Set Report Criteria

Filter your report to get the information you want

Mick Devine avatar
Written by Mick Devine
Updated over a week ago

The report criteria section allows you to set filters to suit your organisation's reporting requirements. Details on the specific types of report criteria are discussed below.

Please refer to Select a Report Template and Preview a Report for further details about the Builder.

After you select your report template or configure a report from a bundle the report preview is loaded with the criteria on the left-hand side.

Report criteria shown in report preview window.

Each element of the Report Criteria will be discussed below.

Organisation or Consolidated Group

Select the Organisation or Organisation Group for consolidated entities from the first dropdown.

Tip: 💡 browse to the Reports Tools -> Organisation Groups menu to create a consolidated group.

Business Units

Calxa allows you to report on one or more business units such as jobs, tracking categories or cost centres. Select the Business Units to report on from this dropdown.

Tip: 💡see the Report on Business Units Help article for more details.

Business Unit selector shown in criteria.

Budget Version

Calxa allows you to create multiple budget versions and you can report on any of these versions. Select the Budget Version to report on from this dropdown.

Budget version shown in report criteria.

Account Tree

Account Trees provide flexibility in your reporting layout by allowing you to map your existing accounts to different saved views and add additional details like sub-totals and KPI rows. Select the Account Tree you would like to use from this dropdown.

Tip: 💡browse to Report Tools - > Account Trees to create an Account Tree.

Report Periods

Step 1 - Select Report Month

All report periods are relative to the Report Month so you must first set the Report Month. Generally, this will be the last actual period you wish to report up to or start forecasting from.

Step 2 - Select Report Periods

Use one of the predefined selections or select Custom to create your own custom report period selection.

Tip: 💡for a more detailed explanation on report periods see the Date Selection (Report Periods) help article.

Report Filters

Report filters vary greatly by what report or chart template you are using. Below are some of the most common report filters.

Show Accounts & Show KPIs

Reports that contain toggles for Show accounts and Show KPIs have 2 separate sub reports. One for the P&L or Balance Sheet layout and then a separate section to list KPIs. You can optionally turn these sections on and off with the toggles.

Tip: 💡KPIs can also be added to any report directly via the Account Tree layout.

Show accounts -> Level

Sometimes shown in report criteria as Account Level this determines the level of account detail to display in the resulting report. A lower number means less detail, while a higher number means more detail.

Show KPIs -> configure selected

When Show KPIs is turned on you can configure which KPIs to include in the report.

Account Type Filters

Check which account types to include in the report.

Account type filters.

Variance Exceptions

Some report templates provide options for variance reporting. This is a tool that can help you quickly identify variances larger than a defined $ or % value.

Toggle Show variance exceptions, to the green position to enable variance exceptions.

Variance exceptions criteria options.

Highlight exceptions

Highlighting exceptions includes all accounts in the report but highlights accounts with variances greater than the configured $ and/or % variance.

Reporting on exceptions only

Reporting on exceptions only results result in a report that only shows accounts with variances greater than the configured $ and/or % variance.

Display Settings

Display settings in the report criteria.

Show account numbers – When the toggle is green account numbers will be displayed in the report. Click on the toggle to enable (green) or disable (grey).

Show zero values ($0) – When enabled the report will display rows that contain all zero’s.

Show reporting criteria – When selected the report criteria will be displayed, including information such as the business units, budget version, account tree and account types used.

Footer – This contains custom text that will be displayed in the report footer.

Report style - changes the header and footer plus colours and logo to you own custom style. browse to Report Tools -> Report Styles to configure a custom report style.

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