insightunlimited Budgeting & Planning User Guide

Transcription

1 insightunlimited Budgeting & Planning User Guide insightunlimited Version: Document Version: 1.5 Last Updated: April 15, 2015

2 Table of Contents Introduction... 5 Overview... 5 Budgeting Workflow... 6 Terminology... 6 Required Setup in Administrator... 8 Overview... 8 Repository Setup... 8 Budgeting Connection... 8 Profile Track Budgeting Cycle Status Changes Address Setup User Licenses Capabilities Back Up Budgeting Database Restore Budgeting Database Navigation Budgeting Menu Budget Setup Dialog Budgeting Process Overview of the Required Steps Input Form Design Budgeting Activity Define a Budgeting Cycle Forms Page 2 of 79

3 Scope Notifications Activity/Cycle Management Data Input Submit Budget Data Finalize Submissions Reject or Approve a Submission Upload to JD Edwards Tracking Changes Comment Columns Edit a Comment Column Comment Columns and Hierarchies Associating a Comment Column to a Line Item Detail Row Comments and Budget History Allocations and Modeling Introduction Define Allocations and Models in Microsoft Excel Upload a Microsoft Excel Workbook Default Model Applying Microsoft Excel Model to Your Input Form Viewing the Audit Log Download the Model from the Object Repository Summary Budgeting Overview Hierarchies and Summary Budgeting Budgeting Scope and Summary Budgeting Page 3 of 79

4 Modeling and Summary Budgeting Line Item Budgeting Overview Line Item Budgeting Process Line Item Budgeting and Upload to JD Edwards Strategic Planning Introduction Strategic Planning Database Table Add/Delete Rows from a Custom Data Entry Table Security and Custom Tables Payroll Budgeting Example Appendix: Apply Model Rules The Rules of the Rules The States Update Model Apply Model Further Information Contacts Customer Support Notices and Disclaimer Page 4 of 79

5 Introduction Overview insightsoftware.com is an enterprise information company, providing software for Reporting, Planning and Business Performance Management. Our solutions cover: Enterprise Reporting/Inquiry, Analytics (Understand the Business) Financial Consolidation, Management Reporting, Dashboards, KPIs (Manage the Business) Forecasting, Planning, Budgeting, Strategy Management (Predict the Business) insightunlimited Budgeting is a sophisticated, yet user-friendly, real-time budgeting and forecasting product. Budgeting stores submissions in its own dedicated repository, separate from JD Edwards. Ledger Types identify the submissions so that insightunlimited inquiries can be designed to include real JD Edwards Ledger Types alongside the Ledger Types used in Budgeting. This allows the software to seamlessly draw on both sources of information, providing accurate, up-to-date budgeting submissions with the completed budget cycle data that can optionally be updated to JD Edwards at the end of the process. The commit or upload procedure is accomplished via the General Ledger Balances Batch Table (F0902Z1) if this table is present in your JD Edwards system. insightunlimited Planning, also called Strategic Planning, takes budgeting to the next level by looking outside the General Ledger and allows you to create custom tables. Strategic Planning is completely customizable; it enables end users to design a budget input form using any table in JD Edwards or Oracle E-Business Suite and incorporate them with user-defined data collection columns that hold key driver information for robust modeling. Insightunlimited Planning automates enterprise planning and forecasting and integrates it directly with your ERP, enabling a real-time planning process and eliminating offline spreadsheets. Page 5 of 79

6 Budgeting Workflow Terminology Activity - An activity defines each type of budget or forecast to be carried out, e.g. a Financial Management Budget or Sales Forecast. Each activity has a set of participants and is comprised of one or more cycles. The cycles, in turn, represent iterations of the activity, typically over the course of a year. Participants - The staff members taking part in a budgeting or forecasting activity belong to one or more roles or groups within the activity. Contributors - The staff members who input budgets and finalize their submissions. Approvers - The staff members who approve/reject submissions. Controllers - The staff members who manage the contributions of participants and upload submissions to JD Edwards. Supervisors - The staff members who manage the activity, its participants and its cycles, and can also perform uploads to JD Edwards. (Note that insightunlimited Administrators are automatically granted the Supervisor Role for every activity, regardless of whether they are named as participants.) Cycles - A cycle consists of a time frame (e.g. a fiscal year) within which the budget is created. Each activity must have at least one cycle, and further cycles may be defined if iterations are to be performed. One or more Ledgers are associated with each cycle and typically only one cycle is active at any given time. Forms - Forms are standard insightunlimited inquiries which are used to input budget/forecast figures. Forms are associated with a cycle and can therefore vary by cycle within an activity. Often many forms are used within a cycle. By default, every Contributor is assigned to every form within a Page 6 of 79

7 cycle, but a Supervisor or Controller can override this in order to exempt a user from any form. It is also possible to exempt multiple Contributors from a given cycle of an activity. Ledger - This is a ledger type that identifies the submissions. insightunlimited reports can include both real JD Edwards Ledgers as well as custom ledgers designed for use in budgeting. Scope - By setting a scope, Supervisors can control the areas and fields where Contributors can input or edit budgeting amounts. A scope defines the field combinations (e.g. business unit and period) available for entering submissions. Notifications - notifications can be sent to participants on a variety of occasions, such as seeking approval for submissions. Enter Budget - These are the budget amounts submitted by Contributors in the Reporting Ledger. Activity/Cycle Status - This is the current situation of an activity or status, for example Open or Closed. Comment Columns - Users can add one or more user input comment columns to an inquiry, and these can be input on subtitles, subtotals, and hierarchy and data rows. These columns allow users to add feedback and information to an item on an inquiry. They can then reference these notes in a collaborate environment. Page 7 of 79

8 Required Setup in Administrator Overview There are several things that need to be set up in insightunlimited Administrator in order to use Budgeting. Each is explained in further detail in its own section. 1) Repository Setup 2) Budgeting Connection 3) Profile 4) Address Setup 5) User Licenses 6) Capabilities Additionally, routine backups of the budgeting database should be done within Administrator. The restore function is also available when needed. Repository Setup Before installing Budgeting, a database administrator must create an empty database or library for its repository (separate from the insightunlimited Object Repository). An important requirement is that it must be possible for insightunlimited to execute a SQL query using its JD Edwards Data Connection, which retrieves information from both JD Edwards and Budgeting simultaneously. The Budgeting Repository must be located on the same database server as JD Edwards. Budgeting Connection The existing JD Edwards Data Connection can be used for budgeting (in order to connect to the database that will be used for the Budgeting Repository), however for enhanced security, you may want to have a separate connection for budgeting. This is because in Budgeting, the user who is defined in the connection must have read and write permission to the Balances Batch Table (F0902Z1) in JD Edwards. (Often in the JD Edwards Data Connection, the user only has read permissions to the JD Edwards Tables.) Page 8 of 79

9 The user defined in the Budgeting Connection must have the following: Read, write and create permission within the Budgeting Repository Read and write permission for the JD Edwards Balances Batch Table (F0902Z1) Read permission for the JD Edwards Account Master Table (F0901) and Account Balances Table (F0902) Note regarding the F0902Z1 Table being located on a different server than the JD Edwards Data: Users can upload to the Budgeting Upload Table (F0902Z1) located on a separate JD Edwards server than that in which the JD Edwards data is stored. In this case, a different Connection must be configured to point to the location of the F0902Z1 Table. The user defined in this Connection must have read and write permissions to the F0902Z1 Table. Then the user defined in the Budgeting Connection would need to have: Read, write and create permission within the Budgeting Repository Read permission for the JD Edwards Account Master Table (F0901) and Account Balances Table (F0902) Page 9 of 79

10 Profile If using insightunlimited Reporting, the Profile(s) being used must have Budgeting selected in the Module Selection screen. With Strategic Planning, you also must select DX Data Entry (DXE) if you are using a DX-created report as an input form. If using insightunlimited Budgeting, insightunlimited Console or insightunlimited Budgeting Lite, you do not need to select Budgeting under Features in the Module Selection screen above. Budgeting is assumed in the license and therefore is hard-coded behind the scenes. Further along in the profile, you must complete the information in the JD Edwards Connectivity (Budgeting Connection) screen if using Reporting. Page 10 of 79

11 Data Entry Section Connection Identify the connection being used to connect to the Budgeting Repository. Database / Library Identify the database/library being used for the Budgeting Repository. If it has already been initialized, it will be listed in the drop-down box; otherwise, the location must be typed in. For SQL Server, enter the name of the database in SQL Server, followed by a period, followed by the database owner username (typically dbo ). For DB2 and Oracle, you only need name of the database/library. The tables that are created in the Setup Data Entry Tables step for this process are the following: IS_Generic (used for Planning) ISBPayroll ISBUDGETDATA4 ISBUDGETDATA4History Best Practice: Set the option for Retain Historical Data in order to maintain an audit trail of individual changes. Budgeting Upload Table Section You can upload to the F0902Z1 using a different connection than the Data Connection (so this means the F0902Z1 can be located on a different server than the Budgeting Repository and JD Edwards.) Therefore within this section you define which connection is being used to connect to the F0902Z1. Connection Identify the connection being used to connect to the F0902Z1 Table. Page 11 of 79

12 Upload - Define the name of the database and owner or library name where the F0902Z1 Table is located. If it has already been initialized, it will be listed in the drop-down box; otherwise, you must type it in. For SQL Server, enter the name of the database in SQL Server, followed by a period, followed by the database owner username (typically dbo ). For DB2 and Oracle, you only need name of the database/library. New Connection - If you wish to have a separate Connection to the location of the F0902Z1 Table but have not yet created it, create it by clicking on the New Connection button. When you save the profile with Budgeting enabled, the final processing includes a step which initializes the Budgeting Repository if it has not been done previously. If the Balances Batch Table F0902Z1 that is being used to upload data is located in a different database, library or schema as the JD Edwards Data Connection, the users will NOT be able to see any data stored in the Balances Batch Table F0902Z1 when logged into insightunlimited using the Profile in which the JD Edwards data is pointing. A separate Profile is needed to point to the data stored in the F0902Z1 Table to enable users to view that data within insightunlimited using the GL Balances Batch Upload Template. For example, if the Profile is configured to look at a backup environment or test environment and the F0902Z1 Table used in uploading Balances is set up to look in the production environment, then a separate Profile must be created to see the F0902Z1 data stored in production. The database that the Balances Batch Table F0902Z1 is stored in MUST be the same type of database that stores the rest of the JD Edwards Data Tables in order for the Budgeting Upload to function properly. Page 12 of 79

