The budget and forecast worksheets have several built-in options for distributing a total value over the period, which can save saves you a lot of time when it comes to entering values. The impact of the spread differs depending on where you spread from and what method you use.
You select the spread option and the total value is spread across the row(s) using a formula. You have the option to:
Enter a specific total amount and spread that evenly, or in the same proportion as the values in a selected comparison data stream.
Insert a total from a comparison stream, changed by a specified percentage, and spread that amount evenly, or in the same proportion as the values in that stream. For example, you might want to take last year’s actual values and uplift those values by 5% or take last year’s budget and reduce the values by 10%. In a forecast worksheet, you have additional spread options; snap to budget and follow actuals.
You can apply a spread to individual or multiple account rows, or to a group of rows via the total row. The Spread window displays the number of rows that will be impacted by the spread. For example, if you do a spread on the Operating Expenses total row, the spread applies to all the Operating Expenses rows.
If you have grouped the period columns, you can spread across the period.
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It is important to note that in a forecast, the spread applies to the editable forecast cells only. For example, if you spread 5 million evenly, the system will deduct the actuals and apply an average of the remaining value evenly to the remaining periods to get the full year to 5 million. |
Access the spread options
To access the Spread options, use one of these methods:
In a budget, either enter a value in a total cell (the Spread window automatically displays) or right-click a total cell > Spread.
In both a budget and forecast, hover over the right side of a total cell and click the Spread button that displays.
Spread a total
This spread
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In a forecast, the spread applies to the editable forecast cells only. For example, if you spread 5 million evenly, the system will deduct the actuals and apply an average of the remaining value evenly to the remaining periods to get the full year to 5 million. |
You can initiate a spread from different locations in the worksheet. Regardless of the starting point, you access the spread feature in the same way. Hover over the right side of the cell (or selection of cells) and click the Spread button that displays, then select one of the spread options.
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Press Enter to submit your spread changes rather than click the Apply button. |
Where you can spread
The Spread feature is available in total rows throughout the worksheet, at the lowest level in the hierarchy (the account or entity rows), and in other special cases, as described below. While there are multiple spread options (described in the next section), the examples in this section use the Evenly option for basic demonstration purposes.
Total row
When the budget hierarchy is not expanded, the total rows are clearly visible, identifiable by the grey background and blue expand buttons. In this state, the spread action impacts the other rows in the hierarchy (those underneath the total level).
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When you spread a value from a cell in the Total column, the value is spread vertically into the totals of the rows beneath it in the hierarchy first, then spread horizontally across each of those rows. In this context, rather than having to hover over the cell to display the Spread button, the Spread window opens automatically when you start entering a value in the total cell. You can also right-click the total cell to access the Spread window. For example, suppose you want to spread 12,000 for Revenue evenly across the year. In the Spread window, you are informed that the spread will impact 4 rows. After the spread, when you expand the Revenue group row, you can see the 4 account rows underneath. The 12,000 is firstly spread vertically into the totals of those rows, so each one gets a subtotal of 3,000. Then for each of the 4 rows, that subtotal is spread horizontally across the budget period, so each month gets 250.  |
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When you spread a value from a cell in the total row in a period column, such as a month, the value is spread vertically into the rows beneath it in the hierarchy. For example, suppose you want to spread 4,000 evenly for the Revenue accounts in December. In the Spread window, you are informed that the spread will impact 4 rows. After the spread, when you expand the Revenue group row, you can see the 4 account rows underneath. The 4,000 is spread vertically into those rows; each one gets 1,000.  |
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When you spread a value from a selection of total row cells in one or more period columns, the value is spread vertically into the rows beneath the total row(s) in the hierarchy first, then spread horizontally across each of those periods. This action is known as a partial spread, as it impacts only a part (segment) of the total row(s). Example 1 - Partially spread in one total row Suppose you want to spread 3,000 for Other Expenses evenly across the three months of December to February. In the Spread window, you are informed that the spread will impact 3 rows. After the spread, when you expand the Other Expenses group row, you can see the 3 account rows underneath. The 3,000 is firstly spread vertically into the totals of those rows, so each one gets a subtotal of 1,000. Then for each of the 3 rows, the subtotal is spread horizontally across the 3 months; each month gets 333.  Example 2 - Partially spread in multiple total rows Suppose you operate in three countries and have added a Country dimension as a level in your budget. You want to spread 3,000 for Revenue evenly across the three months of December to February for both Australia and the UK. In the Spread window, you are informed that the spread will impact 7 rows. After the spread, when you expand the Revenue group row, and then expand the country group rows, you can see the 4 account rows underneath Australia and 3 account rows underneath the UK. The 3,000 is firstly spread vertically into the totals of those rows, so each one gets a subtotal of 429. Then for each of the 7 rows, the subtotal is spread horizontally across the 3 months; each month gets 143.  For other examples, see the Proportionally by row > comparison stream section below. |
Account (entity) row
The account row in a financial budget, or an entity row in an operational budget, sits at the lowest level in the budget hierarchy. When you spread a value in this row it is simply spread horizontally across the budget period.
