Chapter 13: Power BI Essentials for Accounting Analytics

Accounting Analytics: An Integrated Approach

In this chapter

Part IV of V: Data Visualization and Power BI

Chapter 1 of 4 in this Part

  • 13.1 Why a Reporting Tool
  • 13.2 The Power BI Desktop Window
  • 13.3 Getting the Data
  • 13.4 Relationships in Brief
  • Guided Tutorial 13.1
  • 13.6 Visuals and How They Summarize
  • Guided Tutorial 13.2
  • 13.8 Honest Visuals
  • 13.9 Accessible Report Design
  • Guided Tutorial 13.3
  • 13.11 Looking Ahead

Learning objectives

  1. Explain what a reporting tool such as Power BI adds to the spreadsheet and the query, and distinguish Power BI Desktop, the Power BI service, a report, and a dashboard.
  2. Load Charles River tables into Power BI Desktop with Power Query, profile their columns over the entire data set, and relate the tables in the model.
  3. Build cards, charts, matrices, and slicers, and explain how a visual summarizes a column and how the visuals on a page filter one another.

Learning objectives (continued)

  1. Reconcile a report to control totals before anyone relies on it.
  2. Match a visual to the task its reader performs, and recognize and correct visuals that mislead through their axes, their scales, or the period they show.
  3. Design report pages that more readers can use, with sufficient contrast, meaning that never rests on color alone, and alternative text.

One report the managers can explore themselves

  • Every month the managers’ requests each produce another workbook
  • Two of them reached one meeting with different discount totals
  • The controller wants one report that the managers explore themselves
  • It must tie to the reported numbers, and it must not mislead

13.1 Why a Reporting Tool

A report lets the reader ask the next question

  • A workbook holds an analysis and its evidence together
  • A saved query extracts exactly the rows an analysis needs
  • Neither is built as a shared report for readers who explore
  • A business intelligence tool puts interactive visuals on a model

Desktop builds the report; the service shares it

  • Power BI Desktop is a free Windows application for building reports
  • In it you load the data, relate the tables, calculate and lay out visuals
  • The Power BI service is the website where reports are published and shared
  • Every tutorial in this Part works in Desktop alone

A report is pages; a dashboard is pinned tiles

  • A report: pages of interactive visuals built on one semantic model
  • The semantic model: the tables, relationships and calculations it reads
  • A dashboard: one service page of tiles pinned from one or more reports
  • Dashboards exist only in the service; everything here starts as a report

From the data to a published report

A flow of five steps from left to right. CharlesRiver.xlsx feeds Power Query, which loads and prepares the tables. The tables form the semantic model, with relationships and measures. The model feeds a report of interactive pages, and the report is published to the Power BI service, where it is shared and where dashboards can pin its visuals. Power Query, the semantic model, and the report are built in Power BI Desktop, and the last step happens in the service. Labels under the first four steps name the chapters of Part IV that cover them, and the last step is marked as optional, because publishing needs a license and is covered in the appendix on publishing and security.
Figure 13.1 · From the Data to a Published Report

Part II’s Excel features carry over

Table 13.1 · Excel features of Part II and their Power BI counterparts

In Excel (Part II) In Power BI (Part IV)
Get Data and the Power Query Editor Get data and the same Power Query Editor
Merging Tables, or XLOOKUP A relationship, which passes filters between tables kept separate
PivotTable Matrix visual
PivotChart A chart that filters, and is filtered by, the rest of the page
Slicer Slicer, filtering the other visuals on its page through the relationships
Calculated field Measure, written in DAX
Documentation worksheet An About page and a description on every measure
Workbook shared as a file Report published to the Power BI service

Check your understanding

Desktop, service, report or dashboard?

  1. The free Windows application where you build the model
  2. One page of tiles pinned from several reports
  3. Pages of interactive visuals on one semantic model
  4. The website where reports are published and shared

Each one has its name

  1. Power BI Desktop
  2. A dashboard, in Power BI’s sense
  3. A report
  4. The Power BI service

13.2 The Power BI Desktop Window

The window: ribbon, views, canvas and panes

Detail of: A mock of Power BI Desktop in Report view, with numbered markers keyed to a legend. Marker 1 is the ribbon. Marker 2 is the bar of views down the left side: Report, Table, Model, DAX query, and TMDL. Marker 3 is the canvas, holding a card and a bar chart of fiscal 2026 revenue by item group, with page tabs below it. Marker 4 is the Filters pane, marker 5 the Visualizations pane, with its gallery of visual types and the wells of the selected visual, and marker 6 the Data pane, listing the tables and their columns.
Figure 13.2 · The Power BI Desktop Window (detail)

