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Slice and dice your reports with Filters

Posted 4 years ago in Xero news by James Fouhy
Posted by James Fouhy

At Xero, our goal is to provide small businesses and advisors with reports that are easy to use and flexible. From today, we’ve added report filters to many of the reports in Xero, giving you even more flexibility over how you use your reports to focus on the information that matters.

Report filters are like a Swiss army knife, you can use them in so many different ways.

We know many advisors and business owners like the flexibility that spreadsheets provide. In particular the ability to sort and filter items to help get down to the detail to help clients and run their own businesses. Now we’re bringing the functionality to your fingertips right within Xero and without the need to export and manipulate elsewhere.

Here’s a quick overview of how Report Filters can be used. First, the basics. Filters refine report data so you can focus on a specific area — that is, filters cut out what you don’t need.

‘Group by’ determines how all the data in your report is ordered, that is, it sorts your data.

You can use a combination of ‘Group by’ and filters to create targeted, customized reports.

How small business owners can use filters

Filters are great for small business owners who need to monitor and focus on specific areas in their growing business.

Aged Receivables Detail report

You can use filters to help with targeted debtor collection. You can break down your outstanding debtors into workable chunks.

Filter by contact group

Filter by contact group so you can break down your debtors and focus on debtor collection for just one of your contact groups.

Filters contact group

Filter by Seen

Chase your customers that you know have opened their online invoices but haven’t yet paid you. Alternatively, follow up with customers who haven’t seen their invoices yet — contact them to make sure they’ve received them.

Filter by seen

Receivable Invoice Detail report

Filter by contact

Great for showing the detailed sales history for a specific contact over a set period of time.  You can see descriptions of past work performed to give you a customer’s complete history at a glance.

Inventory Item Details report

Filter by contact

This will show what a specific customer has bought from you over a set period of time.

filter by contact inventory item

Filter by item name

This will show which customers have bought a specific item from your inventory listing. Great for identifying repeat customers if you have excess stock you would like sell quickly.

How advisors can use Report Filters

Account Transactions report

This is where accountants can create customized reports for a multitude of needs. Filters can eliminate the need to export transactions to spreadsheets for further manipulation.

For example you can:

  • Filter by ‘Net’ to remove transactions that fall below materiality thresholds. For example, filter out transactions below $500.
  • Filter by ‘Source’ to create a report that lists just a certain type of transaction. For example, you can filter just Receive Money transactions to help identify payments that mistakenly weren’t applied to an invoice.
  • Filter by ‘Tax Rate’ to create a report that lists transactions of a certain tax type.
  • Filter by ‘Debit’ or ‘Credit’ to create reports that help detect coding errors which could then be resolved using Find & Recode.

Whether you’re a small business or an advisor, use Report Filters to get more power and flexibility with your reporting: easily get the information that matters to you.

8 comments

Neha Patel | BlueFire Accounting
May 12, 2016 at 2.33 am

Good tips!

scott schoenberger
May 13, 2016 at 7.58 am

looking to make it easier to get reports from prior periods….we usually have to look at prior year etc… right now we have to manual select by dates.

Gillian Akers
May 13, 2016 at 10.47 am

I’m a sole trader whose accountant is still not in the Xero space. How can I move to Advisor status to run my own managerial queries?

James Fouhy
May 17, 2016 at 7.59 am

Hi Gillian, you can make yourself an Advisor by selecting Settings > General Settings > Users. Click on your name then select Advisor then finally select Save. You will now see an Advisor option appear between Reports and Contacts.

Christine Ryan
May 25, 2016 at 9.08 am

This is a great improvement, thanks. However I still can’t get the one report I have been wanting out of Xero for ages – basically the Sales by item report but filtered for a contact. Or income by contact, but showing a line for each item. I want to be able to see what a single customer is purchasing off me. I can now do this in the Inventory Item Details report by filtering for Contact, but it gives me every transaction rather than a summary by item. The end result is the same, but it takes longer to scroll down and see all of the totals.
Is there a better way?

Janet
June 4, 2016 at 2.36 pm

Finally and gratefully. But I can’t see that the Swiss Army knife is being used for all reports – only one or two. e.g The customer invoice report which is a potentially valuable resource (likewise supplier) does not have the filter. Xero, can you tell us which reports have the filter?

Kimberly Cobb
March 18, 2017 at 8.21 am

I would like to see the same report that Christine is requesting:

This is a great improvement, thanks. However I still can’t get the one report I have been wanting out of Xero for ages – basically the Sales by item report but filtered for a contact. Or income by contact, but showing a line for each item. I want to be able to see what a single customer is purchasing off me. I can now do this in the Inventory Item Details report by filtering for Contact, but it gives me every transaction rather than a summary by item. The end result is the same, but it takes longer to scroll down and see all of the totals.
Is there a better way?

Philip
June 3, 2016 at 1.30 pm

Would like to see a report that lists transactions for a Supplier… like a Customer Statement. If this exists would love to be pointed in the right direction… still exporting to spreadsheets.

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