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Creating a Version

Create Planning Versions

Plan versions contain data that has been or is being forecasted or budgeted. These are estimates of the future and an instance generally has more than one plan version. For example, you may see a Budget Planning version, a Forecast Planning version, a Working Budget as well as an Approved Budget. Planning versions may also be further broken down by year, level, dimension or attribution. 

  1. Navigate to Modeling > Model Management > Versions .
  2. To add the version to a folder, click the plan folder in the version list. 
  3. Click Create New Plan Version .
  4. Complete the Plan Version Details
  5. Click SaveVersion.png or DiscardChanges.png to cancel. Depending on the size of your model, it may take a few seconds to several minutes for the version to be created and copied.
  6. Drag and drop the new version within folders and subfolders of the Plan list only. 

Create Actuals and Actuals Sub-Versions

Actual versions contain actual numbers of sales, costs, and so on, that have already happened in the past. There can be more than one sub-version of Actuals. For example, you may have a sub-version of Actuals that slices the data into smaller segments, based on levels, dimensions or attributes. Actuals sub-versions are not alternate scenarios, but portions of the Actual data.

  1. Navigate to Modeling > Model Management > Versions .
  2. In the version list, click the parent Actuals version or the parent sub-version to which the new sub-version will roll up.
  3. Click Create New Actuals Version Create Actuals Version Icon
  4. Complete the Actuals Version Details or Sub-Version Actual Details
  5. Click Save SaveVersion.png or DiscardChanges.png to cancel.
  6. Drag and drop the new version within the Actuals portion of the list only. They can be nested within other sub-versions too. 

Important Sub-Version Considerations

Do not think of sub-versions as alternate views or what-if scenarios of your Actuals. Data modified in sub-versions is always reflected in the Actuals. Use the plan versions with Consolidation to see how various scenarios play out.

Consider the following when managing sub-versions:

  • Granting Permissions: Actuals versions and plan versions are kept separate in the version list. Granting separate permissions to each user can help control who can access and edit certain sets of data.
  • Deleting Sub-Versions: when you delete the only sub-version, its data rolls up to its parent version and the parent becomes editable. When you delete one of multiple sub-versions, all of it's data is deleted and it's parent's data will reflect that.
  • Creating New Sub-Versions: when a version has only one sub-version, the sub-version will have the exact same as its parent version. When you create an additional sub-version, its cells will be blank. 

Create Journal Entry Versions

For Consolidation only, journal entry versions are a type of actuals sub-version, which can only be updated through journal entries and cannot contain their own sub-versions. When viewing a journal entry version on a sheet, you can't edit the cells directly. Journal entry versions use a unique icon journalEntryVersion.png to make it easy to distinguish them from other version types.

  1. Go to Modeling > Model Management > Versions.
  2. In the version list, click the parent Actuals version or the parent sub-version to which the new journal entry version will roll up.

  3. Click Create New Journal Entry Version NewJournalEntryVersion.png.

  4. Complete the Journal Entry Version Details.

  5. Click Save SaveVersion.png or DiscardChanges.png to cancel.

  6. Drag and drop the new version within the Actuals list only. They can also be nested within actuals sub-versions.

Create Virtual Versions

With a virtual version, you can pull in portions of other versions, combining them in ways to support planning and analytics. 

  1. Go to Modeling > Model Management > Versions.
  2. To add the version to a folder, click the plan folder in the version list. 

  3. Click Create New Virtual Version .

  4. For the Base Version dropdown, select the version that will provide the data.

  5. Click the Edit link to the right of the Exchange Rates to select the version that will provide the exchange rate. This rate will be applied to the base data.
  6. In the pop-up window, select the version from the dropdown.
  7. If creating a virtual version based on different period rates (for example, Actuals based on prior year exchange rates), select the time strata to offset the version and enter the number of strata, then select forward or backward to shift the version accordingly.
  8. Click Apply.
  9. Click Save SaveVersion.png or DiscardChanges.png to cancel.

  10. Drag and drop the new version within folders and subfolders of the Plan list only.

Get the descriptions of all the fields on the Virtual Version Details page.

Create Plan Folders

Folders can organize plan and virtual versions. To create a new folder:

  1. Click a planning version in the tree to make Create new folder available.
  2. Click Create new folder NewVersionFolder.png.
  3. Complete the Defining Folder Details (Planning Only).
  4. Click Save SaveVersion.png or DiscardChanges.png to cancel.
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