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Suppose you want to spread 12,000 for your Cost of Sales (Retail) account evenly across the year. In the Spread window, you are informed that the spread will impact just 1 row. The 12,000 is spread horizontally across the 12 months; each month gets 1,000.  |
Column group
If you have grouped period columns, in the collapsed state, you can spread a value across the group. The spread is limited to the periods within that group, as identified in the spread window. You can spread at both the total row and account row level.
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Example 1 - Spread into a group at the total row level  Example 2 - Spread into a group at the account row level  |
Calculated measures (driver-based budgeting only)
If you use driver-based budgeting and your budget contains input rows that are based on calculated measures, you can spread a target across those rows. This spread option is particularly useful for Sales budgets, where you need to budget sales margin percentages directly in conjunction with either the sales value or cost, rather than budgeting value and cost and having margin be calculated.
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Suppose a sales rep sells several products and each product has a different margin. You want to set a target total margin for the sales rep but keep the proportionality of the margin between each product, so a high-margin product still has a proportionally higher margin that a low-margin product. You can do this using either of the spread a target options. Example 1 - Spread a target across displayed data proportionally Spreads a target proportionality between the rows (products), then proportionally across the months. As a result, for each row, there’s likely a different target in each month. Example 2 - Spread a target evenly between periods Spreads a target proportionality between the rows (products), then for each row, gives the same target each month. |
Spread options
When you spread a value from any of the places outlined in the section above, you get several spread options to choose from, as described in the tables below. The available options depend on whether you have one or multiple rows selected, and if any comparison rows have been added to the worksheet.
Total
With the Total spread option, you enter a specific total value and spread it evenly, or in the same proportion as a data stream. This option is suitable when you know the specific total amount value you want to spread. You enter that defined total amount and select how you want to spread it. The options that are available depend on whether you have one or multiple rows selected, and if any comparison rows have been added to the worksheet.
Evenly
This spread option divides the total amount
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Divides the total value by the number of units in the period and spreads it evenly across that period. If you have selected multiple rows or a total row, the total is firstly spread evenly down the Total column of each applicable row, then each of those subtotals |
is spread evenly across the period. Enter the |
value, select the Evenly option, and click Apply. | ||
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Budget (one row)Example 1 - Spread into one row in a budget Suppose you want to budget 84,000 for the Marketing Advertising Expense expense across a 12 -month periodmonths, giving each month the same amount to each month. The 84,000 is divided by 12, so each month in the budget period gets 7,000.  Forecast (one row) Example 2 - Spread into one row in a forecast Suppose you have a in a 3+9 forecast and want to forecast 84,000 for the Marketing Advertising Expense, giving the same amount to each month. Firstly, any actual amounts are subtracted from that total figure (84,000 - 3,549 = 80,451). Then the remainder of 80,451 is divided by 9, so each month in the forecast period gets 8,939.  Budget (multiple rows) Example 3 - Spread into multiple rows in a budget Suppose you want to spread $120,000 evenly across two Marketing expenses. Each expense row gets $60,000 (120,000/2), then each cell in those rows gets $5,000 (60,000/12).  |
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Spreads the new total evenly down the Total column of each applicable row, according to the underlying proportionality of the original row values, then each of those subtotals |
is spread evenly across the period. Enter the |
value, select the Evenly by row option, and click Apply. | ||
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Suppose For example, suppose you want to spread $120,000 across two Marketing expenses, evenly but proportionately by row. The first expense row initially has $64,664 and the second row has $82,054. After the spread, the rows get $52,888 and $67,112 respectively. Then those subtotals are spread evenly across each cell in the period. In the case of the $52,800 subtotal, each cell in that row gets $4,407 (52,800/12).  |
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References a selected comparison stream's values, such as the Actuals, Last |
Year’s Budget, Sales, and so on, and spreads the new total |
value across the period in the same proportion as the selected comparison data. The Actuals option is always available, as this is the data on which the budget or forecast was built. Other options might be available |
if additional comparison rows were added to the worksheet. Enter the |
value, select the Based on [stream] option and click Apply. | ||
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Suppose For example, suppose you expect the Marketing Expense expense to follow the pattern of last year, due to the seasonality of your business activities. If you base the 84,000 on Actuals, each month in the budget or forecast gets a proportion of the 84,000 based on the corresponding month last year.   |
Spread proportionally by row (actuals, other comparison stream or current data)
This spread option is suitable when you do NOT know the total amount you want to spread. This spread option references either a selected comparison stream's values (such as the Actuals or Sales) or the current displayed  |
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References the currently displayed data and spreads the new total value across the period in the same proportion as that data. Enter the value, select the Based on Displayed data option, and click Apply. |
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Uses the days in each period as the proportion for the spread. Enter the value, select the date option to determine the number of days (see below), and click Apply.
