Frequently Asked Questions

Is there a way to view who all has used a report?

1. Navigate to Maintenance > Audit Logs.

2. Search for the specific report.

3. See details like who accessed, modified, or exported the report.

4. Click Download to save an audit record.

How can I track who has accessed or modified a report?

1. Go to Audit Logs

   1. Navigate to Maintenance > Audit Logs.

2. Filter by Report Name

   1. Search for the specific report.

3. View User Activity

   1. See details like who accessed, modified, or exported the report.

4. Export Log for Review

   1. Click Download to save an audit record.

How do I create a report that compares different financial scenarios?

1. Create a New Dynamic Report

   1. Click New > Select Dynamic Report.

2. Define the Structure

   1. Page Axis: Business Unit/Company

   2. Row Axis: Revenue, Expenses, Net Profit

   3. Column Axis: Scenarios (Actual, Budget, Forecast, Worst-Case)

3. Run & Analyze Data

   1. Click Run to compare the scenarios.

4. Apply Variance Analysis (Optional)

   1. Add variance formulas to compare scenarios.

How do I compare different budget scenarios in a report?

1. Create a New Report

   1. Click New > Dynamic Report.

2. Select Data Inputs

   1. Page Axis: Department/Entity

   2. Row Axis: Key financial metrics (Revenue, Expenses, Profit)

   3. Column Axis: Budget Scenarios (Optimistic, Pessimistic, Most Likely)

3. Enable Scenario Filtering

   1. Add a filter for easy scenario selection.

4. Save & Run Report

   1. Click Save and use it for scenario planning.

What is the difference between a report set and a report collection?

How do I export reports to Excel or Google Drive?

(Alternative Q: How do I export a report collection to Google Drive?)

Steps for Excel Export:

1. Open the Report

   1. Click Export > Export to Excel.

2. Choose Format

   1. Select Standard Excel or Formatted Excel.

3. Download the File

   1. Click Download and save it.

Can I export multiple reports into a single file?

(Alternative Q: How do I set up a report collection for multiple reports?)

1. Open Report Collection

   1. Go to Reports > Report Collection.

2. Select Reports to Export

   1. Choose multiple reports to combine.

3. Choose Export Format

   1. Select PDF or Excel (Multiple Tabs).

4. Download the Combined File

   1. Click Export and save.

How can I schedule reports to run automatically?

(Alternative Q: How do I set up a scheduled report collection?)

1. Click Reports from the application’s left navigation panel.
   From the top menu, click Add and select Report Collection.
   In the General Information tab:

2. Enter a unique Code and Name for the report collection.

3. Select the appropriate Reporting Area (e.g., Financial).

4. Choose a Folder from the File Cabinet where the collection will be stored.

5. Click the Reports tab:

   1. Click Add Reports, then select Dynamic Reports from the File Cabinet.

   2. For each added report, define Bursting Criteria by:

      1. Entering a Name for the bursting tab.

      2. Selecting a Method (e.g., Single Dimension Multiple Members).

      3. Selecting Dimension(s) and corresponding Member(s).

      4. (Optional) Enable Generate Single Output File for Selected Members.

6. Click the Settings tab:

   1. Select an Output Format (Excel, PDF, or Google Sheets).

   2. Choose additional options like:

      1. Suppress Empty Reports

      2. Apply Bursting Dimension Security of Recipient

      3. Generate Single Output File

      4. Custom File Name, if needed.

      5. Set Table of Contents options (optional).

7. Click the Distribution tab:

   1. Enable Send e-mail notification to user(s).

   2. (Optional) Select Include reports as an attachment.

   3. (Optional) Enable Save output files in the File Cabinet, and choose a folder.

   4. Click Add/Remove User - User group to specify recipients.

8. Click Save to store the Report Collection.

9. Click Run from the top menu to execute the Report Collection.

10. If substitution variables are present, a pop-up will prompt you to confirm or modify values.

11. Once the process is complete, a notification provides a download link.

To automate this process: Integrate the Report Collection with the Cloud Scheduler Process Flow, which will run it automatically based on your defined schedule and configuration​.

How do I batch-run multiple reports at the same time?

1. Go to Report Collection

   1. Click New Report Collection.

2. Add Multiple Reports

   1. Select all reports you want to batch-run.

3. Click Run All

   1. This will execute and compile all reports.

Why does my report not display correctly when exported to Excel?

Possible Issues & Fixes:

• Formatting Issues: Use Standard Excel Export instead of formatted export.

• Data Cutoff: Increase column width in Excel Settings.

