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pcfinancials:admin:xladmin

Admin Tasks Menu

The information below refers to Admin Tasks latest version.
Admin Tasks r1.3
Admin Tasks r1.1 & r1.2
Admin Tasks r1.0


1. Update Menu User

  • To select a Menu:
    1. Select the row to change/add in the Menu column
    2. Click on the header “Menu”
    3. Select the menu
    4. Click OK to validate
  • To select a User:
    1. Select the row to change/add in the User column
    2. Click on the header “User”
    3. Select the user
    4. Click OK to validate
  • To close
  • To move up or down the selected row
  • To save your change
  • To copy the selected row
  • To delete or un-delete the selected row
  • When the row is deleted, the color changes to Red. The row will disappear when you save.


2. Update Budget Segment

There is a dimension limitation, the total of dimensions has to be not more than 25. Otherwise there will be problems for the application/model to run. Below example has 22 dimensions.

Initialize the Segment: all the Dimensions from the model appear in this table, select the corresponding segment type for each Segment.

  • To select a Segment Type:
    1. Select the row to change/add in the Segment Type column.
    2. Click on the header “Segment Type”
    3. Select the Segment Type (Segment_Driver, Segment_Fix & Segment Variable):
      • Segment Driver: is used in Budget Process as a Driver (and thus will generate input schedules in combination with other Drivers) For the drivers, you need to fill the driver number and it is OK to have 8 drivers maximum.
      • Segment Fixed: is not used in Budget Process. For those segments you need a default value.
      • Segment Variable: is used in Budget Process, but not as a Driver. Instead of generating one sheet per driver you have one sheet. And you can add this dimension as a slicer on the input sheet.
      • Entity(Company) should be always Driver 1.
    4. Click OK to validate.
  • To select a Input/Report Default Value:
    1. Select the row to change/add in the Default Value column.
    2. Click on the header “Input/Report Default value”
    3. Select the member
    4. Click OK to validate
    5. Input Default Value is for budget input schedules
    6. Report Default Value is for reports
  • To save your changes
  • To close the workbook

Example 1:

  1. Entity is driver 1 and there are 3 entities.
  2. Set GL_Cost_Center as driver 2 and there are 5 base level members in GL_Cost_Center.
  3. Created 2 budget input schedules in “Update Workflow Schedules”
  4. After run “Generate Workflow”, you should be able to see 30 (3x5x2) budget input schedules in “Budget Items” with different combinations of Entity, GL_Cost_Center and the budget input schedules created from “Update Workflow Schedules” (if all budget input schedules are active status).

Example 2:

  1. Entity is driver 1 and there are 1 entity only.
  2. Set GL_Department as driver 2 and there are 3 base level members in GL_Department.
  3. Create 5 budget input schedules in “Update Workflow Schedules”
  4. After run “Generate Workflow”, you should be able to see 15 (1x3x5) budget input schedules in “Budget Items” with different combinations of Entity, GL_Department and the budget input schedules created from “Update Workflow Schedules” (if all budget input schedules are active status).


3. Update Forecast

  • Update the “Forecast”: By Default, Budget is initialized to Active = True. You can choose the number of Forecast, if you change 3 to 4, for example.
    1. If you press “Up” then the following message appears:
    2. If you press “Yes”, a new row appears.
    3. If you press “Down” then the following message appears:
  • To select a Scenario:
    1. Select the row to change/add in the Scenario column from the table.
    2. Click on the header “Scenario”
    3. Select the Scenario
    4. Click OK to validate
  • To change the Active column:
    1. Select the row to change in the Active column from the table.
    2. Click on the header “Active”
    3. Select True Or False
    4. Click OK to validate
  • If you change the active scenario, the following windows will appear when you press :
    • If you answer “Yes”:
      1. The data from the “Copy From” Scenario (Source Scenario) will be copied into the “Scenario” where Active = “True”, from the “Start Period”To the last period of the Year.
      2. The data from Actual will be copied from the first month to the Previous month of the “Start Period”.
  • If you want to force the change, press .
  • - To save your changes.
  • - To close the workbook.


