Finance Systems Finance PowerBudget Learner Guide for FedUni Staff Prepared by: Chrissy Dunn Finance Systems Finance Chief Operating Office Status: Final Version: 1 Date: 30/11/2014
Table of Contents Introduction to PowerBudget 3 PowerBudget Framework... Error! Bookmark not defined. The Navigation Tree 5 Navigate... 5 Filters... 6 Time Series 8 Find 9 The Data Browser 10 Modifying Data Browser Information... 11 Adding Columns... 12 Removing Columns... 13 Moving Columns... 14 Resizing Columns... 14 Viewing Transactions... 15 Secondary Transaction Details... 18 Different ways to view the Data Browser Information... 19 Zoom To... 20 Setting the Outer Layer... 21 Exporting to Excel... 21 Saved screens 23 Saving and opening a screen... 23 Budget entry 24 Adding figures to the budget... 25 Phasing... 25 Attachments... 26 Comments... 27 CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 2 of 27
Logging in to PowerBudget 1. Select the PowerBudget Production icon from your desktop. 2. Enter your network username into the Username field. 3. Enter your network password into the Password field. 4. Click the Login button. The main opening screen in PowerBudget consists of 4 key elements. These are: Function Tabs Ribbon Menu* Navigation Tree Window Data Browser Window The default user view does not display the Ribbon Menu. Click the View menu, and select Ribbon Menu Strip. This will CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 3 of 27
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The Navigation Tree Navigate Based on Windows Explorer, the Navigation Tree is used to select and navigate through the University structure. This can be expanded by double clicking on the name of the layer that you wish to expand. The results are displayed in the Data Browser. Alternatively you can select the plus symbol and this will expand the layers; however, it will not update the data in the Data Browser until a layer is selected using the left mouse click. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 5 of 27
To return all the expanded layers back to the default and close the folders quickly, right-click in the Navigation Tree and select Collapse All Layers. Filters Filters work in a similar way to the navigation tree; however they are used as a way of filtering data selection criteria and show only what is selected and hide all other data. To select a filter, expand the relevant plus symbol under the Filter heading to expand the layer you want to filter and then simply left click on the relevant folder. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 6 of 27
Through this process, you should notice that after selecting a filter the small funnel icon changes from grey to red for any areas that has a filter applied below it and a small padlock icon replaces the funnel icon for any filter that is currently applied. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 7 of 27
Time Series PowerBudget uses a time series concept whereby the data on your screen is displayed dependent on the selected period. For example, if you have a field on your Data Browser called This Period Actuals and you have the month of March selected, you will be looking at data for March. This is consistent with year-to-date fields as well. There are two ways you can change the period or month that you are looking at. 1. Double click Time Series in the Navigation Tree window to expand the Time Series tree. You will notice a lock on the month currently been shown. Click on another month and you ll see the lock moved and the Data Browser window will change to reflect the new time series amounts. 2. Click the Time Series icon in the Ribbon Menu and a drop down list will appear showing which time series is currently selected. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 8 of 27
Find If you have a large number of options in your Navigation Tree and you want to find specific areas more quickly, the shortcut for Find (Ctrl + F) that is common in Windows application also works in Chameleon. Simply type the full or part of word and/or number you wish to search for and select Find Next. It will search each item until it finds a match on any part of your search. If there is a match, a red circle will appear around the first matched description. You can advance through multiple results by selecting Find Next again. The drop down list in the Find What field will display previous searches that you can choose from. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 9 of 27
The Data Browser The information in the Data Browser is very customisable so what you see may be slightly different to the screen below, however most screens will break down similar to this: Data Heading: Referencing what data you are looking at, the Data Heading will show you the title of the selected data as well as what path it has come from and the time series that has been selected. Column Headings: This will give you the heading for the data based on what has been selected. Grand Total: This also works as a Back button; double click to move back up a layer. Column Totals: These are the totals from the columns. NB: negative values may appear to have either a minus sign before the value or be surrounded by brackets. For example (100,000) is equal to - 100,000. Column 1 (Description Column): This column operates slightly different to the other columns: double clicking the text in this column allows you to navigate into the selected area to view its data. This column can t be removed but it can be resized and formatted. Column s 2 to : These columns can be removed, resized, reformatted, or additional columns added. They provide the data referenced in Column 1. NB: just like the Totals, negative values may appear to have either a minus sign before the value or be surrounded by brackets. For example (100,000) is equal to -100,000. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 10 of 27
IMPORTANT There is no undo feature in PowerBudget. This means any formatting or navigation choices you make cannot be automatically reversed. Before applying changes ensure you take note of what you are changing. This won t delete data, but will affect what and how it is displayed. Modifying Data Browser Information There are a number of ways to modify or adjust what is displayed on the Data Browser window. Right-click in the data browser and select Columns > Add to bring up the Add Columns Menu. Navigating here works the same as the Navigation Tree window where you can expand the data to see the fields by using the plus symbol +. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 11 of 27
Any fields that are shown as grey represent columns that have already been added to the Data Browser window. The black text with a green icon shows what can still be added. Adding Columns To add a column simply left-click the desired field, hold down the left mouse button and drag your cursor to the Data Browser window where you would like the column to be added. The column/s will fit in wherever the left mouse button has been released. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 12 of 27
Columns can also been added in groups by using the Shift or Ctrl keys. To select a range of columns you want to add, hold down the Shift key, click the first column in the range and then click the last column in the range. Or hold the Ctrl key and you can select columns individually. Removing Columns To remove a column that you no longer want displayed, you first need to select the column you want to delete by clicking on its heading. Once you have selected the heading, the column below will highlight to confirm the selection and you can delete it by: Clicking the Delete button on your keyboard; OR CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 13 of 27
Right-click, then select Columns > Remove. Moving Columns To move a column, left-click in the column heading, hold down the left-click and drag the column to where you want to move it to. You will notice as you drag it that a line will appear where the column will be dropped. Once the line is where you would like your column moved to, release the left-click. Resizing Columns To resize a column, select the right-hand border of the column heading. To know you are over the heading border, your mouse will change from and arrow pointer resize pointer. to a Once the resize pointer is visible, left-click and hold, and drag the column border to resize. Or, you can double left-click on the resize pointer (the same as you would in Microsoft Excel). CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 14 of 27
Alternatively, you can select the heading of the column you want to resize and right-click, then select Columns > Autosize. Viewing Transactions If you continue to navigate through your layers to the last layer, and double-click on this layer, you will notice that the Transactions window will automatically open. This window allows you to see the transactions that make up the total balance of the selected item on the Data Browser window. The Transactions window will look similar to this and it will be unique to the area you are looking at. By viewing these transactions, you can get a better sense of what your budget or actuals are being made up of. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 15 of 27
You can navigate through multiple transactions or bring up the Transactions window by right-clicking on the last layer then selecting Transactions, and if relevant, the transaction name you wish to view. If the transactions option in the menu appear greyed-out (see example below), you may need to navigate to the correct layer to display your transactions. For example, Account layer. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 16 of 27
You can view outstanding purchase orders by dragging the Purchase Orders field from the menu to the Data Browser, and then double-clicking into the purchase order field. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 17 of 27
Secondary Transaction Details You can drill further into BI, PY and AP transactions by double-clicking on the transaction and clicking through to the last layer. BI: Income (Billing) The last layer will provide information such as the invoice number, invoice due date and customer ID. PY: Salaries NB: Salaries information is available subject to access rights assigned against your User Profile. The secondary transaction details will provide payroll information such as payroll code, pay date, position number and employee name. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 18 of 27
AP: Purchase Orders The secondary transaction details will provide information such as voucher ID s, vendor name and purchase order number. Different ways to view the Data Browser Information There are a number of ways to view the information in the Data Browser window. The most common is using columns and rows. This can be expanded to show the data in many different aspects. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 19 of 27
Here are a few examples of the same data displayed differently. This is done using the Zoom To and Outer Layers options in the right-click menu for the Data Browser window. Zoom To The Zoom To option in the right-click menu allows a quick option of viewing all data within an area. The key difference is that as you navigate normally, you limit the areas as you go. Using the Zoom To skips over this limitation showing all results not yet filtered. To get back to the normal view, simply zoom back to the top layer. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 20 of 27
