How do I use the Profit and Loss - Multiple Periods report?

Learn how to use the DataDear report ‘Profit and Loss - Multiple Periods’ which can be used to compare the P&L across different periods.

DataDear gives you the option to download the Profit and Loss report in multiple periods which will help you analyse and understand how a business is evolving over time. There are few basic steps required to select the dates and reporting periods.

:bulb: This report can be used for both single organisations and for a group of organisations / companies and works for Xero and QuickBooks Online.

Choosing the Data / Report

  1. Open Excel, click on the DataDear tab and login using your email and password.

  2. Select the Organisation or the Group from the drop-down list.

  3. In the Report drop-down, select the Profit and Loss - Multiple Periods report.

  4. Configure the report Conditions in the parameters window manually or using dynamic values from another sheet.

    • Date - Select the month and year. The P&L will be calculated for the period ending with the end of month chosen. If you untick the Whole Month, you will be able to chose the P&L period ending with an exact date.

    • Period - Choose a reporting period between year (Year to Date), month (For the Month) or week (7 Days to Date).

    • Tracking Categories - Choose any tracking categories. You can choose multiple tracking categories multiple options per category.

    • Select Standard Layout if applicable. This applies only to instances where custom report layouts under the Xero ‘Old’ reporting module were created.

    • Select Include Budgets - option to compare the P&L against the budget of the same period. This option is not available for weekly P&L reporting since XERO Budget Manager handles monthly expenses only.

    • Select the Report Layout if you want a P&L report format as opposed to a table with data.

    • Payments only - Only show the report based on Payments only.

    • Period as rows - This option will bring columns containing both tracking options. The results will also show the different comparative periods as rows instead of columns. (Useful to create other reports or pivot tables).

    • Detailed Report - Will include additional column with the name of the organisation which might be required for reporting purposes.

  5. Configure the Comparative Periods :

    • Period - Choose if you wish to compare between Previous Weeks , Previous Months, Previous Quarters or Previous Years .

    • Total Periods - Number of comparative periods to compare backwards plus the current reporting period. 1 means only current period with no comparative periods.

  • Choose between Left to right* or Right to Left display order of the comparative periods.
  1. Click on the New Sheet or Current Sheet to generate the report. The comparative periods will be used to create the intervals backwards from the selected date based on the number of periods selected.

  2. Choose between having this report as a table (default) or as Raw Data .

  3. These parameters can be saved as a Preset so it will be faster to retrieve the same parameters in the future.

Sample Profit & Loss Report