Publish a budget, forecast or other worksheet tab
If you are the budget (or forecast) owner or administrator, you can publish the data in several worksheet tabs to a stream (dataset) in the underlying database. Other users of that database can then view the published data, create dashboards, and analyze the data against other streams, such as actuals, other budgets, forecasts, and so on.
What you can publish
You can publish the data in the following worksheet tabs. You need to publish each tab separately, as required.
Main tab of the budget or forecast. There are different scenarios for when you might want to publish the Main tab:
When the workflow tasks you assigned to your team have been completed and submitted back to you, you can publish the budget/forecast for analysis and finalization. Note that not every row needs to be marked as Completed before you can publish the budget or forecast, as marking a task as Complete is for reference purposes only.
If you are still making adjustments to the budget/forecast, you can publish the draft to analyze the impact of your changes midstream.
If you create multiple filtered budgets and want to publish them to the same stream.
Database tab.
Reference tab.
Headcount Output tab. Note that the Publish option will be unavailable in financial budgets if no dimensions were added as levels in the budget hierarchy (in the budget setup). You cannot publish the Headcount Input tab.
Balance Sheet tab. You cannot publish the corresponding Cash Flow tab.
Where the data goes
There are three publish methods and each one sends the worksheet tab data to a different location.
New stream: Creates a new stream in the underlying database, then publishes the data in the worksheet tab into that stream.
This publish method is selected by default if you have not yet published the worksheet tab to a stream but you can select a different method if required.
Existing stream: Overwrites the matching data in the selected stream in the underlying database with the data in the worksheet tab.
This publish method, along with the applicable existing stream, is selected by default when you have already published the worksheet to a stream. However, you can select a different stream, or create a new stream if required. See the warning message below for an example.
The benefit of this option is you do not need to update your dashboards and favorites. You might want to do this in the case of:
Changes to the current budget - you can republish the same budget.
Rolling over to a new period, such as next year’s budget - you can publish the new budget into the same stream.
If you publish to an existing stream, you will overwrite the data in that stream that matches the budget period and filters:
For example, if the budget stream had data from 2021, 2022 and 2023, and you publish data for 2023, the data for 2021 and 2022 would remain unchanged. Only the data for 2023 would be replaced with the new publish.
If you have applied filter in the budget setup, the same logic applies. For example, if you have three separate workbooks in which filters have been applied for each country (AU, UK and US) and you publish the US workbook to a stream which has data for all three countries, only the US data would be replaced. The UK and AU data in the stream would remain unchanged.
The publish history is not tracked, so you cannot revert back to an older version.
Excel: Doesn't affect the underlying database. Exports the data from the worksheet tab into an XLXS file, which opens in Microsoft Excel. The data is in a basic, import-friendly format ready to be used elsewhere. If you prefer to export the data in a format similar to how you see it on-screen, use the export workbook feature instead.
Publish the data in a worksheet tab
In the bottom right of the worksheet tab, click the Publish button.
Select the publish method (see above for details of where the data goes):
Publish to new stream: Select the option and type a name for the new stream.
Publish to existing stream: Select the option then select the stream from the list.
Export to Excel: Select the option then edit the default file name, if required.
Select the required publish options:
Only publish completed rows: This option only publishes the rows marked as completed in the workflow. When selected, it allows you to publish what you are confident are the final budget values and ensures that incomplete budget values do not appear in the Financial Statements or Analytics modules until they are completed. This option is also suitable if you are working on a particular section of the budget, such as Revenue, and you only want to publish that section, as that’s all you are interested in.
Include zero value rows: This option publishes all rows in the worksheet, including those that have zero values (0.00) in all their cells. It is selected by default. If you don’t want to include the rows with zero values, clear the checkbox. The exclusion of zero-value rows from the published dataset is useful if you are exporting to Microsoft Excel, as there will be no redundant, zero-only rows.
Publish to days: This option overrides the default behavior whereby the budget period value is published into the first day of that period. It splits the budget period value proportionally by the number of days in the budget period and publishes the data to each day in the period.
Select the checkbox, then select one of these options to calculate the number of days:Calendar Days: The number of days in each period in the budget. For example, if you have a monthly budget, you will get 30 days for November, 31 days for December and so on.
Week Days: The total count of the number of Monday through to Friday days in the budget period. For example, you will see 20 days in the months that have 4 weeks and 25 days for the months that have 5 weeks.
Working Days (calendar): The number of days based on a selected predefined working day calendar. For example, you might have a calendar for your region that excludes public holidays. See example 1 below to learn more about this option.
(Yearly budgets only) Publish days or months: Override the default behavior whereby the budget period value is published into the first day of that period. Split the budget period value proportionally by the number of days or months in the budget period and publish to each day or month in the period. Select the checkbox, then select one of the days options (see above) or the month option:
Publish date range: Publish into a particular date range. Select the checkbox, then select the start and end date of the range. This option allows you to partially publish the budget, which is particularly useful in forecasts when you don't want to publish the actuals you are currently reforecasting. You can select a date range that excludes your actuals.
(Headcount Output tab only) Choose which measures to publish to: Select specific measures to publish to, applicable to FTE, Headcount or both.
Click the Publish button.
Analyze a new budget stream
The underlying database determines how you view and analyze the published data. In Phocas, non-financial databases, such as Sales, open in the Analytics module, whereas financial databases open in the Financial Statements module.
You can analyze a budget stream at a time that suits your needs:
Straight after you publish it: During the publishing process (above), click Publish and open. The stream opens in the underlying database, which in turn opens in the applicable module. This shortcut allows you to begin analyzing your budget data immediately. The stream is opened in the same configuration as in the budget, including any levels, dimension filters, budget filters, and budget period. See example 1 below.
At a later stage: Open the database, then select the stream. The process is different, depending on the type of database. See the examples 2 and 3 below.