Take a tour of Budgets & Forecasts
Learn about the key elements of the Budgets & Forecasts homepage and workbook user interface (UI).
Last updated
Learn about the key elements of the Budgets & Forecasts homepage and workbook user interface (UI).
Last updated
User permission: Budgets & Forecasts
In Phocas, your budget or forecast workbooks are accessible from both your Phocas homepage and your Budgets & Forecasts homepage. When you open a workbook, it opens in the Budgets & Forecasts module.
Click Budgets & Forecasts in the Phocas menu to open your Budgets & Forecasts homepage, the best place to quickly access your budget and forecast workbooks.
To open the homepage in a separate browser tab, right-click > Open link in new tab.
Your homepage contains a grid that lists all the budget and forecast workbooks you can access. Your access to a workbook depends on multiple factors. Even when you have the required user and database permissions, you can only access a workbook if one of these conditions applies:
You created the workbook (you are the budget owner).
You are added as an administrator to the workbook.
You are assigned to a workflow task in the workbook.
You are added as a viewer of the workbook.
Here are some tips to quickly find a specific workbook:
Click a column header to sort the workbooks by that column, in ascending or descending order.
Click the buttons above the grid to filter the grid and display only the workbooks of a particular type (budget or forecast), workbooks that you bookmarked, or workbooks that have that particular tag (see below).
Enter a keyword into the search box to filter the grid and display only the workbooks with that keyword in their name.
When you find the workbook you need, click its name to open it. See the next section to learn more about workbooks.
Depending on your user permissions and user type, you can then take the following actions from your homepage:
If you have permission to manage budgets and forecasts, you can:
Manage notifications (at a global level).
If you are the budget owner or administrator of a workbook (stated in the Role column), you can:
Manage access to the workbook, such as convert a contributor into an administrator and add other users as viewers.
As explained above, your homepage lists all the budget and forecast workbooks you can access. Budget workbooks have a blue icon. Forecast workbooks have a green icon and display underneath their corresponding (parent) budget workbook.
To open a workbook, click its name in the grid.
Other ways to open a workbook are:
Phocas menu: After you open a workbook, it displays in the list in the Budgets & Forecasts and Recents menus in the Phocas menu on the left of your screen, giving you a quicker access route next time.
Phocas homepage: Locate the workbook in the grid (look for the workbook icon) then click its name to open it.
Within a workbook: When you open a budget workbook that is linked to a forecast workbook (or vice versa), in the top left corner, click Budget (or Forecast) > Swap to, then click the name of the other workbook.
Budget workbooks and forecast workbooks look very similar but have some differences. Financial budget and forecast workbooks might include tabs for the Balance Sheet and Cash Flow, which have distinct features. The following pages explain the key elements you’ll see in these workbooks and tabs:
