# Edit values in a worksheet {% hint style="info" %} User permission: Budgets & Forecasts {% endhint %} As a [budget contributor](https://docs.phocassoftware.com/budgets-and-forecasts/getting-started/overview-of-key-terms-and-concepts/overview-of-users-and-data-access#getstartedwithbudgets-and-forecasts-budgetcontributor), you are responsible for completing your assigned workflow tasks by entering and editing the values in a worksheet. When you [open a budget and forecast workbook](https://docs.phocassoftware.com/budgets-and-forecasts/getting-started/take-a-tour-of-budgets-and-forecasts), you will see the **Main** worksheet tab, along with any driver worksheet tabs the budget owner or administrator adds to the workbook. The grid within those worksheets will look familiar if you have used spreadsheets before, such as Microsoft Excel or Google Sheets. Typically, the budget or forecast worksheet is automatically populated with values from a stream of data, such as last year’s actuals, as a starting point that you can then adjust to suit your needs. However, some worksheets are populated with zeros, so you need to enter values from scratch. {% embed url="" %} Edit values in the worksheet {% endembed %} {% hint style="success" %} Watch these Phocas demo videos: [Easy to use](https://www.phocassoftware.com/watch-demo/easy-to-use?autoplay=true) and [Accurate and detailed budgeting](https://www.phocassoftware.com/watch-demo/accurate-and-detailed-budgeting?autoplay=true) (brief overviews) {% endhint %} ## What you can edit Completing a budget or forecast is a collaborative process but the [workflow ](https://docs.phocassoftware.com/budgets-and-forecasts/contributor/use-workflows)ensures only one user can enter or edit values in a row at any given time. Color coding to make this collaboration easier.
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For example, in the above image, the user Sam is assigned to two rows in the worksheet. * **Yellow rows are editable**. In the Sales (Online) and Sales Intercompany rows, Sam can enter new values, edit existing values, add formulas, and so on. * **White rows aren't editable** (read-only). A row might be unavailable for editing because: * It is being driven by another tab, such as the Sales (Retail) row. The values can be edited on the corresponding driver tab by whoever is responsible for that row. is being driven. * It has been marked as complete or assigned to another user in the workflow. The Sales accruals row is assigned to Bill, so it is white for Sam (it will be yellow for Bill). * If it is a sum row or total row, such as the Total AUS Australia row. In this type of row, the values are automatically calculated, based on the rows above or below it. * **Edited values are blue**. When you edit a value in a cell, the value turns blue, so you can easily differentiate it from the unedited values in black. Your action is also recorded in the cell history. Please note that the baseline values in black might change automatically over the course of the budget period, but they won't turn blue. See [Fix the baseline in the budget](https://docs.phocassoftware.com/budgets-and-forecasts/owner-and-administrator/fix-the-baseline-in-a-budget) for more informaiton. ## How to edit values You manually enter or edit values using your keyboard, either directly in a cell or in the **fx** (formula) bar at the top of the grid when the cell is selected. Several features enable you to complete your tasks more efficiently. You can access these features in both the **Cell** menu and when you right-click a cell.
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Common actions you can take are: * [Open workbook notes](https://docs.phocassoftware.com/budgets-and-forecasts/contributor/edit-values-in-a-worksheet/open-workbook-notes) * [Use keyboard shortcuts](https://docs.phocassoftware.com/budgets-and-forecasts/contributor/edit-values-in-a-worksheet/use-keyboard-shortcuts) * [Copy and paste values](https://docs.phocassoftware.com/budgets-and-forecasts/contributor/edit-values-in-a-worksheet/copy-and-paste-values) * [Use comparison rows](https://docs.phocassoftware.com/budgets-and-forecasts/contributor/edit-values-in-a-worksheet/use-comparison-rows) * [Use sum and working lines](https://docs.phocassoftware.com/budgets-and-forecasts/contributor/edit-values-in-a-worksheet/use-sum-and-working-lines) * [Use formulas](https://docs.phocassoftware.com/budgets-and-forecasts/contributor/edit-values-in-a-worksheet/use-formulas) * [Spread totals](https://docs.phocassoftware.com/budgets-and-forecasts/contributor/edit-values-in-a-worksheet/spread-totals) * [Revert to the baseline values](https://docs.phocassoftware.com/budgets-and-forecasts/contributor/edit-values-in-a-worksheet/revert-to-the-baseline-values) Some worksheets have special features that impact the editing process. Read these pages for more information: * [Edit the Balance Sheet budget](https://docs.phocassoftware.com/budgets-and-forecasts/contributor/edit-values-in-a-worksheet/edit-the-balance-sheet-budget) * [View and use headcount data](https://docs.phocassoftware.com/budgets-and-forecasts/contributor/edit-values-in-a-worksheet/view-and-use-headcount-data) --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.phocassoftware.com/budgets-and-forecasts/contributor/edit-values-in-a-worksheet.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.