After organizing your data through Grouping and Sorting, the next step is adding Subtotals to your report. Subtotals make your reports more informative by automatically calculating key figures for each group of data, helping you quickly analyze totals, averages, or counts without needing manual calculations.
In a tabular report, subtotals provide summarized values at the end of each group of data, based on the fields you've selected.
For example:
When grouping invoices by Customer, subtotals can show the total amount invoiced per customer.
When grouping tasks by Project, subtotals can show how many tasks are assigned to each project.
Subtotals are calculated for each group you defined in Step 2, helping you see the bigger picture in your data.
When setting up subtotals, you can choose from the following functions:
The SUM function adds up all the values in a numeric field.
Example with a currency field (Invoice Total): If a customer has three invoices for $100, $250, and $150, the subtotal (SUM) would be $500.
COUNT tallies the total number of records in the group, regardless of value.
Example:
If a customer has 3 invoices, the COUNT would be 3.
AVERAGE (AVG) calculates the mean (average) value of the selected field.
Example with a currency field: For invoices of $100, $250, and $150, the average subtotal would be ($100 + $250 + $150) ÷ 3 = $166.67.
The MIN function finds the smallest value in the group.
Example with a currency field: For invoices of $100, $250, and $150, the MIN value would be $100.
The MAX function finds the largest value in the group.
Example with a currency field:
For invoices of $100, $250, and $150, the MAX value would be $250.
Just like in Step 2 (Grouping):
On the Subtotals screen, you'll see all the available fields from your data sources. Move the field you want to apply the subtotal function to from the available fields into the Affected Columns area.
Select the function (SUM, COUNT, AVERAGE, MIN, or MAX) to apply to the chosen field.
For example:
To calculate the total value of invoices, you would:
Select the Invoice Amount field.
Apply the SUM function.
This will create subtotal rows in your report that display these calculated values for each group.
Subtotals make reports more useful by:
Providing at-a-glance totals and summaries.
Helping identify trends or outliers within groups.
Reducing the need for external calculations or spreadsheets.
Once you've configured your subtotals, press SAVE to apply them to your report before moving on.
Finally Click NEXT to move to Step 4 - Column Selection.
Read more:
Base Reporting in SIX ERP
Dashboards in SIX ERP
First Steps to define Custom Reports
Step 1 - Defining Data Sources and Filtering
Step 2 - Grouping and Sorting
Step 4 - Columns
Step 5 - Conditional Cell Formatting
Step 6 - Final Setup and Publishing
Custom Report Settings for Administrators