• Hidden Data: Ensure Page Filters are set correctly before exporting.

How can I merge multiple reports into a single document?

1. Create a Report Collection

   1. Select all reports to be merged.

2. Choose Export Format

   1. Select PDF (Merged Document).

3. Download & Distribute

   1. Save and share the document.

Why is my data not showing in the report, even though it appears in "Verified Data"?

1. Check Filters

   1. Ensure the report isn't filtering out needed data.

2. Verify Data Sync

   1. Go to Maintenance > Process Data Refresh.

3. Check Report Permissions

   1. Make sure the user has access to all dimensions.

How do I troubleshoot missing data in a report collection?

Check Report Settings

• Navigate to Reports Home Page > Open the affected Report Collection

• Click Reports Tab > Ensure the correct Dynamic Reports are included

Review Filter & POV Settings

• Click More Options > Filters & POV

• Ensure correct time period, scenario, and entities are selected

Check Report Permissions

• Verify that users have access to the necessary data

• Navigate to Admin > Security Settings to adjust access

Refresh & Rerun Reports

• Click Refresh Report Collection

• Run reports individually to identify where data is missing

Reprocess Data (if necessary)

• If missing data persists, reprocess the data source and try again

How do I set up drill-down capabilities in my reports?

1. Open Report

2. Open the More menu.

3. Click Enable Drill Through. Go to Report Setup.

4. Save & Test

   1. Click Save and check if clicking a cell opens detailed data.

Can I create a report that automatically updates with new data?

Yes, a Dynamic Report automatically updates new data whenever it is run.

How do I create a report that shows revenue trends over the last 12 months for each business unit?

1. Navigate to Reports

   1. Go to Reports Home Page in Planful.

   2. Click New and select Dynamic Report.

2. Select Reporting Area

   1. Choose Financial as the reporting area.

3. Set Up the Report Structure

   1. Page Axis: Drag and drop Business Unit as the page dimension.

   2. Row Axis: Drag and drop Revenue Account(s).

   3. Column Axis: Drag and drop Time Dimension.

4. Select Time Range

   1. Choose Last 12 Months in the Time Dimension settings.

5. Format the Report (Optional)

   1. Click Format to adjust number format, column width, or header styles.

   2. Add a line chart visualization if needed.

6. Run and Save the Report

   1. Click Run to preview.

   2. Click Save to store in the File Cabinet for future use.

Can I generate a variance report that highlights the differences between actuals and budget for each cost center?

1. Create a New Dynamic Report

   1. Go to Reports > Click New > Select Dynamic Report.

2. Define the Report Structure

   1. Page Axis: Drag and drop Cost Center.

   2. Row Axis: Add GL Account (e.g., Expenses, Revenue, etc.).

   3. Column Axis: Add Scenario Dimension with Actual and Budget.

3. Calculate Variance

   1. Insert a Variance Formula Column:

      • Click Formula > Select Variance (Actual - Budget).

      • Add a Variance % column if needed.

4. Apply Conditional Formatting

   1. Highlight negative variances in red:

      • Click Format > Select Conditional Formatting.

      • Set a rule: "If variance is negative, display in red."

5. Run and Save

   1. Click Run to check results.

   2. Save the report for future analysis.

How do I build a P&L report that includes prior months for comparison?

1. Create a New Dynamic Report

   1. Go to Reports > Click New > Select Dynamic Report.

2. Define Report Structure

   1. Page Axis: Select Company/Entity.

   2. Row Axis: Select Account Dimension (Income Statement Accounts).

   3. Column Axis: Add Time Dimension and select Prior Months.

3. Adjust Time Settings

   1. Select Last 3, 6, or 12 months based on your preference.

4. Run and Save Report

   1. Click Run to preview.

   2. Click Save for future comparisons.

How can I create a dynamic profitability report for different product lines?

1. Create a New Report

2. Go to Reports > Click New > Select Dynamic Report.

3. Define Report Structure

4. Page Axis: Select Product Line.

5. Row Axis: Select Revenue and Cost Accounts.

6. Column Axis: Select Scenario (Actual, Budget, Forecast).

7. Add Profitability Calculation

8. Insert a formula: Profit = Revenue - Cost.

9. Apply Conditional Formatting

10. Highlight negative profit values in red.

11. Run and Save the Report

12. Click Run to preview results.

13. Click Save to store for future use.

How do I generate a report comparing different budget scenarios to forecast performance on a monthly basis?

