Manage layouts (in a Profit and Loss statement)
- Denise McGettigan
Layouts are different configurations of the standard column options, such as variances, percentages and periods, along with any customized columns. Layouts give you a new way to get insights into the way your business is performing. You can configure and save multiple layouts for your Profit and Loss statements, to get different views of the same financial information. Your saved layouts remove the need for users to add and remove columns themselves, allowing them to view the information they need more quickly.
Your saved layouts display as options in the Columns > Layouts menu and are available for other users to apply to all versions of your Profit and Loss statements.
A layout acts like template that you can apply to different versions of your Profit and Loss statement. This is different to a favorite, which is a snapshot of one version of a financial statement.
Save a layout
Set up the columns in a particular way - you might want to customize the columns if the standard column options do not meet your needs.
Click Columns > Layouts > Save as New Layout.
Enter a name for the layout and click Save.
Repeat the above steps to save additional layouts.
The following examples illustrate the types of layouts you can save based on customized columns.
Example: Looking Back
The following layout displays lots of previous periods and is suitable for gaining a historical view of performance. It contains the following customized columns: Current, Previous, Prior Previous, Prior Prior Previous and Current Month.
Example: Rolling 12 Months Window
The following layout displays a rolling 12-month window sliding backwards over time and is suitable for looking at emerging trends. It contains the following customized columns: FYTD (financial year to date), Current Month, Rolling 12 Months, Rolling 12 Months - 1 (prior month rolling 12 months) and Rolling 12 Months - 2 (prior prior month rolling 12 months).
Example: Quarter Comparisons
The following layout displays information for the current quarter and is helpful for monitoring recent and current performance. It contains the following customized columns: Current Month, Current Quarter, Current Quarter Budget Variance to Budget and Current Quarter Forecast.
Make changes to a layout
When you apply a layout, if you then add or remove any columns, the layout is different. You have the option to revert to the original layout, update the original layout with the changes or create a new layout (and leave the original intact).
Other users can make changes to your layout but they cannot save those changes. Only users with permission to manage financial statements can save and update layouts.
To undo your changes and revert to the original layout, click Columns > Layouts > Revert to [layout name]. The grid updates and reapplies your original layout.
To save your changes and update the original layout, click Columns > Layouts > Save Changes to [layout name]. The grid remains in the updated layout.
To save a new layout and leave the original as it was, click Columns > Layouts > Save as New Layout, then enter a name for the layout and click Save. The grid remains in the new layout and that layout is added to the list of layouts.
Delete a layout
If a layout is no longer useful, you can delete it. When you delete a layout it is removed from the list of layouts, so it is no longer available for other users to apply.
Apply the layout you want to delete, then click Columns > Layouts > Delete Layout > Delete.