Adding, Deleting, and Editing Cost Lines

If you have the Edit Actuals on Financial Summary or the Edit Actuals on All Financial Summaries access grant (see Access Grants for Financial Summaries and Financial Data Tables) and the Edit Costs access right (see Access Rights to View and Edit a Lifecycle Entity Financial Summary ), you can add lines to and delete lines from forecast and actual costs, and you can edit their categorizations and other data.

To edit or add lines for forecast and actual costs:

  1. If there are no cost lines in the Cost Details section of the financial summary, click Add Costs to add the first cost line, otherwise click Edit Costs (see Figure 4-3. Bottom part of example financial summary for a lifecycle entity).

    The Edit Costs page appears.

  2. By default, the current fiscal year is displayed, but you can use the drop-down list in the Fiscal Year field to select a different fiscal year.

    Use the View options, the horizontal scroll bar(s), and the vertical divider as needed. See Features of the Tables in a Lifecycle Entity Financial Summary.

    If cost lines have been added previously, note the following:

    • If capitalized costs are tracked separately from operating costs for the financial summary's parent entity (see Configuring a Lifecycle Entity Financial Summary for Capitalization and Roll-Ups ), the table has one or two editable subtables with headings for each Expense TypeCapital and/or Operating—and subordinate rows that include the Category and Type for each cost line.

    • If capitalized costs are not tracked separately from operating costs, the table has one or two editable subtables with headings for each cost TypeNon-Labor and/or Labor—and subordinate rows that include the Category for each cost line

    • The data in the subtables is summed in a non-editable subtable with the highlighted heading Total.

    • Totals for each line are shown in the Line Totals column (with subcolumns for Forecast and Actual if the View options you have selected include Forecast and Actuals rather than Forecast). If the View options include Months or Quarters, the line totals reflect the values for only the selected Fiscal Year. If the View options include Years, the line totals reflect the sum of the values for all the fiscal years in the configured range. The totals are updated dynamically as you edit the data.

    Tip: You can quickly copy forecast costs from the fiscal year before the one you are viewing, by clicking Copy from Previous Year in the Cost Details section of the Edit Costs page. Actual costs are not copied, so any existing actuals in the financial summary are not overwritten.

    Note: A financial summary should have no more than 300 cost lines.

  1. Add cost lines.

    1. Click Add Cost Line.

      The Add Cost Line page appears.

    2. Complete the fields as described in the following table:

      Field (*Required)

      Description

      *Type

      Labor or Non-Labor.

      *Category

      Contractor or Employee, if Type is set to Labor.

      Hardware, Software, or Training, if Type is set to Non-Labor.

      Expense Type

      Operating or Capital. This field appears only if capitalized costs are tracked for the financial summary's parent entity. For more information, see Configuring a Lifecycle Entity Financial Summary for Capitalization and Roll-Ups .

      Note: An administrator can add new values for the cost Category by changing the following validations in the PPM Workbench:

      • CST - Budget Labor Category

      • CST - Budget Non-Labor Category

      An administrator can add new fields for this page by using the following tokens in the PPM Workbench:

      • FS.FINANCIAL_SUMMARY_ID

      • FS.FORECAST_ACTUAL_ID

      With the tokens, an administrator can access financial summary ID to create queries to get any values associated with financial summary, such as budget.

      To create queries, an administrator should be familiar with the data model of PPM financial module.

      For more information, see the Commands, Tokens, and Validations Guide and Reference.

    3. Click Add to add the line and close the page, or click Add Another to add the line and leave the Add Cost Line page open to add another line.

  2. To delete a particular line, click the Delete icon at the left of the line. Lines with any non-zero actuals for any year do not display the Delete icon and cannot be deleted.

  3. Edit the fields associated with a cost line (the fields described in step 3):

    1. Click the right-arrow near the left of the line you want to edit.

      The Edit a Cost Line window opens.

    2. Edit the fields as desired and click OK.

  4. Click the table cells on the Edit Costs page to edit the data for the forecast and actual costs as needed.

    Note the following:

    • You can enter positive or negative amounts. For example, you can enter negative actuals to match data in an accounting system.

    • If the View option is Quarters, costs you edit for a quarter are automatically apportioned equally among the months in that quarter. If the View option is Years, costs you edit for a year are automatically apportioned equally among the months in that year and thereby equally among the quarters as well.

    • If only forecast (not forecast and actual) data is displayed, you can copy the data in a cell to an adjacent range of cells in the same row, by clicking the cell with the data to copy, and then, with the cursor positioned in the cell at the other end of the range of cells into which the data is to be copied, press SHIFT + click.

  5. Click Save to save your changes and continue to display the Edit Costs page, or click Done to save your changes and return to the Financial Summary page.