Read and Customise Reports · Track 4 · Tutorial 2 of 2

Report by division or project in a row/column report

How a division is reported depends on how it is kept. A division that is a company of its own is reported with a virtual group. A division tagged on transactions inside a company — a Xero tracking category, a QuickBooks class, a MYOB job, a Zoho reporting tag — is reported from that tag’s dataset.

You will needFor tagged divisions, the tags brought in, as in See results by division or project. Administrator or Report Admin access in BrizoConsol.

By the endA Revenue by Division report for Company A, with a row for each of Retail, Wholesale and Online.

1Choose the approach

How the division is kept	Report it with
As a company of its own	A virtual group of those companies — see Report a subgroup with a virtual group.
As a tag on transactions	The tag’s dataset in a row/column report — this tutorial. The same dataset can also go in a Cell Report, by binding cells to Operational data (see Know when to use a Cell Report), or in a dashboard (see Show operational data in dashboards and Insight Packages).

Each accounting system’s tags arrive as an operational dataset of profit and loss by tag:

System	Dataset	Set up in
Xero	Xero Tracking: and the category’s name, such as Xero Tracking: Division	Bring in tracking categories
QuickBooks	QuickBooks: Class	Bring in classes
MYOB	MYOB: Job and MYOB: Category	Bring in jobs and categories
Zoho Books	Zoho Tag: and the tag’s name	Bring in reporting tags

2Create the report

Select Company A, open Reports → Custom Reports, and click Add a new report.
Choose Row/column report.
Name it Revenue by Division, and choose the Period and the Data Type Movement.

The report name (1), Data Type set to Movement (2), and the first blank row, click to configure (3).

3Add the division rows

Click the first blank row — click to configure — and choose Operational Data.
In Operational Data, choose Xero Tracking: Division.
If a Breakdown is offered, choose Tracking Option. In P&L Line, choose the line to show, such as the income total. The lines are the ones in Xero’s own report.
Under Include Tracking Option, tick Retail, Wholesale and Online, and click Add Row.
Click Save, then View.

The Operational Data row editor with Xero Tracking: Division, Breakdown Tracking Option, a P&L Line to pick, and Retail, Wholesale and Online ticked under Include Tracking Option. — The dataset (1), the Breakdown (2), the P&L Line (3), the options ticked under Include Tracking Option (4), and Add Row (5).

The row shows a heading with the dataset’s name, then one row for each option ticked, in every period column. Add more Operational Data rows for other lines, such as cost of sales, and a Formula row for a margin between them. On a group, Include Entities lists the companies that hold the dataset; untick one to leave it out.

4Check the figures

Check

Each division’s figure for a month equals the same tracking option in Xero’s profit and loss by tracking category for that month. On the setup page, View P&L by Tracking Category reads Xero live to compare.

Lines without a division are kept as Unassigned in the dataset, so tick it too when the divisions must add up to the company’s total.

5If something goes wrong

Operational Data isn’t offered as a row type	No operational dataset is available for the entity. Bring the tags in first, as in the table in step 1.
A month is empty	That month’s profit and loss by tag isn’t loaded. Load it on Data Loading.
The divisions don’t add up to the company’s revenue	Unassigned isn’t ticked, or the line chosen in P&L Line isn’t the company’s revenue total.
Select at least one Tracking Option to continue.	Tick at least one option under Include Tracking Option.

Want more detail? See the documentation

Xero Tracking Categories & Consolidation Customizing Reports Virtual Groups

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