Create, schedule, or view Cost Sheet snapshots

You can manually create a snapshot (a read-only view) of the project/shell cost sheet and worksheets. You can also schedule the creation of snapshots on a weekly, monthly, quarterly, or annual basis, which you might use based on specific conditions, such as before approval of each Budget Change business process (BP) record or using conditional formatting of forecasts that you can then compare to earlier forecasts.

Using the Snapshot Log, you can view, print, export, and search the list of snapshots. You can also open an existing snapshot and display it in both project and transaction currencies. You cannot delete a snapshot.

To create (save) a manual snapshot of the cost sheet or worksheet:

  1. Open the cost sheet or work sheet.
  2. From the toolbar, click Menu Options ( ), select Snapshots, and then select Create.
  3. In the Create Snapshot dialog box, enter a Title, and click Create.

To schedule snapshots of the cost sheet or worksheet:

  1. Open the cost sheet or work sheet.
  2. From the toolbar, click Menu Options ( ), select Snapshots, and then select Enable Auto Snapshot.
  3. In the Schedule Snapshot dialog box, select the Enable Auto Snapshot check box if you are ready to start using the automated snapshot schedule immediately after creation.

    You can create the schedule and enable or disable it at any time.

  4. From the Select Snapshot Frequency list, select the applicable option (Monthly is selected by default) and then complete the corresponding steps.
    • If you select Weekly, select the day of the week.
    • If you select Monthly, select:
      • Day, and specify a date from 1 through 31. For months that have fewer than 31 days, the system automatically adjusts the schedule depending on the month.
      • The, and select First, Second, Third, or Fourth, and then select the day of the week.
    • If you select Quarterly, specify a Day from 1 through 90. Quarters are based on the calendar year.
    • If you select Yearly, specify a Day from 1 through 365.

      Note: The system generates Actuals information at the start of the day and uses it to update the Forecast information. Therefore, on the last day of an Auto Snapshot (the cutoff date), the Forecast does not include changes that might have occurred between the generation of the Actuals and the generation of the Forecast and the system might prevent you from updating Actuals information on the last day of the cycle.

  5. In the Range of Occurrence section, specify the Start Date (required) and End Date (optional).
  6. If you want the system to update the Prior Forecast column in the sheet after each snapshot, select the Update Prior Forecasts check box.

    If you do not select the Enable Auto Snapshot check box or if you clear it later, the Update Prior Forecasts check box is disabled (dimmed).

  7. To create the scheduled snapshot, click Save.

To view a snapshot:

  1. Open the cost sheet, work package, or worksheet.
  2. From the toolbar, click Menu Options ( ), select Snapshots, and then select Open.
  3. In the Snapshot Log, locate and double-click the applicable snapshot to view it.

    You can also refresh the list of items in the log, print it, export it to a Microsoft Excel or CSV file, or search for a specific snapshot.

    A non-editable view of the cost sheet or worksheet opens, displaying the sheet at the time the snapshot was taken. You can use the toolbar options to print the log, export it to a Microsoft Excel or CSV file, or search for specific information, such as a cost code.


Last Published Wednesday, July 2, 2025