Skip to main content
Adaptive Insights
Knowledge @ Adaptive Insights LLC, a Workday company.

Linked Account Walkthrough: Expenses

Introduces common linked account use cases with expenses.  The two examples include 1)  having the salary expense calculated in a modeled sheet while still having the salary expense roll up to your general ledger Expenses account; and 2) pivoting salary expenses from a modeled sheet in a cube sheet with related dimensions.

Audience: Administrators who manage the model.

The following is a scenario that walks you through how linked accounts work.

See Linked Accounts Overview and Pull Data from a Modeled or Cube Sheet into Another Account.

Scenario

In your Personnel Planning modeled sheet, you track information about personnel, including salaries, headcount, roles, and type of employee. 

Modeled Personnel Sheet with Location Dimension

One of the things that this modeled sheet drives is Salaries. Notice that salary isn't an account that displays on the sheet. The salary is calculated based on information in other accounts, such as the Hr/Week, the Health Benefits plan, the Raise Date, Pay Raise %, and Pay Rate. The sheet has a location dimension that tags the data by each employee with values, such as United States, United Kingdom, and Canada. 

In your general ledger accounts, you have Operating Expenses broken down into several child accounts:

General ledger Expense tree

Use the Personnel Model's Salary in General Ledger Expenses 

How can you get the salary expenses from your personnel model to contribute to the overall expense account in your general ledger? You could: 

  • Use a master or shared formula. See Linked Account Overview for pros and cons of formulas versus links. 
  • Add the modeled account to the expense sheet. Your team enters the data in the general ledger, copying it line by line from the salary account in the modeled sheet.
  • Link the accounts.

If you add the modeled Salary account to your expense sheet, it would look like this:

Expense sheet without link accounts

Notice:

1 The Total Expense doesn't include the salaries.

2 The salaries are tracked separately. Your team would have to copy the total into the Salary Expense at the top.

Solution

Link the Salary Expenses general ledger account to the Salary account in the Personnel Planning model.

Settings for Salary Expense destination account

Then the Operating Expenses total includes salaries:

Expense sheet with linked account

Pivot the View of Modeled or Cube Data

If you link the salary account in your modeled sheet to a general ledger account, you see the salary breakdown of each employee, just as it is tracked in your modeled sheet. What if you don't want this visible? What if you would rather break the data down by a more relevant dimension, such as location? 

Expense sheet with linked account

Solution

To pivot a modeled or cube sheet, you must create a standard cube account in a cube sheet.

If you want to see a pivoted view of this data that totals the salary per location:

1 Create a standard cube account 

2 Enable the link setting

3 Link it to the Personnel Planning model and the modeled Salary account.

Standard cube account settings for pivoting a model

Then add the Location dimension to the cube sheet.

Add dimension location to cube sheet

When you look at the cube sheet, you see the totals of all the modeled sheet's rows for the salary without having to deal with the long list of employees. You can then use the location dimensions to slice the data.

Pivoted data in a cube

When you explore the cell, you see the salaries per employee (if you have the salary detail permission). 

Pivoted View with Cell Explorer