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Proportionally by row or Evenly by row
Each by row spread option references other data, then inserts a total value (either as it is or changed by an amount you specify) and spreads it across the period, either proportionally according to the comparison stream or current that other data’s phasing (proportionality) . If you have selected multiple rows or a total rowor evenly across the period.
These spread options are suitable when you do NOT know the total amount you want to spread. For example, suppose you want to take last year’s actual values and uplift those values by 5% or take last year’s budget and reduce the values by 10%.
In the case of a total row:
Using the Proportionally by Row option, the total is firstly spread
into the Total column of each
of the rows underneath the hierarchy, according to the underlying proportionality of the original row values. Then the phasing of the
selected data is taken into account when the subtotal is spread across the period. As expected,
the values
typically differ each month.
Using the
Evenly by Row option, the total is firstly spread evenly into the Total column of each of the rows underneath the hierarchy, according to the underlying proportionality of the original row values. Then the subtotal is spread evenly across the period, so each month gets the same value.
In the dropdown list, select the required option:
The stream you want to reference.
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Prerequisite: You must customize the comparison setup if you want to spread proportionally using a comparison data stream. |
Select the Proportionally by Row or Evenly by Row option.
Select the data you want to reference - the displayed data, your actuals, or a comparison stream, such as Sales.
Enter the percentage you want to change the values by.
Click Apply.
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Suppose you expect the Marketing Expense to be proportionality proportionally higher this year compared to last year, due to rising costs. If you select last year’s Actuals and enter 10% as your expected increase, last year’s budget or forecast values multiplied by 10% are spread across this year’s budget/forecast period. Budget (Spread into one budget row):   Budget (multiple rows)     Spread into multiple budget rows:  |
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Spread evenly by row based (actuals or other comparison stream)
This spread option is suitable when you do NOT know the total amount you want to spread. Similar to the option above, this spread option references a selected comparison stream's values, such as the Actuals or Sales, then inserts that total (either as it is or changed by an amount you specify) and spreads it evenly across the period.
If you have selected multiple rows or a total row, the total is firstly spread evenly down the Total column of each applicable row, according to the underlying proportionality of the original row values, then the subtotal is spread evenly across the period, so each month gets the same value.
Select the Proportionally by Row option, select the stream you want to use, enter the percentage you want to change the values by, then click Apply.
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Suppose the budgets for July, August and September this year are 5% higher than last year.  |
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The partial spread option is particularly useful when you create a budget for the next period based on the current year’s actuals and as a result, the last few months in the new budget have zero values (as the months have not happened yet). In this case, you can spread a value from another comparison row (using the proportionally by row option described below) into those zero cells to fill in the gaps and get a better baseline on which to start the new budget. |
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Suppose you expect the Marketing Expense to be proportionality proportionally higher this year compared to last year, due to rising costs. If you select last year’s Actuals and enter 10% as your expected increase, last year’s budget or forecast values multiplied by 10% are spread across this year’s budget/forecast period. Budget (Spread into one budget row):   Budget (multiple rows)  |
  Spread into multiple budget rows:  |
Target (calculated measures only)
Spread a target across input rows that are based on calculated measures. This is particularly useful for sales budgets, where you need to budget sales margin percentages directly in conjunction with either the sales value or cost, rather than budgeting value and cost and having margin be calculated.
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See Calculated measures (driver-based budgeting only) above.
Snap to budget (
forecastsforecast only)
The Snap to budget spread option is available in forecast worksheets only. It aligns the forecasted values to with the original budgeted values. This spread option is useful if you know you are to going to spend a specific amount per month for the remaining periods.
For example, suppose you usually spend around 6,400 a month on Consulting fees and therefore, have a budget of 77,264 for 12 months. You have already spent 11,190 in the first month, so you might want to snap back to budget, to keep on track. The actuals are subtracted from the budget total (77,264 - 11,901) and the remaining 66,074 is divided by the number of forecast periods (9), so each month in the forecast period gets 7,342.
In the Forecast Spread window, select the Snap to budget option and click Apply.
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Follow actuals (
forecastsforecast only)
The Follow actuals spread option is available in forecast worksheets only. It
There are two ways to follow the actuals:
Average Actuals - Similar to the Evenly by row spread option, this takes the average of the actual values and applies that average equally to each of the forecast periods. As a result, each month in the remaining forecast periods gets the same value. This option is suitable for flat expense lines, such as subscriptions or training, where past spending typically predicts the future.
Percentage Difference - Similar to the Proportionally by row spread opinion, this takes the percentage difference between the actual and forecast values and applies that proportionally to each of the forecast periods. As a result, each month in the remaining forecast periods will likely have a different value. As this option takes the budgeted values into account (which might account for seasonality) it is suitable when you want to adjust your forecast figures following the same pattern. You might refer to this as adjusting the run rate.
The outputs of each method are illustrated in the following graph:
In the Forecast Spread window, select the Follow actuals option, then select either Average Actuals or Percentage Difference and click Apply.
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Suppose the average of the actuals is 3,730 (11,190 / 3), each month in the forecast period gets 3,730.     |
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