13 Track Budgeting Cycle Status Changes To capture Budgeting Cycle changes, Budgeting must be selected in the Active Log Stream in Administrator. 1) Right-click on Logging in Administrator. In the right panel, right-click on the Default Log Stream and select Edit. 2) Expand Application and select Budgeting if it is not selected already. Once this is set, when any changes are made to a cycle status they will be available to view in Logging. Address Setup In order to use the Notification Functionality in Budgeting, you must define the address for each Budgeting user within their user profile. To do this, follow these steps: 1) Within Administrator, under Users and Groups, select Everyone. 2) Right-click on a specific user and select Edit. 3) In the User Definition dialog, define the user s address. Page 13 of 79

14 User Licenses 1) Budgeting User in Reporting - A Reporting User (RPT) with access to General Ledger (GL) and/or Job Cost (JC) modules may also be licensed for Budgeting (BUD). These licenses, in conjunction with the Budgeting Participant Roles and Capabilities, provide controlled access to all Budgeting Dialogs within the Reporting application. 2) Budgeting Contributor in Console - A Console User (CON) may also be licensed for Budgeting Contribution (BUC). These users can only submit and finalize their own budget entries, ensuring a clear divide between submitting/finalizing and approving/uploading. A BUC User must be named as a Contributor in the current cycle and have the Participant Capability granted. 3) Budgeting A Budgeting User (BDG) has access to the Budgeting application and must also be licensed for General Ledger (GL) and/or Job Cost (JC). These licenses, in conjunction with the Budgeting Participant Roles and Capabilities, provide controlled access to all Budgeting Dialogs within the Budgeting Application. 4) Budgeting Lite A Budgeting Lite User (BDL) has access to the Budgeting Lite Application. These users can only open active input forms that require either their input as a contributor or their review as an approver. 5) DX Data Entry In addition to having the appropriate Budgeting license(s), a user must have a DX Data Entry (DXE) license in order to use a DX-created report as an input form. See the below chart for specific capabilities between the user types: Documents Budgeting User Type Budget Designer (BUD) Budgeting Contributor (BUC) Budget Lite (BDL) Run X X X Open Form X X X Close X X X Print/Export X X N/A Budget Setup Upload to JD Edwards X N/A N/A Activities X N/A N/A Ledgers X N/A N/A Forms X N/A N/A Budget Entry Open Non-Planning Forms X X N/A Enter Budget X X X Enter Comments X X X Cycle Status X X X Save X X X Cancel X X X Finalize X X X Page 14 of 79

15 Approve/Reject X X X Submissions Modeling Create X N/A N/A Upload X X N/A Download X X N/A Download Models Stored in X X N/A Repository Apply Model X X X Modules GL X X X JC X X X All other available Modules X X N/A Display Sort Ascending X X X Sort Descending X X X Restore Sort X X X Subtotals/Headers X X X Hide Details X X X Options Community Portal X N/A N/A Capabilities Assigning Capabilities Permissions can be assigned at the group or individual user level, and can be accessed in either of these ways: 1) From Capabilities in the Budgeting tab. 2) From Advanced Capabilities under IS Inquiry Settings > Budgeting and Forecasting. Main Capabilities There are 3 main capabilities/permissions for budgeting users. These are found in the Budgeting tab within Capabilities and also within Advanced Capabilities: 1) Participation - this allows a user to be a participant in a budgeting or forecasting activity. If granted, it allows access to the Cycle Status and Submission Buttons on the Budgeting Ribbon. (The default setting is false.) 2) Management Permission - this grants management rights within Budgeting. If granted, it allows access to the Activities button on the Budgeting Ribbon. (The default setting is false.) NOTE: If you assign the Management Capability, you should also assign the Participation Capability. The Participation Capability will allow the user access to the Cycle Page 15 of 79

16 Status dialog, and from here the user can use the Approve or Reject buttons as needed for the budget entry. 3) Administration Permission - this grants full administrative rights within Budgeting. (The default setting is false.) If granted, it allows the user to view all activities in the Activities dialog. An Administrator manages all aspects (creating, editing and deleting) of activities, Ledgers, and forms. Administrators can also open and close cycles. Within the Cycle Status dialog, it enables buttons such as Upload Forms, Status Override and Delete, and displays all cycle participants. There are 2 other capabilities for budgeting users that are set within Advanced Capabilities: 1) Commenting in Budgeting Mode - This allows a Budgeting Contributor to enter comments in a Comment Column on an input form. 2) Show Apply Model Reminder - When enabled, a budgeting user is asked whether all models have been applied when exiting budget submission mode. Missing Balances By default, rows for which there are no data in the inquiry are not displayed in insightunlimited. In order to display all accounts from the Account Master Table (F0901), the Missing Balances Feature must be turned on. For example, if a company had a new account that did not have data in the current year but will in the next year, a user would want to see this account in insightunlimited when creating an input form for the next year. This feature is set in Advanced Capabilities under IS Inquiry Settings > Feature Control > Show Missing Balances. Set Editable to Yes and check the option to Control Show Missing Balances Feature. Allocation and Modeling Capabilities The other advanced capabilities used in Budgeting are those for allocation and modeling. These capabilities are turned on by default; however depending on particular business processes, they can be turned off at the group or individual user level. In Advanced Capabilities, go to IS Inquiry Settings > Feature Control > Budget Modeling: 1) Update and Download - this allows budgeting users the ability to update their Microsoft Excel spreadsheet with the data displayed on the current report in insightunlimited and download it to their computer. 2) Upload to / Download from Repository this provides access to the Upload and Download Buttons on the Budgeting Ribbon. Page 16 of 79

17 Back Up Budgeting Database You can use Administrator to perform routine backups of your budgeting database, and a user who belongs to the Administrators User Group has the ability to do so. The steps to do this are as follows: 1) Within Administrator, expand Data Sources. 2) Highlight and right-click on the specific Profile that has the budgeting database defined that you wish to back up. 3) Select Backup Budget Database. 4) Windows Explorer will prompt you to save the budget database in a location that you specify. The budget database file will be saved with a.bdb file extension. Once completed, you are prompted with an Information dialog notifying you that your budget database has been successfully backed up. This is a very useful tool to assist you in performing routine backups of your budget database. This is also very convenient when upgrading your version of insightunlimited. You can easily back up the budget database and then restore it into the new Administrator version after you have set up your new Object Repository. The budget backup/restore feature covers the entire Budgeting Repository, which includes the following tables: ISBudgetCatalog ISBudgetObjects ISBudgetStatus ISBUDGETDATAx (x value depends on the version of insightunlimited you are using) ISBUDGETDATA4History ISBPAYROLL IS_GENERIC These budget tables include the definitions of activities, cycles and ledgers as well as the list of input forms (only their names and locations are stored in the Budgeting Repository). It includes the status of each cycle/contributor/form (submitted, finalized, etc.) and includes the data submitted by contributors. The ISBPAYROLL and IS_GENERIC tables are explained in detail further in this document. The budget database backup does not include the inquiries which have been defined as input forms; those are stored in the Object Repository along with all the other inquiries that have been created. Page 17 of 79

18 Best Practice: Include your organization s database administrator when discussing and scheduling the backup of the budget repository. We highly suggest routine backups of both the Budgeting Repository as well as the standard Object Repository. If significant changes are being made on a frequent basis, this could be as often as a daily backup. It is much easier to restore from an insightunlimited backup than it is to restore from a full nightly tape backup of your entire database. A routine backup process cannot be scheduled, so designate a responsible party to perform this function within insightunlimited Administrator. Remember to save the backup files to a network location that is included with your regular disaster recovery services. Restore Budgeting Database A user belonging to the Administrators User Group also has the ability to restore your budgeting database from a backup performed in Administrator if needed. To do this, follow the steps below. 1) Within Administrator, expand Data Sources. 2) Highlight and right-click on the specific Profile that is defined with the budgeting database that needs to be restored. 3) Select Restore Budget Database. 4) A Question dialog will display, asking if you are sure you want to restore your budget database. You are also notified that All existing budgeting data for this profile and other profiles that use this budgeting upload database will be deleted. 5) Select Yes if you wish to restore. 6) Using Windows Explorer, navigate to your budget database backup. 7) Select Open once you have highlighted the budget database backup you wish to restore. 8) An Information dialog will display, notifying you that your backup has been successfully restored. 9) You can now launch insightunlimited and open any input form to verify your budget data has been restored as expected. Page 18 of 79

19 Navigation Budgeting Menu Once the budgeting configuration and permissions have been set in Administrator, the Budgeting menu is available. Depending on whether you are in Reporting, Budgeting or Budgeting Lite, different buttons are available on the ribbon. A complete list of all the buttons is listed below: Activities Opens the Budget Setup dialog. Reporting Ledgers Enables you to define a ledger for use in budgeting or forecasting. Forms Enables you to define a form for use in budgeting or forecasting. Open Form Enables users to review input forms and their related cycle and status, as well as open the form. Enter Budget A toggle for going in and out of Budget Entry Mode, this enables you to enter budgeting or forecasting data into the form defined. Enter Comments Enables the user to enter comments associated to a specific row. Save Enabled once in Budget Entry Mode or Enter Comment Mode, this button allows user to save changes. Cancel Enabled once in Budget Entry Mode or Enter Comment Mode, this button allows user to cancel changes. Finalize Enabled only if a cycle is ready to be finalized, this button will prompt the user with confirmation request if selected. Cycle Status Open the Cycle Status dialog. Audit Log Displays the audit log. Create Enables the user to export to Microsoft Excel in order to use their input form as a reusable model. Upload Enables the user to upload their Microsoft Excel workbook back into insightunlimited. Download Downloads the designated Microsoft Excel workbook from the Repository to the local workstation. Apply Model Apply rules from a pre-defined Microsoft Excel workbook in order to populate the input form in insightunlimited. Page 19 of 79

