Data collections

Data collections are the link between the Profit database and the data shown in the output such as views, analyses, reports and GetConnectors.

The database contains a large number of tables, some with technical data. This data is made accessible and enriched with calculated data via data collections.

When you create or adjust, for example, a report or analysis, you do not access the database directly, but use a data collection. With this approach, you can compose output in Profit with no database knowledge needed.

You cannot add data collections. For example, if you add or change a report, you can change the data collection for the report so it results in the required output. In that case, the adjustment to the data collection only applies to the report you are working on, not to other reports based on the same data collection.

Description

All the data you record in Profit, is saved in a database. The database contains tables with mutual relationships, such as financial entries - debtors - VAT codes, employers - employees - absence entries, etc. A data collection retrieves the correct data from the database and ensures that this data is combined, filtered, compressed, etc. correctly. The data collection enriches the data from the database so to speak. You can present the data using views, reports, analyses, files, etc.

Example:

The Outstanding items debtor table in the database includes the entry date per outstanding item. However, in a view with outstanding items you also see the age of each item in days, which is a data element not present in the database. Profit determines the age each time that it is required. The age is available as calculated data in the data collection.

For each employee, the date of birth is known but not the age. The age is calculated automatically and is available in various data collections.

The image below shows a diagram of the process.

Preparation

• Check the authorisation

  In order to be able to add and edit data collections, you need the proper authorisation.

Procedure

• Select a data collection

  Determine which data collection you need based on your information requirements.

• Specify a field set

  In the data collection, select the fields you require for the output.

• Presentation of fields

  You can change both field names and the presentation of the content of a field. In addition to this, you can block a field so it is not shown in a view.

• Calculations on fields

  In a data collection, you can make calculations on date fields.

• Aggregate data

  Aggregation means that you merge lines on the condition that they have certain features in common.

• Apply a filter

  You can apply a filter in a view, for instance, so you only see the data (view rows) that you actually need.

• Check a data collection

  You check the output of a data collection. Here, you see the output based on the fields you added and after application of any filter that has been set.