What each numbered part of the window does

  • 1 The ribbon: the commands, on tabs as in Excel
  • 2 The views: Report, Table, Model, DAX query and TMDL
  • 3 The canvas: the report page, with its page tabs below
  • 4 Filters: filters on one visual, one page or every page
  • 5 Visualizations and 6 Data: visual types and wells; tables and columns

13.3 Getting the Data

Load with Power Query; Refresh reruns it

  • Get data opens the Navigator; choose the Tables, then Transform Data
  • Shape the queries in the same Power Query Editor as Part II
  • Close & Apply loads the results into the model, not onto worksheets
  • Refresh runs the queries again; the workbook is never changed

Watch out: a CSV’s numbers depend on your region

  • The CSV package loads faster than the large workbook
  • A text file stores numbers as characters
  • Power Query reads them by your computer’s language and region
  • Where decimals take a comma, an amount can be misread or rejected

A profile of the first rows describes only them

Detail of: A mock of two panels of the Power Query Editor showing the SalesInvoiceLine query with Column quality and Column distribution turned on. In the left panel, profiled on the top 1,000 rows, the PromotionID column is empty on every row and the Discount column shows one distinct value. In the right panel, profiled on the entire data set, PromotionID has values on part of the rows and Discount shows four distinct values. The status bar messages that name the basis of each profile are outlined.
Figure 13.3 · The Same Column Profiled on the First 1,000 Rows and on the Entire Data Set (detail)

Watch out: two defaults hide what the model contains

  • Auto date/time adds hidden date tables behind the date columns
  • Autodetect guesses relationships from column names after loading
  • A wrong guess gives wrong totals, without any warning
  • Tutorial 13.1 turns both off in the Options, under Data Load

13.4 Relationships in Brief

Relationships replace the merge

  • The tables stay as they are; a relationship records which columns match
  • SalesInvoiceLine.ItemID refers to Item.ItemID, the item table’s key
  • So the lines’ revenue can be shown by ItemGroup, never copied to them
  • Most relationships in an accounting model are one-to-many

Filters flow from the one side to the many

Detail of: A mock of Power BI's Model view with four tables: SalesInvoiceLine in the middle, Item to its left, SalesInvoice to its right, and Customer to the right of SalesInvoice. Each relationship line carries a 1 at the end of the table that holds the key and an asterisk at the end of the table that refers to it, with an arrow pointing from the one side toward the many side. Item and SalesInvoice relate to SalesInvoiceLine on ItemID and SalesInvoiceID, and Customer relates to SalesInvoice on CustomerID, so a filter on Customer reaches the invoice lines through SalesInvoice.
Figure 13.4 · The Sales Tables in Model View (detail)

No relationships in the source: define and test them

  • The workbook’s Tables carry no relationships, so you define each one
  • Then test it, as Chapter 3 recommended for any logical key
  • A line whose key finds no match appears under (Blank)
  • A blank category is a signal to investigate, not to explain away

Guided Tutorial 13.1: Loading, Relating, and Reconciling the Sales Tables

Steps 1 to 6: load, shape and profile

  1. Start the report and turn off two defaults
  2. Choose the Tables in the Navigator
  3. Rename the queries, correct two types, and keep the columns the report needs
  4. Keep the items Charles River sells, and set the date type
  5. Add the custom columns
  6. Profile the invoice lines over the entire data set

Steps 7 to 11: relate, format and reconcile

  1. Load the data
  2. Relate the tables in Model view
  3. Set how the year and the amounts are shown
  4. Reconcile the model to Chapter 6
  5. Check for a blank item group

The model ties to Chapter 6 before anyone reads it

Detail of: A mock of a report page named Validation in Power BI Desktop. A table visual lists fiscal years 2024, 2025, and 2026 with the count of invoice lines, the sum of LineTotal, the sum of ListAmount, and the sum of DiscountAmount for each, and a total row. The fiscal 2026 row is outlined. A second table lists the five item groups, Accessories, Furniture, Lighting, Services, and Textiles, with their line totals over all three fiscal years and no blank row.
Figure 13.5 · The Validation Page of the Charles River Reports File (detail)

Checkpoint

Before you build on the model, confirm the following:

  • The model holds four tables, Customer, SalesInvoice, SalesInvoiceLine, and Item, joined by three one-to-many relationships whose filters flow toward the invoice lines.
  • The profile on the entire data set differs from the profile on the first 1,000 rows, and you recorded both.
  • The fiscal 2026 row of the Validation page matches the invoice line count and line total of Chapter 6.
  • No item group appears as (Blank), and FiscalYear is shown, not summed.