20 Budget Setup Dialog The Activities button opens the Budget Setup dialog as shown below. (A capability restricts access to this dialog to budget Supervisors and Controllers only, and further restricts access to activities for which the current user is a Supervisor or Controller listed within it.) Activities tab The Activities tab displays the following information about both activities and cycles: status, number of cycles within an activity, the Reporting Ledger being used, the JD Edwards Ledger to be uploaded to, date last opened/closed, and the description. Note that depending on the Budgeting Capabilities/Permissions given to a user, there are different actions available to the user. New Use the drop-down menu to select a new activity or cycle. Edit Edit the selected activity or cycle. Delete - Delete the selected activity or cycle (note that if an activity is deleted, all data associated with it, including submissions which have not been uploaded to JD Edwards, will also be deleted). Copy Copy the selected activity or cycle (often an activity or cycle will be very similar to one defined previously other than a new period or year, so this function allows you to create a copy and then edit it to meet your requirements). Hide Activity (All cycles in that activity must be closed in order to use this). Unhide Activity (Accessed using the drop-down menu from the Hide button). Close Cycle Close a budgeting cycle. Open Cycle Open a budgeting cycle. Cycle Status Launch the Cycle Status dialog. Expand All - Expand the cycles, allowing users to see all details. Collapse All - Collapse the cycles, displaying them at a summarized level. Page 20 of 79

21 Supervisors can create, edit, delete and copy activities and cycles. They can also edit the participants and roles within an activity as well as their scope. Another way to create, edit, delete and copy activities and cycles is to right-click on an existing activity or cycle and select one of the available options such as those shown below: Reporting Ledgers/Budgeting Ledgers tab (In the Budgeting application the Ledgers are referred to as Budgeting Ledgers, and in the Reporting application they are referred to as Reporting Ledgers. They are the same thing. Throughout this document we will refer to them simply as Reporting Ledgers for simplicity.) In the Reporting Ledgers tab, the Reporting Ledgers can be added, edited, copied, and deleted. This tab is visible to Budget Administrators only. Selecting the checkbox in the Active/Code Column adds the corresponding Ledger to the current inquiry. Note: you can include more than one Reporting Ledger in an inquiry. A Reporting Ledger can also be used by more than one cycle, including cycles of different activities. The Add button allows you to define new Reporting Ledgers by entering the code, a description (which will be the caption), and selecting the JD Edwards Ledger to which submissions can eventually be uploaded. (If you do not wish to upload this Ledger to JD Edwards, you can select the option No JDE Upload Ledger in the dropdown menu next to Upload). Page 21 of 79

22 The Ledger Code can be any combination of letters, numbers and the percent sign (%). It must be unique with respect to JD Edwards ledgers and other existing Reporting Ledgers. After a Ledger Code has been created, the description and the upload ledger can still be changed. In order to delete a Ledger Code, any cycle using that Ledger Code must be closed first. The Copy button is used to bulk copy data either from one or more JD Edwards ledgers or one or more pre-existing Reporting Ledgers into a new Reporting Ledger. An example use case is reusing a combination of last year s initial budget and adjustments or last year s actuals as a starting point for the next year. Be sure to choose correct budget cycle and budget form when copying because the fields default to the first choice in the dropdown. Best Practices with Ledger Copy: 1) When using Ledger Copy, we recommend using a budgeting cycle designated solely for this purpose. 2) Keep the input form as simple as possible and if you use subledgers, be sure to include the subledger column in the form. (If a user goes into a form without the subledger column and you have done a ledger copy from a ledger with the subledger column, you are going to duplicate amounts.) 3) After ledger copy, be sure to go straight into Enter Budget Mode and save. Page 22 of 79

23 The Ledger Copy feature has a source tracking identifier so that when users are in Budgeting mode, they can identify which numbers have been populated through Ledger Copy. By clicking CTRL+SHIFT+Enter Budget, users can see that these numbers are identified as BulkPopulated and have a lavender colored dot at the top right hand corner of the cells. Just as with insightunlimited values, these values are not replaced by Excel numbers when using Excel modeling. Forms tab Once the inquiry/input form has been designed and saved, and Permissions have been set for all relevant users, use the Forms tab of the Budget Setup dialog to add the inquiry to the list of available forms. The inquiry itself remains stored in the Object Repository, not in the Budgeting Repository. Note that the columns can be sorted within this dialog if you click on the column names. The Add button allows you to add another inquiry from your Object Repository to the list of available forms. Within Edit, you can name an input form, associate an inquiry, assign/unassign an associated default model, and allow submissions without Business Unit, Object Account or Subsidiary: Page 23 of 79

24 Important: Use extreme caution in setting the option to allow submissions without a valid Account ID. It should not be turned on and off within the same form; it needs to remain either checked or unchecked depending on your requirements. Within Cycles, you can see which budget cycle is using the selected form: The Remove button only removes the selected inquiry from the list of available forms; it does not delete the inquiry itself. An input form can only be removed if it is not currently in use by any cycle. Permissions allows you to set permissions for the selected form. Page 24 of 79

25 Budgeting Process Overview of the Required Steps 1) Develop an input form in which budgeting data will be entered. 2) Create a Budgeting Activity and add Participants. 3) Define a Budgeting Cycle. 4) Associate a form with the Budgeting Cycle. 5) Optionally assign a scope for the Budget Cycle. 6) Optionally set Notifications for the Budget Cycle. 7) Manage the Budgeting Activity/Cycle. 8) Input data into form. 9) Submit budget data. 10) Finalize Submissions. 11) Reject or Approve a Submission. 12) Upload to JD Edwards. Input Form Design Input forms allow users to input data directly into Reporting Ledgers or you can use formulas via modeling to input the data. Before inquiries can be added as input forms, they must be created and saved. Design is carried out within insightunlimited using standard techniques; however, the only additional piece required is the inclusion of one or more of the Reporting Ledger Types that is defined within the Budget Setup dialog. Once defined and selected in the Reporting Ledgers tab within the Budget Setup dialog, they can be added to the form in the Ledger filter. These Ledgers can be shown alongside real JD Edwards ledger types such as Actual Amount (AA Ledger). Best Practice: Most budget cycles require management of different passes or phases of budget contributions (e.g. Pre-Board Budget, Budget with Recommended Board Adjustments, Final Budget). Our recommendation is to upload these different budget phases into unique JD Edwards ledgers for 2 reasons: 1) so that the insightunlimited budget activity need only designate one Reporting Ledger and 2) so input forms do not require updating for each unique budget phase. At the end of each phase, the insightunlimited Reporting Ledger can be uploaded into JD Edwards and all reporting can be based on either the JD Edwards or insightunlimited Reporting Ledgers. This enables reporting for all changes and iterations of a budget environment. Page 25 of 79

26 insightunlimited filters act in the usual manner. Say, for example, you wish to do multi-year budgeting or forecasting, you would include each of the years in the Year Filter. Standard features such as formatting, calculations and captioning can also be applied within forms. In Budget Entry Mode, the cells in the form for which input is permitted will be formatted using a style called Input Cell Style, added to the form automatically when a Ledger is included. You can customize this formatting style in the Defaults tab within Formatting. You can leverage Microsoft Excel to define allocations and modeling rules and then store, secure and control that definition in insightunlimited. Standard Microsoft Excel functionality, including formulas based on data from insightunlimited, can be incorporated into worksheets. Plan to utilize consistent forms and standard reporting features across your enterprise. Utilize insightunlimited Reporting to streamline your accounts, category and other codes to ensure proper data integrity during your budget process. This will ensure consistent budgeting throughout. Remember to check that all posting edit codes are consistent and correct. Lastly, utilize the natural accounting sign of your budget accounts. This will result in less confusion for all users, e.g. revenue input should be entered as a credit and expenses entered as debits. Best Practice: Add the posting edit code as a filter in your input form and set the filter value so users do not budget to accounts that cannot hold data in JD Edwards. Form Requirements For every value cell to be submitted to JD Edwards, the following fields are required: Business Unit* Object Account* Subsidiary (even if it is blank)* Period Year Ledger * There is 1 exception to Business Unit, Object Account, and Subsidiary being required. If you are doing Summary Budgeting and have specifically marked the input form as being allowed to submit without a valid Account ID, these 3 fields are not required. You will be unable to upload, however, any budget amounts for an input form that allows submissions without BU, OBJ, or SUB since there is not a valid Account ID associated to these budget amounts. The optional fields are: Subledger Currency Page 26 of 79

27 For the required fields, unfiltered selections (star or asterisk), multiple selections, ranges and Boolean operations such as not are only allowed if the dimension is included as a column in the form. Calculated columns cannot be submitted. The period must be one of the period amounts (AN01 through AN14), Annual Budget amounts [Original Budget (BORG) or Requested Budget (BREQ)] or Approved Budget (BAPR). CURRENT can be used as a period value, and CURRENT, NEXT and LAST can be used as the year selection(s). If the Account Currency or Subledger Fields are not filtered on and not included as columns, these fields will have a blank value when submitted. Values can be submitted for these if they are columns in the inquiry. Specific insightunlimited features in the input form Hierarchies - If a hierarchy is used in the rows of the inquiry, only those entries in the hierarchy which correspond to genuine JD Edwards object accounts or business unit codes will be submissible. The entry may be at a summary level it does not have to be at the bottom level of the hierarchy. Selectors - Selectors provide dynamic reference for dimensions like period (e.g. Current Period). Selectors will work both in Budget Entry Mode as well as when Apply Model is on. Time Series - Time Series provides rolling reporting columns (e.g. columns defined with periods, years and even ledgers). Time Series columns only work in manual budget submission, but not when applying a Microsoft Excel Model. Continuous Budgeting/Forecasting enables users to design forms that are meant to be utilized monthly for updating future outlooks and revisions to existing plans. Use a Time Series to eliminate the obstacle of budgeting solely to the end of a year. Using Time Series, you can roll forward your ending month of actuals and see the previous 12 months. Then using modeling you can calculate the 12 month average and post into future periods using a different Time Series. This automatically populates the next 12 months so that the end users can build reports that look forward and anticipate where they will always be at the end of year or some period down the road. Page 27 of 79

