Manage Working Versions

The Manage Working Versions screen enables you to create budget plans for an unlimited num­ ber of departments and facilitates managing budget versions effectively by enabling you to:

• Rebaseline budget values
• Modify the values of the prepared budget
• Allocate additional departments to a specific budget version
• Submit the budget version for approval

This functionality ensures a streamlined and efficient budget management process.

Manage Working Versions Buttons

On the Manage working version screen, the following buttons streamline the management of budget versions:

• Submit
• View
• Rebaseline
• Assign new department
• Add new
• Version
• Public/Private

Create a New Working Version of the Budget

To create a new working version of budget, follow these steps:

1. Click the Add new button from the ribbon.
2. In the Version Name field, type a version identifier.
3. The Version Owner field will automatically show the email ID you used to log into the Budget Planner application.
4. From the Public version dropdown, decide whether to set the version as public or private.
5. If you would like to create a budget plan based on an existing version, select the version from Copy from version drop-down list.
6. From Departments drop-down list, select the departments for which you are creating the budget plan. To select a department, you must be assigned the Contributor role for that department.
7. You have the following filters to make further selections based on your requirement, Business Unit drop-down list, Dep. Category drop-down list, and Dep. subcategory drop-down list.
8. Click Save Changes.

Note: You will be able to add only those departments for which you have the contributor role.

Manage Budget Lines and Values

The Manage budget lines/values tab enables you to add value to your budget plan. You can create budget plan for a department by specifying the budget amount for every month in your currency.

Add a Budget Line and Value

To add budget lines and values, follow these steps:

1. From the Manage working versions screen, select the working version you wish to modify.



2. Click the Manage budget lines/values button. Please note that this button will be enabled only for the departments for which you a Contributor role. Otherwise, the button appears as disabled.



3. On the Budget lines screen, you have the following icons to switch between the view of budget lines . Click the icon to add budget lines. The following screen appears.



4. Click the Insert button to add rows to the table.
5. Enter the required values in the table. The available values are,
   • GL account
   • Location
   • Project
   • Product,
   • Supplier
   • Data Source
   • Currency
   • Budget line name
   • Budget line code
   • Budget line description
6. Click Save Changes. The budget lines are added to your budget plan for the selected Department.

Add Budget Amount

To add budget amount, follow these steps.

1. On the Budget line screen, click the icon. The following screen appears.



2. Enter the required amount under the Month column.
3. Click Save Changes.
4. You can use the Currency type drop-down list to view how the currency values change from local to base currencies and base to local currencies. The base currency is what you defined as base currency and local currency is line's currency. For example, if you define base currency as USD and local currency as CAD, when you select base from Currency type drop-down list, the amount is changed to USD. These FX rates are retrieved from the Master Data table.
5. Click the icon to add to use the DEMx grid, which enables writeback on totals and subtotals. The following screen appears.



6. Click the amount row to modify the value as per your acquirement. You can modify only the amount column.
7. Click Save Changes.

Add or View Snapshots

The snapshots option on Budget lines screen enables you to view the budget values that you have entered in the chart and table format. You can also view and compare the previous snapshots of your budget values.

To add a snapshot, follow these steps:

1. On the Budget lines screen, click the icon.
2. Click Add new snapshot. The following screen appears,



3. Add a note in the text box and click Save Changes.
4. Click View snapshot to view the snapshot. You can use this option to compare the values that you have entered or modified. It enables you to store history of budget values effectively for future reference. The following screen appears.

Rebaseline the Budget Version

The Rebaseline tab allows you to rebaseline the value for a department or multiple departments by coping data from a working version or an official version. You have the option to view the copied data from source to target version in graphical format.

To rebaseline data for departments, follow these steps:

1. Select the budget version you want to modify.
2. Click the Rebaseline button on the ribbon.



3. From the Source version drop-down menu, select the version from where you want to copy the data.



4. From the Department drop-down menu, select the department to which you want to copy the data.
5. Under the Baseline Reference Data Between column, date range to copy the data.
6. Under the Target Date Range column, define the date range for the department to which you are coping the data.



7. Under the Increase percentage tab, provide the percentage you want to increase for the data you are copying.
8. Select Override check-box to override the data that already exists in the department to which you are copying. If you try to copy without selecting the Override check-box, an error message appears saying the department already has data for the selected date range.
9. Click Save Changes.

Assign New Department to a Working Budget Version

To allocate a new department to an active budget version, follow these steps:

1. Select the budget version you want to modify.
2. Click the Assign new department button from the ribbon.



3. In the Assign department to version column, select the check-box against the departments you want to assign to the current budget version.
4. Click Save Changes.

Note: You cannot remove already assigned department from the budget version.

Submit the Budget Version

To submit a working budget version for approval, follow these steps:

1. Select the budget version you want to modify.
2. Click the Submit button from the ribbon.



3. From the Submit to drop-down menu, select the version to which you want to submit your current budget version.
4. Hover over the Hover here for logs button to view the submission logs for a department.
5. Select the department that requires budget approval by checking the box under the Submit column.
6. Provide a submission note in the Submission Note field.
7. If you want to re-submit your plan for a department which was already submitted then select the box under the Override column.
8. Click Save Changes.

View

The View tab enables you to view the details of an existing working version.

Version

The Version drop-down filter enables to filter the view on Manage working versions screen by selecting specific working versions.

Public/Private

The Public/Private drop-down filter enables you to choose whether you want view only public or private working versions. It will lists the selected working versions. However, if you do not have contributor role for the working versions, you will not be able to view the details of the working versions.