Page Comparison

Your Budgets and Forecasts Home page is the best place to quickly find and access your workbooks and published streams, and create a new workbook. If you are the owner or administrator of a workbook, you can also manage the access to a workbook and delete a workbook from your Home page. [what about stream?]

From within a workbook, click Budget (or Forecast) in top left corner. Your Home page displays a grid with list of all your budget workbooks. Your forecast workbooks sit underneath the related budgets, click the Expand button to view them (where available).

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Find a workbook [or stream? does all of this also apply to streams?]

By default, the workbooks are listed in ??? order. There are multiple ways to quickly find a specific workbook, as followsThis page explains how to use your Budgets & Forecasts homepage and open a budget or forecast workbook. It links to other pages that outline the key elements of the common workbook tabs you’ll use.

Homepage

Click Budgets & Forecasts in the Phocas menu to open your Budgets & Forecasts homepage, the best place to quickly access your budget and forecast workbooks.

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Workbook list

Your homepage contains a grid that lists all the budget and forecast workbooks you can access. Your access to a workbook depends on multiple factors. Even when you have the required user and database permissions, you can only access a workbook if one of these conditions applies:

• You created the workbook (you are the budget owner).

• You are added as an administrator to the workbook.

• You are assigned to a workflow task in the workbook.

• You are added as a viewer of the workbook.

Using your homepage

Here are some tips to quickly find a specific workbook:

• Click a column header to sort the workbooks by that column, in ascending or descending order.

• Click the buttons above the grid to filter the grid and display only the workbooks of a particular type (budget or forecast), workbooks that you bookmarked (see below) , or workbooks that have that particular tag (see below).

• Enter a keyword into the search box above the grid to filter the grid and display only the workbooks with that keyword in their name.

You can then take further action with the workbook, such as add a bookmark (see below for more information). To open the workbookWhen you find the workbook you need, click its name to open it. See the next section to learn more about workbooks.

Depending on your user permissions and user type, you can then take the following actions from your homepage:

• Organize your homepage:

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Access a workbook

Click the New Budget button in the top right corner. Proceed to create the budget workbook - see Create a workbook for detailed instructions.

[need to add info to Overview of access to budget workbooks and Access a budget workbook ]

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• If you have permission to manage budgets and forecasts, you can:

  • Create a budget.

  • Manage notifications (at a global level).

  • Delete a stream.

• If you are the budget owner

• or administrator of a workbook

• (stated in the

• Role column), you can:

  • Manage access to the workbook

[Add to Overview of Budgets and Forecasts users but need to confirm how it works with permissions and what users see:

Viewer

The budget owner and/or administrators can add users to a workbook as viewers. This is useful if you want to allow one or more users to view the budget but not contribute to it. In general, the database permissions are carried through to the budget, so users can only view rows (budget lines) corresponding to those databases, for which they have been assigned tasks in the workflow. See Manage access to a workbook.]

In addition to adding users as administrators and assigning tasks to users (contributors) in the workflow, you can add users as viewers of a workbook. The user will be able to view all the

1. Find the workbook, click the Menu button and click Manage Access.

2. Manage the access to the workbook as required:

   • Add a new user: Select the user’s name from the Add users list. The new user is added as a Viewer by default.

   • Give a user administration rights: Click the user’s Open button, then select Administrator.

   • Remove a user: Click the user’s Delete button.

3. Click Save.

Delete a workbook

[need to add info to Delete a budget workbook ]

Find the workbook, click the Menu button, then click Delete Worksheet.

View and manage streams

[need to add info to Publish a budget workbook and Delete a budget stream ]

• • , such as convert a contributor into an administrator and add other users as viewers.

  • Delete the workbook and restore a deleted workbook.

Workbooks

As explained above, your homepage lists all the budget and forecast workbooks you can access. Budget workbooks have a blue icon. Forecast workbooks have a green icon and display underneath their corresponding (parent) budget workbook.

Open a workbook

To open a workbook, click its name in the grid.

Other ways to open a workbook are:

• Phocas menu: After you open a workbook, it displays in the list in the Budgets & Forecasts and Recents menus in the Phocasmenu on the left of your screen, giving you a quicker access route next time.

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• Phocas homepage: Locate the workbook in the grid (look for the workbook icon) then click its name to open it.

• Within a workbook: When you open a budget workbook that is linked to a forecast workbook (or vice versa), in the top left corner, click Budget (or Forecast) > Swap to, then click the name of the other workbook.

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title Troubleshooting when opening a workbook
When you open a budget or forecast workbook, the loading screen displays a line for each worksheet tab in the budget, showing the loading status. Image Added When a tab successfully loads, it disappears from the loading screen. If a tab fails to load, you will see this clearly on the loading screen, as it displays in red with an error icon. Hover over the item to display the error information. There are many reasons why a tab fails to load. The most common reason is you do not have access to the database, stream or measure upon which the workbook was created. Another reason is the underlying stream was deleted. Image Added You can click the Refresh button next to the tab error icon to try load the tab again. If it still does not load, contact the budget owner or administrator for help. You can still open the workbook, even if one or more tabs fail to load. Click the blue link in the error message at the bottom of the loading screen. The workbook opens and an error icon displays on the tab that failed to load. Image Added

Explore the workbook

Budget workbooks and forecast workbooks look very similar but have some differences. Financial budget and forecast workbooks might include tabs for the Balance Sheet and Cash Flow, which have some distinct features. The following pages explain the key elements you’ll see in these workbooks and tabs: