Exercise 4

Exercise 4: Exporting a CalRptg Report to Excel

1. From the CalRptg report template folder, double-click on CR603 Year to Date Comparison

2. In the POV dialog box:

  • Set Period to the last closed month
  • Set Time Series to Periodic
  • Click OK to generate the report

The CR603 Year to Date Comparison report is generated in HTML format.

3. Select the PDF button in the toolbar. The report is converted to PDF format so you can print it.

CalPlanning UI with PDF button highlighted

4. Click the HTML button in the toolbar. The report is converted back to HTML format so you can drill, export to Excel, etc.

CalPlanning UI with HTML button highlighted

5. From the menu, select File \ Export \ Excel. You can find the report in the Downloads folder.

CalPlanning menu showing the commands File / Export / Excel

6. Double-click the report to open it. Note that you can use Excel functionality to add comments, formulas, sort data, etc.

7. Close the report in the Workspace by selecting the X button in the upper right corner of the report tab.

Note: Be sure to drill in to all detail levels desired before printing or exporting to Excel

CR603 - Year to Date Comparison Job Aid

The CR603 provides two comparisons:

  • Compares year-total Actual data for the prior year to, year-to-date Actual data for the same year.
  • Compares current year-total for a selected scenario/version, to year-to-date Actuals

The report is expandable (drillable) to the account level detail for revenues only. The year total comparisons are displayed as a percent (%) of year total (meaning, Year to Date/Year Total).

Questions answered with the CR603

Depending on the POV dimension members selected for the Scenario, Version, Year and Period; this report can answer:

  • Am I trending over or under my historical averages? If the first quarter of the year, historically has represented 34% of my year total, are my percent contributions above or below 34%? Or for the first half of the year, if my percent contributions have historically reflected six months of activity, are my percent contributions above or below 50%?
  • Should I update my Forecast to better reflect my current financial position based on Actuals to- date?

When would you use the CR603 report?

The CR603 report can be run at any point in the year. For the budget process, it’s helpful to run the report mid-year (December/January) to review your financial results to-date and compare them to a prior fiscal year at the high and low levels of your organization. This analysis provides a comprehensive view of your current financial picture, and helps you to identify potential updates that you would want to make to your Forecast.

Considerations

In particular for the budget process, it can be leveraged mid-year (December/January) to review a unit’s current financial position compared to the same-time last year.

Next Topic: Reports with Prompts