13.6 Visuals and How They Summarize

Whatever goes in a value well is summarized

  • Drag columns from the Data pane into a visual’s wells
  • A numeric column is summed: LineTotal becomes Sum of LineTotal
  • The arrow beside the field changes it to an average, a count, and more
  • Power BI creates the calculation for you: an implicit measure

Six defaults that can mislead

Table 13.3 · Power BI defaults that can mislead

Default What can go wrong What to do
A numeric column is summed Keys, codes, and years are added up Set their summarization to Don’t summarize
Count counts the rows with a value Invoice lines are counted when invoices are meant Use Count (Distinct) on the key of the invoices
Average weights every row equally A rate is averaged line by line Divide totals with a measure (Chapter 14)
A line chart’s value axis fits the data Small changes look large Start the axis at zero, or say that it does not
A combo chart’s line can get an axis of its own Two scales suggest a relationship Use one axis, or two charts
Filters pane entries are not on the canvas Readers cannot see what was excluded State the filter in the title or on the page

Choose the visual for the question

  • A card shows one number, such as the year’s revenue
  • Column and bar charts compare categories; line charts show change
  • A table or a matrix gives exact values; a matrix is Power BI’s PivotTable
  • A slicer is a filter the reader can see and change

Visuals on a page filter one another

  • Click a bar, and the visuals it reaches show that category
  • Charts highlight the selected part; cards and lines show the filtered value
  • Edit interactions sets, for each pair, filter, highlight or nothing
  • Filters pane entries are invisible on the canvas, so state them

Check your understanding

What does each visual really show?

  1. Sum of FiscalYear in a table
  2. Count of SalesInvoiceID taken from the invoice lines
  3. Average of Discount as the discount rate
  4. A total with Services removed in the Filters pane

Each one has its correction

  1. A meaningless sum: set the year to Don’t summarize
  2. Invoice lines, not invoices: use Count (Distinct)
  3. An average of rates: divide the totals with a measure
  4. A hidden exclusion: use a visible slicer, or say so in the title

Guided Tutorial 13.2: Building the Sales and Discounts Page

Build the page in nine steps

  1. Add the page
  2. Add a slicer for the fiscal year
  3. Add the cards
  4. Chart the discounts by month and by item group
  5. Add the matrix of revenue by product type
  6. Add slicers for segment and region
  7. Explore the page by clicking
  8. Find where a filter stops
  9. Save the report

Three cards match the Validation page

Detail of: A mock of the Sales and Discounts report page for fiscal 2026. A tile slicer for the fiscal year has 2026 selected, and drop-down slicers for customer segment and region show All. Four cards show revenue, the amount at list price, discounts, and the number of invoices. A line chart of promotional discounts by month stays near zero until a sharp rise in September and October, and a bar chart of discounts by item group is dominated by Furniture. A matrix below lists revenue by item group and quarter, with Furniture expanded into its product types.
Figure 13.6 · The Sales and Discounts Page (detail)

Discounts peak in the autumn, almost all on Furniture

Detail of: A mock of the Sales and Discounts report page for fiscal 2026. A tile slicer for the fiscal year has 2026 selected, and drop-down slicers for customer segment and region show All. Four cards show revenue, the amount at list price, discounts, and the number of invoices. A line chart of promotional discounts by month stays near zero until a sharp rise in September and October, and a bar chart of discounts by item group is dominated by Furniture. A matrix below lists revenue by item group and quarter, with Furniture expanded into its product types.
Figure 13.6 · The Sales and Discounts Page (detail)

The matrix expands Furniture into its product types

Detail of: A mock of the Sales and Discounts report page for fiscal 2026. A tile slicer for the fiscal year has 2026 selected, and drop-down slicers for customer segment and region show All. Four cards show revenue, the amount at list price, discounts, and the number of invoices. A line chart of promotional discounts by month stays near zero until a sharp rise in September and October, and a bar chart of discounts by item group is dominated by Furniture. A matrix below lists revenue by item group and quarter, with Furniture expanded into its product types.
Figure 13.6 · The Sales and Discounts Page (detail)

A filter stops where the relationship ends

  • Select Furniture, and count invoices two ways
  • The count from the invoice lines falls to the invoices with Furniture
  • The count from SalesInvoice does not change at all
  • The filter flows from Item to the lines, not back to the invoices

Checkpoint

Before you move on, confirm that your page does the following:

  • With 2026 selected, the revenue, list amount, and discount cards match the Validation page, and the invoice card shows fewer invoices than the page shows invoice lines.
  • The discount line rises sharply in September and October, and the bar chart shows Furniture far ahead of the other groups.
  • Selecting Furniture changes the invoice count taken from the invoice lines but not one taken from the SalesInvoice table.

