Module 8 · Advanced · 8 min read
Filters, columns, grouping and saved views
You will be able to: Set periods correctly, including the calendar-year caveat; Sort, group, filter and choose columns on a result; Save a report setup as a view and know where it lives.
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A report's power comes from changing how you look at the same rows. This lesson covers the controls around the table.
Period and quick buttons
From and To both count. The quick buttons are Today, Yesterday, This week (from Monday), This month, Last month, This quarter, FY to date and Custom.
Watch outFY to date counts from 1 January and This quarter is a calendar quarter. Zeyto counts calendar years, not a financial year that starts in another month, and a note under the filters says so. For any other fiscal period type From and To yourself.
Sort, group, columns and filters
- Sort: click a column heading, click again to reverse.
- Group by (above the grid): adds a subtotal row after each set of rows sharing a value in the column you choose. Choose No grouping to undo it. Column filters are off while grouping is on.
- Group by inside the filter card (Daily, Weekly, Monthly): this one is different. It changes the figures the report returns. Sales Analysis uses it to split each customer or item by month.
- Columns: press the button (it shows how many are on, such as 8/12) and tick the ones you want. Drag the right edge of a heading to widen it, double-click to fit, and Reset columns undoes widths.
- Column filter: click the funnel icon in a heading. Tick values, type a word, or set Min and Max (numbers) or From and To (dates), then press Apply. A line says how many rows are shown, such as 12 of 340 rows. Clear filters removes them.
- While a column filter is on, the TOTAL row is hidden because it would add rows you cannot see. Export follows the rows you see.
Profit & Loss, Balance Sheet, Group Summary and the VAT Return keep their own order, so sorting, grouping and column filters are off for them.
Sales by customer by monthOpen Sales Analysis. Set Dimension to Customer. In the filter card set Group by to Monthly and press Run. Rows now say nothing about the month until you press Columns and tick Period. With Period on, you can read each customer's revenue, cost and GP % month by month. Click the GP heading twice to put the most profitable first.
Saved views
- Set the filters, columns, grouping and sorting you want.
- Press Saved views, type a name in Name this view and press Save. A name that already exists is replaced.
- Next time, press Saved views and click the name. Zeyto restores the dates, filters, columns, grouping, sort and layout, and runs the report.
- The x beside a name deletes it.
- Views are kept on this computer only. Other users do not see them, and they do not follow you to another device.
- A saved view restores its dates too. Press a quick button after opening it to bring the dates up to date.
- Name views by the question they answer, for example Overdue over 60 days, not Report 3.
TipThe column filter box helps you find a single row, for example one customer in a long Sales Register. Group by helps when you want subtotals. Use the right tool for the question.
Try it in the demo
- Open Sales Analysis. Set Dimension to Customer and press Run. Click the GP heading to sort.
- Press Columns and look at how many columns are on. Turn one off and one on.
- Use the funnel icon on a column to filter rows. What happens to the TOTAL row?
- Save a view with a clear name, reopen the report from another card, then load the view.
Public demo company, sign in as admin / demoAdmin123. Data refreshes nightly.
Key takeaways
- Quick buttons FY to date and This quarter are calendar-based; type fiscal dates yourself.
- Group by above the grid adds subtotals; Group by in the filter card changes the figures returned.
- A column filter hides the TOTAL row, and exports follow the visible rows.
- Saved views live on this computer only.
Check yourself
5 questions on this lesson. Not timed, not the exam, and you can try again. Score 60% or more, and read the lesson, to complete it.
1. Which key runs the open report again?
2. FY to date in Zeyto counts from 1 January, not from the start of a financial year in another month.
3. Where are saved report views kept?
4. What happens to the TOTAL row while a column filter is on?
5. Which reports keep their own order, so sorting, grouping and column filters are off?
Select all that apply.