1. Create a New Dynamic Report.

2. Set up report structure:
   Page Axis: Select Company/Entity.

   1. Row Axis: Add GL Accounts (e.g., Revenue, Expenses, Net Income).

   2. Column Axis: Select Scenario Dimension (Budget, Forecast, Actual).

   3. Time Selection: Set to Monthly View.

3. Run & Save

   1. Click Run to review data.

   2. Save the report for future forecasting.

How do I run a report that shows P&L data for each company location?

1. Create a New Dynamic Report.

2. Set up report structure:

   1. Page Axis: Select Company Location.

   2. Row Axis: Select P&L Accounts (Revenue, Expenses, Net Income).

   3. Column Axis: Select Time Dimension (Months, Quarters, or Years).

3. Run & Save

   1. Click Run to check results.

   2. Save for future reporting.

How do I add conditional formatting to highlight negative variances in my reports?

1. Open your report in Edit Mode.

2. Click Format > Select Conditional Formatting.

3. Define a rule:

   1. If Variance < 0, set text color to Red.

4. Click Apply to save formatting.

How do I change a report’s decimal format to show whole numbers only?

1. Open the report and click Format.

2. Navigate to Number Formatting.

3. Set Decimal Places to 0.

4. Apply changes and Save the report.

Can I save my reports directly to Google Drive?

1. Export the Report

   1. Open the report and click Export > Save as Excel or PDF.

2. Upload to Google Drive

   1. Navigate to Google Drive.

   2. Click Upload and select the exported file.

Alternative: If Planful supports Google Drive Integration, enable it in Settings > Integrations.

How do I compare best-case, worst-case, and most-likely financial scenarios in a single report?

1. Create a New Dynamic Report.

2. Define report structure:

   1. Page Axis: Select Company/Business Unit.

   2. Row Axis: Add Key GL Accounts (Revenue, Expenses, Net Profit).

   3. Column Axis: Select Scenario Dimension and include:

      • Best-Case Scenario

      • Worst-Case Scenario

      • Most-Likely Scenario

3. Run and Review Data

   1. Click Run to compare financial outcomes.

4. Save for Future Analysis

   1. Store the report in File Cabinet.

How do I create a report that calculates EBITDA for each quarter?

1. Navigate to Reports Home Page

   1. Click New > Dynamic Report.

2. Define Report Structure:

   1. Page Axis: Select Business Unit or Company (optional).

   2. Row Axis: Select GL Accounts for EBITDA Calculation:

      • Operating Revenue

      • Operating Expenses

      • Depreciation & Amortization

      • Interest Expense

      • Taxes

   3. Column Axis: Select Time Dimension and choose Quarters.

3. Add an EBITDA Calculation:

   1. Click Formula > Select Insert Formula Row.

   2. Use the formula: EBITDA = Operating Revenue - Operating Expenses - Depreciation & Amortization

4. Apply Formatting:

   1. Click Format > Set Number Format to Currency.

   2. Apply Conditional Formatting to highlight negative EBITDA.

5. Run & Save Report:

   1. Click Run to review data.

   2. Click Save to store for future use.

How can I create a rolling forecast that updates monthly?

1. Go to Reports

   1. Click New > Dynamic Report.

2. Define Report Structure:

   1. Page Axis: Select Company or Business Unit.

   2. Row Axis: Select GL Accounts (Revenue, Expenses, Net Profit, etc.).

   3. Column Axis: Select Time Dimension and set it to Rolling 12 Months.

3. Enable Rolling Forecast Logic:

   1. Use Substitution Variables for automatic updates:

      • @CURMTH@ (Current Month)

      • @CURMTH+1@ (Next Month)

      • @CURMTH+2@ (Two Months Ahead)

4. Apply Scenario Selections:

   1. Add Actuals for past months and Forecast for future months.

5. Automate Monthly Updates:

   1. Go to Settings > Enable Auto-Refresh for rolling updates.

6. Save & Schedule Report Execution:

   1. Save the report.

   2. Set up a Scheduled Export to stakeholders.

How do I track expense trends over the last five years?

1. Go to Reports

   1. Click New > Dynamic Report.

2. Define Report Structure:

   1. Page Axis: Select Department or Cost Center (optional).

   2. Row Axis: Select Expense Accounts (e.g., Salaries, Rent, Marketing, etc.).

   3. Column Axis: Select Time Dimension and choose Last 5 Years.

3. Include Yearly Totals:

   1. Click Formula > Add a Total Expenses Row.

4. Apply a Trend Analysis:

   1. Click Insert Formula Column.

   2. Use: the formula: Growth Rate = (Current Year - Previous Year) / Previous Year

5. Apply Formatting & Visualization:

   1. Use Conditional Formatting to highlight cost increases.

   2. Add a line chart to visualize trends.

6. Run & Save Report:

   1. Click Run to review trends.

   2. Save the report for yearly reviews.

How do I ensure that my reports refresh automatically with the latest data?

