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Create and Edit Actuals Versions

Explains how to create new actuals sub-versions, journal entry versions, and how to edit edit root actuals settings.

Contains preview content for the upcoming 2019.3 release.

Create different actuals versions with the different buttons in the toolbar:

  • NewActualsVersions.png Actuals sub-versions: Roll up to the root actuals. 
  • NewJournalEntry.png Actuals journal entry versions: Roll up to the root actuals if you have Consolidation.

You don't create the "root" actuals, which is the first actuals version in the version list. This comes with the instance. You can manage the root actuals settings. Sub-versions and journal entry versions inherit all the settings, including the version access controls, even when they appear different. For example if you hide the root actuals, you hide all the sub-versions, even if their access controls indicate otherwise. 

You can hide an actuals version and still use it for actuals overlay on your plans.

Root Actuals.png

Before You Begin

  • New to Versions? See Version Overview and Version Types.
  • Required permission: Model Management Access > Model and Model Management Access > Versions

Create Actuals Sub-Versions 

  1. Select the actuals parent from the version list.
  2. From the toolbar, select Create New Actuals Version NewActualsVersions.png, and enter a name.
  3. If you have Audit Trail and Transactions in your instance, update those settings in the Options section. The version inherits most other settings from the root actuals. See Actuals Sub-Versions Fields and Settings
  4. Save. 

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. 

When you create the first sub-version of an actuals version:

  • The data from the parent moves to the new sub-version.
  • The parent version becomes read-only, even if the access control is Full Access. This is because the data is rollup data of its sub-versions.

When you create any additional sub-versions, its cells are blank. 

When you delete the only sub-version

  • The data rolls up to its parent version.
  • The parent version becomes editable.

When you delete one of multiple sub-versions, you delete all the data and its parent's data reflects that.

Create Journal Entry Versions

Journal entry versions are available if you have Consolidation. They inherit most settings from the root actuals. 

  1. To choose the parent of the journal entry, select the root actuals or any sub-version.
  2. From the toolbar, select Create New Journal Entry Version NewJournalEntryVersion.png.

  3. Choose how you want the journal entries identified: 

    • Automatic: Adaptive Insights generates an identifying number sequence for each new journal entry. Enter the Prefix and Starting Number. Identification numbers build on the starting number. 

    • None: Leaves journal entries unidentified. 

    • Manual: At the time you create the journal entry, you enter the identification number. Choose a prefix for the numbers.

  4. Choose the Access Control for each user type. If you hide the version and you have chosen it for actuals overlay on a plan, anyone who can see the plan version can see the overlay data. 

  5. Select Audit trail to enable it, or leave it unchecked.

  6. Save SaveVersion.png or DiscardChanges.png to cancel.

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

Edit Root Actuals Options

The actuals version is built-in to each instance. If you don't have sub-versions or journal entries, this is your only actuals version. If you create sub-versions or journal entries, this version becomes your root actuals. The data in root actuals aggregates the data of all the actuals versions that roll up to it. 

When you edit the Options section of your root actuals, you're editing the settings of all your actuals versions. Here are the major settings. For a full description for each setting, see Actuals Versions Fields and Settings.

Setting Description

Start of Version

The earliest time period you can see of this version. Choose a fiscal year, and the starting time is the first period of that year. For example, the start is January of that year if months are the smallest time period.

 

End of Version

The last time period you can see.  When the version ends. Select the fiscal year and it will default to the last segment of the smallest time period of the selected year. For example, the end is December if months are the smallest time period.

 

Starting Scroll Location

The time period the sheets start at for actuals, although you can scroll further left or right in the version. For example, if you select Jan-2013, January 2013 will appear in the first column when you open the sheet, but you can still scroll left to see previous periods up to the start of plan/version. 

 

Completed Values Through

When the actuals overlay on plan version stops.

  • If there's a gap between this time period and the Start of Plan, the plan display plan data in the gap.
  • If the Start of Plan comes before this time period, actuals overlay stops at the Start of Plan. 

See Set Up or Disable Actuals Overlay.

 

Lock Leading Months Through

Makes specified periods of data uneditable in the version.  If you have a custom calendar set up for your instance, this field name changes to reflect the lowest time segment available (day, week, month, and so on). See Lock or Hide Versions.

 

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