13.8 Honest Visuals

Position on a common scale is read most accurately

Detail of: Fiscal 2026 revenue of the five item groups drawn four ways: as bars sharing a baseline, as the segments of a single stacked bar, as slices of a pie, and as circles whose areas are proportional to revenue, each labeled with the group names. The bars make the order and the gaps between the groups easy to read. In the stacked bar, the pie, and the circles, the smaller groups are hard to compare. A note gives Cleveland and McGill's ranking: position on a common scale first, length and angle together below it, and area below both.
Figure 13.7 · The Same Revenue in Four Visual Encodings (detail)

Angles and areas are hard to compare

Detail of: Fiscal 2026 revenue of the five item groups drawn four ways: as bars sharing a baseline, as the segments of a single stacked bar, as slices of a pie, and as circles whose areas are proportional to revenue, each labeled with the group names. The bars make the order and the gaps between the groups easy to read. In the stacked bar, the pie, and the circles, the smaller groups are hard to compare. A note gives Cleveland and McGill's ranking: position on a common scale first, length and angle together below it, and area below both.
Figure 13.7 · The Same Revenue in Four Visual Encodings (detail)

Fit the visual to the reader’s task

  • Graphs show spatial information: trends and relationships
  • Tables show symbolic information: the exact values
  • A reader does best when the form fits the task
  • Accountants often need both, for the same number

Three ways a correct chart misleads

  • A line chart’s value axis fits the data, so small changes look large
  • A second axis makes a small series look as large as a big one
  • The starting period can carry the message
  • So check the axis, the scales and the period of every chart

Check your understanding

What is wrong with each chart, and what fixes it?

  1. Monthly revenue on an axis that starts just below the weakest month
  2. A pie of the five item groups’ revenue
  3. Discounts on a second axis beside the revenue columns
  4. Growth measured from the start-up month

Each chart has its correction

  1. Small changes look large: start the axis at zero, or say it does not
  2. Angles are hard to compare: use bars on a common baseline
  3. Two scales suggest a relationship: use one axis, or two charts
  4. An unusual start: compare whole years, or the same months

13.9 Accessible Report Design

Four practices make a page usable by more readers

  • Contrast: text at least 4.5 to 1 against its background
  • A second cue: never let a meaning rest on color alone
  • Alternative text: say what the visual shows and what it means
  • A theme: one set of colors and fonts across the report

Check your understanding

Which practice fixes each problem?

  1. Pale gray labels on a white background
  2. Unfavorable variances shown only in red
  3. A screen reader announces only “line chart”
  4. Each page uses its own colors for the same item groups

Each problem has its practice

  1. Contrast that meets the guideline for ordinary text
  2. A second cue: a label, a sign or a marker
  3. Alternative text that states what the chart shows and means
  4. One report theme, with each color used for one purpose

Guided Tutorial 13.3: Correcting Three Misleading Charts

Correct three draft charts in eight steps

  1. Chart fiscal 2026 revenue by month
  2. Start the axis at zero
  3. Check the starting point of a growth claim
  4. Compare whole years instead
  5. Build the third draft chart: revenue and discounts on two axes
  6. Put both series on one axis
  7. Give the discounts a chart of their own
  8. Describe the charts and check their titles

The default axis makes a steady year look volatile

Detail of: Two mocks of a Power BI line chart of Charles River's monthly revenue in fiscal 2026. In the upper chart, the value axis starts just below the weakest month, and the line swings across the full height of the chart. In the lower chart, the value axis starts at zero, and the same line runs nearly level, with the monthly differences small against the level of revenue. The minimum of each axis is outlined.
Figure 13.8 · The Same Monthly Revenue on Two Value Axes (detail)