1. Enable Automatic Data Refresh in Planful:

   1. Navigate to Maintenance > Reports > Auto-Refresh Settings.

   2. Enable Auto-Refresh for reports.

2. Use Substitution Variables for Dynamic Updates:

   1. Ensure reports use dynamic filters like:

      • @CURMTH@ (Current Month)

      • @CURYR@ (Current Year)

3. Schedule Automated Updates:

   1. Navigate to Reports Home Page > Click More Options.

   2. Select Schedule Report Execution.

   3. Choose Frequency (Daily, Weekly, Monthly).

4. Enable Drill-Through for Real-Time Data:

   1. If using live integrations, enable Drill-Through to access transaction details.

5. Test & Save Settings:

   1. Run a test refresh.

   2. Save and monitor for accuracy.

How to add a Table of Contents to a PDF report collection?

1. Navigate to Reports from the application home page.

2. Select the desired Report Collection from the File Cabinet.

3. Click the Settings tab in the Report Collection interface.

4. Locate the Table of Contents section.

5. Configure the following options based on your requirements:

   1. Select Show or Hide to include or exclude the table of contents.

   2. Choose a Page Orientation: Portrait or Landscape.

   3. Select whether to Show or Hide the Sheet Number.

   4. Choose the position for the Company Logo: Top Left or Top Right.

   5. Define the Style and optionally include or exclude metadata such as:

      • Report Collection name and title

      • Generated By and Generated On

      • Report Bursting information

      • File location details

6. (Optional) Click Preview to view the formatted Table of Contents.

7. Click Save to apply the configuration.

How to use variance formulas to automate calculations in forecast vs actual variance analysis?

Using Variance Formulas to Automate Forecast vs. Actual Variance Analysis

Variance analysis is crucial in financial planning to compare forecasted vs. actual performance and identify deviations. Dynamic Reports allow you to automate these calculations using variance formulas.

Step-by-Step Guide to Automate Variance Calculations

1. Create a Variance Report in Dynamic Reports

• Navigate to Reports

• Go to Reports > File Cabinet > Add > Dynamic Report.

• Select Financial Reporting Area.

• Set Up Dimensions for Variance Analysis

• Drag Company to the Page Axis to filter by entity.

• Drag Account Report Set (Operating Expenses) to the Row Axis.

• Drag Time Dimension (Months) to the Column Axis.

2. Insert Variance Calculation Columns

• Add Actual and Forecast Data.

  • Drag Actual Values from the Scenario dimension.

  • Drag Forecast Values from the Scenario dimension.

• Create a Variance Column

  • Click Formula > Insert Column.

  • Enter the formula Variance = (Actual - Forecast)

• Create a Variance % Column:

• Click Formula > Insert Column.

• Enter the percentage formula Variance % = (Actual - Forecast) / Forecast * 100

• Format the column to display as percentage (%).

3. Apply Conditional Formatting for Insights

• Highlight Negative Variance (Underperformance). Apply Red Formatting for negative variances.

• Highlight Positive Variance (Better Performance). Apply Green Formatting for positive variances.

• Use Bold Formatting for Key Metrics. Highlight high-impact variance items (e.g., greater than 10%).

4. Automate with Substitution Variables

To dynamically update reports without manual changes, use substitution variables:

• @CURMTH@ → Automatically selects the current month.

• @CURYR@ → Automatically selects the current year.

• @PREVYEAR@ → Automatically selects the prior year.

Example: Instead of selecting specific months manually, apply @CURMTH@ in the Time Dimension to always show the latest period.

5. Drill-Through for Detailed Analysis

• Click on any variance amount to drill through transaction-level data.

• Review underlying journal entries, invoices, and cost details.

6. Save, Run, and Export the Report

• Click Save to retain the report structure.

• Click Run to generate real-time variance analysis.

• Export to Excel/PDF for review and distribution.

How to Generate Period-End Reports for Income Statements and Balance Sheets?

Period-end reports such as Income Statements and Balance Sheets are essential for financial analysis, auditing, and reporting. Dynamic Reports allow you to automate and generate these reports efficiently.

Step-by-Step Guide to Generate Period-End Reports

1. Create a New Period-End Report

• Navigate to Reports.

• Go to Reports > File Cabinet > Add > Dynamic Report.

• Select Financial Reporting Area.

• Set Up the Report Layout.