28 Best Practice: Include year in the Time Series dimensions. Best Practices regarding input forms: 1) Budget participants can utilize the Favorite functionality to quickly and easily identify budget reports for their use. 2) Each input form should be created at the lowest level of budgeting detail, e.g. if budgeting at the subledger level, then the subledger field should be included on all budgeting input forms. 3) Simplicity is key when creating input forms. Utilize a simple form in the beginning and, using the linked inquiry function, create additional forms for adding detail. 4) If you use subledgers, be sure to include the subledger column in the input form. 5) Leverage Comments to add additional support for entries, e.g. underlying assumptions for particular numbers. 6) Consider using the Hyperlink function in input form titles to link to detailed instructions. 7) Instead of creating individual user scopes, budget designers should consider creating custom forms because these are simpler to associate to others when original contributors no longer participate in subsequent budget cycles. Budgeting Activity Budgeting activities are maintained for specific purposes and participants; a typical budget activity may consist of many participants, multiple cycles, forms, and scopes. Cycles can be opened and closed based on requirements. Budget activities should be made as generic as possible so they can be recycled each year. Select the New Activity button within the Budget Setup dialog to open the New Budget Activity dialog. A new activity must be given a unique name (which cannot be changed after it is created), and then its participants and their roles must be specified. Best Practice: Activity descriptions should identify the original creator in order to make it easy to identify responsible parties and deadlines. Also, it is important to take caution when deleting a budget activity because when you do this, all associated data will be deleted as well. Define Participants - A named budgeting Supervisor can click on Participants to specify the staff members involved in a budgeting/forecasting activity, define their roles and, optionally, set a budgeting scope for Contributors. Page 28 of 79

29 Define Scope - A scope sets the limits to what Contributors can submit, e.g. data for a specific business unit or company only. A scope limits submissions only; it does not restrict reporting. To define scope for a user, click on the user s name and then select Scope. Scopes are optional, but can include one or more codes from a dimension (e.g. business units, accounts, periods, etc.). It is possible to edit the participants while a cycle is open. However in order to remove a participant with submissions that have not been uploaded to JD Edwards, the submissions will need to be deleted first. Users with the Administration Permission in Budgeting also have the Supervisor role for any activity, but are not shown in this dialog. (Note that having the Supervisor role does not confer the Contributor or Approver roles.) In the above screenshot, there is one Supervisor, Debbie, who can manage any aspect of the activity. Two Controllers are defined, Rod and Annette, each with a set of Approvers and Contributors whose submissions they manage. There are two Approvers, Mary and Paul, who can approve the submissions of their respective Contributors. Mary is also a Contributor, which means she can approve her own submissions. The Contributors, Wendy, Mary, and John, each have a budgeting scope defined that limits what they can submit. In this example, each scope is a single business unit or company. Page 29 of 79

30 Define a Budgeting Cycle An activity is comprised of one or more cycles. Select the New Cycle button within the Budget Setup dialog to open the New Budget Cycle dialog. Identification tab - After defining a unique name and, optionally, a description, select the ledger to use with the cycle. (All ledgers that have been added are defined through the Reporting Ledgers tab in the main Budget Setup dialog are listed; to manage this list, you must return to that dialog.) NOTE: One or more Ledgers can be used in a cycle, and only the selected Ledgers may be submitted by Contributors for this cycle. The Ledgers form an implicit part of the cycle s scope. Best Practices: 1) Cycle descriptions should identify the original creator and due date in order to make it easy to identify responsible parties and deadlines. 2) It is important to take caution when deleting a budget cycle because when you do this, all associated data will be deleted as well. Page 30 of 79

31 Forms In the Forms tab within the New Budget Cycle dialog, select the form to be used with the budgeting cycle. All the inquiries that have been previously added as input forms via the Forms tab in the Budget Setup dialog are displayed. If the cycle is not open, you can add forms to the cycle. Permissions on a form can also be changed as needed through the Permissions button. Note that a cycle can use more than one form, and a form can be used by more than one cycle. Note on 1 inquiry per form - Once an inquiry is selected for an input form, it cannot be associated with another input form. Because it can cause issues with budgeting further in the process, users are prevented from doing this in the first place within Budget Setup. (If you try to associate an inquiry with multiple forms, you get the error, The same report cannot be associated with multiple input forms. ) Page 31 of 79

32 Scope The areas or cells within forms which Contributors are able to edit and submit are controlled by budgeting scopes. A scope defines the code combinations for which submissions will be added, for example a set of periods and a set of object accounts. This is managed through the Scope tab when creating or editing a cycle. A budgeting scope can be set on any of the following fields: Subledger Category Codes Company Subsidiary Business Unit Subledger G/L Currency Code From Subsidiary Alternate Ledger Types Object Category Codes Object Account Posting Edit Code Account Currency BU Category Codes Alternate Object Description Period Fiscal Year The scope for a cycle applies to all its forms and all its Contributors, who may in turn have their own individual scopes that are defined within the Participants dialog. To be submissible, a given cell in the form must match both scopes simultaneously. Page 32 of 79

33 In a typical example, a Contributor scope is used to limit submissions to a specific company or business unit. While these may be different for each Contributor, the scope for the cycle can still be limited by other fields, e.g. period and object account. Only cells corresponding to the cycle s Ledgers can be edited; this restriction is implicit and does not need to be defined in the scope. Also, if Business Unit Security is defined for the Contributor in JD Edwards, the user cannot view or submit for any other business unit. The option to Restrict entry to only the lowest level items of the hierarchies is particularly useful if the lower level of a hierarchy roll up into a summarized, higher level node. Within the Set Scope dialog, there is a checkbox for Model Scope. This option is used to restrict input cells so they are only updated through the Apply Model functionality. When checked, the scope you are defining can only be populated from the Microsoft Excel model; the user cannot manually type into the cell. Best Practice: Utilize the Model Scope feature to ensure that Microsoft Excel model results imported into insightunlimited are not accidentally overwritten by users. The default formatting style Model Cell Style is applied to all cells in which the Model Scope has been applied. (The default is a light gray background; however this can be changed in Defaults tab within Formatting.) In the below example, we have set the Model Scope option for Object Account 5002: Page 33 of 79

34 You see in the input form that when you are entering in the budget, the Model Scope has been applied and you are unable to enter budget information for Object Account Those cells have a light gray background (the default format for Model Cell Style): Page 34 of 79

35 Notifications Notification s can be sent in a variety of situations, including when opening cycles and seeking approval for submissions. The feature requires a compatible client such as Microsoft Outlook or Mozilla Thunderbird. In the Notification tab of the Cycle Definition dialog, you have the option to set which notifications are active, and you can edit the text of the that will be sent in each situation. Mark the checkbox to Enable Notifications as well as the checkbox next to the appropriate notification to activate it. To edit the text in a message, highlight the description you wish to change and select Edit Text. In order for this feature to work, you must have the address set up in the user s profile within Administrator. When a notification is created, it opens as an window and can be sent at that point. Activity/Cycle Management Clicking the Activities button on the Budgeting ribbon opens the Budget Setup dialog. Page 35 of 79

36 Within this dialog, there are 3 tabs: 1) Activity Status - A summarized status of each activity displays, each of which can be expanded to see the associated cycles and their status as well. You can create a new activity or cycle here, as well as manage (edit, delete, copy, hide) the activity. You can also close and open a cycle as well as access the detailed cycle status information. a. Close cycle - A cycle is closed so that no more submissions can be made. b. Open cycle A cycle must be opened in order to allow Contributors to input data into the input form. 2) Reporting Ledgers Discussed previously, this dialog enables you to manage Reporting Ledgers. 3) Forms tabs, which were discussed in a prior section. Cycle Status Dialog The Cycle Status dialog can be accessed directly on the Budgeting Ribbon or from within the Budget Setup dialog by selecting a cycle and clicking Cycle Status. Checking a cycle status - There are 2 ways to check a cycle status: 1) From within the input form being used in the cycle, click the Cycle Status button on the Budgeting Ribbon. 2) On the Budgeting Ribbon, click Activities to open the Budget Setup dialog. Expand the activity to view the cycle and then highlight the cycle. Then click Cycle Status. Either way you will see a detailed status of the cycle you are currently working with. If desired, you can use the QBE line to narrow down the data returned. Page 36 of 79

37 Data can be submitted, finalized, uploaded or deleted for open cycles only. When a cycle is closed, no budget data can be entered. The Cycle Status dialog shows in detail to what stage the cycle has progressed in terms of each participant and each form. The Cycle Status button is available to all participants so they can see their own progress within the cycle; however the extent of information displayed varies by role: When Contributors open the Cycle Status dialog, they see themselves and the forms they are required to submit. When Approvers open the dialog, they see the Contributors whose submissions they are to approve. A Controller sees the Approvers and Contributors for whom he or she is responsible. Supervisors can review the status of every participant in the activity. All users can see who is responsible for approving or uploading their submissions. This means that every user will know who to notify of any issues. The status information is grouped by role. At the top level of the hierarchy are the Controllers. The next level represents the Approvers and the Contributors are grouped below them. The input forms of the cycle are displayed below each Contributor with their submission status. The label shown for an entry on each level is as follows: Level Form Contributor Approver Controller Status Label Not Submitted Submitted: (date time) Finalized: (date time) Approved: (date time) Uploaded: (date time) Exempt Submissions: (number submitted) of (total required) Finalized: (number finalized) of (total required) Submissions Complete (date time) Approved: (number approved) of (total required) Approval Complete (date time) Uploaded: (number uploaded) of (total required) Uploading Complete (date time) Page 37 of 79

