Downloading your historical data from Infusion
Getting started with new systems is always tricky, we know! This is why we have created this quick guide on preparing your historical data. Please set aside 10-15 minutes to get through it. And remember – this only has to be done once – participating in KPI Works in subsequent months takes mere minutes.
By uploading this historical data into your KPI Works dashboard, you’ll be able to see the trends that have been taking place within your organisation – and within your wider industry – right away. Also, some KPIs that we show you (e.g. insurance spend as a % of revenue) can only be calculated on an annualised basis – which is the second reason we ask for this historical data upfront.
Let’s get started!
Foreword: Infusion does not have the capability to export the Balance Sheet into a 12-month format. This means that – if you want to benchmark using your Balance Sheet also, you’ll need to follow this tutorial on how to download your P&L and Balance Sheet one month at at time (and simply repeat it to get 12 months of your historical data this way). Please keep reading if you’re benchmarking using your Profit and Loss only.
Historical Profit and Loss
Once you’ve launched Infusion, click on the Financials tab, expand the Reports folder, select the 12 Mth Profit and Loss report, click on the G/L ID [starting] triangle selector (1)
Double-click on the 10-1000 account (2)
Next, click on the G/L ID [ending] triangle selector (3), click into the search field (4) and type 10-3999. Once the list comes up, double-click on the 10-3999 account line (5)
Select the appropriate year in the Financial Year Starting (6)
Click on the Save button (7) and select Save as XLS (8)
After you set a name for your file and save it to your computer, it’ll open up be default (9) – please check that it looks similar to the image below:
After you check and close Excel, close the Report Preview (10)
And finally close the Print Report window (11). You now have last a historical P&L with multiple months of data saved to your computer! You may need to repeat this exercise to get a total of at least 12 months of historical P&L data, so you may end up with two files.
Feel free to click here to download a sample file to see if yours looks similar.
Historical invoice count
Once you’ve launched Infusion, click on the File tab on the top left, and click on the Management Console button (1)
For the month you’d like a count of invoices for, set the first day of the month (2), set the last day of the month (3), click the refresh button (4) and you’ll see the total number of invoices raised in the bottom-left of your screen (5). Once you’ve made a note of this number, close the Management Console (6)
Why we ask for historical data
Just in case you’re curious about “Why do you guys ask for our historical data?”, please watch this short 1-minute video: