One of the most useful tools in Phocas is the Focus button, which isolates selected data and retains selections as you drill further down into your analysis. Use this in conjunction with some simple data selection techniques to answer your data questions.

Select data 

Select a row 

Click the row number to select a whole row. The selected row will turn blue. To deselect a row of data, click the row number again and the row will return to white.

Select multiple rows 


  • Click on individual row numbers, in any order,
  • click and drag your mouse across multiple rows, or
  • click a row number, hold down the shift key, and then click another row number. Both rows, and all rows in between will be selected, and will turn blue.

To deselect multiple rows click on a row number or click and drag your mouse across multiple rows, starting on a blue row. You can Reset to deselect everything. Note this will also reset other settings that you have applied to the grid.  

Invert your selections

Select a row (or rows) as described above, then right-click > Inverse selections. Your original selections will become de-selected, and everything else will be selected.

Select all rows 

Click the top left grid square to select all the rows. Click again to deselect.  You can also use right-click > select all and right-click > select none.  


'Focus' to isolate selections

Selecting Focus isolates your selection and removes all other data from the grid. When you focus, any totals or averages shown will only relate to your focused rows of data.  

To to this, select the row, or rows, of data you want to isolate and then select the Focus button: 


The number of rows you have focused on will be shown in brackets on the blue dimension button.  

Copy data from Phocas 

You can copy rows of data or individual cells from Phocas to paste into another application, e.g., Excel. Either right-click > copy, or select a row or cell and then CTRL+C (or CMD+C on a Mac). Also see Export data.

View count, sum and average  

Select an individual cell, or series of cells, to see the following information in the grid footer: 

  • a count of selected entities, or cells
  • the sum of selected cells (if they contain numerical data)
  • the average of the selected cells (if they contain numerical data).

Your administrator may turn off permission to view count, sum and average via your profile setting. (Administrators see Choose what users can do in the Phocas grid).

Exclude data from analysis 

If you want to exclude certain entities from your analysis on the grid, you can use choose to Exclude selections. This essentially is a type of 'Focus' that uses a 'not equal to' selection. Note that you can also use 'not equal to' in Advanced search.

  1. Select entities that you want to exclude.
  2. Right-click and select 'Exclude Selections'.

When a 'not equal to' selection is active on a dimension, it is displayed with an exclamation mark on the dimension button and on the status bar. 

Example - remove very large customers from analysis using 'exclude selections' 

The grid below shows customers for the last three months. The top four customers each have significantly higher sales than any of the other customers, so we want to look further into our results without them in the picture. 

  1. Select the top four customers.
  2. Right-click and choose Exclude selections. 

The grid updates without those customers. The status bar and the dimension button will show the number of excluded selections with an exclamation mark. Clearing the ‘X’ next to the dimension will display the excluded selections.


Exclude rows is not available when two or more properties are selected without a code, or when there is an existing 'Or' group selection on the dimension. 

Clear and reset


Once a row has been focused on, a 'clear' option (shown with an 'X') appears to the right of the relevant dimension, as shown below. Clicking the 'X' will 'unfocus' whatever has been focused on in that particular dimension. You don't need to have the relevant dimension active in order to clear. 

If a search has been applied, you will see an asterisk in the dimension button, as shown below. Clear works the same here - clicking the 'X' will remove those searches.

To retain your selections 

To retain your selections, but bring the other rows back into view, click on the top left grid square before clearing. All rows will reappear, but your previous selections will still be highlighted. Note: Your selections may not always appear on the screen, as they may be listed on another page. You can click through the pages using the arrows at the bottom of the grid. 


Use Reset, shown below, to cancel an existing analysis and start again.  


Reset will clear all focused dimensions and deselect selections. Most buttons will revert to their default settings. 

What Reset does and doesn't do: overview

It does reset: 

  • Anything that has been focussed on
  • Mode (back to the default)
  • Properties (back to the default)
  • Measures (back to the default)
  • Activity Filter (back to the default)
  • Format
  • Kind (back to the default)
  • Basic Search
  • Advanced Search
  • Quick Filter
  • Options > Hide Dimensions
  • Options > Hide Status
  • Options > Monochrome Exports
  • Favorites and Alerts. That is, it doesn't take you back to the original favorite or alert - instead it removes the favorite /alert title and replaces it with the title of the relevant database, and then follows all the other rules in these lists. 

It doesn't reset: 

  • Period 
  • Stream
  • Locked Selections
  • Doesn't clear any text in the search box
  • Dimension (i.e. reset leaves you in your current dimension and doesn't take you back to the summary dimension)
  • Options > Show Others
  • Options > Totals as Average
  • Options > Show Net Zero
  • Options > Hide Total
  • Options > Month To Date
  • Additional Transaction Mode Properties