From zero, monthly revenue runs almost level

Detail of: Two mocks of a Power BI line chart of Charles River's monthly revenue in fiscal 2026. In the upper chart, the value axis starts just below the weakest month, and the line swings across the full height of the chart. In the lower chart, the value axis starts at zero, and the same line runs nearly level, with the monthly differences small against the level of revenue. The minimum of each axis is outlined.
Figure 13.8 · The Same Monthly Revenue on Two Value Axes (detail)

The draft gives the discounts an axis of their own

Detail of: Mocks of three Power BI charts of fiscal 2026 by month. The upper chart, a line and clustered column chart, shows revenue as columns on the left axis and discounts as a line on a second axis on the right, and the discount line climbs to the top of the revenue columns in September and October. Below it, the corrected pair: a line chart with revenue and discounts on one shared axis, where the discount line stays close to the bottom, and a separate line chart of discounts alone on its own scale, in thousands, with an axis title, and the autumn peak in September and October.
Figure 13.9 · Revenue and Discounts on Two Axes and Corrected (detail)

On one axis, the discounts are small

Detail of: Mocks of three Power BI charts of fiscal 2026 by month. The upper chart, a line and clustered column chart, shows revenue as columns on the left axis and discounts as a line on a second axis on the right, and the discount line climbs to the top of the revenue columns in September and October. Below it, the corrected pair: a line chart with revenue and discounts on one shared axis, where the discount line stays close to the bottom, and a separate line chart of discounts alone on its own scale, in thousands, with an axis title, and the autumn peak in September and October.
Figure 13.9 · Revenue and Discounts on Two Axes and Corrected (detail)

On their own labeled scale, the autumn peak shows

Detail of: Mocks of three Power BI charts of fiscal 2026 by month. The upper chart, a line and clustered column chart, shows revenue as columns on the left axis and discounts as a line on a second axis on the right, and the discount line climbs to the top of the revenue columns in September and October. Below it, the corrected pair: a line chart with revenue and discounts on one shared axis, where the discount line stays close to the bottom, and a separate line chart of discounts alone on its own scale, in thousands, with an axis title, and the autumn peak in September and October.
Figure 13.9 · Revenue and Discounts on Two Axes and Corrected (detail)

Checkpoint

The review page should now hold the corrections of the three draft charts: four charts. Confirm the following:

  • The monthly revenue chart starts at zero, and its title names the period.
  • You recorded the growth from January 2024 and from February 2024, and the change from fiscal 2025 to fiscal 2026, and can explain why they differ.
  • Revenue and discounts share one axis, and the discounts also have a chart of their own on a labeled scale.
  • Every chart has alternative text that states what it shows.

13.11 Looking Ahead

The report ties to Chapter 6 and does not mislead

  • Loaded with Power Query, profiled on the entire data set
  • Related by hand, and reconciled to Chapter 6 before anything else
  • Pages that managers explore by clicking, with honest defaults
  • Charts whose axes, scales and periods tell the truth

What the report still cannot answer

  • Gross margin percentage divides two totals, which no implicit measure does
  • The discount share needs a division that Average of Discount misstates
  • Periods are columns of the invoice table, so changes cannot be calculated
  • Chapter 14 adds a shared date table and DAX measures

Summary

  • A report puts interactive visuals on a semantic model of related tables
  • Profile the columns on the entire data set, not the first rows
  • Define and test the relationships, then reconcile to known totals
  • Check each visual’s summary, and how the page’s visuals filter
  • Match the visual to the task, and check the axes, scales and period

Key terms

Alternative text · Cognitive fit · Column profiling · Cross-filtering · Dashboard · Dual-axis chart · Implicit measure · Impression management · Matrix visual · Power BI Desktop · Power BI service · Relationship · Report · Semantic model · Summarization · Visual encoding

Practice and next steps

  • Financial Accounting
    • Exercise 13.1: Revenue Control Totals by Year and Item Group
    • Exercise 13.2: Customer Concentration by Name or by Key
  • Managerial Accounting
    • Exercise 13.3: Promotions in the Report
    • Exercise 13.4: A Page for the Sales Manager
  • Auditing
    • Exercise 13.5: Profiling the Sales Tables on the Entire Data Set
    • Exercise 13.6: Reviewing a Draft Report Page

Next: Chapter 14: Data Models and DAX Measures

About these slides

These slides accompany Accounting Analytics: An Integrated Approach, licensed under CC BY-SA 4.0. Every figure and table comes from the chapter:

https://aa.accountinganalyticshub.com/chapters/13-power-bi-essentials/chapter.html