• Drag Company or Business Unit to Page Axis to filter by entity.

• Drag Revenue, Expenses, and Net Income Accounts to the Row Axis and for Balance sheet, drag Assets, Liabilities, and Equity Accounts.

• Drag Scenario and Time Dimension (Months) to the Column Axis

2. Select the Period-End Time Dimension

• Click the Time Dimension in the Column Axis.

• Select the period you want to report:

  • Month-End (e.g., December 2024)

  • Quarter-End (e.g., Q4 2024)

  • Year-End (e.g., Fiscal Year 2024)

• Automate Period-End Selection Using Substitution Variables, use substitution variables:

  • @CURMTH@ → Current Month

  • @CURQTR@ → Current Quarter

  • @CURYR@ → Current Year

  • @PREVYEAR@ → Prior Year

Example: To always report the last month of a quarter, use: @CURQTR@ - 1

3. Customize Report Formatting

• Apply Financial Formatting

  • Format numbers as Currency ($, €, etc.).

  • Display zero values as dashes or blanks.

  • Align Net Income, Total Assets, and Equity in bold.

• Enable Variance Calculation

  • Click Formula > Insert Column.

  • Add a column for Variance %: Variance % = (Actual - Budget) / Budget * 100

4. Enable Drill-Through for Detailed Analysis

• Click on any balance sheet or income statement line item.

• Use Drill-Through to see detailed transactions, invoices, and journal entries.

5. Save, Run, and Export the Report

• Click Save to retain the period-end settings.

• Click Run to generate the latest report.

• Export to Excel/PDF for sharing and analysis.

What's the difference between planned vs. actual capital expenditures?

Capital Expenditures (CapEx) refer to the money spent on acquiring, upgrading, or maintaining physical assets such as buildings, equipment, and technology. Businesses track Planned vs. Actual CapEx to ensure they are within budget and effectively managing capital investments.

Definition & Purpose

Key Differences

l investments and track actual vs. budgeted expenses for each asset?

1. Create a CapEx Report:

   1. Navigate to Reports > File Cabinet > Add > Dynamic Report.

   2. Select Capital Planning as the Reporting Area.

   3. Drag Asset Category (Buildings, Equipment, Vehicles, etc.) to the Page Axis.

   4. Drag CapEx Accounts (Purchase, Depreciation, Disposal) to the Row Axis.

   5. Drag Scenario (Budget vs. Actual) to the Column Axis.

2. Apply Depreciation & ROI Calculations:

   1. Use formulas to calculate Depreciation per Month.

   2. Calculate Return on Investment (ROI) = (Savings / Cost) * 100.

3. Enable Drill-Through to Asset Transactions:

   1. Click on an asset category to drill-through to purchase details, invoices, and approvals.

4. Export & Analyze:

   1. Review the Capital Expenditure Plan in Excel or PDF.

How to Track Planned vs. Actual CapEx in Dynamic Reports?

1. Create a CapEx Report

   1. Navigate to Reports > File Cabinet > Add > Dynamic Report.

   2. Select "Capital Planning" as the Reporting Area.

   3. Drag the following dimensions:

      1. Asset Category (e.g., IT Equipment, Buildings, Vehicles) → Page Axis

      2. CapEx Accounts (Planned, Actual, Variance) → Row Axis

      3. Time Period (Months, Quarters, or Year-End) → Column Axis

2. Insert Variance Formula

   1. Click Formula > Insert Column

   2. Enter the CapEx Variance Calculation:

      1. CapEX Variance = Actual - Planned

      2. CapEX Variance % = (Actual - Planned) / Planned * 100

3. Drill-Through to Transaction Details

   1. Click on an Actual CapEx Value to view purchase invoices, vendor details, and approvals.

4. Save, Run & Export.

   1. Click Save to retain the report.

   2. Click Run to generate the latest CapEx comparison.

   3. Export to Excel/PDF for review and decision-making.

Why Tracking CapEx Variance is Important?

• Budget Control – Prevents cost overruns and ensures spending discipline.

• Improved Forecasting – Adjusts future budget estimates based on trends.

• Strategic Decision-Making – Helps allocate funds to the right projects.

• Auditing & Compliance – Ensures proper tracking of capital investments.

How can I create a consolidated financial report for multiple business units?

To create a consolidated monthly report:

1. Start by creating a Financial Package named "Monthly Consolidated Report".

2. Add separate sections for each business unit.

3. Attach Dynamic Reports pulling data from each unit individually.

4. Use the summary section to consolidate financials.

5. Apply POV (Point of View) filters to ensure relevant dimensions are selected.

6. Once ready, generate and distribute the report via email.

How do I integrate Excel data for Budget vs. Actual analysis?

