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Adaptive Insights
Knowledge @ Adaptive Insights LLC, a Workday company.

Actuals Overlay

Introduces you to actuals overlay and walks you through how to set it up. With actuals overlay, you see actuals data on  plan versions.

Use actuals overlay if you want your team to reference the actuals of prior periods on the same sheet as they plan. 

Actuals overlay is an optional account setting that shows actuals data on plan versions. You can tell when you're looking at actuals overlay when 1 the fonts are green and the cells are gray (locked) on a plan version sheet. 2 The plan data remains editable and black.

AO-WT_ActualsOverlay.png

The actuals data appears over the plan data through a specified time. You manage the time in the version settings. Together, the Start of plan setting for the plan version and the Completed through setting for the actuals version determine when the actuals data appears on the plan:

  • If the completed through date is before the start of plan, the actuals data stops at the completed through date. 
  • If the completed through date is after the start of plan, the actuals data stops at the start of plan date.

This walk-through uses general ledger accounts, one with actuals overlay and one without to illustrate the setting. 

Before You Begin

  • Required permissions:
    • Model Management Access > Model 
    • Model Management Access > Versions.
  • With actuals overlay, consider that the portion of the sheet with actuals data hides the plan version data. The cells with actuals data are locked. 
  • For effective use of the setting, adjust the version settings regularly.
  • You can only enable actuals for leaf-level accounts. 
  • To use an actuals version for actuals overlay, it must have Full Access set in the version settings.

How You Get There

Navigation Icon5.png From the nav menu, click Modeling

Basic Steps 

  1. Activate actuals overlay in the account. 
  2. Set up the plan version for actuals overlay.
    1. Specify the Start of plan date. This is where the plan data starts on the sheets. The actuals show on the sheet up until this point, in most cases. 
    2. Choose the actuals version for the overlay if you have sub-versions of actuals.
  3. Set up the actuals version. Choose a Completed through date for the actuals version. This is where the actuals overlay must stop.
  4. See the results:
    • View the actuals version and view the plan.
    • Adjust the version settings to see what changes on plan version sheets.

Activate Actuals Overlay in Accounts

Choose two accounts that have the same parent account. For one account, enable actuals. For the other, disable actuals. The account tree presented here is a common general ledger tree, but yours may be different.

Enable Actuals

  1. From the Accounts menu, click General Ledger Accounts
  2. Expand Revenue > Services Revenue Account, and click Services Revenue - Existing Contracts
  3. From the settings, find Actuals Overlay. Click the radio button next to Enable actuals.
    Actuals Overlay Account Setting.png
  4. Click Save.

Disable Actuals

  1. From the account list, click Revenue Services - New Contracts.
  2. From the settings, find Actuals Overlay. Click No actuals for account.
  3. Click Save.

Set Up the Plan Version for Actuals Overlay

The version tree presented here is a common version tree, but yours may be different.

  1. From the breadcrumbs, click Modeling
  2. From the Versions menu, click Versions.
  3. From the version list, click the plan version that you want to overlay with actuals: Click Working Budget.
  4. In the Options section of the settings, find the Start of plan and select June 2016.
  5. Find the Actuals version for overlay and choose Actuals.
  6. Click Save.

Plan version settings

If you have sub-versions of actuals, choose any sub-version. Hidden versions are unavailable. To unhide versions:

  1. From the version list, click the hidden actuals version.
  2. From the Access Control section, choose Full Access from all drop-downs.
  3. Click Save.

If you hide a sub-version that overlays a plan version, the overlay defaults to the next unhidden actuals version, up the actuals version hierarchy.  

Set Up the Actuals Version

To adjust actuals overlay, you always change the settings in the root actuals, even if you chose a sub-version of actuals to overlay your plan.

  1. From the version list, click the root actuals version. 
  2. From the Options section, find Completed values through. Choose January 2016. Actuals display through the date you choose if the Start of plan starts after this date.
  3. Click Save

Actuals version settings

See the Results

  1. Go to Sheets > P&L
  2. Choose Actuals the actuals version you're using from the drop-down: Actuals.
  3. View the data:

Actuals data on the actuals version

  1. From the version drop-down, click a plan version with actuals overlay: Working Budget

Remember:

  • Working Budget start of plan: June 2016
  • Actuals completed through: January 2016.

Plan with actuals overlay

  • For the account that has actuals overlay, Actuals data (green) stops at the completed through date, January 2016.
  • The plan data follows to the end of the version.
  • Services Revenue - New Contracts doesn't show the overlay due to the account setting, but the cells are still locked. 

Adjust the Version Settings

Change the Completed Through Date for Actuals

  1. From the nav menu, click Modeling. Then from the Version menu, click Versions.
  2. From the version list, click the root actuals.
  3. For Completed values through, select March 2016 and save.
  4. From the nav menu, click Sheets > P&L
  5. Choose Working Budget from the drop-down.

Remember:

  • Working Budget start of plan: June 2016
  • Actuals completed through: March 2016.

The sheet now shows the actuals through the new completed through date, March 2016.

New Completed Through Date

Change the Start of Plan for Plan 

  1. From the nav menu, click Modeling. Then from the Version menu, click Versions.
  2. From the version list, click the plan version: Working Budget.
  3. For Start of plan, select February 2016 and save.
  4. From the nav menu, click Sheets > P&L
  5. Choose Working Budget from the drop-down.

Remember:

  • Working Budget start of plan: February 2016
  • Actuals completed through: March 2016.

The actuals data stops at start of plan date, February 2016, not the Completed through date.

Start of plan

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