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The Phocas grid is where you conduct most of your analysis. Even if you want to show your results as a chart, you would typically start from the grid.

The grid at a glance

Tools you can access from the grid 

Record count

Record count appears in the bottom right corner of the grid once a dimension has been selected. It displays the number of rows of data on all pages, regardless of how many rows are showing on the screen. 

The count is affected by the period and any selections or filters that have been applied. 


Show all rows 

By default only 100 rows are shown on the grid, for faster viewing. More ‘pages’ are automatically added, accessed via the arrows in the footer (as shown above).  

You can change this by selecting the Paginate  icon and scroll to see more rows. 

How missing or incomplete data is displayed in the grid

You may also see a row with the first column as ‘###’ – this is the Phocas way of alerting you to ‘missing’ or incomplete data for a particular dimension. This means that although the data is in Phocas, it's considered ungrouped because there’s something wrong with the way it’s entered in your ERP. This could be for a variety of reasons, e.g., the data hasn’t been correctly allocated or categorised. For example, if a new customer is added to your ERP but not allocated to, say, a sales rep, territory, etc, Phocas detects that some detail is missing at the source level and highlights it. To see what detail is missing, highlight the row and go to the parent dimension.  

In the image below, 'product class' code is missing. 


Once the raw data has been adjusted (or 'cleaned')  in the ERP system, e.g., by correctly assigning a code to a product class, the ### will automatically disappear on next build. 


Once you have selected a dimension in Phocas you can sort columns. In the example below, the variance column has been sorted in ascending order, so that the products that have declined the most are at the top of the list. 

You can sort in ascending or descending order, numerically and alphabetically. Phocas remembers your sort order even if you change from one dimension to another, until you reset, and when you save a favorite. 

To sort, either:

  • double click the column heading, or
  • select any cell and right-click to display shortcut options including sort.

Freeze properties 

When you are viewing a lot of columns, and scrolling across the grid, it can be useful to freeze the property columns (e.g., name, suburb) so that only the measures scroll. This way these columns stay in view while you scroll. 'Code' is always frozen.

Select the 'Freeze' icon on the grid footer to toggle on and off.

The icon is bluewhen properties are frozen.


With Freeze properties selected: 'Name' column remains in view while the user scrolls horizontally to see other measures. The 'freeze' icon (bottom left) is blue.

Without Freeze properties selected: All columns apart from 'code' scroll. Here the user has to scroll back across to bring the 'name' column back into view. The 'freeze' icon is gray.

Switch to chart view 

If you prefer to see your summary as a chart select the Chart icon, shown below. Your screen will automatically update to show a simple chart, typically a bar chart. The same information is presented, just in a different format.