Planner Setup (Video)

Planner Setup allows high-level management of budgets for each fiscal year. Admin users can:

• Create, edit, and manage budgets
• Update the default budget year
• Add or remove worksheets in budgets
• Add, remove or edit worksheet targets
• Add, remove or edit worksheet owners and approvers
• Export/import budgets as needed

A non-admin user with access to Planner Setup will only have access to the Worksheet Management tab, allowing them to add and remove worksheets within the dimensions they have permissions to view.

Each tab within Planner Setup allows for various actions.

Budget Management Tab

This is the default tab in Planner Setup. It provides options for managing your budgets.

Page Actions

• Year / Load - Select the year and click Load to see all of the available budgets for a specific year.
• Create Budget - Set the year and click Load, and then click Create Budget to create a blank budget or one based on the current or prior year's data. Review New Budget Cycle for more details about each option.

• Empty Budget - Create a new, completely empty budget. Enter the Name and Budget Type for the new budget.
• Based on Prior Year's Budget - Create a new budget using only budget from the prior year.
• Based on Prior Year's Actuals and Budget - Create a new budget based on prior year actuals and budget.
• Based on Current Year's Actuals and Budget - Create a new budget based on current year actuals and budget. This will create a frozen budget with actuals loaded through the data specified.

• Set Defaults - Click Set Defaults to set the planner and dashboard budgets, and lock and unlock worksheets for the selected budgets.
  
  
  
  
• Edit (pencil icon) - Click Edit to modify the budget name and budget comments.
  1. Click anywhere on the budget name or on the pencil icon.
  2. Edit as appropriate.
  3. Click Save.
     
     
• Action menu - Select any budget using the box to the left of the budget name to load the action menu:
  
  
  
  • Copy - Create a copy of the selected budget and choose to post or not post all special purpose worksheets (SPWs) to the copy. Also choose to include or exclude worksheet notes in the copy. Note that SPWs are always copied with SPW notes. Budget comments are updated on the copy to reflect the budget copied, along with the date/time.
  • Delete - Move the budget from the Budget Management tab to the Manage Archived Budgets tab. 
  • Set as Dashboard - Set the budget as the default in the Dashboard section; any user with access to Dashboard Financials or ReportBuilder will be able to see this budget.
  • Set as Planner - Set the budget as the default in the Planner section; any user with access to Planner Summary or Worksheets will see this budget.
  • Load Actuals - Replace budget numbers with actuals and freeze the months through the date entered in a budget for that same year. This is most often used in the context of a reforecast. This action will load actuals whether or not the budget is currently frozen or the worksheet is locked.
    • Limit to Existing Worksheets - To see the impact of this, go to Dashboard > Financials and navigate to the Worksheet Budget Comparison report.  Any rows with a red "X" will be created as a worksheet if Limit to Existing Worksheets is unchecked.
    • Load Actuals and Freeze Budget Through - Enter the date through which you want to load actuals and freeze those months. The date must be for the current budget year.
    • Post SWPs after... - Click to post SWPs. Uncheck if posting is not necessary.
    • Submit - Initiate the task or click Cancel to cancel.
  • Set Viewable - Allows a non-admin with the explicit permission Can View Non-Default Budgets on the user record to access this budget.
  • Freeze/Unfreeze - Freeze all months through the Freeze Through Date, or unfreeze the budget. Budgets are automatically frozen when actuals are loaded.
  • Lock/Unlock Worksheets - Lock or unlock all worksheets within the budget. Martus recommends keeping all budget worksheets locked unless actively budgeting.
  • Export - Export the budget to an Excel file. (Note that this is the ONLY format that can be manipulated in Excel and re-imported into Martus.)
  • Archive - Create a copy of the budget in the Manage Archived Budgets tab. Martus recommends archiving the budget before making any major changes.
  • Set Default Reference Data - Set the default reference data on that budget's worksheets. The options are: current or prior year budget, actuals, actuals + budget, or 12-month trailing actuals.
  • View Activity Log - View the activity log related to the budget checked.
    
    

Worksheet Management Tab

View the list of worksheets in the selected budget, and manage their settings here. This tab is the only tab in Planner Setup available to non-admins who have Planner Setup permissions on their user record.

Page Actions

• Year / Budget / Load - Select the year and/or budget, and click Load to see all of the available worksheets for a specific budget.
  
• Filter - Use the drop downs to filter the list of worksheets to manage.
• Checkboxes - Use the check boxes to select one or more worksheets.
• Edit - Use the pencil icon to edit owners and approvers.
  
  
  
• Add Worksheet - Click Add Worksheet in Worksheet Management to create a new worksheet with a dimension combination that does not currently exist in this budget. The Add Worksheet dialog allows you to assign owners and approvers and specify a target for the worksheet.
  
  

• Action menu- Select one or more worksheets from the target year/budget using the check box to the left of the name. An action menu loads.
  • Delete - Delete the worksheet(s) from the target budget. If an existing worksheet needs to be deleted:

1. Navigate to Planner > Planner Setup.
2. Navigate to the Worksheet Management tab.
3. Load the year and budget.
4. Select the worksheet(s) to delete.
5. Click Delete.

• Lock/Unlock - Lock or unlock worksheets in the selected budget.
• Set Target - Set the gain/loss target for the worksheets using a % increase/decrease or manually-entered amounts.
• Update Owners & Approvers - Assign or remove users as owners and approvers on the worksheets.
  
  

Import Tab

Import budgets based on an exported budget template into Martus. Choose the fiscal year for the imported budget, and then the file to import.

• Import into Existing Budget - The imported budget overwrites existing lines and creates new lines in the selected budget.
• Create New Budget - A new budget is created from the imported file.
  
  
  

Manage Archived Budgets Tab

Archiving a budget prior to making major changes is best practice, as it makes it easy to restore if needed. Select a year and click Load, and then use the check boxes to select the budget desired. 

Page Actions

• Action Menu
  • Delete - Delete the budget permanently from Martus.
  • Restore - Restore the budget to the Budget Management tab.
    
    
    

Set Budget Year Tab

• Set as Budget Year - Set the default year for the Planner section. This is set by an Admin user for all users.

  
  

  

Notes

• During implementation, budgets can be pulled from API-connected systems into Martus. If you have an API connection between Martus and your accounting system, reach out to your support team if you need a budget pulled into Martus from your accounting system.
• Within Martus, a Planner Budget spans one fiscal year, or 12 months. You can create budgets further into the future to budget for multiple fiscal years into the future, however, each budget must be edited within the fiscal months of that year. For example, if there is a need to budget half way into the following fiscal year, a new budget should be created for that fiscal year, and both the next year and the following year's budget worksheets need to be updated as appropriate.