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Workday Adaptive Planning Knowledge Center

Change Rollup Data with Breakback

Explains how to use breakback methods in time, level, dimension, and account rollups.

Audience: Planners who enter data in sheets.

rollup sums or averages the values of entries according to a pre-set structure. Rollup cells represent the rollup value of time, accounts, dimensions, or levels. 

You can only change the value of rollups in cells that are blue . See Concept: Rollup Cells in Sheets.

When to Use

Use when the desired total is more important than the details or contributing factors.

Prerequisites

  • Know the rollup calculation type to understand how the breakback method works. See the Troubleshoot Rollup Cells section.

Navigation

Compass.png From the nav menu select Sheets, Assumptions, or Processes. Once you open a sheet, select a version and choose a level. You must choose a leaf level to edit cells.

See Open Sheets and Troubleshooting: Get to Editable Cells.

Enter Rollup Values and Choose a Breakback Method

  1. Check the rollup calculation type. It affects how the total is distributed. See the examples below.
  2. Enter a value in a blue cell and press Enter
  3. Choose a method:
    • Proportionally: Distributes in proportion to existing values in contributing cells.
    • Evenly: Divides the rollup evenly or copies the average into all contributing cells.
    • Proportionally using prior year's values: Uses the prior year's value for each contributing cell and distributes proportionally. 
    • Weighted 4-4-5: (time rollups only) Heaviest weight goes to every third cell.
    • Weighted 4-5-4: (time rollups only) Heaviest weight goes to the second cell and every third cell thereafter.
    • Weighted 5-4-4: (time rollups only) Heaviest weight goes to the first cell and every third cell thereafter.
    • Choose an assumption: Drop-down menu with breakback methods custom-created for your instance.
    • You may receive no breakback prompt. If so, your instance uses auto-breakback or the rollup calculation is Last. For Last rollups, the rollup value distributes to the last cell only and leaves other contributing cells as-is. 
  4. Click Apply.

If your rollups are locked, check the sheet type and rollup calculation type. See Troubleshooting: Get to Unlocked Cells

Examples for Each Rollup Method

For each method, the starting values are:

  • Cell 1: 100
  • Cell 2: 200
  • Cell 3: 300

Enter 1000 in the rollup.

Proportionally

For Sum Rollups For Average Rollups

Cell 1: 167

Cell 2: 333

Cell 3: 500

Cell 1: 500

Cell 2: 1000

Cell 3: 1500

Proportionally using prior year's value

Similar to Proportionally except uses the prior year rather than the current values in the cells.

Evenly

For Sum Rollups For Average Rollups

Cell 1: 333

Cell 2: 333

Cell 3: 333

Cell 1: 1000

Cell 2: 1000

Cell 3: 1000

 

Weighted 4-4-5

For Sum Rollups For Average Rollups

Cell 1: 308

Cell 2: 308

Cell 3: 385

Cell 1: 923

Cell 2: 923

Cell 3: 1,154

Weighted 4-5-4

For Sum Rollups For Average Rollups

Cell 1: 308

Cell 2: 385

Cell 3: 308

Cell 923

Cell 2: 1154

Cell 3: 923

Weighted 5-4-4

For Sum Rollups For Average Rollups

Cell 1: 385

Cell 2: 308

Cell 3: 308

Cell 1: 1154

Cell 2: 923

Cell 3: 923

Rollup Restrictions by Calculation Type

Right-click rollup cells and select Explore Cell to see how the rollup calculates.

The table defines each calculation and indicates if it's editable and available to each rollup.

Rollup Type Unlocked in Sheets Time Rollups Levels and Custom Dimension Rollups Account Rollups
Sum: The total of the contributing cells. ✓ (for periodic accounts)
Average: The average counting blanks as zero values.  ✓     
Non-blank average: The average of the contributing cells, not counting blanks as zero values.    
Last:  The same as the last contributing cell. ✓ (for cumulative accounts)    
Weighted average: The average weighted by another account.    
Text: Read-only text as specified by your admin.      

Rollup Restrictions by Sheet Type

  • Modeled sheets: Only time rollups are unlocked. 
  • Standard sheets:
    • Only time and account rollups are unlocked.
    • To edit account rollups, right-click on the first column and select View by Accounts.
  • Cube sheets: See the Rollup Cell Guidelines for Cube Sheets section.

Rollup Cell Guidelines for Cube Sheets

To change rollup values in cube sheets:

  • Add only one dimension to the rows. Read guidelines (following) if you must nest dimensions in rows.
  • Keep level and custom dimensions in the rows, on the vertical access. 

Nested Dimensions in Cube Sheet Rows

In cube sheets, time, accounts, levels and all custom dimensions are dimensions. A dimension nests in rows when you have more than one in the rows. In the following image, time is the first dimension in the rows and accounts is the second. Accounts nests in time: 

Accounts nested in time

If you must have more than one dimension in rows, you can generally change the rollup values that are the last nested dimension. In the preceding image, accounts nests in time, so you can change the account rollups. If you switch the order of account and time, you can change time rollups.

Level and Custom Dimensions Rollups in Cube Sheets

To change level and custom dimension rollups, add them as the last dimension in the rows. You can't change these rollups if they're:

  • In the columns.
  • The sole or first dimension in the rows.