Expertise Beyond the Numbers

How to Use Data Filters in Sage Intacct to Organize Data

With cloud-based ERP systems becoming more prevalent among firms of all sizes, valuable financial data is becoming increasingly accessible. With the correct system in place, employees ranging from a store manager to the C-suite can now gain real-time insight into vital aspects of their business. However, the range of data that can be captured is as wide as the range of employees that could potentially use it, which correspondingly increases the need for strong data organization. To accommodate this need, Sage Intacct can be configured to filter data at various levels. With this flexibility, organizations can be assured that their people are able to make powerful insights to help the organization achieve its mission without having to spend an exorbitant amount of time sorting through a plethora of data.

The first step to organizing the data is setting up dimensions. Dimensions are simply additional information that can be captured on system transactions – such as specifying a department when posting a journal entry, or designating the office where a service was completed when paying a bill. Organizations will need define which dimensions are most critical to their business and ensure that the dimension members are being used when entering transactions. This dimensional information will both provide clarity on individual transactions as well as allow the system to filter the data in reports and dashboards. This capability is easily described using the example of departments: if an organization’s operations department is captured on all relevant transactions, reports can be filtered to display information only pertaining to that department.

After dimensions are setup, filtering data by the dimensions defined within Sage Intacct is a powerful tool. There are many different areas of the system that you can apply dimensions filters to. Below are a few of them:

  • Financial reports can be filtered by any of the captured criteria: office, division, country, product line, project, or any other category assigned to a dimension.
  • General Ledger Account Groups: Account groups are the building blocks of financial reports within Sage Intacct. This allows the report as a whole to be unfiltered, but to have a specific line(s) of data on the report filtered.
  • Dashboards, which can be used to display a variety of data: entire suites of reports and graphs can be filtered by dimensions, or have pre-filtered components simply placed onto the display.  The filtering ability can get extremely granular.

There are many other types of filters in Sage Intacct. Another example is filtering reports and dashboards by user groups. Filtering by user groups ensures access is only given to the appropriate users. By removing extraneous information, users can be sure that they are only viewing the data that is critical to them, and the organization as a whole can feel secure that their data is protected. Another example is filtering data by a time period, such as Year to Date or Periodic, as well as a specific date or quarter. Because there is such an array of options, it’s important to understand the system’s filtering abilities and leveraging the right ones for your organization.

Please reach out to our Sage Intacct implementation specialists with any questions on how to leverage filters to organize your data, or if you’d like to pick our brains on any other accounting-focused topics.

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