. Select the data series you want to see on the chart. This can be a single data series, or several to be displayed side by side.
  5. To save your changes, click Update.

 

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