The Budget Worksheet (Video)

The budget worksheet is designed to make budgeting easy. A budget worksheet is a unique combination of dimensions that allow a user to enter the values for that specific budget area. This article will explain the various actions that are available on the worksheet. We recommend utilizing the Budget Widget to update lines within the worksheet.

The following assumes that you are on the Worksheet screen and the worksheet is unlocked. If you aren't sure how to get there, review the Planner Worksheets article.

Budget Worksheet Anatomy

Worksheet Header - Displays the budget selected, which worksheet is open, whether the worksheet is locked or not, and the Worksheet Actions menu.

 

Worksheet Tabs - Allows switching between the Worksheet, Stats (if applicable), Attachments, Approvals, and Activity Log tabs.

Worksheet Options - Options to hide or show reference data, change reference data, filter the worksheet, refresh the worksheet, and the Line Actions menu.

Reference Data - Only shows when View Reference Data? is selected. This will show all actuals and/or budget amounts based on the reference data chosen. It will be organized into sections by Income, Cost of Goods, Expense, Other Income, and Other Expense as applicable. 

• Note: Amounts in blue represent actuals and are drillable (if you have permission to drill into the account), whereas budget amounts will show in black.
  
  

Budgeting Area - Will show all lines organized into sections by Income, Cost of Goods, Expense, Other Income, and Other Expense as applicable.

• A blue widget icon indicates the presence of a Note on at least one month's amount.
• A box with an arrow out indicates the line is coming from an SPW. Amounts on this line cannot be changed in the worksheet.
• Lines posted from a personnel budgeting scenario are not noted, and can be changed in the worksheet.
• Lines posted from a personnel budgeting scenario allocation are not noted, and can be changed in the worksheet.

Reference Data

By default, the reference data is hidden. However, it can be viewed in two places.

• Reference Section
  1. Click View Reference Data? to view all reference data related to this worksheet. This setting is sticky and will stay set until the user unselects it.
     
     
     
     
  2. You can choose which reference data to view via the drop-down menu.
     
     
     
     
  3. When referencing the budget in your data, the budget shown is the budget that is set as the Dashboard default for that year.
  4. Click the blue link to drill into the transaction detail (with the appropriate permissions).
     
     
• Line Reference 
  1. Navigate to a line.
  2. Click > (carrot icon) to expand the reference data box.
     
     
     
     
  3. Click the blue link to drill into the transaction detail (with the appropriate permissions).

Worksheet Actions

Worksheet Actions - Step-by-Step

Within the worksheet, there are actions available that affect the entire worksheet. See below for the definition of each option in this menu.

1. Click Worksheet Actions.
2. Click the appropriate option. A greyed-out option indicates it is not available.
3. Some actions may require more data to be provided.

Worksheet Actions - Definitions

• Load - This option will take into consideration all lines in the reference data and load any lines that are currently in the reference data but not in the budget. This is an easy way to add any missing lines to a budget.
• Initialize - Add the values from the budget or actuals and apply the amounts to each line.
• Zero Out Worksheet - Remove all values from the worksheet. Use with caution - there is no undo.
• Round - Round all amounts to the nearest 1, 10, 100, or 1000 dollars. Use with caution - there is no undo.
• Submit and Lock - Lock the worksheet and initiate the approval process.
• Unlock - Unlock the worksheet to allow editing.
• Create Special Purpose Worksheet - Create a new Worksheet Special Purpose Worksheet (WSPW) that is tied to this specific budget worksheet. (Only available until a Special Purpose Worksheet is created.)
• Edit Special Purpose Worksheet - Open the Worksheet Special Purpose Worksheet (WSPW) associated with this worksheet (Only available after a Special Purpose Worksheet - SPW - is created).
• Post [#] Applicable SPW - Post any applicable SPW budget lines to the worksheet.
  
• Show Applicable SPWs - Show all Global and Worksheet Special Purpose Worksheets that are tied to this worksheet (Only available after a Special Purpose Worksheet is created).
  • Note: Only those with access to Global Special Purpose Worksheets (GSPWs) will see the GSPWs based on permissions and dimension restrictions. 
• Export Worksheet (xlsx) - Exports the worksheet in an Excel format that can be re-imported.
• Import Worksheet (xlsx) - Imports the worksheet assuming the format is the same as the export.

Line Actions

Line Actions - Step-by-Step

Within the worksheet, there are actions available that can affect one or more lines. See below for the definition of each option in this menu.

1. Select one or more lines.
2. Click Line Actions.
3. Click the appropriate action. A greyed-out option indicates it is not available.
4. Some actions may require more data to be provided.

Line Actions - Definitions
Line Actions will affect any selected line or lines.

• Add Line - Allows a user to add a line to the worksheet if it does not yet exist.
• Initialize - Add the values from the budget or actuals and apply the amounts to each line selected.
  
• Adjust Amounts - Allows a user to change the current amounts by month with a percentage increase or decrease.
• Move Line - Use this feature to summarize all selected lines into a target line. The target must be one of the selected lines. The action applies to all non-frozen months. Use with caution - there is no undo.
• Round - This will round all amounts to the nearest 1, 10, 100, or 1000 dollars. Use with caution - there is no undo. 
• Flat to Budget - Utilized with a frozen budget with actuals loaded. This option will split the remaining budgeted amount for one or more lines evenly among the unfrozen months, based on the reference data.
• Change Dimensions - Utilized within systems that have line dimensions configured. This will allow the user to associate a different line dimension with the budget line. 
• Delete Lines - Deletes the selected lines. Use with caution - there is no undo. Lines must be added back via the Load or Add Line options.

For more detailed descriptions, you can select the blue question marks in Martus from within the budget worksheet next to Worksheet Actions and Line Actions.

Use the links below to navigate through the learning path.

Planner Worksheets << Budgeting Basics - Learning Path >> The Budget Widget