Drill Through - Account Summary
The Drill Through – Account Summary form allows you to start from a high-level view of your organization, e.g. Division (L3) or Department (L4). From there, you can drill down to view and edit the details of your budget.
When you drill down on a high-level account, CalPlan presents the detailed data for the planning accounts, Dept IDs, fund buckets, and Chart1s in a format similar to the Account Intersection form.
What sets this form apart from the Account Intersection form is the ability to enter plan data at a summary level for a quarter or the YearTotal instead of entering data for each month. CalPlan spreads the data to each month.
Topics in this chapter:
Open the Form
Enter Data in the Account Summary Detail Form
Return to the Account Summary Form
Open the Form
From the CalPlan Budget Process Task List, expand Forecast & Budget News and Tips, Enter Data. Then select Drill Through - Account Summary.
Form Layout
The top of the form has drop-down lists for Entity, Fund, and Chart1. You can select a summary level member to see the big picture for your unit. Then select the Go button to refresh the data.
The form displays the totals for each high-level account summarized by year, scenario and version.
Drill Down to Account Details
To see the detailed data for an account, right-click on the account and select Acct_Summary_Details from the context sensitive menu.
The Drill Through – Account Details form presents one row for each unique combination of planning account, DeptID, fund bucket, and Chart1.
Expand Year, Scenario and Version columns to display months
The period for each combination of year, scenario and version is summarized by YearTotal. You can expand these columns by selecting the right facing triangles.
Enter Data in the Account Summary Details Form
Compare your Working Forecast to the Final Operating Budget that was committed at the beginning of the year and make edits as needed to the current year Forecast or the Operating Budget for next year.
You can enter data one month at a time as you do with all of the other forms. In this form, you also have the option of entering data in a quarter or YearTotal. When you enter data in a summary period, CalPlan spreads the total amount to the open months in the same proportion as the current data. For example, if you have $200 in each quarter and you then change the amount for one quarter to $400, CalPlan will spread the $400 in the same proportion as any values currently entered.
Current budget of $200 for Q2 with $50 in Apr and May and $100 in Jun
Updated Q2 budget of $400, spread in proportion to the existing data, with $100 in Apr and May and $200 in Jun
Return to the Account Summary Form
To return to the high-level Account Summary view, select the Drill Through – Account Summary link in the upper left corner of the form.
Data Updates
CalPlanning automatically aggregates these summary calculations as part of the planning data updates that occur at 9am, 12pm, 3pm, 6pm and 9pm daily. However, if you want to see your changes in CalPlan reports immediately after entering changes in CalPlan, you will need to save data at the summary level. To return to the summary level, click the Drill Through - Account Summary hyperlink in the upper left corner of the form. Then save changes again at the summary level.
Practice
Complete Exercise 6 to practice before continuing.