Working with Line Item Activities

Pages Used to Work with Line Item Activities

Page Name	Definition Name	Navigation	Usage
Line Item Details	BP_LI_GRID	Click the Edit link on the My Planning Workspace page.	View, add, and modify budget amounts using methods; manually enter budget amounts for a line item; add notes; and protect a line item budget from mass adjustments.
Add Line Item	BP_LINE_ITEM_ADD	Select `Add Entry` from the Action dropdown list box on the Line Item Details page, and then click Go.	Add one or more new line item budget entries and specify the ChartFields for the entry.
Planning Targets	BP_TGT_REVIEW	Select `Planning Target,` from the Action dropdown list box on the Line Item Details page, and then click Go.	View the tolerances rules, status summary, planning target details, and errors for the budgeting version that you selected. The page is only available if the coordinator defined planning targets for planning model.
Line Item Hot Key Help	BP_HOTKEYS_TEXT	Click the Hot Keys Help link on the Line Item Details page.	Access a help page that lists hot key codes.
User View Details	BP_USRVIEW_DEFN1	Click the Create link in the User View group box on the Line Item Details page.	Add a new private view.
Private View Maintenance	BP_USRVIEW_MAINT	select Planning and Budgeting, then select My Profile, then select User View Maintenance.	Modify or update private view preferences.
Row Display Filter	BP_USRVIEW_DEFN2	Select the Row Display Filter tab on the User View Details page.	Specify the dimensions that the system displays, and the dimensions' display options.
Row Display Options	BP_USRVIEW_DEFN3	Select the Row Display Options tab on the User View Details page.	Specify detailed row display options, such as amount types and currency and statistics options.
Column Display Options	BP_USRVIEW_DEFN4	Select the Column Display Options tab on the User View Details page.	Specify column display options, such as budget period information by summary or in detail, and analysis base display options.
Modify Dimensions	BP_LINE_ITEM_MOD	Click the Modify Dimensions button on the Line Item Details page.	Change dimension values for an existing line item.
ChartField Errors	BP_LINE_ITEM_MOD	Click Review Error on the Line Item Details page.	View and correct errors resulting from the ChartField validation process.
Line Item Notes	BP_LINE_NOTES	Click the Notesicon on the Line Item Details page.	Enter or review notes and attachments for a line item.
Adjustment Details	BP_LINE_ADJ_DTL	Click the Adjustment Details link on a budget method details page.	View a list of all adjustments for a line item budget.

Understanding Line Item Amounts and Methods

Primarily using the Line Items Detail page, you can enter fixed budget amounts into line items directly or have the system calculate budget amounts by assigning each line item a method. To manually enter a budget amount for a line item, use hot key functions to quickly enter data, enter amounts directly into each budget period, or assign the AMTPER (amount per budget period) method, and then enter a fixed budget amount by budget period.

Apply the rules-based methodology using the appropriate method types when possible. If you use methods to calculate budget amounts, select from a set of delivered methods. Override the methods and method details assigned to line items in the base budget if the coordinator enables override capability using the Assign Planning Method Defaults: Override Control page.

Enter characters in the Hot Keys column to help you quickly enter budget data across periods.

To indicate increases, perform line item budgeting using positive values. To indicate decreases in expenditures or revenues, use negative values.

Line Item Details Page

Use the Line Item Details page (BP_LI_GRID) to view, add, and modify budget amounts using methods; manually enter budget amounts for a line item; add notes; and protect a line item budget from mass adjustments.

Navigation

Click the Edit link on the My Planning Workspace page.

Image: Line Item Details page

This example illustrates the fields and controls on the Line Item Details page. You can find definitions for the fields and controls later on this page.

Add and edit line item budgets. If you use additional line item activities, the system can derive line item data (LINEITEM) from other line item activities associated with the same scenario. If you use the position or asset budgeting activities, the system derives these line item budgets from detailed position or asset budgeting data. If you have the necessary permissions for these activities, access the position and asset budgeting activities by clicking the total amount for the POSBUD or ASSET method total.

If you have only partial access to the planning center version, then the Analysis dropdown and its Go button are hidden, the Action dropdown excludes Planning Targets, and the User View dropdown excludes all user views that display a tree.

See Understanding Predefined Reports.

Dimensions and Members

The Dimensions and Members collapsible group box lets you set up filters to control the amount of data that appears on the Amount Summary page. The values on the Dimension and Filter Dimension Members tabs come from the line item selection criteria that you define using the Row Display Filter page when using User Views. In fact, this group box has the same functionality as that used when defining user views, on the Row Display Filter page.

See Row Display Filter Page.

See Row Display Options Page.

Show Code

Select to enable the dimension's code to display.