For budget analysis using Excel:

1. Create a Financial Package with dedicated sections for both budget and actual figures.

2. Attach relevant Excel files that contain budget allocations and actual performance metrics.

3. Use Dynamic Reports to perform a variance analysis.

4. Add formulas or conditional formatting to highlight significant deviations.

5. Generate and distribute the report for stakeholder review.

Can I use historical data to forecast cash flow trends?

Absolutely. For cash flow forecasting:

1. Build a Financial Package that includes at least three years of historical data.

2. Attach Dynamic Reports that analyze cash flow trends over time.

3. Include forecasted values for upcoming quarters to project future trends.

4. Use charts and graphs within a PowerPoint output to enhance visualization.

5. Share insights with stakeholders during planning or strategy sessions.

What’s the process for creating a financial compliance report?

To ensure compliance reporting:

1. Set up a Financial Package specifically for compliance documentation.

2. Attach required documents such as legal files, audit reports, and financial statements.

3. Restrict access to only compliance officers for security.

4. Regularly update all sections before finalizing.

5. Export the report in a secure format for submission or audit purposes.

How can I automate my monthly financial close reports in Planful?

You can create a report Collection including the Balance Sheet, Income Statement, and Cash Flow Statement. Use scheduling to automatically generate and distribute the collection at month-end.

Can I send different reports to different departments automatically?

Yes, by applying report bursting based on departments or business units, each team receives tailored versions of the same report.

Where are the reports stored or sent after generation?

Reports can be distributed via email or saved in the File Cabinet for easy access by Finance and Executive teams.

How do I create reports that compare budgeted vs. actual figures?

Add reports that pull in budgeted and actual data for revenue, expenses, and margins. Use substitution variables to toggle between different time periods.

Can I customize these reports for each department?

Absolutely. You can configure bursting by department or cost center, ensuring each leader sees only their relevant data.

Who should receive these performance reports?

Typically, they’re shared with department heads and finance leads to enable informed performance reviews.

Can Planful help me report on different financial forecast scenarios?

Yes. You can create scenario-based forecast reports and burst them across key dimensions like revenue, expenses, and cash flow.

Is it possible to consolidate forecasts into a single leadership report?

Definitely. After bursting individual scenarios, use Planful to generate consolidated forecast reports for executive review.

How can I track actual vs. approved CapEx in Planful?

Build reports that display both approved and actual capital expenditures. Filter by fiscal year or quarter using POV (Point of View) settings.

Can CapEx reports be sent out automatically?

Yes, use scheduled automation to distribute CapEx reports to budget owners on a recurring basis.

Can I distribute cost allocation reports by department securely?

Yes. Use bursting and security filters to ensure each department manager only sees their own data.

Can I include personalized messages with each report?

Yes, Planful allows you to add custom messaging to email distributions for clearer context and better insights.

How can I forecast total workforce costs for the next fiscal year using Planful?

Scenario: A finance team needs to estimate total workforce costs for the next fiscal year based on current salaries, projected hires, and expected salary increments.

Steps to Achieve:

1. Navigate to Reports > Workforce Planning Reports.

2. Select the Employee Compensation Report.

3. Apply filters to include all current employees and new hires planned for the next year.

4. Apply a Salary Increment Factor (e.g., 5%) to project future salaries.

5. Include benefits and bonuses to get a complete cost estimate.

6. Generate the report and validate assumptions with HR and department heads.

What’s the best way to analyze the impact of a hiring freeze on our budget?

Scenario: The finance department needs to determine how a temporary hiring freeze will affect the overall budget and forecast.

Steps to Achieve:

1. Open Workforce Budget Variance Report.

2. Filter by departments affected by the hiring freeze.

3. Compare budgeted headcount vs. actual headcount.

4. Calculate the cost savings in salaries and benefits.

5. Assess the impact on project deliverables and revenue goals.

6. Present findings to leadership for decision-making.

How do I calculate employee productivity relative to workforce cost?

Scenario: The company wants to compare employee productivity across departments relative to their workforce cost.

Steps to Achieve:

1. Navigate to Reports > Workforce Efficiency Analysis.

2. Select Headcount, Salary Costs, and Revenue Generated as key measures.

3. Break down data by Department and Employee Type.

4. Calculate Cost per Employee vs. Revenue per Employee.

5. Identify departments with high costs but lower productivity.

6. Recommend cost optimization strategies such as training, automation, or restructuring.

Can I do scenario planning for workforce expansion or downsizing in Planful?

