Totals - ORCA Docs

Totals answers "how much, by what?" Pick a section, pick one or two fields to group by, tick the figures you want, and ORCA gives you a table with a total at the bottom. Profit by month. Spend by client. Hours by person and then by job.

Totals is a module, so the ORCA team switches it on for your account. If you don't see a Totals button on a section's list, ask us. You also need to be able to see Reports.

Opening Totals

Open any section's list and click Totals, next to the list controls. The page opens already set up: records grouped by the section's board field (or the first thing you could group by), showing totals of up to four of the section's money fields.

Everything on the page is a control. Change it, click Show totals, and the table changes. Start again puts it back how it began.

Only records you can open are counted, and archived records are left out. Someone with less access to the section will see smaller totals from the same saved report. That's intended.

Group by

Group by and then by pick what the rows are. You can group by:

a picklist (rows come in the picklist's own order)
a person, company or contact
a record in a linked section, such as the client or the job
a text field, or a checkbox
a date field, by month or by year
Date added, by month, for when the record was created

Choose a second field in then by and each group splits underneath into its own rows, with the group's subtotal on the line above. Leave it as Nothing to stop at one.

The first column always shows how many records are in each row, headed with the section's name.

Show

Show picks how each figure is worked out, and of lists the fields you can use it on. Tick as many as you like.

Total: adds them up
Average: over the records that have a value
Lowest
Highest

You can measure number fields, currency fields, formulas and roll-ups (see Line Items). A formula is worked out for each record and then totalled, so a margin formula gives you the margin per job, summed. The one function applies to every ticked field. Want a total of one thing and an average of another? Save two.

Money shows with your currency sign and two decimals. Anything below zero is red with a minus. The Total row at the bottom covers every record that matched.

Date range

Dates by says which date to filter on: Date added or any date field in the section. Fill in from and to, or leave both empty for all time. Records with no date in that field are left out of a range.

Only

The Only row narrows the records first. Each button is a field you can filter by: picklists, people, companies, contacts and linked records. Click one to tick the options you want, and the button shows how many you've chosen. Options are the picklist's options, or the values your records actually hold.

Export CSV

Export CSV downloads what's on screen, with the group names in the first columns, a column per figure, and the Total row last. Figures are rounded to two decimals. The file is named after the section.

Saving Totals

Happy with it? Type a name next to Save these totals as and click Save. You need permission to create reports.

The saved totals appear as buttons at the top right of the Totals page. Click one to open it.
They also show up on the Reports page in the Saved reports list, alongside your other saved reports. Click the card and it takes you straight to the Totals page.
Saving under a name you've already used replaces that one.
Saved totals are shared across the account, like any saved report.

If you open a saved total and change a control, you're looking at a changed version. Click Save with the same name to keep the change.

Worked Example: P&L by Month, Client and Job Owner

Say your Jobs section has these money fields: Value (Net), Total Budget Cost, Total Actual Cost, Budgeted Profit and Profit / (Loss). The costs are roll-ups of estimate lines and supplier invoices (see Line Items), and the two profit fields are formulas such as {Value (Net)} - {Total Actual Cost}.

Profit by month

Open Jobs and click Totals.
Group by: Completed On, by month. then by: Nothing.
Show: Total of Value (Net), Total Actual Cost and Profit / (Loss).
Click Show totals. Each month is a row, with the job count beside it, and the Total row is the year to date.
Name it "P&L by month" and click Save.

By client

Same again, but Group by the Client field. Each client's jobs add up on one row. Add Completed On, by year in then by to see each client's year by year.

By job owner

Group by the Job Owner field. Set Dates by to Completed On and fill in from and to for a financial year. Use Only to look at one client's jobs.

Each of these is its own saved total, so Monday morning is two clicks.