The overlayed values in the Forecast come directly from the Actuals version and are subject to changes based on the Actuals version settings. This means that if there are formulas in the locked forecast that rely on Actuals that may change, then the forecast values will change as well.
In order to prevent that, what you may need to do is to take the current actuals values up until the start of plan for the forecast and re-upload them as plan data for the forecast.
Below are the steps for running an export of data:
- Navigate to navicon>>integration>>export data
- Output Target = CSV file
- Format = Adaptive Account Names and Codes
- Make sure that the "levels" box and "accounts" box are set to "None"
- Time range = time range for when you need data (whole version, so start to end of version)
- Dimensions = None (unless you need dimensions in the export)
- Make sure that "Include Account and Level Rollups" box is not checked and the "Include Time Rollups" is not checked
Also make sure that the version selector is set to the version you are wanting to export.
Save the file somewhere on your PC. If you need to, please modify the file so that only your GL or GL & custom accounts are on it.
Alternatively, you can run a matrix report with parameters that are appropriate for the data that you wish to extract and run this report to Excel. This matrix report may contain all GL/Custom accounts on all levels for the time periods between the left scroll limit on the forecast and the start of plan.
Version should be set to be Actuals.
To import this back in, please navigate to navicon>>integration>>Import data
- Make sure that the Import type is set to the new version you created
- Import From = Spreadsheet
- Import Into Sheet = Standard
- Download the import template.
- In the template in the 2nd worksheet tab, please make sure that the time periods match what is in the version that you are importing and that the time labels are in the format that the template provides. Also if you are not including the "region" dimension on the import, please delete that column entirely from the import file.
- Copy and paste the accounts + levels from the export file into their respective columns on the import template
- Copy & paste the data from the export file to the import template
- Save the import file
- Attach the file to the import by hitting the "choose file" button and choose the import file we created in steps 5-8.
- Click import
- Make sure all of your mappings are set correctly as the import process will walk you through the mappings for accounts and levels.
After the import completes successfully, you should be able to see the hard-coded data for the periods between the left scroll limit on the forecast and the start of plan that is the same as Actuals at that point.
Then, you can lock down the version without worrying that the forecasted values will change if Actuals change.