Scenario: A company is considering expansion into a new market but wants to analyze the financial feasibility of hiring additional employees.

Steps to Achieve:

1. Open Workforce Scenario Planning Tool.

2. Create two scenarios: Baseline (Current Workforce) and Expansion (Additional Hires).

3. Define hiring needs per role, including salaries and benefits.

4. Estimate revenue growth vs. additional workforce costs.

5. Compare financial outcomes for different scenarios.

6. Present recommendations to executives for decision-making.

How do I assess the financial impact of high employee turnover?

Scenario: HR and Finance teams need to assess the financial impact of employee turnover on the company.

Steps to Achieve:

1. Navigate to Reports > Workforce Attrition Analysis.

2. Select Turnover Rate, Hiring Costs, and Lost Productivity as measures.

3. Filter by Department, Employee Type, and Tenure.

4. Calculate the cost of turnover per employee.

5. Identify trends and propose retention strategies.

6. Estimate the savings from improved retention rates.

How can I monitor compensation equity and identify pay gaps?

Scenario: The company wants to ensure fair compensation practices and identify any pay disparities.

Steps to Achieve:

1. Open Compensation Analysis Report.

2. Filter by Gender, Position, and Experience Level.

3. Compare Average Salary vs. Industry Standards.

4. Identify pay gaps and areas requiring adjustments.

5. Develop a plan for salary adjustments or policy changes.

6. Share findings with HR and compliance teams.

Can Planful help estimate benefits and bonus costs in workforce forecasting?

Absolutely. In the Employee Compensation Report, you can include:

• Base salary, benefits, and bonus data.

• Apply standard factors or custom values depending on your organization’s policies.

How can I present my workforce analysis to executives in Planful?

Once your reports are generated:

• Use visual dashboards or export summaries to PowerPoint/Excel.

• Highlight KPIs and trends.

• Include financial outcomes, scenario comparisons, and recommendations.

How can I build a rolling forecast report that updates dynamically each month?

Use substitution variables like @CURMTH@ or @CURYR@ in your report set definitions to automatically reference the current month/year. These ensure that your report always reflects the most relevant time periods without manual updates.

How can I compare actuals and forecasts within the same report?

Create a column set that includes Actuals, Forecast, and apply Excel-based formulas (e.g., variance or percentage difference) using Insert Formula Columns.

How do I highlight negative variances in the report?

Use conditional formatting to change cell background or font color when variance values are negative. This improves visual identification of problem areas.

How can I analyze the root cause behind forecast variances?

Enable Drill Through functionality to explore transaction-level data. You can drill from a summary cell directly into detailed transactions contributing to that number.

How can I automate budget vs. actual reporting by department?

Use page Breaks configured by the Department dimension. Each department’s data will render on a new page when exporting to Excel or PDF.

Can I calculate variance % in the report itself?

Use a Formula Column in the Column Set to calculate percentage variance using a formula like:
(Actual - Budget) / Budget * 100.

How do I set up a report that compares multiple departments in a single run?

Use the Dimension Member Pick List on the Department page axis to allow quick selection and comparison during report execution.

How do I consolidate reports across multiple subsidiaries in different currencies?

Apply Currency Conversion in your report settings and use the Reporting dimension to convert all values into a single, consistent currency (e.g., USD).

Can I filter out certain entities from a consolidated report?

Use Hierarchy Filters to include or exclude specific subsidiaries or business units in your Row or Page axis.

How can I ensure compliance with formatting requirements for external reports?

Use Header & Footer settings to include metadata such as report name, author, timestamp, and custom branding. Export your report to PDF for formal presentation.

How do substitution variables improve my reports?

They allow you to build reports once and reuse them dynamically. For instance, using @CURMTH@ in a forecast report updates the month automatically without modifying the report manually.

What’s the difference between Drill Down and Drill Through?

Drill Down expands hierarchical levels within a dimension (e.g., from year to quarter). Drill Through opens transaction-level data sourced via Data Load Rules.

Can I export reports with all formatting intact?

Yes. Planful supports exporting to Excel and PDF with full support for borders, fonts, conditional formatting, and headers/footers.

What are some performance tips when building complex reports?

Avoid complex multi-dimensional rules where possible. Use substitution variables to simplify column sets, and limit the number of active scenarios or report lines.

How can I add dynamic commentary to reports for collaboration?

Use the Dynamic Commentary column to embed comments, assign tasks, and collaborate on data points across teams. You can even configure email notifications for mentions and task updates.

How to Create a Variance Report with Forecast and Prior Year Data?

