Portfolio costs

Portfolio managers can view, add, and edit a portfolio's costs from the Financials tab.

Note: The Financials tab is available only when it is enabled. For details, see Set up portfolio tabs.

Overview of portfolio costs

The cost lines in a portfolio's Financials tab include the following:

Cost Where the cost comes from Editable or not

Portfolio level cost

Cost lines that are directly added in the portfolio's Financials tab.

You can edit cost lines that are added at the portfolio level.

If a manually added cost line includes forecasts only, you can delete the line.

Portfolio contents cost

Cost lines that are synchronized from the financial summaries of all the items in the portfolio: subportfolios, programs, projects, proposals, and assets.

You cannot edit or delete portfolio contents cost lines.

To view or edit the cost lines, you need proper access rights and access grants. For details, see Portfolio financials permissions.

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View cost line details

You can view cost line details for a selected fiscal year or a range of years.

To view cost line details:

  1. Open a portfolio and go to the Financials tab.

  2. Select the Cost tab.

    By default, the cost lines for the current fiscal year are displayed.

    • To view cost lines for a different fiscal year, use the Calendar button .

    • To view cost lines for a range of years, first set the Period Type to Year, then use the Calendar button to select the range of years.

      Note: The fiscal years available for selection are decided by the following parameters:

      • NUMBER_OF_FUTURE_YEARS_TO_SHOW_ON_FINANCIAL_SUMMARY
      • NUMBER_OF_PAST_YEARS_TO_SHOW_ON_FINANCIAL_SUMMARY

      For details, see Server parameters.

To configure the display of cost lines:

  • By default, only the forecast costs are displayed. You can use the Cost selection button to show forecasts only, actuals only, or both forecasts and actuals.

  • By default, the user data fields for cost lines are not displayed. You can use the Choose columns button to display these fields.

  • You can filter, group, and sort cost lines. For details, see Financials UI elements.

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Add costs to a portfolio

You can manually add portfolio level cost to a portfolio.

To manually add costs to a portfolio:

  1. Open the portfolio and go to the Financials tab.

  2. Select the Cost tab and click the Add Cost Line button +.

  3. In the Add Cost Line window, specify the cost properties and click Add to add the line or Add Another to open the Add Cost Line window again to add another line. For details about cost properties, see Cost properties.

  4. Enter forecast and actual values in the cost line.

    • You can enter positive or negative amounts.

    • If you enter costs in the Quarters time period, the cost for a quarter is apportioned equally among the months in that quarter.

      If Then
      The apportioned value is an integer Displayed as it is.
      The apportioned value is a decimal number
      • The numbers for the first two months are rounded down to the nearest integer.

      • The number for the last month = the number you entered for the quarter - sum of rounded numbers for the first two months. The resulting number is rounded up to the nearest integer.

      It works the same way if you enter costs in the Years time period.

    • You can use the keyboard shortcut to copy and paste values. For detail, see Editing shortcuts.

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Edit or delete cost lines

You can edit the cost lines that are manually added for a portfolio. If a manually added cost line includes forecasts only, you can delete the line.

To edit a cost line:

  1. Open a portfolio and go to the Financials tab.

  2. Select the Cost tab.

  3. Select the cost line, and edit its values, properties, or user data.

    Note: You can only edit the cost lines that you manually added for the portfolio.

    Action Description
    Edit cost values

    Update the numbers in the Forecast or Actual cells.

    You can use keyboard shortcuts to copy and paste values. For details, see Editing shortcuts.

    Edit cost properties Double-click the corresponding property cell and update the properties.
    Edit user data

    Double-click the user data cell you want to edit and update the data.

    Note: The user data fields are displayed only when they are selected.

  4. Click anywhere on the page to save the changes.

To delete a cost line:

  1. Select the cost line you want to delete.

    You can only delete the cost lines that are manually added for the portfolio and have no actual values.

  2. Click Delete and then click Yes.

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Editing shortcuts

You can use the following shortcuts when editing financial data.

Shortcut Details

Arrow keys to move cursor

 Press the Arrow keys to move your cursor left, right, up, or down.

Enter key to enter Edit mode and save changes

Esc key to exit Edit mode and discard changes

  1. Place your cursor on a cell.

  2. Press the Enter key to enter the Edit mode and make the changes.

  3. Press the Enter key to save the changes.

    Press the Esc key to discard the changes.
Shift + click to copy a cell value to the same line

  1. Click the cell whose value is to be copied.

  2. Press the Shift key and at the same time click another cell on the same line.

    The cells in between are filled with the copied value.
Ctrl + D to copy a range down

  1. Select more than one line.

  2. Press the Ctrl and D keys at the same time.

    The values in the first line are copied to all the other lines down.

Ctrl + C and Ctrl + V to copy cell values

  1. Select one or more cells whose values are to be copied.

    Note: You must select at least two cells to copy the values.

  2. Press Ctrl and C.

  3. Select the cells that you want to copy the values to.

  4. Press Ctrl and D.

Delete key

  1. Select one or more cells whose values are to be deleted.

  2. Press Delete.

Undo or redo an edit Use the Undo button to undo an editing action. Use the Redo button to redo an editing action.

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See also: