As a planner or budgeter, you need to enter data. There are alll sorts of efficient ways to enter data in sheets. Find the different ways that suit your particular process. Some methods not are available depending on how the administrator set up an account or a sheet.
Once you have edited a cell, you can:
- Click Erase All Edits to erase all unsaved changes on the sheet and returns the data to the original values.
- Add or update sheet notes .
All changed values are shown in blue text until the changes are saved. Click Save on the toolbar to save your changes.
If a cell is gray, you can't edit it either because the account is read-only on this sheet based on your user permissions or the account is a rollup of accounts or levels.
Enter a Value or Formula:
- Type new values directly into a cell or use the formula bar to enter longer or more complex formulas or values.
- On sheets that contain dimension columns, you can select or change dimension values. If you have Edit Dimensions on Sheets permission, you can add values and rename dimension values.
- On modeled sheets, tab into a cell within a dimension column and type a letter, then press tab. If there is a match for what was typed, the cell auto-completes with the match. If there is more than one match, a list of choices appears.
Use Copy Forward
The Copy Forward command lets you copy numeric values or formulas of any cell that can be edited into future periods of time. Copy Forward is not available for cells that roll up data or time periods. This command copies the value or formula from the right-most selected cell into all cells forward. For example, if you enter 100 in Q1, all quarter cells forward (Q2, Q3, Q4...) on the sheet will have the value of 100. If there are multiple rows selected, Copy Forward runs on all editable rows in the selects (ignoring any read-only or blank rows).
- Right click in the cell to display the context menu.
- Select Copy Forward.
- Choose Copy to End to run the command to the end of the currently viewed sheet or choose Advanced to select more options:
- Value: The value currently in the selected cell.
- Copy until: Select whether to copy the value forward to the end of the spreadsheet, the end of the current year, or the end of the current quarter.
- Stop at 0: When decrementing by a percent or value, check this box to stop decrementing when the value reaches 0, rather than continuing into negative numbers.
- Increment by: Select whether to copy the value forward without altering it (ignore the drop-down menu and leave the Value box blank) or to increment or decrement by a percent or value.
- Value: If you select to increment or decrement by a percent or value, enter that percent or value in this text box. When entering a percent, enter it as a whole number, without the percent sign. For example, ten percent (10%) would be entered as 10.
- Click Ok to run the command.
Copy and Paste
You can copy (or cut) and paste blocks of cells into, out of, and within the application or from Excel using the standard keyboard commands Ctrl-C, Ctrl-X, and Ctrl-V.
For copy, cut and paste:
- When you select multiple cells, typing a number when a group of cells is selected enters that number in the first cell you selected only. The other cells are unchanged and remain selected.
- When columns or rows are collapsed, any copy command copies the underlying columns and/or rows. For example, if you collapse all months and quarters on a standard sheet so that only the year rollups are visible, then copy a block of cells, the clipboard includes the data from all the months inside the selected years.
- The paste command inserts data into all cells in the range, regardless of whether they are visible or collapsed.
- Pasting into Adaptive sheets does different things depending on the area currently selected to receive the paste:
- When a single cell is selected, pasting adds the entire contents of the clipboard starting at that cell, overwriting downward and/or rightward as needed.
- Numeric clipboard entries are pasted as numbers.
- Text entries are pasted as formulas.
In a standard sheet, pasting does not extend into rollups or read only rows. Also, pasting does not extend across sheet pages or rows. For example, if you copy four rows of data in Excel and paste it into three rows on a standard sheet, the fourth row of data is lost.
- In a modeled sheet, if the clipboard contents would extend beyond the bottom of the sheet, rows are added with the additional content. If the pasting goes into a cell that has a drop-down menu of possible values, the pasted data is only entered if it is a valid selection for the menu.
- When a range is selected, pasting enters the top left rectangle of the clipboard data into the selected range, and only overwrites the selected range. Data that would fall outside the selected range or that would be entered in a read-only cell is discarded.
Edit Time Period Rollups
Editing a time period rollup (for example, Q1) is a quick way to update totals and redistribute the new total among the rolled-up time periods (for Q1, January, February, and March). You can edit time rollups as long as you have edit access to the account.
- Enter a value in a time rollup cell and press Enter (or click the green check mark in the upper right of the screen).
- Select an option from the Breakback Rollup Value dialog box.
- Breakback Proportionally: Distribute the entered value proportionately among the rolled-up time periods based on their current values. If all the rolled-up periods are currently empty, this option acts the same as "Breakback evenly.”
- Breakback Evenly: Distribute the entered value evenly among the rolled-up time period (dividing it into equal sizes. 150 would be distributed over Q1 with 50 in each month).
- 4-4-5: Use a 4-4-5 (whole weeks per month) weighting to distribute the entered value among the rolled-up time periods. 4-4-5 distributes 150 into 46, 46, and 58.
- 4-5-4: Use a 4-5-4 (whole weeks per month) weighting to distribute the entered value among the rolled-up time periods. 4-5-4 distributes 150 into 46, 58, and 46.
- 5-4-4: Use a 5-4-4 (whole weeks per month) weighting to distribute the entered value among the rolled-up time periods. 5-4-4 distributes 150 into 58, 46, and 46.
- Assumption: Select this option to view the dropdown menu with all the breakback methods custom-created for your instance.
- Click Apply.
You can also edit rollups by right clicking in one of the rolled-up cells and selecting Adjust from the context menu. Any adjustment you make will be applied to all values which contribute to the rollup.
- Change proportionally: adds the entered amount to the total being adjusted and spreads that difference back to all values which contribute to the rollup, proportionally by their current values.
- Change evenly by: adds the entered amount to the total being adjusted and spreads that difference back to all values which contribute to the rollup, adding an equal portion of the difference to each contributing cell.
- Increment by value (or percent, or decrement): adds the entered amount (or applies the entered percentage) to each contributing value.
Change Checkbox or Toggle Switch States
Only available with Adaptive Insights for Sales
Modeled sheets can contain a Checkbox data entry element that displays as either a checkbox or a toggle switch. Clicking a checkbox or toggle switch changes its state. Changed checkboxes or toggle switches are indicated by a blue highlight in unsaved sheets.
For more information on modeled sheet checkboxes refer to Use Modeled Sheet Checkboxes With Formulas.
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.