Understand report filters, pivots and totals

Filter logic: how conditions combine

Filters are added one at a time in the Filters zone. Each filter uses one field, one operator, and one value or range. When you add more than one filter, the report treats them as AND conditions, so the report keeps only source rows that match every filter you set.

OR is used inside a single filter when the operator accepts multiple values. For example, in and not in let one filter match or exclude a list of values, so the field can match any item in the list instead of only one exact value. Between uses two values for a start and end range.

Use exclusion operators when you want to leave out source rows. != excludes a single value, not like excludes text matches, and not in excludes any value in the list you enter. is null and is not null test whether the field is missing or present in the source rows.

1. Add the field to Filters.
2. Open Edit Filter.
3. Choose the operator.
4. Enter the value, list, or range the operator needs.
5. Click Apply Filter.Apply Filter

Current role, workspace, and access

The report builder depends on your active workspace and your current role or access in that workspace. If your current access does not include the needed report builder features, the page can tell you that Report Builder is not available on your current plan. Save Report is also checked separately, so you may be able to run a report even when saving is unavailable.

Current role matters after you switch workspaces, ledgers, or memberships because the available report actions follow the active workspace context. If the active ledger changes, any preview tied to the old ledger is cleared and you need to run the report again for the new ledger.

Measures versus dimensions

Dimensions are the fields you use to group source rows, such as dates, accounts, categories, or other labels. Measures are the fields you calculate, such as amounts, counts, or other numeric values. Rows and Columns are for grouping; Values are for calculations.

If you drop a measure into Rows or Columns, the builder moves it into Values instead. That keeps measures in the part of the report that uses an aggregation, while dimensions stay in the grouping part of the report.

The grouping you choose changes the source grain of the report. A report grouped by a dimension shows results at that dimension’s level, while a value field is recalculated for the source rows that belong to each group. Filtering happens at the source-row level before the grouped results are shown.

For value fields, Edit Aggregation lets you change the aggregation function and the display label. If a field only allows some aggregation choices, the builder only shows those choices for that field.

1. Drag a dimension field into Rows or Columns.
2. Drag a measure field into Values.
3. If needed, open Edit Aggregation for a value field.
4. Choose the aggregation and adjust the display label.
5. Click Apply.Apply

Row limits after recalculation

The row limit controls how many result rows you see after the report has been recalculated. The standard Row Limit control offers 100, 500, 1000, and 5000, and the page uses 1000 if a selected value cannot be read as a number.

If the posted cash entry detail contract is active, the generic row limit is replaced by Posted cash entry limit. In that mode, the limit accepts whole numbers from 1 through 100 only.

This limit is applied after Core recalculates the report, so it trims the visible result set rather than changing the source books. For percentage output, the percentage is calculated before the row limit is applied.

Totals, ratios, and percentage summaries

Row Totals, Column Totals, and Grand Total recalculate each measure across the filtered source rows that belong to each group. The builder’s labels say the total is calculated separately for each currency and unit, so the total is partitioned instead of being a simple sum of whatever rows happen to be visible.

Show % of filtered total adds each SUM measure’s share of its complete filtered total, separately for each currency and unit, before the row limit. That means the share is based on the full filtered result for that measure, not only the rows still visible after trimming.

Show YoY Growth adds the prior calendar year comparison for your explicit date range. If the prior value is missing, zero, or negative, no growth percentage is shown for that comparison.

For inventory-period reports, the page can keep certain total options locked on once they are enabled. The page also shows a notice that historical inventory endpoints and ratios keep their selected period values, and that overall measures require their original period definition.

Missing cells, units, and exact source lines

When a cell has no value for a given group, the report shows a dash in the table instead of fabricating a number. In pivot output, an unavailable grouped label is shown as Unavailable, and an empty result row shows All results.

Money and quantity labels come from the report result’s unit contract, so the visible values follow the source line’s own currency or unit context. That is why totals and percentages are partitioned by currency and unit instead of being merged into one generic amount.

Exact source-line behavior matters when you compare totals, ratios, or percentage summaries. The report builder uses the filtered source rows behind each group, so the numbers you see are derived from the exact filtered lines for that group and unit context, not from a manual sum of only the visible cells.