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 and most conveniently 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.
4. If this line will be the line that is posted, click Post to Budget Worksheet and specify the Worksheet, Account and any other applicable dimensions.
   
   
   
   
5. On the Values tab, enter the values for the line using the Budget Widget, or use Formula to make calculations.
   
   
   
   
   
6. Add 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.

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.
  
  

To Unpost an SPW from Your Budget

SPWs can unposted so that the line on your budget is no longer being calculated by an SPW. 

• Go to Planner > Special Purpose Worksheet and open the worksheet you want to unpost the line from
• Click the budget widget icon of the line you want to unpost
• On the 'info' tab uncheck 'Post to Budget Worksheet'
• Click 'Save' and then scroll down and click 'Post to Worksheet'

Notes about SPWs

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. SPWs are posted in this order: first any SPWTs are posted to WSPWs, then all WPSWs are posted, then any global SPWs are posted.