38 In addition, the status for a given participant or form is highlighted through the use of color as follows: Color Blue Black Green Gray Status Action required, without dependency on another action Action required, dependent on another action Completed Exempt or not applicable Cycle Status Commands These include the following: Refresh - Updates the Cycle Status display to reflect any changes that may have occurred while the dialog has been open. Send - Generates an from within the Cycle Status dialog. An could be sent, for example, to request a submission from a Contributor or explain the reason for a rejected submission. Finalize - When Contributors have finished their submissions, they will mark the submissions as Finalized. Approve - Once finalized, a submission needs to be approved/rejected by an Approver. The Approve and Reject Buttons are made available to Approvers for this purpose. Reject - If a submission is rejected, its status returns to Submitted. Upload Forms- Approved submissions for the selected participant, or every participant in the selected grouping, are uploaded to the specified ledger type(s) in JD Edwards. The Upload button, which opens the Upload dialog, is available to Supervisors and Controllers only. Status Override - Controllers and Supervisors have access to the Override button to allow changes to the status of a submission, including setting back the status if a Contributor needs to re-submit a form that has already been finalized. The dialog also allows a Contributor to be exempted from submitting a form. (Exemption via this dialog does not delete any submissions which may have already been made by the Contributor.) Exempt Forms - Specific input forms can be exempt from defined participants as needed if not applicable to them. Delete - Available to Controllers and Supervisors only, this function deletes the submissions of a Contributor and resets the status of that person as well as all forms he or she has submitted for the cycle. Page 38 of 79

39 Data Input Overview Data entry into the input forms that have already been created can be done from within Reporting, Console, Budgeting or Budgeting Lite. As mentioned previously, data can be input directly into Reporting Ledgers or you can use formulas via modeling to input the data. When a contributor is done inputting data, they will submit it, at which point an approver will accept or reject the submission. Then optionally, the data can be uploaded to JD Edwards once it is approved. The below screenshot illustrates an input form being used by a Contributor to input data using Reporting: Licensing - It is important to know that in order to view the budget data held in Reporting Ledgers, a user must have a BUD or BUC license. Requirements for using a DX-created report as an input form: 1) Have a DX Data Entry (DXE) license in addition to the appropriate Budgeting license(s) assigned to your user ID. 2) Create a DX report using a custom data entry table. 3) Add rows (either via manual entry or bulk entry) to the custom data entry table. Page 39 of 79

40 Requirements for Data Entry First, only contributors can go into Budget Entry Mode. Second, in order for an input form to be opened for data entry, the following conditions must be met: The inquiry must be saved. The inquiry must be identified as a form. The inquiry/form must be associated with an activity/cycle. The cycle must be open. The submission user must be listed as a Contributor on the open activity/cycle. The inquiry/form must be run so that results display. There must be editable cells on the form. If more than one cycle meets the conditions above, the user will be prompted to choose which cycle to use. If there are no input forms that meet the conditions above, the error message displayed is: There are no budget or forecasting cycles currently expecting submissions from you using this inquiry. In order for a cell to be editable, the following conditions must be met: The cell must be a unique combination of period, ledger, year, business unit, object account and subsidiary account. (Note that if an input form allows submissions without a valid Account ID, the following fields are not required: business unit, object account and subsidiary.) Acceptable period values are: period activity (1-14) or the annual budget fields (BORG Budget Original, BREQ Budget Requested, BAPR Budget Approved). Selectors that define a period activity amount can also be used. Editable cells will also be validated against any defined scope (cycle level and participant level). Optionally, an editable cell can be used with the subledger, subledger type and/or currency code fields. Format of Budget Amounts - The budget amounts should be entered in their original form. For example, if using KMB formatting, enter 10,000 and it will then be formatted as 10k. When applying formatting that changes the precision of the number (e.g. divisor, KMB, etc.), the precision that is displayed is what will be saved. For example, if 12,345 is entered and you have KMB formatting, it will become 12.3K. This will be saved as 12,300. If you want to have more precision, you should adjust decimals on the formatting. For example, if 12,345 is entered and you have KMB formatting, then 3 decimals should be defined and the entered amount will become K. This will be saved as 12,345. Page 40 of 79

41 Steps to Enter Data 1) Open the input form/inquiry that is defined in the budgeting cycle. a. From the Budgeting menu, click Open Form. b. You will see all inquiries that have been defined as input forms, along with the cycles and activities with which they are each associated: 2) Click Enter Budget in the Budgeting Ribbon to go into Budget Entry Mode. 3) Enter data by clicking on an editable cell and typing. The Backspace, Delete, Tab and arrow keys operate as they do in Microsoft Excel. Note that numbers in data entry cells are entered as complete numbers without any formatting. 4) To save the input data while staying in Budget Entry Mode, click Save. 5) To cancel Budget Entry Mode (thus losing any input you have done since last saving), click Cancel. 6) To save the input data and exit out of Budget Entry Mode, click Finish. Editable cells are formatted using the Input Cell Style (by default, a light yellow background with black border). When in Budget Entry Mode: Several buttons are enabled within the Enter Budget Ribbon: Finish, Save, Cancel, Apply and Finish, Apply Model, Audit Log, Insert New Row, Delete/Clear Row. Several buttons are enabled within the Budgeting Ribbon: Open Form (to have multiple input forms open simultaneously), Upload, Download. Most other Ribbon Buttons are disabled except for New, Open, Close, Favorites, Manage Folders, Welcome, About, User Preferences and Exit. Filter controls are disabled. Links are not available. Users can copy/paste at the column level. Users can clear cells using backspace, delete & ranged multi-select. Users can toggle between reports. Page 41 of 79

42 Right-click options within an editable cell - If you right-click on an editable cell, you will get a menu with the following options: Copy - Copy the selected cell or range of cells to the clipboard in a plain text format (tabseparated values), suitable for pasting into Microsoft Excel and other applications. Paste - Paste the text in the clipboard into the cell or a range of cells. For a range, it must comprise of rows separated by new lines or columns separated by tabs, which are compatible with copying from Microsoft Excel. If the range to paste into includes both editable and non-editable cells, only the values which correspond to editable cells will be accepted. Column headings should not be included in the copy. Restore - Restore a data or code cell back to the value it had when Budget Entry Mode was started - a simple undo facility. Clear - Erase a data value, as if it was never submitted, or reset a code value to blank. If the data value of a Budget Ledger Type is cleared for every period for a given key (BU, Object, Subsidiary, Year, Ledger), then the underlying submission row will be deleted, and the row in the form will be removed (though the Show Missing Balances Feature may generate it for you artificially). Freeze/Unfreeze Column Set a column of an inquiry in place so it will not scroll horizontally. Code input cells - The code input cells that can be used in input forms are account currency (GBCRCD) and subledger (GBSBL), and they will be available in the form if the columns are in the inquiry. The following three options are available when right-clicking on these cells: 1) Query Assist - This option opens a Query Assist dialog for the purposes of looking up a valid code. Selection is limited to one code only. You can either use the Query Assist to look up a value or type the code directly into the cell. Codes entered will be validated upon submission. 2) Insert New Row - You can insert a new row into the form, based on the codes in the selected row. For example, this would enable you to submit additional rows for different subledger codes. 3) Delete Row - After choosing the option to insert a new row, this option is available and will remove the inserted row completely. This is only possible in the Budget Entry session in which the new row has been inserted. After saving, you must use the Clear Option to erase the data values in the row, thus effectively removing the entire row. Values in calculated columns - The values in the ITD*, YT*, CE*, H*, QTR*, etc. columns are updated once an input form has been submitted; users cannot manually add in values into these calculated columns. The reason for this is that these are calculated columns; these are not columns that exist in the database table. insightunlimited adds the contents of other columns to calculate the total of the calculated columns, e.g. P1, P2 and P3 are added together to calculate QTR1. [If insightunlimited did allow users to add a budgeting value in the QTR1 column, for example, it would break the calculation for QTR1 (P1,P2,P3).] Page 42 of 79

43 Submit Budget Data When you have finished entering data, click Save on the Budgeting Ribbon to record your submissions within the Budgeting Repository. This will overwrite any previous submissions for those cells. Clicking on Save, whether data is changed or not, records the changes and updates the status. (Alternatively, click Cancel to exit Budget Entry Mode without recording any changes and without affecting the status.) To save all changes and exit Budget Entry Mode completely, click Finish. Only changed data is validated upon submission. Data inputs are checked for a valid account ID, which consists of a valid combination of business unit, object account and subsidiary. Code inputs such as account currency and subledger are checked for existence. If the subledger filter is for a specific type, e.g. A.*, then all code inputs must be of that same type. Editing of codes can result in rows with the same key, which is not permitted. If the validation fails, the submission is not recorded, Budget Entry Mode is not exited, and the reason for the failure is shown to the user. Corrections can then be made and the submission reattempted. Notes on submitting budgeting data: Posting Edit Codes for accounts and business units are not checked during validation, therefore you may want to set scope of the cycle and/or Contributor to prevent submissions to unsuitable codes. Submissions by different Contributors for the same intersection same business unit, accounts, ledger type, etc. are not differentiated. The responsibility for a given submission can therefore be shared between more than one Contributor, although each still has to be finalized individually. If this behavior is not desired, the cycle should be configured to prevent it, e.g. by restricting the Contributors to different business units. Any calculations or aggregations included in the form will only be updated after saving and not interactively during Budget Entry Mode itself. Until submissions are finalized, the Contributor can re-open the form and repeat or continue the data collection process so adjustments can be made repeatedly until the figures are complete and correct. Finalize Submissions Once data input is complete, the Contributor must finalize it through the Cycle Status dialog. Once the cycle is selected, click Finalize to do this. If a Contributor needs to make a change after finalizing, the status must be reset. This is done within the Cycle Status dialog by selecting the cycle and clicking Status Override. Page 43 of 79

