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Workday Adaptive Planning Knowledge Center

Use Report and Line Notes for Budget Reviews

Explains how to use report and line notes in a budget review process.

You can add notes to an HTML view of a Matrix report. These notes can be associated with either specific lines in the report or to the entire report. These notes are associated with the levels and rolled into consolidated views.

The following describes a use case for Report and Line Notes:
  1. A company prepares an end-of-period budget variance analysis that compares actual performance against budget. The finance department is tasked with preparing a numeric variance report, and a written report that explains the variances. While Adaptive Planning already provides the means to produce the numeric report, the Report and Inline Notes feature is intended to assist with the written report task A specific deliverable within a process. For example “Close Subsidiary GL” might be a task in a Period Close Process. There are two types of tasks, standard tasks and workflow tasks..
  2. The company provides a period variance report. (For our discussion, assume that that reconciliation is done quarterly.) The report shows the set of expense and revenue accounts. For each, the report displays actuals, budget and variance. Using Adaptive Planning level-based security, each user that runs this report sees the numbers for their levels (e.g. department.) The Administrative user, by contrast, sees the entire corporate rollup. Rollups are totals or the rolled up values for levels, accounts, time periods, or splits. Some rollups can be edited directly..
  3. During reconciliation, each department head views the variance report with data automatically filtered for their department. Max, the NW Sales manager notes any variances of interest. Perhaps travel expense is significantly over budget. The manager adds an Inline Note to the travel expense line to explain that the extra travel was due to a specific opportunity.
  4. Vicky, the Sales VP now views the same report. She sees rollup expense numbers, but also sees Max's expense comments. In Vicky's view, travel is under budget because, while Max exceeded his budget, the SW Sales manager was under budget. Vicky may want to understand Max's situation, and so wants to change the view of the variance report to show just Max's department. Vicky looks at Max's comment to see that Max commented on the NW Sales level. Vicky picks that from the level parameter associated with the report and then sees the numbers as Max saw them.
  5. Switching back to the Sales level, Vicky adds a travel comment explaining that, although Max was over, Sales as a whole was on target.
  6. Bob, the Administrator, now views the corporate rollup form of the variance report. Bob sees both Vicky's and Bob's comments (along with comments from many other departments.)Bob may choose to investigate variances, or ask for further information using the phone or email.
  7. Bob now has the information he needs to prepare his written report. Bob scans the comments and copies those of interest into his document, perhaps performing editing as needed.
  8. Bob takes a snapshot, a static image of a changeable item, such as a dial or dashboard. A snapshot shows the item at a particular moment in time, and does not update. of the variance report including both numbers and comments. The snapshot becomes a document of record as the supporting document behind Bob's prepared reconciliation reports. Bob then clears comments from the variance report in preparation for the next cycle.
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