Charts
Charts are the read-only visual views of your key business indicators: sales, accounts receivable and payable, collections, CRM opportunities, service requests, billable hours and a ledger account's monthly behavior. They help you spot trends and problems at a glance, without building a report.
What is it and what is it for?
Each chart summarizes, using a different chart type (line, bar, horizontal bar or pie), the information from one area of the system over the last few months or the current year. There are no forms or data-entry buttons: it's a snapshot of your data so you can interpret it quickly.
You reach them in two ways:
- From the Home dashboard: every Home panel shows a small version of the chart; opening it full-size shows the complete chart with the same filters configured on that panel.
- From the Chart of Accounts: opening an account's detail shows a link to its Balance chart (for balance-sheet accounts, such as Assets, Liabilities or Equity) or its Movement chart (for income-statement accounts, such as Income or Expenses).
How to use it
- Open it from Home or from a ledger account. There's no dedicated menu for charts: you always reach them by expanding a Home dashboard panel or from an account's detail screen.
- Read the chart. Hover over a bar, line point or pie slice to see the exact value and, on several charts, the difference and percentage variance against the prior period.
- Adjust the filters if available. The Account Balance and Account Movement charts show, above the chart, filters for Subsidiary, Location, Department, Item Class and Division; change them and click Refresh to recalculate the chart with those dimensions.
- Print it if you need a paper copy. The ledger account charts are print-ready: when printing, the filters and the Refresh button are hidden automatically, leaving only the chart.
Available charts
These are the charts in this group, with what each one shows:
| Chart | Type | What it shows |
|---|---|---|
| Sales | Line | The total sold each month of the current year, compared to the same month last year, with the difference and percentage variance. |
| Accounts Receivable | Pie | Your customers' outstanding balance broken down by aging bucket: 0-30, 31-60, 61-90 and over 90 days. |
| Accounts Payable | Pie | Your outstanding balance with vendors broken down by the same aging buckets. |
| Monthly Collections | Line/Stacked bar | The amount collected from customers each month of the current year, broken down by sales rep. |
| Opportunities by Stage | Stacked horizontal bar | The value of your open CRM sales opportunities, grouped by sales-funnel stage and by sales rep. |
| Requests by Technician | Horizontal bar | The number of pending service requests per technician, separating warranty work from billable work. |
| Monthly Billable Hours | Stacked bar | The billable hours logged on your service work orders, month by month. |
| Sales by Customer | Horizontal bar | Your top 10 customers by sales amount in the current year. |
| Sales by Item | Horizontal bar | Your top 10 items by sales amount in the current year. |
| Sales by Sales Rep | Horizontal bar | The total sold by each sales rep in the current year. |
| Account Balance | Line | The accumulated balance, month by month, of a balance-sheet account (Asset, Liability or Equity). Opened from that account's detail screen. |
| Account Movement | Line | The month's movement (not accumulated), month by month, of an income-statement account (Income or Expense). Opened from that account's detail screen. |
Filters and refreshing
Most of these charts are calculated using whatever filters are already configured on the Home dashboard panel they come from (for example, subsidiary, sales rep, territory or customer class), and don't expose their own controls in the full-size view. The exceptions are Account Balance and Account Movement, which do show their own filters:
| Filter | What it's for |
|---|---|
| Subsidiary | Limits the balance or movement to a single subsidiary, if your plan has subsidiaries enabled. |
| Location | Limits the result to a specific location/warehouse. |
| Department | Limits the result to a department (a cost-center accounting dimension). |
| Item Class | Limits the result to a specific item class. |
| Division | Limits the result to a company division. |
These charts' results are cached briefly so they load fast. If you just recorded a transaction and the chart doesn't reflect it yet, click Refresh (on Account Balance/Movement) or reopen the screen (on the others) to force it to recalculate.
Availability and conditions
- Any logged-in user can view these charts; no extra special permission is required.
- Each chart automatically respects your session's restrictions: if your user is limited to a subsidiary, a location, or to your own sales as a sales rep, the chart will only compute with that data.
- The Opportunities, Service Requests and Billable Hours charts only show real data if you use the CRM or the Service/Work Orders module; otherwise they'll appear empty or without activity.
- The Subsidiary filter only appears if your plan has multi-subsidiary enabled.
Tips and common pitfalls
Seeing a chart with numbers that don't match your real data? If your company doesn't have any transactions recorded yet, AdmCloud shows randomly generated sample data so you can see what the chart will look like once you start operating. As soon as you record your first real transaction in that area, the sample chart disappears.
Picked an income-statement account but expected an accumulated balance (or the other way around)? The system automatically decides whether to open the Balance or the Movement chart based on the ledger account's type. If the behavior isn't what you expected, review that account's classification in the Chart of Accounts.
These charts are read-only: to change the data they represent (an invoice, a collection, an opportunity, etc.) go to that transaction's own screen, not to the chart.