Show Description

Select to enable the dimension's description to display.

Refresh Dimensions

Click to refresh the page with dimension information.

Action Menu

The options that appear in the Action Menu collapsible group box depend on the view definition that you set up using the Select Line Items Budgets page.

Action

Select the desired action, and then click Go. Values are:

Add Entry: Access the Add Line Item page to add one or more new line item budget entries and specify the ChartFields for the entry.

See Add Line Item Page.

Planning Target: Access the Planning Targets page to view the tolerances rules, status summary, planning target details, and errors for the budgeting version that you selected.

See Planning Targets Page.

Analysis

Select the type of analysis that you want, and then click Go. Values are:

Variance Analysis: Access the Variance Analysis page and compare scenarios, versions, or time periods (and combinations of these items) by amount or percentage variance.

Version Analysis: Access the Version Analysis page and compare planning center budget versions.

See Understanding Predefined Reports.

Hot Keys Help

Click this link to access a help page that lists the hot key codes.

User View

Private

Select to display the current private view definition.

Public

Select to display the current public view definition.

View

Select the desired private or public view, and then click Refresh.

Refresh

Click to update the grid with the selected private or public view.

Edit

Click this link to access the page and modify the selected private view.

Note: This link is available only when you select Private.

View

Click this link to access the page and display the selected public view.

Note: This link is available only when you select Public.

Create

Click this link to access the User View Details page and add a new private view.

Note: This link is available only when you select Private.

Line Item Grid

The budget data for each line item appears on this grid. If the system displays 0 rows, you need to go back to the Dimensions tab and check the Show Statistics Code box, and go to the Filter Dimension Members tab and define the Account Category and From and To range; you can access the Dimensions tab and the Filter Dimension Members tab from either one of two places: on the Line Item Details page, or on the Row Display Filter page.

Note: If you click a link or button that opens another page, the system saves your data before you access the new page.

Note: You can also use the individual method details pages associated with a line item budget to work with line item details, including adjustments.

View All

Click to view all line items in the data slice. The system displays this button only when there are more than fifty (50) rows to display.

Hold All

Click to select all Hold check boxes and exclude all line items from mass adjustments.

Unhold All

Displays if you select the Hold All option. Click to clear all Hold check boxes and include all line items in mass adjustments.

Find

Click Find to search the grid.

Fiscal Year/Page

Field displays when there are more than 20 periods in the budget data. Use the dropdown list to specify the period columns in which you want to display the data—select Fiscal Year for multiyear budgets, or Page for non-fiscal year data.

Account, Operating Unit, Department, and Currency and others

System displays the related information for each line item row.

Stat

Displays the statistical code associated with this line item.

Default

Displays the calculation method assigned to each line item by the coordinator (such as BASBUD or POSBUD).

Method ID

Select to access the associated method page.

If the method is ASSET and you click the Amount link for the method row, the system displays the Asset Overview page and checks out the asset budgeting activity for the budget version.

If the method is POSBUD and you click the Amount link for the method row, the system displays the Position Overview page and checks out the position budgeting activity for the budget version.

If you apply a formula (FLEX method) in a planning center, whose results directly impact another planning center, you must copy the version (that uses that formula) to the master version of that planning center (on the My Planning Workspace page). When formula sources for a planning center come from another planning center or a different line item activity, that source planning center needs to copy to master since master is the source for formulas across slices of data.

See Defining a Flexible Formula Source.

Note: If you do not have access to either position or asset budgeting, the Amount link accesses the detailed method page instead of checking out an activity.

The results of changes to an asset or position budgeting activity do not appear until you check in the activity and check out the line item activity again.

You cannot override the default method if the coordinator restricts override capability for the initial method assigned to the line item.

Hot Keys

Enter the hot key character for the type of distribution that you want to perform, enter the amount or percentage, and then click Save.

For example, enter R100 to enter 100 in all periods. Enter R100,1:3 to enter 100 in periods 1 through 3 only.

R (repeat): Repeats across all cells to the right of the input.

S (spread evenly): Spreads a value evenly across all cells to the right of the input.

P (pro-rata spread): Spreads a value across all cells to the right of the input using the same percent-to-total relationship of existing data.

I (increased percentage): Increases all cells to the right of the input by the percentage specified.

D (decreased percentage): Decreases all cells to the right of the input by the percentage specified.

Total Amount

Click to access the detailed method page associated with the line item and review the method parameters.

The budget amounts that appear are the line item totals for the budget cycle defined in the planning model. If you define the planning model with four budget periods that compose one budget cycle, the values include the sum of all four budget period amounts. They are not broken down by budget period.

