Time Spreads
- [Template designer] design and develop reports and input forms
- [Planning Versions]define planning versions for storing data in input forms
- [Time Values] maintain time value calendars
The objective of time spreadkeys is to allocate revenues and cost over time in input forms. For example, the end-user enters 10 000 in an input summary column for the total period (Spread value SPVAL), the whole year, or full quarter, etc. Bizview can then allocate this total amount over the underlying periods using a time spreadkey that the end-user selects for that specific row.
Access time spreadkeys by selecting Client administration > Other Items > Time Spreads.
A time spreadkey can use two type of data as the base for the allocation:
- Manually entered weights registered in association with the a spreadkey.
- 'Dynamic' weights calculated based on other columns in the input form (e.g. Last Year LY).
This topic contains the following sections:
- Manual Weights
- Dynamic Weights
- Additional Information
- Usage
Manual Weights
The manual method is easy to use and understand. In the below example there are three time spreadkeys, Even, S1, S2 that all allocates according to wights for ISOMONTH. Any row in any input form that uses these time spreadkeys will get the related total amount allocated to ISOMONTH according to the 'weights' defined in the system. The base for the allocation is stored within the Bizview application database in a table and retrieved to the input form when needed.
Time value EVEN S1 S2
201501 100 75 120
201502 100 78 125
201503 100 79 129
201504 100 120 85
201505 100 100 90
201506 100 75 110
201507 100 70 128
201508 100 80 120
201509 100 95 100
201510 100 115 80
201511 100 110 75
201512 100 100 64
The formula used by Bizview to allocate according to these weights:
Individual period cell value = Spread value * (Per Weight / Sum Weight)
Dynamic weights
The 'Dynamic' method is a smarter but a bit more complex to understand. For example, if you want each account in a result budget to be allocated over the next year periods, based on the actual cost allocation this last year, you can use a dynamic spreadkey. The data used to calculate the individual period weights are not stored in the database. Instead, these columns need to be available in the input form as extra, or help value columns. The columns that should be used for calculating the spread weights are then linked using the same Spread group (SPGROUP).
In the above example, we have SPGROUP 'SP1' defined for columns Jan - March year 2013 (Actuals from last year). The same SPGROUP is used in our SPVAL, SPKEY and Jan - Mar 2014 budgeting columns.
In the above example, we have entered the same total as actuals for last year, just to visualize that the individual periods Jan - Mar will get the same amount (calculated weight).
To create a new manual spreadkey, select New.
Below is a list of spreadkey fields:
Field | Description | Example | Note |
|---|---|---|---|
Spreadkey ID | The unique identifier of the spreadkey. | LAST YEAR | Keep short, but it must be easy to understand for end-users due to the fact that this ID is what is visible in the input form spreadkey column. |
Description | The description of the spreadkey. | Last year | Also visible when end-user press the space button when in the spreadkey column in an input form. |
Time unit ID | Defines to what granularity of the time dimension the spreadkey should do the allocation. | ISOMONTH | For example, to isomonth, isoquarter, etc. |
Derive weights from | If spreadkey-type is Manual (fixed), you can inherit the allocation base data from another client. | ||
Active | Defines if the spreadkey is active and possible to use or not. | ||
Spreadkey type | Defines if the spreadkey is Manual (fixed), or Calculated (dynamic) based on data in the form. | 1 Weights are calculated | |
Object ID | Makes it possible to limit to what object the spreadkey should be available. | ACCOUNT | If you for example want to limit the spreadkey to only be available when the object Account is on rows in an input form, but not available for Products, Customers, etc. If not defined the key will be available for all objects within the client. |
Object values from to | Makes it possible to limit to what object values the spreadkey should be available. | 3000 - 3999 | For example, if you want to limit a spreadkey to only be available for revenue accounts from account number 3000 to 3999 and similar. If not defined the key will be available for object values. |
For spreadkeys with manually entered weights - use the export and import function to easily manage the weights that should be used.
- To export all weights for the client, select the Export spread weights template link in the upper-left part of the window.
- Open the generated excel file and edit the data.
- Import the file back to Bizview using the Import spread weights template link in the upper-left part of the window.
Usage
The spreadkeys themselves are not used directly in the template design when designing input forms. To enable the end-user to work with them, you need to set them up first. This functionality, however, is very much related to the SPKEY and SPVAL columns and the SPGROUP row parameters when working with form design.