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Workday Adaptive Planning Knowledge Center

Concept: Version Types

Introduces you to the different types of versions you can create and manage: planning, actuals, actual sub-versions, virtual versions, and journal entry versions.

There are two main types of versions:

  • Actuals (include sub-versions and journal entry versions)
  • Plan (includes virtual versions)


Actuals Versions

Actuals versions contain your actual financial results for a given period of time, like your income or expenses from May 2020. Actuals are records of events that happened. 

Most instances have just one version for actuals data. Typically this data is imported from another source and may include accounts and an account hierarchy that are different from your plan versions and more reflective of your actual accounting books. Journal entry and sub-versions are actual versions that roll up to your actuals. When this is the case, your actuals version is referred to as your "root" actuals. 

Actuals icon: ActualsVersions.png

Journal Entry Versions

Journal entry versions are a type of sub-version that allows consolidation instances to maintain the integrity of their imported actuals. Instead of changing the data, you create journal entries that adjust the data. These adjustments must be balanced, meaning that the sum of all debits in an adjustment must be equal to the sum of all credits before the journal entry can be posted. Create multiple journal entry versions for IFRS to GAAP, Accruals, and reclassifications.

Journal entry icon: JE Icon.png.  

Roll-Up Values with Journal Entries

Journal entry versions roll up the version hierarchy the same way that standard sub-versions do with some important differences. 

1 As the parent, Pre-Eliminations shows the rollup values, including the adjustments made in the journal entry sub-version.
2 Allocations is an editable version.10,000 has been entered for each product group. 
3 In the Adjustments JE sub-version, adjustments are made to the values through Consolidation > Journal Entries > NewProduct Group A was debited $10,000. The corresponding credit was divided between Product Group B and C. The journal entry version shows the adjustments.

 Journal entry rollups.png

Actuals Sub-Versions

Sub-versions are slices of your actuals, created under an existing actuals version in the version tree. The data of each sub-version rolls up to the data displayed in actuals; that is, data is not duplicated. You can have any number of sub-versions under actuals, and sub-versions can also have sub-versions.  Create actuals sub-versions to organize and filter your actuals in different ways.

Roll-Up Values and Editable Versions with Sub-versions

The Version Hierarchy

The version drop-down helps you understand how the versions roll up to actuals. Example version list:

  • Actuals
    • Pre-Elimination
      • From General Ledger
      • JE Admustments
      • Allocations
    • Eliminations

Actuals two sub-versions: Pre-Elimination, and Eliminations. Pre-Elimination has three sub-versions. 

The Values in Versions
1 The root actuals displays the sum of all the subversions. 
2 The cells of the Eliminations sub-version are white (editable) because Eliminations has no sub-versions, as shown in hierarchy.
3  The cells of the Pre-Elimination sub-version are gray (read-only) because Pre-Eliminations displays the roll-up values of its sub-versions. 

Actuals Versions rolling up 1.png

Plan Versions

Plan versions, also referred to as planning versions, plans, and planning, may be budgets, what-if scenar­ios, or almost anything else you can imagine.

Most instances have several plan versions. These can be segmented by year, level, or any way your team requires.

Plan versions icon: PlanningVersions.png

Prediction Version

Prediction version is a plan version that contains machine learning predictions. Once you generate predictions, your sheets highlight anomalies that fall outside the lower and upper bounds of the predictions.

Prediction version icon: prediction version icon.png.

Create prediction versions to set up intelligent planning. See Steps: Set Up Intelligent Planning

Virtual Versions

Virtual versions are plan versions that use data from two different versions to create a read-only composite version.  With virtual versions, you can use the data of one version and apply the exchange rate of another version, which removes the rate fluctuations.  Create virtual versions to enable Constant Currency Reporting.

Virtual version icon: VirtualVersionIcon.png

A virtual version removes exchange rate fluctuations from variance reports

Now, the revenue comparison between the two data sets will only show "real" differences because the exchange rate is kept constant.

See Constant Currency Reporting.

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