Note: If you work with the base version or a copy of the base version and select this link, the Base Budget page displays the method details associated with the line item.

or

Click the Notes icon button to access the Line Item Notes page where you can enter or view comments and justifications for a line item budget, and append them to the notes log, and attach or view relevant files.

See Line Item Notes Page.

Period Columns

Individual columns displaying amounts for each budget period, for example monthly or quarterly.

Total Amount

Duplicates the Total Amount column (described above) that precedes the Period Columns. It is the line item budget periods total.

Hold

Select to exclude the line item from mass adjustments.

Starting Balance

System displays the starting balance only for those accounts marked as balance forward when the activity is defined as including Balance Sheet Planning.

Totals

Displays summary information about the line item budgets displayed in the grid. These totals in the bottom grid represent a total by currency code of the rows displayed in the grid based on view options or defined filters.

Note: The system uses the value of the Analysis Calculation field (Add or Deduct) on the Account Type details page to determine if amounts are added or deducted.

Add Line Item Page

Use the Add Line Item page (BP_LINE_ITEM_ADD) to add one or more new line item budget entries and specify the ChartFields for the entry.

Navigation

Select Add Entry from the Action dropdown list box on the Line Item Details page, and then click Go.

Note: If you have enabled the Enforce Budget option for the planning model at the activity scenario level, the system automatically validates the staged data being inserted into the line item activity. For standard or project type scenarios, the system performs combination edit validations; for control budget type scenarios, the system also validates against the defined Commitment Control rulesets. A red X icon appears for the line items the system cannot validate, instead of a green check mark.

Fields display here based on the selected dimension of this activity and scenario.

Account

Enter the desired dimension value for the new line item budget.

The value that you enter determines the default method. The system uses the method that the coordinator assigns to the account using the Assign Planning Method Defaults page.

Note: The account dimension is required when you add a new budget entry.

Other dimension values available for entry depend on the dimensions included in the activity by the coordinator.

If your coordinator has applied secondary security to the activity scenario, you will only be able to add new rows for values you have access to.

Planning Targets Page

Use the Planning Targets page (BP_TGT_REVIEW) to view the tolerances rules, status summary, planning target details, and errors for the budgeting version that you selected.

The page is only available if the coordinator defined planning targets for planning model.

Navigation

Select Planning Target, from the Action dropdown list box on the Line Item Details page, and then click Go.

Image: Planning Targets page

This example illustrates the fields and controls on the Planning Targets page.

Tolerance Rules

Target Tolerance % (target tolerance percent) and Target Tolerance Amount

Display values that are established at the coordinator level.

Planning Target Details

The system displays the line item budget according to the planning center and account or account node. When displaying data, the system recognizes the sign definitions that you specify using the Account Type Options page.

Compare the planning target and budget total with the amount difference and percentage variance.

If the control level is set to active and the line item does not comply with the planning target rules and tolerances, you cannot submit the budgets.

Note: If you budgeted for items that do not roll to the target node or account, these line items appear in the Planning Target Error Details group box.

If you do not have full access to the details in your planning center due to secondary security being applied to the activity, you will not be able to access the Planning Target Details page.

User View Details Page

Use the User View Details page (BP_USRVIEW_DEFN1) to add a new private view.

Navigation

Click the Create link in the User View group box on the Line Item Details page.

Image: User View Details page

This example illustrates the fields and controls on the User View Details page.

Enter a description for the view definition.

Click Copy to copy the user view.

Row Display Filter Page

Use the Row Display Filter page (BP_USRVIEW_DEFN2) to specify the dimensions that the system displays, and the dimensions' display options.

Navigation

Select the Row Display Filter tab on the User View Details page.

Image: Row Display Filter page

This example illustrates the fields and controls on the Row Display Filter page. You can find definitions for the fields and controls later on this page.

Note: If your user role is casual preparer, you cannot define any private views. You may only select public views defined by the coordinator.

Dimensions

Displays only those dimensions available to you, defined by the activity.

Dimension Level

Select up to three dimensions to display on the row, nested hierarchically in the order in which you select them. Values are First, Second,and Third.

This field is grayed out if all of the following conditions are true:

You navigate to this page from the Line Item Details page.
You have only partial access to the planning center version from which you are navigating.
User view is private.

Note: For a flat view, do not select any dimension levels.

Show Code

Select to display the associated dimension's value code.

Show Description

Select to display the associated dimension's description.

Filter Dimension Members tab

Specify the From and To range and the Account Category that you want to display for each of the dimension rows.

Row Display Options Page

Use the Row Display Options page (BP_USRVIEW_DEFN3) to specify detailed row display options, such as amount types and currency and statistics options.

Navigation

Select the Row Display Options tab on the User View Details page.

