Using Spreadsheet Add-In Functionality

The Planning and Budgeting SSAI functionality enables you to retrieve and update budgeting and planning models using Microsoft Excel, instead of logging into the PeopleSoft Planning and Budgeting application. SSAI is a spreadsheet workbook that consists of a set of worksheets you use to retrieve and update budgeting and planning models.

The workbooks contain the following worksheets:

• Coversheet: Describes the sheets in the workbook, and describes the functionality available in each worksheet.

• Connect Information: Contains the connect information for communicating with a PeopleSoft server, such as the Web Server machine name, protocol, and PeopleSoft site name. The system uses this data to access the server and load budgeting data into the worksheets.

• Search Criteria: Defines the budgeting data the system retrieves based on the selected search criteria. You can filter data based on business units, planning models, activity, scenario, planning centers, and budget versions.

• Edit & Submit: (edit and submit) Contains the budgeting data the system retrieves, and also contains functionality to save the planning model and submit the model for approval. Note that you can only update and save AMTPER values.

To use a spreadsheet:

1. Access the SSAI functionality, which opens a workbook.

2. Select values for each search criteria field on the Search criteria worksheet: business unit, planning model ID, activity, scenario, planning center, and budget version ID.

3. Click the Find Rows button in the Search Criteria sheet. This retrieves the budget model data into the Edit & Submit sheet.

   The system locks the planning center to prevent data integrity errors after it retrieves the data.

   Note: If a user attempts to check out a planning center in SSAI that is checked out (write-locked) by another user in SSAI or Planning and Budgeting, it is accessible in read-only mode in SSAI. The system displays a message that the model is locked and in read-only mode. The Save, Submit, Unlock, Add Private Note, and Add Public Note actions on the Edit and Submit worksheet are not available in read-only mode.

4. Modify line items.

   Note: You can only enter data for line items that use the AMTPER method.

   You can save your work as an .xls file. To reopen the .xls file, select the Microsoft Excel File, Open command.

5. Click the Unlock button in the Edit & Submitsheet to unlock the planning center. This makes it available to other users.

6. Click the Submit button in the Edit & Submit sheet to submit the budget model for approval.

   Note: When you click Submit the system checks whether you have full access to the planning center version. If you have only partial access, the system displays an error message indicating that you need access to all line items in a planning center in order to submit it.

The following is an example of what data can look like once downloaded to a spreadsheet. The system validates the amounts you enter. You can only enter numbers, up to a maximum of fifteen (15) digits of precision; these are Microsoft Excel limitations. The functionality supports a maximum number of four (4) decimal digits. However, if a currency has a defined number of decimal digits of less than four digits (for example, two (2) digits), the system rounds the values to two digits when you save the worksheet.

Connect Information Worksheet

Use the Connect Information worksheet to review connection information.

Image: Connect Information worksheet

This example illustrates the fields and controls on the Connect Information worksheet . You can find definitions for the fields and controls later on this page.

Search Criteria Worksheet

Use the Search criteria worksheet to specify the search parameters of the data for download.

The selected business unit value determines the available values of the remaining search criteria fields. Specify values starting with the Business Unit field, and continuing, in field order, to the right until you have selected all values.

Image: Search criteria worksheet

This example illustrates the fields and controls on the Search criteria worksheet. You can find definitions for the fields and controls later on this page.

Use the Copy to Master button to copy working activity data into the master version. Copying working data to the master can be useful when you need to quickly update the master version with new data or are using the recalculation process (the Model Recalculation Application Engine: BP_MDL_CALC) to recalculate flexible formula amounts across planning centers and activities. flex formula amounts across planning centers and activities

Edit & Submit Worksheet

Use the Edit & Submit worksheet to edit the data and submit the budget for approval. Only one user at a time can edit the spreadsheet; all other concurrent users can access it in read-only mode.

Image: Edit & Submit Worksheet (1 of 2)

This example illustrates the fields and controls on the Edit & Submit Worksheet (1 of 2). You can find definitions for the fields and controls later on this page.

Image: Edit & Submit Worksheet (2 of 2)

This example illustrates the fields and controls on the Edit & Submit Worksheet (2 of 2). You can find definitions for the fields and controls later on this page.

The following information describes elements of the spreadsheet and how the spreadsheet functions:

Heading Information	Displays locked details including business unit, model name, activity, scenario, planning center, and version ID.
Method ID	Displays the method ID for this line item data. You can only edit line item budget amounts that have the AMTPER (amount per period) method assigned to it. When working with forecast planning (scenario) types, there may be closed periods you cannot enter data for. You may only update periods that allow update, as defined by the first period to update by the coordinator on the data source page.
Dimensions	Displays all dimensions associated with the planning model. However, the system does not display those dimensions not applicable to the selected model. These dimensions contain both a code column and a description column. You should not delete these columns, but you can hide them to condense your view. To hide a column, go to the menu item Tools, Protection, and select Unprotect Sheet; then go to the menu item Format, Column, and select Hide. Note: You cannot use the hide option when the spreadsheet is protected. However, when updating budget data in preparation for submission, you should not use the unprotect option. Keeping the sheet protected prevents data entry into cells that should not be modified. If you require the unprotect option, it is recommended you use it after you have completed your data entry.
Enter Note	Use this column to enter text for a line item row. This column is hidden if user has read-only access.
All Notes	Displays all the public and private notes for a specific line item. This column is always read-only. You cannot delete or edit notes after you append them to the All Notes log. However, private notes are viewable only by the user who created them.
Add Public Note	Click to append the current note text as a public note to the notes log. You may add multiple notes at a time.
Add Private Note	Click to append the current note text as a private note to the notes log. You may add multiple notes at a time.
Save	Click to save edits you made to AMTPER line item activity data. You can enter amounts and notes only for line item rows with the AMTPER method; all other methods are read-only rows. You will receive the following confirmation message when you successfully save your data: Modified data is saved in the Server successfully.
Unlock	Click to unlock the planning center when you have finished, and enable other users to edit the data. You will receive the following confirmation message when you have successfully unlocked the planning center: The locked model is released successfully.
Release	Click to release a view-only lock of the planning center when you have finished.
Submit for Approval	Click to submit the planning center for approval. You will receive the following warning message if you click the Submit for Approval button without first saving any new data: You have unsaved data in this sheet. Click OK to go back and save. Click Cancel to ignore the changes and continue. You will receive the following confirmation message when the data has been successfully submitted: The model is submitted successfully.

The page elements, Save, Unlock, Submit for Approval, Add Public Note, and Add Private Note, are unavailable when the spreadsheet is in read-only mode. These page elements are also unavailable after you submit the spreadsheet for approval.