44 Reject or Approve a Submission Once a form has been submitted and marked as finalized, an Approver can approve/reject it through the Cycle Status dialog. Once the cycle is selected, click the appropriate button Approve or Reject. Approving a submission marks the end of the data collection process for a particular Contributor and form, and indicates that the submitted data is ready to be uploaded to JD Edwards. Note that even if a Contributor is their own Approver, they must first perform a Finalize before they can approve. Supervisors and Controllers have the power to un-approve a form for a Contributor in case a mistake has been made. (This is done via the Status Override button in the Cycle Status dialog.) Upload to JD Edwards View Budget Submission Data Reviewing your budget data prior to uploading into JD Edwards F0902Z1 is recommended so that you can validate the information. This can be accomplished using either Reporting or Budgeting. 1) If it is not added already, add the Query Budget Data button to your Quick Access Toolbar. (In the Customize Quick Access Toolbar dialog, use the drop-down menu to select Commands Not on Ribbon and then select Query Budget Data.) 2) Click on the Query Budget Data button to display the View Budget Submission Data dialog. 3) By default, all the filters are set as a wildcard to return all data. Use any of the pre-defined filters to narrow down the data returned: 4) Click Run. a. Cycles b. Ledgers c. Contributors d. Years e. Forms 5) Optionally, save your selected records to a.csv file. Page 44 of 79

45 6) After your review has been completed, click Close to exit the dialog. 7) If any amendments are necessary to the budget data, go back to Cycle Status and perform a Status Override to allow changes to the cycle. Upload to JD Edwards Process Reporting Ledgers can be displayed alongside JD Edwards Ledgers within insightunlimited, but the submissions are initially stored within the Budgeting Repository only. Finalized submissions can be uploaded to JD Edwards by Supervisors and Controllers. Submissions are uploaded to the JD Edwards Ledger Type chosen in the Reporting Ledger dialog. Partial uploads can be performed, down to a single form submitted by one Contributor; it is not necessary to wait until all submissions are complete and finalized. Uploads can occur before or after the cycle is closed via the Cycle Status dialog, which provides Supervisors and Controllers with an Upload Forms button to open the Upload dialog: Page 45 of 79

46 This dialog lists the following information: Contributor to the input form (this can be overridden at the bottom of the dialog) Form being used Budgeting Ledger being used in the cycle JD Edwards Ledger to which the information will be uploaded Total rows of data to be uploaded to JD Edwards A separate checkbox is provided to request that the submissions be kept in the Budgeting Repository after upload. If this checkbox is not selected, the submissions will be deleted after a successful upload. Preview displays the data that will be uploaded after clicking OK. Clicking the OK button transfers submissions from the Budgeting Repository to the Balances Batch Table (F0902Z1) in JD Edwards. This table must exist for the budgeting upload to work. Best Practice: Use the GL Balances Batch Upload (F0902Z1) Template to review and validate the data uploaded from the Object Repository to the Z table in JD Edwards. After your JD Edwards Administrator has reviewed the data in JD Edwards (Budget Upload Conversion Revisions), the data can be uploaded to the F0902 using the Budget Upload Conversion program. When you run this program for the first time, make sure to do it in your Test Environment first in order to fully understand it before doing this in your Production Environment. There is a possibility that changes to accounting or other structures in JD Edwards could render submitted budgeting data inconsistent or incompatible so that it cannot be uploaded or does not upload as intended. This is beyond the control of Budgeting. NOTE: For detailed information on recommended processing options for the Budget Upload Conversion program, please see Oracle's documentation: A Page 46 of 79

47 Balances Batch Upload (F0902Z1) Template Once your budget data has been uploaded into the JD Edwards F0902Z1 Batch Upload Table, you can review that data within insightunlimited using the General Ledger Balances Batch Upload (F0902Z1) template. If desired, you can use the filters to query specific budget data. If you have a Configurator User License, you can amend the Filter Layout to change which filters display, just as with all other reports. You can use this template to perform a final review of your budget data prior to uploading your budget data into the JD Edwards Ledger previously defined in your insightunlimited Budgeting cycles. At this point, any necessary amendments to the budget data will need to be performed in JD Edwards within the Balances Batch F0902Z1 Table. Tracking Changes Budget History Tracking As long as you have turned on history tracking in Administrator, the Budget History template displays an audit trail of changes made to any input form. It is important to know that totals do not appear on this inquiry since a given row might display several times on this inquiry depending on how many times changes were made to it. Cycle Status Changes If Budgeting has been turned on in the Log Stream Configuration in Administrator, you can view Budgeting Cycle changes. (They are not tracked in in the Budget History table because they are not tied to a specific row on a report and are contained in a separate dialog screen.) Page 47 of 79

48 Once Logging is set to capture changes to Budgeting, then when any changes are made to a cycle status they will be tracked. To view the log in Administrator, right-click on Logging and select View History: Below is an example of what the log would look like if a user did a Status Override through all the Cycle Statuses: Page 48 of 79

49 Comment Columns Edit a Comment Column Users with a Budgeting License are able to edit columns that have previously been entered. 1) Within the input form, click Enter Budget or Enter Comments on the Budgeting menu. 2) Double-click on the cell to highlight the text. 3) Move the cursor as needed to edit the text. Comment Columns and Hierarchies Comment columns can be used with hierarchies. When adding comment columns to a report that has a hierarchy with expand and collapse enabled, you must be cognizant of your sort order if you want expand and collapse to function. The Comment Columns need to be at the top of your sort order and set to ascend if you want to keep the expand and collapse feature of your hierarchy functional. Associating a Comment Column to a Line Item Detail Row You can associate a comment column to the Line Item Detail Row. The steps are listed below. Budgeting Steps 1) Add the Line Item Detail Column to the Input form. 2) Go into Budget Entry Mode. 3) Insert Rows for Line Item Detail and enter in budget amounts into the appropriate budget ledger column. 4) Input a description in the Line Item Detail Column. 5) Save/Finish. Comment Column Steps 1) Add a Comment Column to the input form. 2) Associate the Comment Column to the Line Item Detail Column. 3) Go into Comment Entry Mode. 4) Enter in Comments for the Line Item Detail Rows. Page 49 of 79

50 5) Save/Finish. Note: If you already have the Comment Column added to your report when you go into Budget Entry mode, the Comment Column is also available for input at the same time. Comments and Budget History Comments are tracked and copied to the Budget History Table if used, however only in two scenarios: 1) The row associated to the comment must have a budget amount entered. (If no budget amount has been entered then the comments are NOT tracked in the Budget History Table.) 2) You must use Enter Budget to enter in your comments. If you use Enter Comments, they will NOT be written to the Budget History Table. If more than one comment column resides on the input form that a budget change was made to, then the comments will display together on the Budget History report in one Comment Column and are separated by a comma: Page 50 of 79

51 Allocations and Modeling Introduction Microsoft Excel can be used to define allocations and modeling rules to then later use in input forms. Contributors are able to apply allocation and modeling rules, as needed, to their input forms without risk of seeing unsecured data or inappropriate changes to the definition. Rules can be defined to control whether calculated amounts can be overwritten by budgeting contributors. Budgeting Administrators (or other approved users) can add additional Microsoft Excel definitions to the Repository and open the files to update. Activities are logged for additional audit options. The steps to using allocations and modeling are: 1) Define allocation and modeling rules using Microsoft Excel. 2) Upload your model into the Object Repository. 3) If desired, associate default models to specific input forms. 4) Contributors apply model workbooks to input forms if no default models are associated to them. 5) View the audit log. 6) If needed, download the model from the Object Repository. Define Allocations and Models in Microsoft Excel 1) Start with a Microsoft Excel workbook that has either been manually created in Excel, or export a GL or Job Cost Balances or DX inquiry from insightunlimited as a starting place. (To export a ready to use inquiry from insightunlimited, go to the Budgeting tab and click on Create.) 2) Use the standard Microsoft Excel functions to create calculations as needed to allocate budgets or forecasts. Wildcard Modeling You can use a wildcard instead of a specific value for any the dimensions. For example if the same formula applies to every Business Unit, then it is not necessary to include each BU code; instead, a wildcard can be used in the Business Unit filter. (If you hardcode a Business Unit, for example, in the model, and you are filtering on a different Business Unit, it cannot apply the model in insightunlimited. This is where wildcard modeling is helpful.) Page 51 of 79

52 You can have a wildcard for more than one dimension in the model. For a dimension in which a wildcard has been used in the model, the model is not allowed to have any other code present for that dimension. Within the actual model in Excel, you cannot use ranges or multi-selections in the filters; it must always be either a selection or a wildcard. (This restriction does not apply to the filters on the reports in insightunlimited itself.) Best Practice: When using wildcards in Excel, the cell format for label columns, e.g. Company, Business Unit, Object Account and Subsidiary, should be set to text (not general). Intersections When designing the input form, keep in mind that for the Apply Model function to work, all intersections in the Microsoft Excel model must be in the input form. For example, if adding a new subledger or currency combination, these columns must be added on the input form prior to the model being applied. Example: Input form Create a form from a GL Balances Template, in this case including a column for prior year actual as well as monthly budgeting amounts for the upcoming year. Then export from insightunlimited to Microsoft Excel by selecting Create on the Budgeting Ribbon. Once it has exported to Microsoft Excel, you ll see that there are 4 additional rows at the top; this is what insightunlimited uses to process the data once it is uploaded back into the product. Use Microsoft Excel to do the budget modeling as needed. In this example, you can see the formula that was used in cell G6. Once you are done, save the file. Page 52 of 79

53 Best Practices: 1) Name the modeling Excel form the same as the RDF inquiry stored in insightunlimited. 2) To reduce the size of your Excel model, save the file as a binary workbook, e.g..xlsb. 3) Include a tab in the Excel spreadsheet for assumptions used in the model, e.g. assuming 8 hrs/day, 40 hrs/week, etc. When this needs updating, you change it once and it updates all spreadsheets in the workbook. 4) In the Excel spreadsheet, include instructions for DoNotSave. 5) When manipulating the model, be sure that you manage it through upload/download. Do not just get the Excel file from the repository and manipulate it in Excel. DoNotSave Enter this text in cell A1 of the Excel spreadsheet to prevent users from saving data in Excel. You do not want users to save data in the model. More details on the rules in applying models in Excel are included in the Appendix. Upload a Microsoft Excel Workbook You can use Administrator, Reporting or Budgeting to upload the Microsoft Excel workbook into the Object Repository. You can then define permissions to control which users/groups of users can read, edit or manage the Microsoft Excel files (just as with standard insightunlimited reports). You can organize the Microsoft Excel files using standard folder management options. 1) To upload the file from within insightunlimited, click Upload in the Budgeting Ribbon. 2) Navigate to where the saved Microsoft Excel file is located on your computer and select it. 3) Click Open. 4) Navigate to the location you want to save it under the Documents Folder within the Object Repository. 5) Rename if desired and click Save. This saves it to your Object Repository. 6) To upload the file in Administrator, in the left panel select the Documents Folder where you wish to upload, then choose Upload on the Ribbon. (Alternatively, after selecting the folder where you wish to upload, right-click on the white space in the right panel and choose Upload Excel File.) Page 53 of 79

54 7) You can now set Permissions on this file as desired, just as you would do with a standard insightunlimited report: Continuing from the example above, we created a folder in Administrator for all budget export files, uploaded this file to that folder and set permissions as needed: Page 54 of 79

55 Default Model A budget administrator can associate a default model to be used with an input form when contributors want to apply a model. This way they do not need to choose one themselves. To do this, follow these steps: 1) From the Budgeting tab, click Forms. 2) Highlight the input form with which you want to associate a model and click Edit: 3) Next to Model, click on the 3 dots to select the appropriate model: 4) Navigate to the model stored in the Repository and click Open. Note that if your model has multiple worksheets, you will be asked to pick the right one. 5) Your input form is now associated to a default model which will be used automatically when applying a model: Page 55 of 79

56 Applying Microsoft Excel Model to Your Input Form If you do not have a default model associated with your input form, as a budgeting contributor you can apply a Microsoft Excel model to your input form. 1) From within the input form in insightunlimited, click Enter Budget to enter into Budget Entry Mode. 2) Apply the model. You can do this in any of the following ways: a. Click Apply Model on the Ribbon. b. Click the drop-down menu to the right of Apply Model on the Ribbon and select Apply Multiple to apply a model to all associated input forms you currently have open. c. Click Apply and Finish to apply the model, save the result, and finish budget submission mode. (Be aware that using this option means you cannot view the apply results immediately after applying the model.) 3) Navigate to the location of the Microsoft Excel file. 4) Click Open. 5) If you chose Apply Model or Apply Multiple, you can continue to enter/change values in the input form. 6) Click Save on the Ribbon to save the input form and stay in Enter Budget Mode. 7) If you need to cancel any input you've done since the last time you saved, click Cancel to cancel and exit Enter Budget Mode. 8) If you wish to see the results of applying the model (also called the Audit Log), click Audit Log on the Ribbon while still in Enter Budget Mode. 9) Click Finish on the Ribbon to save and exit Enter Budget Mode. Page 56 of 79

57 Notes on applying Microsoft Excel models to input forms: The contributor never sees the model; this is to prevent them from accessing irrelevant or inappropriate information. If they have authority, they can open the file in Microsoft Excel. Only budget input cells that are available to the contributor are updated. Only data items (e.g. actual intersections of business units, object accounts, subsidiaries, period, ledger, year, subledger, currency) are pushed to Microsoft Excel during the Apply Model process. Items like subtotals, calculations, etc. are not updated in the model. Therefore, calculated cells should be updated in the model with actual calculations from Microsoft Excel. As new data items are pushed out during the Apply Model, the totals, etc. will be recalculated by Microsoft Excel and can be used to drive further calculations in the model. If the user needs to reset a cell in insightunlimited because an amount has been overridden manually rather than let the Microsoft Excel model populate it using a calculation, then there are 3 steps below to follow: 1) Clear the cell on the insightunlimited input form. 2) Download the model from insightunlimited and open the Microsoft Excel model to repopulate the cell with the necessary calculation. 3) Upload the Microsoft Excel Model back into insightunlimited and overwrite the existing model. Then Apply Model in insightunlimited. When applying the models from a Microsoft Excel Spreadsheet, insightunlimited only supports linking within a single workbook. However, models can do links to other spreadsheets in the same workbook and be applied successfully. Apply Multiple Models Users have the ability to apply multiple models using multiple input forms. This feature is not specific to Payroll Budgeting or even Strategic Budgeting (DX Budgeting) but is a feature in its own right. The purpose of this new feature is to allow budget amounts entered on one input form to be applied and allocated to another input form. A common scenario will be to use a non-gl input form where budget amounts have been keyed in and then provide the ability to take those budget amounts and apply them to a GL account allocating to the proper GL dates. Page 57 of 79

58 Viewing the Audit Log The audit log shows when model files were loaded, edited and used by contributors. Contributors themselves can view the audit log within Budgeting. 1) While still in Budget Entry Mode, from the Enter Budget menu click on Audit Log. 2) You will get an Apply Model: Results screen detailing which intersections were and were not found between insightunlimited and Microsoft Excel. a. Any intersections that were successfully found mean that a 1 to 1 match was found between the two places. b. Any intersections that were not found mean that an item was only found in either Microsoft Excel or insightunlimited, but not both. c. Found but contained invalid input cell are cells that were found in both Excel and insightunlimited but have invalid input, such as text instead of a value in a cell. You can expand any of the items in this dialog to see the details. Other options available in this dialog are: Expand All - expand all items Collapse All - collapse all items Save as CSV save all details in a.csv file Close close the dialog Note that the additional lines insightunlimited populated in Microsoft Excel (the rows that display prior to the data) can be ignored. They will be found in Microsoft Excel but not in insightunlimited. Page 58 of 79

59 In the below example, these are the rows marked as PYACTUAL. These are from a calculation called PYACTUAL, representing the column for Prior Year Actuals: Page 59 of 79

60 Download the Model from the Object Repository Users with appropriate authority can export the model from within Reporting, Budgeting or Administrator in order to edit and update it as needed (including the ability to view it with current data). To download the file from within Reporting or Budgeting: 1) Click Download from the Budgeting Ribbon. 2) Navigate to the location of the Microsoft Excel file and click Open. 3) Navigate to the location on your local drive where you wish to save the file and click Save. To download the file from within Administrator: 1) Navigate to the location of the file underneath the Documents Folder. 2) Select the file in the right panel and right-click. 3) Choose the option to Download Excel File: 4) Navigate to the location on your local drive where you wish to save the file and click Save. 5) You are now prompted whether you wish to open the Excel file or not. Best Practice: Utilize pre-existing insightunlimited Microsoft Excel workbook models by inserting a worksheet into the first position within the workbook, this worksheet being the one that communicates back and forth with insightunlimited. It is recommended that this worksheet be a simple trial balance for BU/OBJ/SUB, without any totaling turned on. Reference the remaining worksheets in the workbook to the first one for complete modeling implementation and feedback to Reporting Ledgers. Page 60 of 79

61 Summary Budgeting Overview Summary Budgeting allows you to enter budget amounts at levels higher than BU.OBJ.SUB (Business Unit. Object Account. Subsidiary), such as at the Category Code or Business Unit level. While budgeting amounts can be entered and submitted at a summary level within Budgeting, you cannot upload to JD Edwards budget amounts that are at the summary level. If you try to upload summary budget data, you will receive this message: Some rows in the current selection are not suitable for uploading to the ERP. This is because budget amounts without Business Unit, Object Account, and Subsidiary do not have valid Account IDs associated with them. An example of allowing submissions for an input form without BU, OBJ, or SUB is as follows: Hierarchies and Summary Budgeting When budgeting at a summary level, you can use a hierarchy. In order to do this, the hierarchy must contain the column for which you wish to budget. This is also true if used in conjunction with a Line Item Detail column. If you are budgeting at a Category Code level, for example, you must create a hierarchy to contain the Category Code columns. It is also worth noting that you are able to budget at hierarchy nodes that contain ranges or wildcards (*). Page 61 of 79

62 Budgeting Scope and Summary Budgeting Scope can be applied when doing Summary Budgeting. To do this, the column on which the scope is applied must be in the input form. For example, below we are applying scope to a range of companies and object accounts. This is Budget Entry Mode with the Company and Object Account columns displayed in the input form: Page 62 of 79

63 This is Budget Entry Mode with only the Company column displaying in the report. (In this case, the scope is being ignored since the Object Account column is not displayed.) Modeling and Summary Budgeting You can apply a model to an input form you are using to do Summary Budgeting. Page 63 of 79

64 Line Item Budgeting Overview Line Item Budgeting allows a user to budget at a detailed level using ad-hoc detail rows. Line Item Detail is actually a column available on the GL and JC Balances Templates in Columns, Sorting & Grouping under Available Columns. This column is only available for users with a Budgeting License. Line Item Detail is available for input forms that have been defined to allow budget submissions without BU, OBJ, or SUB. In this scenario, the budget amounts are not uploaded to JD Edwards; you are only allowed to budget for them within Budgeting. Other important notes regarding Line Item Budgeting: Amounts stored for Line Item Budgeting are displayed on all reports where using the same Budget Ledger and column combinations. You can use QBE on Line Item Detail. You cannot pivot Line Item Detail. You cannot create a filter for Line Item Detail. You cannot base a calculation on Line Item Detail. Line Item Budgeting Process 1) Open your input form which was created from either the GL or JC Balances templates. 2) Go to the Design menu and click Columns, Sorting & Grouping. 3) Add the Line Item Detail column as a displayed column. Once added to the input form, this column will be blank. 4) From the Budgeting menu, click Enter Budget to go into Budget Entry Mode. This column will be highlighted, indicating it is ready for input. Page 64 of 79