Scenario: A finance team wants to analyze operating expenses by comparing actuals with forecasts and prior year data for a specific company and scenario.

Steps to Achieve:

1. Create a Report Set on the Account Dimension:

   1. Navigate to Reports > File Cabinet > Add > Report Set.

   2. Select Static for Report Set Type.

   3. Enter Operating Expenses as Code and Name.

   4. Choose Financial as the Reporting Area and Account as the Dimension.

   5. Click Save.

2. Define Rows for the Report:

   1. Insert 7 rows and assign each row to a specific account category.

   2. Assign Variance Property to -1 for better budget variance calculations.

3. Create a Report Set on the Measures Dimension:

   1. Go to File Cabinet > Add > Report Set.

   2. Enter Variance Reporting (Vs Fcst & PY) in the Code field.

   3. Select Financial as the Reporting Area and Measures as the Dimension.

   4. Choose Static for Report Set Type and click Save.

4. Define Column Calculations:

   1. Insert 8 lines.

   2. For the first column, name it Var to Forecast and set the formula: = (CY Actual - CY Forecast) * Variance.

   3. For the second column, name it Var to PY and set the formula: = (CY Actual – PY Actual) * Variance.

5. Apply Formatting and Save:

   1. Set decimal places, hide variance-type rows, and apply appropriate formatting.

   2. Click Save.

   3. Run the report to verify the results.

How to Generate a Dynamic Cash Flow Forecast?

Scenario: A company wants to predict cash flow for the next 12 months based on historical data and forecast assumptions.

Steps to Achieve:

1. Create a Dynamic Report:

   1. Go to Reports > File Cabinet > Add > Dynamic Report.

   2. Select Financial as the Reporting Area and click OK.

2. Set Up Rows and Columns:

   1. Drag and drop Account Report Set to the Row axis.

   2. Drag and drop Scenario Report Set (Forecast & Actuals) to the Column axis.

   3. Drag and drop Time Dimension (Trailing 12 months) to the Page axis.

3. Apply Cash Flow Adjustments:

   1. Use formulas to calculate operating cash flow, investing cash flow, and financing cash flow.

   2. Set up substitution variables for automation (e.g., @CURMTH@ for current month).

4. Apply Filters and Run the Report:

   1. Select the required entity and scenario.

   2. Click Run to generate cash flow projections.

   3. Export the report to Excel or PDF if needed.

How to Conduct a Multi-Scenario Budget Comparison?

Scenario: The CFO wants to compare different budget scenarios (Optimistic, Baseline, Pessimistic) for a business unit.

Steps to Achieve:

1. Create a Scenario-Based Report:

   1. Open Reports > File Cabinet > Add > Dynamic Report.

   2. Select Financial as the Reporting Area.

2. Define Reporting Dimensions:

   1. Drag and drop Company, Time, and Account to the Row axis.

   2. Drag and drop Scenario (Optimistic, Baseline, Pessimistic) to the Column axis.

3. Apply Scenario Security:

   1. Navigate to Maintenance > Report Administration > Dimension Security.

   2. Select Copy Scenario Security to Report Security.

   3. Assign user permissions to specific scenarios.

4. Run and Export Report:

   1. Click Run to compare different budget scenarios.

   2. Apply formatting and export to Excel or PDF for presentation.

How to Perform Financial Consolidation for Multiple Entities?

Scenario: A multinational company wants to consolidate financial data from multiple subsidiaries, each using different currencies.

Steps to Achieve:

1. Set Up Currency and Consolidation Rules:

   1. Navigate to Maintenance > Admin > Configuration Tasks > Define Currency Parameters.

   2. Set up Common and Reporting Currency for each entity.

2. Create a Consolidation Report:

   1. Open Reports > File Cabinet > Add > Dynamic Report.

   2. Select Financial as the Reporting Area.

3. Define Report Structure:

   1. Drag and drop Company, Account, and Time to the Row axis.

   2. Drag and drop Currency and Consolidation Type to the Column axis.

4. Enable Drill-Through for Transactional Data:

   1. Double-click on a data cell to view underlying transactions.

   2. Export drill-through data to Excel if needed.

What are the benefits of set value expressions in reporting?

Set Value Expressions enhance Dynamic Report Sets by enabling complex data selections that Static Report Sets cannot support. These expressions allow:

• Selection of descendants, ancestors, or children of a member

• Application of filters, TopCount, Order, or Except operations

• Use of hierarchical structures for dynamic reporting

This capability offers more flexibility and context-aware reporting, unlike Static Report Sets, which are limited to single member selections.