Filtering Reports & Dashboards for Current User

Sorry for disappearing for a little while – I haven’t abandoned the blog quite yet! So now back to your regularly scheduled Intacct program …

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It’s 10pm, you close your laptop, close your eyes and then suddenly you remember the project managers are expecting to receive a report on their projects P&L. Your eyes scrunch closed trying to erase what you just remembered from your memory. That didn’t work. So you open your eyes and open up your laptop to Intacct (at least you switched to the cloud so you can do this from home instead of waiting until the morning). Alright, here we go let’s create 10 reports. But wait! Remember Intacct’s spring 2015 release? Didn’t they say something about filtering reports and dashboards for current users? That caught your attention. So you think to yourself: “I can create 1 report and just filter for the project manager!” Done. So let’s do this!

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Intacct: Financial Report Wizard – The power of Dimensions

This week I got a chance to dive into Financial Reporting (thanks to an awesome Intacct teacher who’s enthusiasm about Intacct is contagious – she was awesome and inspired this idea!). Before going over to consulting, this was part 1 of a report I used to create in Excel and didn’t get a chance to build in Intacct’s Financial Reporting Wizard (I just didn’t have enough time to dedicate to it and to be honest I didn’t completely understand the Financial Report Wizard – it was sort of intimidating. customer groups, dimension groups, account groups, dimensions?! It was a whole new world!).

A lightbulb went off in my head during her class about how Intacct could partially automate this report. So here goes!

Have you ever wanted to create a report that would show you a snapshot of all your customer right this very second? What if you had a report that would show everything from Customer specific details (like sign up date, user quantity, sales reps, location), Item specific details (items purchased, prices, discount) and then compare month by month revenue? This type of report could be useful to get an overall picture of customer demographic and month over month revenue – what items are they buying? what is the variance month over month? when did they sign up? where are they? is there any correlation? Imagine you have thousands of customers – that’s kind of hard, right?

If you didn’t notice I listed a bunch of dimensions (and attributes) up there! And if you haven’t heard yet, well, dimensions are sort of Intacct’s thing. (Talk about simplifying your Chart of Accounts – and on top of that slicing and dicing your reports however you want!).

Here’s a little sneak peak of what the final report looks like in Intacct:

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Looking at the report you’ll see immediately your customer, Kathy, increased revenue month over month by $50 compare to last month. If you look closer, you’ll see it was because she added on a faxing plan in March. Cool, right? Then you could see that the customer, Zabars, doesn’t have faxing or any other add on service, now there’s a great opportunity for an upsell, right? It’s really just a cool report to see all your customers at once and be able to analyze correlations and opportunity for marketing and growth.

So let’s go through the step by step!

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Intacct: Financial Report Writer

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Financial reports are the basis of vital business decisions guiding the direction and shaping the future of a company.

Imagine you are the CFO of a company. You noticed in February that revenue didn’t go up as much as sales did. The sales numbers show that new sales were $200,000 monthly, while revenue only increased by $150,000. With these new customers being added, revenue should surely go up by $200,000. That’s the logical conclusion, right? But what if there’s something happening that you don’t see? What if you’re not accounting for cancelations or free months that a sales representative gave a customer to allow them to get on their feet initially. Or maybe customers are dropping products. All of these are possibilities. The hard thing about being a CFO (or any type of manager) is as much as you’d like to be aware of everything that’s happening in the company – it’s impossible amongst all your other responsibilities. So you decide you’d like to have a report that compares customer revenue month by month and identifies variances. That way you’ll be able to see (from a top level) if customers are dropping products, canceling, or receiving free months; thereby allowing you to identify the cause and solve the problem before it’s too late! *Cue Intacct Financial Report Writer*

The Financial Report Writer can also be used to create custom balance sheets, income statements, etc (if you need something different than the stock reports Intacct provides). This example will give you a good overview of the steps and various functions of the report writer at a basic level. Then, in future posts I’ll go over how to set up dimensions and account groups. (This can be a little tricky but easy if you know where to go.)

Now that I’ve built up a bit of anticipation, let’s get started!

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Intacct: Custom Reports – Order Entry

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In the Smart Rules post (here), we went over how to create Smart Rules to ensure we maintain the integrity of the data we are basing our reports on. The reason I even stumbled upon learning Smart Rules and the need for them was from the creation of a certain report which lead to a shocking revelation of how much data was missing. Of course Smart Rules have taken over and become the proactive solution for this problem now, but the report was the first step in identifying the problem. This post will cover how to build this customized report through the Report Building Wizard.

The report will allow you to see a list of customers with missing sales representatives, product specialists, or start dates. Although this example is very specific, the process is the same in building any reports within this module. So if you can follow building this report, you’ll be able to build your own reports for whatever you need! (For example I used the same report building wizard to create an Expiring Credit Cards report, Refund/Credit Memo Report, etc.). So let’s get started! Bring on the pictures!

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