Setting the Outer Layer The outer layer is used for fixing in place a selected layer in the Data Browser window. Once set, you zoom to any layer that you want to look at in more detail whilst keeping the information grouped by the outer layer. This can allow you to look at all common costs across different regions, sites or departments for comparison and evaluation. To set the outer layer, right-click in the Data Browser window, select Customise Layout > Set Outer Layer To and select the desired layer. To remove the outer layer, right-click in the Data Browser window, select Customise Layout > Set Outer Layer To and select None. Hint: The outer layer is best used in conjunction with the Zoom To function. Once you have set an outer layer, zoom to the layer that you want to analyse to see the breakdown. Exporting to Excel At any stage you can export the information you have in your Data Browser window to Excel by rightclicking and selecting Send To > Excel > As Is. This will send the information, including any formatting, filters and formulas with it, to Excel. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 21 of 27
Once in Excel, you can edit, highlight or manipulate the data however you wish. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 22 of 27
Saved screens Saved screens are a way of taking a snapshot of the setup you are currently looking at and saving it for later review. It will remember any filters, the time series selected and any conditions that have been set as well as the layer that has been navigated to. This is a useful tool for setting up regular reports or information that needs to be reviewed often. An example might be a screen that shows income and expenditure within all or specific departments. Saving and opening a screen To take advantage of this powerful option, first set up your screen to show everything that you would like to see. Once you have done this, select the Save a Screen option from the Ribbon Menu: Once selected, the Save a Screen window will appear where you can choose who you want to give access to (to see the screen), what parameters you would like to save, and a name for it. Shared with Everyone: All users may view this screen, however it will be restricted by their own security access. This is great for setting up generic department screens. Shared with my Group: The screen may only be seen by members in your group (you can only be in 1 group per dataset). Not Shared: The screen is only visible to you. Hint: Remember to tick all the relevant parameters that you want to save. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 23 of 27
To access a previously saved screen, double-click Screens from the Navigation Tree. Press the plus symbol to expand the relevant folder and then select your screen by double-clicking on it. Your selected screen will then restore to represent how it appeared when it was saved. Budget entry The Budget Entry window shares the same space as the Data Browser window and actually sits on top of the Data Browser window. The main difference between the two is that once you are within a budget you are able to then enter and change information. To access the Budget Entry window, select the relevant budget name from the Ribbon Menu: At first you may only have one budget to name that can have information added, but as more budgets are added, this can increase. The Budget Entry window will display this message: Navigate to that relevant layer using the Navigation Tree window. From this point every screen for every user will always look the same, because the Budget Entry window is a template for all users to enter budget information. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 24 of 27
Adding figures to the budget To allocate an amount in general to a budget item, enter the number in the Next Year Budget column. By default, this should then allocate that money evenly across the year. You can also add amounts to the specific months, which will add to the current total. Phasing To assist in allocating your amounts across the budget year, you can use Budget Phasing. Phasing allocates the total next year budget for that budget item according to you distribution choices. To access the budget phasing, right-click in the Budget Entry window and select Change Phasing. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 25 of 27
Once in the phasing menu, there are a number of options available to apply the budget amount entered. Most of these are self-explanatory, however if there are any you are not sure about, please check contact the System Administrator. To apply the phasing, select the type of phasing you want to apply by left-clicking, then drag it over the row you want to apply the phasing to. It will fill with red boxes to let you know that it is going to apply the phasing to that row. If you have the correct row, release the left-click to apply the change. Attachments When adding in your budgets, you can also include any supporting documentation to the budget. This may include contracts, quotes, images, any file that will provide justification for budget amounts. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 26 of 27
To do this, select the budget item you want to apply the attachment to, then right-click and select Attachments > Maintain. A popup box will appear and from here you can manage the attachments for that budget item. Any files added can be viewed or deleted by anyone with access to the budget and are only a copy. Any changes made to the file in its original location after the file is added means it would need to be deleted and re-added in the Attachments window to reflect the updated changes. Once a file has been added you will notice a small paperclip to the left of the budget item indicating there is an attachment. Comments When preparing or reviewing budgets, you can add budgetary comments or variance explanations. To add comments, select the budget item you want to add the comment to, then rightclick and select Comments > Add. A popup box will appear at the bottom of the screen. From here you can select the type of comment you want to add and type in the comments for that budget item. An indicator will be displayed on the budget item which contains a comment. To edit, view or delete a comment, select the budget item that contains the comment that you want to edit and select Comments > Edit/View or Remove. CRICOS Provider No. 00103D PowerBudget_Learner_Guide_V1.0.docx Page 27 of 27