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Workday Adaptive Planning Knowledge Center

Actuals Version Fields and Settings

Describes the fields of the Version Detail screen for 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. 

To create or edit actuals versions, complete the Version Details described here. You may also want to read about:

Actuals sub-versions have different fields

General Section

Field Name: Field Description:

(required) Unique name. For example: "Budget 2009" and "Profit Plan 2008 - Version 2." 

Short name

Overrides the automatic abbreviation of the version name.


Describes the version, but only displays on this screen.

Access Control Section

Field Name: Field Description:
Administrators, Users, Privileged actuals access, Group, and Access level

Unlocks, locks, or hides the version for each user type. See Version Access Controls.



Field Name: Field 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.

Audit trail

Tracks user changes to data in sheets, through imports, and from updates made in the Formulas Tab. With this setting, users can create audit trail searches in Reports.

If you uncheck this option for a version, all previously recorded audit trail information for that version is deleted.

Enable Workflow

Lets you submit actuals by level in Workflow. 

Drill into Transactions

(available only with transaction module) Enables the ability to drill into transactions for the version. See Transaction Reports and Drill Through. This option only works for transaction 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 defaults with this setting.

New Version Options

These options only appear if this is the original Actuals, not a new actuals sub-version:

Field Name: Field Description:
Start as a copy of version

Copies the data of an existing version to start the new version. Select the version to copy.

Copy all data

Copies 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.  Also select Copy splits on GL and custom accounts to include data stored in splits.

Copy shared formulas and rules

Copies all formulas from the Formulas tab and rule scopes from rule administration pages, such as Allocation Rules.

Copy splits in GL and custom accounts

Copies all splits in GL and Custom Accounts from the source version. These splits retain all dimensions. To copy the numeric values (any values on the rows which correspond to months) also select Copy all data.

Copy modeled rows

Copies the modeled rows from the source version. These rows retain all dimensions, levels, and text selector values, but their initial-balance, driver values, 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

Copies 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

Sets all sheets and other workflow items to in progress for the new version. If not checked, all workflow items in the new version will retain the current status as of the copy. If workflow status is complete in the version being copied, for example, the new version will be read-only. 

Copy audit trail history

Copies the audit trail history from the version being copied. If not checked, the audit trail history is empty in the new version. If you want the new version to start tracking changes made only within the new version itself, leave the box unchecked.

Add as report parameter choice to all reports

Includes new version 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.

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