Sheets provide the Adaptive Planning interface for financial managers and planners to view, enter, and update financial data (such as actual ledger data, forecasts, personnel information and budgets). There are three types of sheets: standard, modeled, and cube.
How Sheets Work
You use the sheets to see and update data stored in the Adaptive Insights server. When you save the information you enter in sheets, you're updating the data stored on the server.
Before You Begin
Before you get started with sheets:
- basic concepts about the Adaptive Suite. Get to know some
- Make sure you have access to the sheets you want to see and edit.
- Get familiar with the Sheets Interface and Sheet types.
- Administrators assign sheets to you directly or to levels, and you go to different places of the Adaptive Suite to open them.
Anyone with Access Sheets permissions can view them. The Editable Sheet Access permissions also lets you enter or edit data. Administrators assign permissions to your user ID.
Sheets or portions of sheets can be restricted. You can only see sheets if you have access to the levels assigned to the sheet, or if the sheet was assigned to your user ID.
You may see a sheet, but you may not see the rows or columns that other users can see on the same sheet. Or you may see the columns and rows and their data, but you cannot edit the cells. For example, a sales-related user may have access to the sheet's expenses, travel, and other sales-related data, but not the data used by the marketing department.
If you think you should be able to enter or edit data that appears locked, be sure you are accessing the correct version and the correct level of the sheet. If the problem persists, get clarification with your admin on your user permissions or sheet access.
Values and Calculations on Sheets
Values you see in a sheet may be calculated with data that is not displayed on the sheet. Likewise, data you enter or calculate in a sheet can affect values displayed in other sheets.
Calculated values use Adaptive formulas that either an admin embeds in the sheet's cell or you enter in the cell yourself. You can tell that a value is calculated with a formula when the cell contains a purple triangle, and you can drill down to see how it was calculated. Check out the sheet legend to understand what the cell's formatting can tell you about the data.
You can also just enter data without calculations. Learn more about how to enter and update data in sheets.
Dimensions and Attributes on Sheets
The drop-down menus for dimensions and their values are defined by the organization structure administrator. Dimensions are used in all types of sheets and to tag levels in the organization structure. For example, a product dimension represents the product lines and products sold by your corporation, a job dimension represents the job titles assigned to employees, a region dimension represents various offices of a globally distributed corporation or sales regions. Dimensions act differently on each sheet type.
If cells are not editable on your sheet, check or verify any or all:
- Level Access: You may have selected a level that you can't access. You can only see or edit data based on the level access assigned to your user ID. Or you need to select a level with no sub-levels. In the image below: 1 levels with sub-levels have an expand/collapse icon, and 2 levels without sub-levels do not.
- Standard Sheets with Mixed Account Types: You may be trying to edit a model, cube, cube entered, or link account on a standard sheet. You can only edit General Ledger and custom accounts on standard sheets.
- Standard Sheets with Mixed Time: The General Ledger or custom account may have a smaller time configuration than the sheet. Right-click on the General Ledger or custom account you want to edit and select View by Level. The sheet displays the smaller time periods and the cells will be editable.
- Master Formulas: The cell's data may be calculated from data entered on other accounts.
- Locked Versions: You may be viewing a version that is either completely locked or locked through a defined period. When a version is locked, the data cannot be altered or edited.
- Workflow: If the Workflow feature is enabled, you may be viewing a level that has already been submitted.
- Actuals Overlay: You may be viewing a version that has been completely replaced with Actuals data.
- Permissions: Check your permissions with your admin to confirm that you have access to the sheet and sheet levels:
- You may be an Analysis User, which only allows you to view sheets in a read-only mode.
- You may not have access to the the version or level that you selected based on permissions.
- You may be viewing a sheet, account or cell with salary data. You need the Access Salary Detail permission to edit salary data.
Standard Sheets with Mixed Account Types
Standard sheets can also be designed to include read-only cells, especially when one sheet includes mixed account types. Sheets with mixed accounts may also have accounts with different time configurations. In that case, you'll see the largest time period. The accounts with smaller time configurations will display rollup values.
The following example is a standard sheet with three different account types with different time configurations:
- Product Revenue is a cube account configured daily. The data can only be modified from the cube sheet.
- Maintenance Revenue is a model account configured weekly. The data can only be modified from the model sheet.
- Commission Expense is a General Ledger account configured monthly by formula. The data cannot be modified directly because it is calculation of other values.
The sheet displays only months for all accounts because a sheet with mixed time configuration will display the largest configuration of all included accounts. If you want to see the weekly input of Maintenance Revenue or the daily input of Product Revenue, right-click on the account row and select Adaptive > View by Level. The columns will display the weekly or daily data by level for account.
How to Use Sheets
- Find and open sheets.
- Select any version and level available to you.
- Change the sheet view to find the cells and data that matter to you.
- Drill down to see where data comes from and how it was calculated.
- Enter or edit unlocked data. Use:
- Keyboard Shortcuts (keyboard icon at the bottom right corner of your screen)
- Copy and paste values or formulas
- Copy forward and break-back
- Submit your updates to Adaptive so other users can review it.
Workflow and Sheets
Workflow let's your administrators set up an approval process for sheets through status changes and email notification. When you complete your data-entry, you can submit the sheet for approval. Once a level or sheet is approved, you can't update or edit the data.