4. Update Workflow Schedules

  • Label / Template - The name of the templates. All the workbook saved in the shared Library Financials\Workflow folder are displayed in this table.
  • Submission date / Approval date - Type the submission date, format is YYYY-MM-DD when you generate the workflow, this date will be applied by default for the selected template.
  • Active
    • True - The schedule will be active for the workflow
    • False - The schedule will not be active for the workflow.This is the default value, you can change it by driver in Budget items
  • Excel Tab
    • True - Excel Tab will be showed
    • False - Excel Tab will not be showed. This is the default value for the selected schedule, you can change it by driver in Budget items
  • All 6 columns need to be filled to be able to initialize the budget input schedules later.
  • PlaceHolder.txt should stay inactive.
  • Click on New Schedule from Template to create new budget input schedule templates.


5. Update Workflow Driver 1

Set which users are Responsible/Approver/Administrator for each Entity(Company)

To select Responsible / Approver / Administrator:

  1. Select the row to change/add in the corresponding columns.
  2. Click on the header
  3. Select the Users
  4. Click OK to validate

These will be the default value for the selected driver, you can change Responsible/Approver/Administrator by driver in Budget Items's Reponsible/Approver/Administrator columns.


6. Update Spreading Rules

To create or modify the “Spreading Rules”
But it is recommended to keep as default setup.

Spreading Types

  • Fix: Fix key, type the key in the “Fix key” Column
  • Same Factor: The Same key as Actual last year will be used
  • Single Factor: Use the factor of the selected account selected in the Account Column
  • Retro Calculation: Re-used the key typed for the selected row
  • Same Amount: Copy the same amount from last year actual.
    • Percentage: If you choose “True”, you can enter a percentage when you are using this spreading, to increase or decrease the value.


7. Generate Workflow

  • To enable all the changes/editing. You can also see the history.
  •  To refresh the list and see if the process is finish.
  •  To return to the main menu.


8. Budget Items

After Generate Workflow, you can come to Budget Items to see all the available budget input schedules and change some default values.

  • You can click on Show Inactive to see the inactive budget input schedules and it is possible to activate them by changing Active column status to be True.
  • You can also change single budget input schedule's Responsible, Approver & Administrator.
    Select the corresponding columns and click on header to select other users for those specific budget input schedules.
  • If you have many budget input schedules, it is possible to filter them by choosing Schedule or Entity in the combox. Then click on Select button to choose more detail:
    • Example 1: show all active Expand input schedules
    • Example 2: show all active Entity = EPIC03 input schedules


9. Setup Assumptions

  1. Admin_Tasks → Setup Assumptions → OK to the below message
  2. Select the account from Member Selector - AccountOK
  3. Click on User:xxxx to enable Design menu → Edit Report
  4. Go to Report WizardReport OptionsReport Slicer
  5. Setup Assumption report slicer should be as below:
    • TimeDataView : Periodic
    • BusinessProcess : Input
    • BusinessRule : None
    • Currency : select your reporting currency
  6. FinishOK
  7. Click on Yes to Refresh Input Schedules also?
  8. Click on Hide Design → click on Yes to Do you want to Save the Report?
  9. Save the Assumption report to Admin folder (go to ..Parent first) → Tick Save to LibrarySaveYes to Overwrite the old version.
  10. Open Setup Assumption again.
  11. Double click and tick an item
  12. Fill in Account, Scenario, Time and Yes to Calculated Value can be changed Yes/No
  13. Click on Send, waiting until data is sent to the server → Refresh
  14. In the above example, it calculates account 500200 for 2016 Budget, all entites. It calculates account 500200 with account 5023, the same period with budget scenario, but 20% more.


10. Update FxRate

pcfinancials/admin/xladmin.txt · Last modified: 2017/03/17 10:10 by pcevli