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Defining Version Details

The following are the different fields available when creating a new version or editing an existing version:

  • Name: The name of the version is a required field. Examples include "Budget 2009" and "Profit Plan 2008 - Version 2." The version name must be unique.

  • Short name: This field is optional. Enter a preferred abbreviation in this field to override the automatic abbreviating of the version name.

  • Description: This field is optional. Only users with access to this screen can view the description.

  • Journal entry numbering: Journal entry sub-versions only. There are three options:

    • None: Journal entries are not numbered.

    • Automatic: Journal entries are numbered automatically. If this is selected, these fields appear:

      • Prefix: Enter a prefix (for example, TAX) to be used for the journal entries in this version.

      • Starting number: Enter a number for the first entry (for example, 1000).

      • Next number: (not editable) The number that will be assigned to the next journal entry.

    • Manual: Journal entries are numbered manually when they are created. If this is selected, these fields appear:

      • Prefix: Enter a prefix (for example, TAX) to be used for the journal entries in this version.

      • Starting number: Enter a number for the first entry (for example, 1000).

For more detailed information on journal entry numbering, please see Consolidation.

  • Locked check box: If checked, this version cannot be edited. This can be used for closing a version as the budget of record for a given year. Locked versions are affected by global changes like adding or deleting accounts or levels.

  • Calculate formulas check box: Locked versions only. Check this to calculate all formulas in the version and save their values. This speeds up loading data into sheets and reports by having the values already calculated. Locked versions are not editable, so there is no need to calculate the values every time a sheet or report is viewed.

    Once a version has had this feature applied to it, any structural changes that affect formulas, such as changing accounts, may require you to apply these formulas again.

  • Access control: A version can have one of the following permission levels for each of the listed groups of users:

    • Hidden: This version cannot be seen (and therefore, cannot be edited or used in reports) by this group.

    • Locked: This version can be seen and used in reports, but not edited by this group.

    • Locked except notes: This version can be seen and not edited by this group except that cell notes can be added and edited.

    • Import and notes only: This version can be seen but not edited by this group, except that cell notes can be added and edited and data can be imported, either directly from the Import tab or through the API.

    • Full access: This version can be seen and edited by this group of users.

    Each group of users can be assigned one of the permission levels described above. Users in a group then receive the associated permission to this version. If a user is in more than one group, they receive the highest level of permission they could get from any of their associated groups. The groups of users are:

    • Administrators: Users with Version Admin permission

    • Actuals access (for actuals versions): Users who have "Privileged Actuals Access" permission

    • Editable sheet access (for planning versions and folders): Users who have "Editable Sheet Access" permission

    • Users: all users

    • Group: any named global user group

  • Left scroll limit or Start of version: This setting controls the first month that is displayed (and made available in reports) for the version. The left scroll limit month is always the first month of the fiscal year. Specify the year in which the version's data begins. See Changing the Left Scroll Limit.

  • End of plan or End of version: This is the year the version's data ends. The end of plan month is always the last month of the fiscal year.

  • Start of plan: Planning versions only. This is where the budget or forecast data for this version begins. Specify the month and the year for the start of the plan. Time periods prior to Start of Plan display actual data if they have been marked as completed in the Actuals version.

  • Starting scroll location: (Actuals version only.) Specify the month that should be viewed when the version is first visited.

  • Completed values through: Actuals version only. Select the latest month for which all values are completed. This is usually the month you have just closed. Data from this month and prior months is available for viewing on all planning versions, if their "Start of plan" is on or after this month.

  • Lock leading months through: If this is left blank, the version is locked except as marked in the Access Control section. You can use the drop-down menu to lock all months from the start of plan through the selected month, or to lock all months from the start of the version through the month set as the "Completed values through" month in the actuals version.

  • Default: Planning versions only. The default planning version is the version selected by default when users log in to their model. There is only one default version for each company's model.

  • Reset workflow status to in progress: This field only appears when you are creating a new planning version. It refers to the "In Progress" state in the Workflow functionality. When the levels in a version have been approved in workflow through the top level of the company, the version becomes read-only. To reset all the levels in a newly-created copy of that version to "In Progress," select Yes. To preserve the workflow status of the version being copied, select No.