Image: Row Display Options page

This example illustrates the fields and controls on the Row Display Options page. You can find definitions for the fields and controls later on this page.

Row Summary

Select to display only summary nodes for the first row dimension.

Row Detail

Select to display only detailed (editable) cells for all row dimensions.

Hide Zero Total Amounts for Proposed Budget/Forecast

Select to hide line items for which the total amount is zero (0). If you select this option, the system displays only those line items with entered values.

Method Amount

Select to display the assigned method rows for accessing method details or entering budget amounts.

Adjustment Amount

Select to display rows for incremental or mass adjustment amounts when applied.

Allocation Amount

Select to display amount rows that you cannot modify using the line item activity; these amounts are applied through the Edit Allocation option when available on My Planning Workspace for the master version.

Total Amount

Displays the total of the method, adjustment, and allocation amount.

Note: Access to modifying the method, adjustment, and allocation amount must be granted.

Display Entry Currency

Select to display all entry currency rows.

Alternatively, enter a currency value in the Filter Dimension Members grid on the Row Display Filter page to display only one entry currency.

Display Statistic Rows

Select to display the statistical amount rows, and then enter a statistical value in the Filter Dimension Members grid on the Row Display Filter page to display only one statistical type.

Display Target Currency

Select to display one or all target currencies.

You cannot view statistical rows and target currencies at the same time.

One

Select to display one target currency, and then select the currency from the dropdown list box.

All

Select to display all target currencies.

Entering Column Display Option Information

Use the Column Display Options page (BP_USRVIEW_DEFN4) to specify column display options, such as budget period information by summary or in detail, and analysis base display options.

Navigation

Select the Column Display Options tab on the User View Details page.

Image: Column Display Options page

This example illustrates the fields and controls on the Column Display Options page. You can find definitions for the fields and controls later on this page.

Period Summary

Select to display only summary nodes for the budget periods.

Period Detail

Select to display only detailed (editable) cells for all budget periods.

Prior Year Actuals, Year To Date Actuals, Current Year Budget, Current Year Forecast and any other history periods defined by the coordinator

Select which columns of historical data you want to display during line item preparation.

Historical information appears as full year totals in the columns.

ChartField Errors Page

Use the ChartField Errors page (BP_LINE_ITEM_MOD) to view and correct errors resulting from the ChartField validation process.

Navigation

Click Review Error on the Line Item Details page.

If you access this page by clicking the Review Error link (icon that includes a red x) on the Line Item Details page, the dimension error resulting from the dimension validation process appears. The type of error for the line item appears to the right of the dimension that resulted in an error.

To Value

Enter a different dimension value for an existing line item.

Delete

Click to delete a specific line item activity row.

Important! The system does not have the ability to compare to historical data without an existing row in the line item activity. When deleting rows with associated historical data, you will not be able to view the corresponding history for any deleted rows.

Line Item Notes Page

Use the Line Item Notes page (BP_LINE_NOTES) to enter or review notes and attachments for a line item.

Navigation

Click the Notes icon on the Line Item Details page.

Image: Line Item Notes page (1 of 2)

This example illustrates the fields and controls on the Line Item Notes page (1 of 2). You can find definitions for the fields and controls later on this page.

Image: Line Item Notes page (2 of 2)

This example illustrates the fields and controls on the Line Item Notes page (2 of 2). You can find definitions for the fields and controls later on this page.

Notes

Use the fields in the Enter Notes section to add a note. Type your note in the edit box.

Public Note

Select to let other users view your notes.

Private Note

Select so that only you can view your notes.

Append Note to Log

Click to save and attach a note to the notes log.

Date Time Stamp

The system applies a date and time stamp, attaches a user ID to the note, and indicates whether the note is private or public.

Click the Delete This Row icon to delete a note that you create.

Other users cannot delete your notes.

Use the fields in the Notes Log section to review stored notes. Click the arrows to browse through the notes, or click View All to see all notes of the selected type on one page.

Attach Documents

Use the fields in this section to manage attachments.

File Name

Contains the name of the file. This field is populated automatically when you attach the file. Click the name to view the file.

Description

Enter a description of the attachment.

Attach

Click to upload a file. A window appears that enables you to browse to and select the file, or enter the path and filename.

Delete

Click to delete an attachment.

Note: You must define an FTP server using the PeopleTools URL Maintenance page for the attachments feature to work. To access this page, select select PeopleTools, then select Utilities, then select Administration, then select URL Maintenance. Update the BP_ATTACHMENT_FTP_SERVER URL Identifier with your FTP Server information.

See Setting Up File Transfer Protocols.

Viewing Line Item Rows by Budget Period and Adjusting Line Amounts

Access the individual method pages to view the budget period details and adjust line item amounts.

See Setting Up Methods.