Creating the Special Purpose Worksheet

Types of SPWs

There are three types of SPWs, each with specific uses.

• A Worksheet Special Purpose Worksheet (WSPW) is created from the Worksheet Actions menu on the worksheet, and is specific to a single worksheet in a budget. Detail for lines in that worksheet are captured in the WSPW.

• A Global Special Purpose Worksheet (GSPW) is created in Planner > Special Purpose Worksheets.  GSPWs are used to effect multiple lines across multiple worksheets in a budget by using calculations and values to allocate non-editable amounts.

• A Template Special Purpose Worksheet (TSPW) is created in Planner > Special Purpose Worksheets. TSPWs are used to provide a template for import into an individual WSPW, with editable and non-editable lines.
  
  

All SPWs can be accessed from Planner > Special Purpose Worksheets.

Creating a SPW 

WSPWs are usually accessed from the worksheet to which it applies. To create a new WSPS, click Create Special Purpose Worksheet from the Worksheet Actions menu.

To edit an existing WSPW, click Edit Special Purpose Worksheet from the Worksheet Actions menu.

GSPWs and TSPWs are created and edited in Planner > Special Purpose Worksheets. To create either, click Add New... at the bottom of the screen.

To edit an existing GSPW or TSPW, click on Edit to the right of the name.

Anatomy of a SPW Page

An SPW is made up of multiple lines, typically organized into sections, like the example below. Those lines may contain values or calculations using formulas, and some may post to a defined worksheet line. When unfiltered, formula lines show the other lines used in the formula below the amounts. Posting rows show the account and dimensions, and any lines used in formulas, below the amounts.

The Summary section contains the rows that will post, with the location and amounts to be posted. Multiple posting rows may post to the same Summary line.

Before you create an SPW, you should consider how you want it to be organized. The best-practice recommendation is to structure each SPW with the sections that make it easy to follow a logical process from the models to the totals.

Building a SPW

Every SPW line contains related information: Info and Values.

• The Info tab is used to maintain the general information for that particular line: the Section it belongs to, the Description or name, and posting information if desired. Sections and Descriptions are listed in alphanumeric order; use a numbering system to control the sequence of lines. 
• The Values tab is used to manage the values and maintain Notes for each month. On the Values tab, use the Budget Widget or a formula, based on calculations using other lines.

To begin to build your SPW, follow these steps:

1. Click Add Line to create a new line.
2. On the Info tab, choose an existing Section name from the dropdown, or define your own by typing in the Section field.
3. Enter a Description for this line of the section. The Description must be unique and has a max length of 100 characters.
4. If this line will be the line that is posted, check Post to Budget Worksheet and specify the Worksheet, Account and any other applicable dimensions. Uncheck Post to Budget Worksheet to stop posting to that worksheet and account.
   
   
   
   
5. On the Values tab, enter the values for the line using the Budget Widget, or use Formula to make calculations.
   
   
   
   
   
6. Click Show Notes to enter any Notes desired.
7. Click Preview to preview the amounts.
8. Click Save to save your changes.

Continue to add as many sections and lines as needed, building the detail of the SPW.

• Click Add Line to start a new section or add lines.
• Click the + to the right of the section title to add lines to the section.
• Click Copy to the left of the Calculator Widget to add similar lines to that section. The description must be unique, and values must be entered for the new line.

For additional information about navigating an SPW, including other shortcuts, review Navigating the Special Purpose Worksheet.

When ready, click Post to Worksheet(s). The lines in the Summary will be posted to the worksheet(s).

Special Purpose Worksheet Actions

You have the following options:

• Cancel - Cancels any changes made since the last time the SPW was saved.
• Worksheet - Shown on WSPWs only, this button returns directly to the associated worksheet.
• Post to Worksheet - All budget numbers and notes in the Summary section are posted to the appropriate budget worksheets. 
• Load Prior Year SPW - Load the SPW for this worksheet from the prior year's default Dashboard budget. 
• Post to WSPWs and Worksheets - Post the updated SPWT to any WSPWs into which it has been imported, then post those WSPWs to their respective worksheets.
• Delete - Deletes the entire SPW. Any amounts and notes already posted to a budget worksheet are retained in that worksheet and can be edited directly through the worksheet. If an SPWT is deleted, imported lines remain, but they are no longer connected to the SPWT.
• Export Printable Version to Excel – Creates an Excel file with all the details of the SPW, including notes.
  
  

Notes about SPWs

Making mass edits to SPWs

• SPWs cannot be directly exported to Excel and then be imported back into Martus. To make updates to SPWs, export the budget to Excel and make changes to the SPW tab. Then import the budget back into Martus into a new budget. For assistance with this process, please create a ticket through the Knowledge Base if you are a direct Martus customer, or contact your Martus reseller if you are supported through one of our Martus partners.   

Interactions between SPWs and WSPWs

• If you have multiple SPWs and/or WSPWs that affect the same budget line, the contents of the budget line will be determined by the SPW that was most recently posted to the worksheet.

Updates to Frozen Months

• When posted, GSPWs and WSPWs do not update frozen months.

Updates to Locked Worksheets

• SPWs cannot be posted to locked worksheets.

Copying Budgets

• When a budget is copied, all SPWs within it are also copied and posted if desired. SPWs are posted in this order: first any SPWTs are posted to WSPWs, then all WPSWs are posted, then any global SPWs are posted.

SPW Rounding

• SPW lines can hold up to 4 decimal places, but if the line posts to the budget worksheet, every monthly and yearly value will be rounded to 2 decimal places. Sometimes, the total on the SPW line up top will not match the total on the Summary line because of the rounding.
• The entire Summary line (rounded to two decimal places) will be what’s posted onto the worksheet. Rounding happens after calculations are done, so you get 4-decimal point precision through calculations (which can be significant when there are multiple lines of calculations and large numbers).