65 5) To add/delete a row for line item detail budgeting, you right-click anywhere on the row and select Insert New Row/Delete Row: 6) Similarly, you can also Insert/Delete a New Row using the icon in the Enter Budget menu on the Ribbon. You can add multiple rows by clicking on the icon multiple times: As an example, below we have added 2 additional rows for Training to signify a budget amount by Training expense. The added rows display as green so you can easily identify them in order to enter in budget amounts: Page 65 of 79

66 Viewing New Rows in the View Budget Submission Dialog Once you have added new rows to an input form, you can see the new rows along with their budget amounts in the View Budget Submission Data dialog: Default Formatting for Inserted Rows Formatting of the new rows can be changed from the default color by editing the Inserted Row Style in Default Formatting. To change the default format of these rows, do the following: 1) From the Formatting menu, click on the Default tab. 2) Select Inserted Row Style and click Edit: 3) Edit the formatting as needed within the Define Formatting Style dialog. To change the color of the rows, for example, click on the Appearance tab and choose a different Back Color using the drop-down: Page 66 of 79

67 4) Click OK to exit the Define Formatting Style dialog. 5) Click OK to exit the Formatting dialog. Line Item Budgeting and Upload to JD Edwards The budget amount totals for the BU, OBJ and Sub entered for Line Item Detail are uploaded into JD Edwards. The Line Item Detail information is not. This is additional information only available in Budgeting. When in Upload Preview, you will see the total for the budget amount keyed in for all rows for a specific account. Take this example: For Training, Object Account 5201, we have entered: Denver Period 1 Budget Amount: -5,000 New York Period 1 Budget Amount: -8,500 Total: -13,500 Page 67 of 79

68 Upload Preview will display accordingly: Line Item Detail also is available for input forms that have been defined to allow budget submissions WITHOUT BU, OBJ or SUB. In this scenario, the budget amounts are not uploaded to JD Edwards; you are only allowed to budget for them within insightunlimited Budgeting. Page 68 of 79

69 Strategic Planning Introduction Strategic Planning is incorporating the ability to have a DX-created report over any JD Edwards or Oracle EBS table enabled for submissions as an input form with most of the rich Budgeting functionality. With the inclusion of a license called DX Data Entry (DXE), a DX report can be used as a budget input form and that input form can be associated to a budget cycle and submissions can occur. Examples of how Strategic Planning can best be used include Payroll, where you can forecast salary expenses by employee, or Capital Expenditure/Depreciation forecasting and planning by sales item. Strategic Planning Database Table In Strategic Planning, a new database table, ISBPAYROLL, is generated automatically for customers that are licensed to Planning (DXE License). This database table comes pre-built with numerous columns and is auto-generated for Budget Databases residing on SQL Server, DB2 and Oracle. Specific information about the Custom Data Entry Table is listed below. 1) Budgeting with DX will utilize a custom data entry table that must live in the Budgeting Repository. a. All Strategic Planning input forms must have a Custom Data Entry Table associated. b. The custom table will store all the input capable fields. It can contain Alpha, Numeric, Date fields, etc. c. Your DBA will create your own custom data entry table using native database software. d. Only 1 DX Custom Budget Table per input form is supported by budget submission mode. e. The Custom Data Entry Table must contain 3 mandatory columns which are used to record the cycle, form and contributor for each row. f. The Custom Data Entry Table must contain a source tracking column for each amount column, named the same as the amount column but with the prefix B_F_. g. DataEntryTablesExample.xml is a file that must be populated with the Custom Data Entry Table information. h. Your DataEntryTablesExample.xml file, once defined with your Custom Data Entry Table, will need to be imported into the Profile first in order to be recognized as a Budgeting Table and used with DX. i. All DX reporting rules apply with regard to table and column naming conventions, primary/unique key requirement, etc. Page 69 of 79

70 An empty custom data entry table, ISBPAYROLL, is created automatically in the Budgeting Repository for every budgeting install if the DXE license is found in the license key. This table is used in our example below for Payroll Budgeting. NOTE: You MUST create a copy of ISBPAYROLL if you want to customize it. Because we own this table, future versions of insightunlimited may change this table. The ISBPAYROLL table is created after successfully completing the Profile Wizard and will have no records from the start. Our ISBPAYROLL Table below has rows in it that were added via Budget Entry Mode: Below is a sample report built using the Employee Master Information, F060116, and the custom data entry table ISBPAYROLL. The yellow formatted columns signify input-capable columns. All the columns from the custom data entry table ISBPAYROLL are input-capable. The columns from the F table are not input-capable and display in white. Page 70 of 79

71 Template Designer shows the Budgeting Table ISBPAYROLL joined to JD Edwards F on AN8: Best Practice: To create a custom table, copy the IS_GENERIC or ISBPayroll table (included with your install). IS_GENERIC Table This table helps you figure out what fields to add to a custom table. In your custom table, be sure to define columns as amount columns in order to see them in the amounts filter. Also, if you have set the sequence number field to be the primary key, this field must be in grid when you are entering data (it can be hidden) because it is the primary key. Add/Delete Rows from a Custom Data Entry Table Once you have created a DX report using a custom data entry table and at least 1 ERP table, you are ready to begin. In the below example, we have defined: ISBPAYROLL left table F right table Page 71 of 79

72 The join defined in this example, should be a left outer join. The reason behind that is you want to return all rows in the ISBPAYROLL table where they match the F table. The scenario this supports is adding new hires in the future that do not currently reside in the F If you want to be able to budget for these prospective employees, their data will only reside in the ISBPAYROLL table, therefore a left outer join is necessary. This is not necessary for all DX input forms; it was just needed for this Payroll Budgeting example. Additionally, the ISBPAYROLL table includes an automatically incrementing identity column BUSEQ (Sequence Number field), which is the primary key for the table. This was also needed for the Payroll Budgeting example but is not a requirement of all custom data entry tables. It depends on the required behavior. There are 2 different ways to add rows to the DX input form, either manually or via bulk entry. Manual Row Entry 1) Add the DX report as an input form. 2) Add the DX report to an Activity & Cycle. 3) Make sure you have an AMOUNT column (Value) from your custom data entry table added as a column on the DX input form. 4) Go into Budget Entry Mode. 5) A warning will display informing you that the report must be run first. Click OK. 6) You will now be in Budget Entry Mode, however until you have data in your DX Custom Budget Table, no rows will display. 7) To add rows, you will select Insert New Row from the Enter Budget Menu. 8) A new row will display in green (this color formatting can be changed in Default Formatting). 9) Enter in the data. 10) Click Finish once completed. This will add a new row to your custom budget table. Bulk Entry of Rows 1) Add the DX report as an input form. 2) Add the DX report to an Activity & Cycle. 3) Make sure you have an AMOUNT column (Value) from your custom data entry table added as a column on the DX input form. 4) Go into Budget Entry Mode. 5) A warning will display informing you that the report must be run first. Click OK. 6) You will now be in Budget Entry Mode, however until you have data in your DX Custom Budget Table, no rows will display. Page 72 of 79

73 7) To add rows, copy all your data (Employee Numbers in this case) and store them in your clipboard. Then you can right-click on the Employee Number column and select Insert from clipboard. This will add rows for the number of employees you are adding. There are a number of places you can copy your data from: a. Microsoft Excel spreadsheet. b. Another insightunlimited report (such as an HR inquiry). c. Bring up the Visual Assist for Employee Number and CTRL-C. d. You MUST have a value keyed into an Amount column (Planned Salary in this example) that is from the custom data entry table. If you do not have a value keyed in there, you will receive the following warning: Deleting Rows 1) You must be in Budget Entry Mode. 2) To delete a row from the custom data entry table, highlight the row and click on Delete/Clear Row either by right-clicking or by going to the Enter Budget menu and selecting Delete/Clear Row. Security and Custom Tables JD Edwards ERP System users only: Whenever constructing custom tables for data collection, users should consider including columns that can automatically inherit and respect ERP security. For example, users should include and write to a custom MCU column in every table so that Business Unit Security can automatically be applied to any reports built over the custom table. Page 73 of 79

74 Payroll Budgeting Example The below example shows how you can now use Reporting to budget/forecast for the next year s payroll and then use a model to take your projected payroll amounts for the coming year from the Payroll input form and use those numbers to update into a GL Balances template. The payroll amounts are spread across each month to see the effect of the payroll budget/forecast. Step 1: Enter Data into your Payroll Input Form a. Open your Payroll Budgeting Report and run it. b. Go into Budget Entry Mode. c. From the Enter Budget menu, click Insert New Row. d. Copy in employee numbers. In this example we copied them from an HR Employee Details Report. e. Right-click on the Employee Number column in the input form and select Insert from Clipboard. f. Key in a value into an amount column from the custom database table, in this case ISBPAYROLL. We have chosen to input amounts in the Percent Merit Increase column: Page 74 of 79

75 g. Data will now populate into the F columns where a match was found for the employee record: h. Now you can start to populate more columns from the custom budget table (ISBPAYROLL) like the Merit Increase Effective Date& Burden Rate. i. Click Save. j. Click Finish. k. If you need to add a new row for new employees to be hired, go back into Budget Entry Mode. l. Now insert a new row or two for new employees and populate the New Hire columns: m. In this example, we also entered in a Planned Termination Date for 1 employee: Page 75 of 79

76 n. Click Finish. Page 76 of 79