  • Audit trail: This may be turned on for any versions where you want to track user changes to data in sheets, data changes made through import, and updates made in the Formulas Tab.

Audit Trail lets users query the history of user-entered changes for a specific cell. This information is designed to answer questions about where and when the data originated, such as, “Who was the last person to change this cell, and when was it changed?” To query the changes tracked through Audit Trail, go to the Reports screen and select Audit Trail Search from the New Report menu.

If you unselect Audit Trail for a version, this turns off Audit Trail in the version and all Audit Trail information for that version is deleted.

By default the Audit Trail is turned off in all versions. When a version is cloned, the new version starts with the auditing setting the same as the original version. If the original version had auditing turned on, cloning includes the option to copy the exist­ing Audit Trail history when creating the new version. The administrator may either choose to start with a fresh, empty audit history in the new version, or to start by copying all existing Audit Trail history from the original version.

  • Drill into Transactions: This option is visible for those who purchase the transaction module. If you want transaction drill-through specific to a version, select a shared transaction report filtered for that version as described in Transaction Reports and Drill Through. Drill into Transactions only works for Adaptive drill-through and does not work for NetSuite drill through. The default setting shows raw transaction reports. If a version with this option enabled is cloned, the clone gets this setting.

  • Copy audit trail history: This field only appears when you are creating a new planning version. If audit trail is enabled in the version you are copying, you can choose to copy the audit trail history from that version by leaving the box next to this field checked. If you want the new version to start tracking changes made only within the new version itself, unselect the box next to this field.

  • Actuals version for overlay: Planning versions only. Only available if Adaptive Consolidation has been installed in the same instance as Adaptive Planning. Select which of the actuals versions and sub-versions should be used when overlaying actuals onto this version.

  • Version extension options: When extending the End of Plan year in a new or existing planning version, you can choose one of the following options for the starting values in the new years being added, both for Assumptions and Modeled Sheet Lookup Tables as well as all other accounts (GL, Custom, Modeled Sheet Timespan Accounts, and Standard Cube Accounts):

    • New Month Starts blank : Extended time periods will be blank

    • Copy final Month forward (Plan data only): Copies the last month's data of the selected version forward into each month of the extended plan.  

    • Copy final Year forward (Plan data only): Takes the year of the selected version and copies its data into the extended time periods starting from the first Month. If the extended year has more time periods than the original year, then the last original month's data will be copied into the extended time periods outside of the original's range. 

    Currency exchange rates are always extended into future years by copying the previous root leaf time strata's numbers forward.

  • New Version Options:

    • Start as a copy of version: Set the version you want to copy.

    • Copy all data: Check this to copy all numbers and formulas in standard accounts, cube accounts, assumptions, and exchange rates from the source version to the newly created version. Data on modeled sheets is copied only if modeled rows are also included.

    • Copy shared formulas and rules: Copy all formulas from the Formulas tab and rule scopes from rule administration pages, such as Allocation Rules.

    • Copy splits in GL and custom accounts: When checked, causes the newly created version to get a copy of all splits in GL and Custom Accounts from the source version. These splits retain all dimensions, but their numeric values (any values on the rows which correspond to months) are copied only if the Copy all data check box above is checked.

    • Copy modeled rows: When checked, causes the newly created version to get a copy of all modeled rows from the source version. These rows retain all dimensions, but their initial-balance and timespan values (any values on the rows that correspond to months) are copied only if the Copy all data check box is checked.

    • Copy cell, sheet, and workflow notes: When checked, causes the newly created version to get a copy of all cell, sheet, and workflow notes from the source version, along with information about who last updated them and when. If not checked, the new version starts with no cell, sheet, or workflow notes at all.

    • Reset workflow status to in progress: Check this box to set all sheets and other workflow items to in progress for the new version. If not checked, all workflow items in the new version retain their current status.

    • Copy audit trail history: Check this box to copy over the audit trail history from the version being copied. If not checked, the audit trail history is empty in the new version.

    • Add as report parameter choice to all reports: When checked, causes the newly created version to be included in any reports with versions as a parameter. When unchecked, the new version is only added to reports with the source version as a parameter.

For additional information on Version Administration, see the following topics:

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