This page explains how to use your Budgets and 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 and Forecasts homepage, the best place to quickly access your budget and forecast workbooks.
To open the homepage in a separate browser tab, right-click > Open link in new tab.
To return to your homepage after you open a workbook, click Budget (or Forecast) in the top-left corner of the workbook.
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 or workbooks that have that particular tag (see below).
Enter a keyword into the search box to filter the grid and display only the workbooks with that keyword in their name.
When 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:
Tags are a great way to categorize your workbooks for ease of management. They are useful when you have a lot of workbooks. The tags display as filters above the grid. Other users cannot see these tags, they are for your personal use only.
Click the Menu button (on the far right side) of the workbook you want to tag, then type a name for the tag into the Add custom tags box and press Enter. Repeat this step to add more tags for other workbooks.
To remove a tag you no longer need, click the Menu button of the workbook, then click the Delete button on the tag under the tag box.
If you have permission to manage budgets and forecasts, you can:
Manage notifications (at a global level).
If you are the budget owner or administrator of a workbook (stated in the Role column), you can:
Manage access to the workbook, such as convert a contributor into an administrator and add other users as viewers.
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:
Recents menu: After you open a workbook, it displays in the list in the Recents menu (in the Phocas menu on the left of your screen), giving you a quicker access route next time.
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, click the arrow next to the Budget (or Forecast) button in the top left corner to switch between the two workbooks.
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: