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Adaptive Planning
Last Updated: 2023-06-23
Example: Set Up Actuals Overlay

Example: Set Up Actuals Overlay

This example illustrates how to set up actuals overlay and the various steps required to maintain it as the year progresses.
You have actuals data loaded into Adaptive Planning up to October 2022. Your team has completed the budget for 2022 in the Current Year Budget plan.
As you finalize the actuals data throughout the year, you'd like to see it in your plan version. You would like some accounts to display the actuals data and some to display the plan data. At the end of the year, before you close the plan version, you want to turn actuals overlay off.
Your calendar structure: Month > Quarter > Year.
Your versions:
  • Actuals (root)
    • Sub-version 1
    • Sub-version 2
  • Current Year Budget
Your general ledger accounts:
  • Services Revenue
    • Existing Contracts
    • New Contracts
You have 1 level called HQ.
You have a Profit and Loss standard sheet with the Services Revenue.
Security:
  • Model includes sheets, accounts, dimensions, and formulas
     permission.
  • Versions
     permission.
  1. Select
    Modeling
     from the main menu.
  2. Click
    General Ledger Accounts
    .
  3. From the account list, highlight
    Existing Contracts
    .
  4. For the
    Actuals Overlay
     setting, select
    Enable actuals
    .
    In the Profit and Loss sheet,
    Existing Contracts
     displays actuals overlay.
  5. Click
    Save
    .
  6. From the account list, highlight
    New Contracts
    .
  7. For the
    Actuals Overlay
     setting, select
    No actuals for account (show plan data)
    .
    In the Profit and Loss sheet,
    New Contracts
     won't display actuals data.
  8. Click
    Save
    .
  9. From the breadcrumbs, click
    Modeling
    .
  10. Click
    Versions
    .
  11. From the version list, highlight
    Actuals (root)
    .
  12. From the
    Completed values through
     prompt, select
    October 2021
    .
  13. From the version list, highlight
    Current Year Budget
    .
  14. Select these values from the
    Options
     section:
    Option Description
    Left scroll limit
    2021
    Start of plan
    2022
    Actual version for overlay
    Actuals (root)
    Existing Contracts
     displays locked actual data from January 2021 to October 2021 in the Profit and Loss sheet.
    New Contracts
     displays locked plan data.
  15. After the Accounting department verifies actuals data through December 2021, adjust the actuals version:
    1. From the version list, highlight
      Actuals (root)
      .
    2. From the
      Completed values through
       prompt, select
      December 2021
      .
    3. Click
      Save
      .
    Existing Contracts
     displays actuals data from January 2021 to December 2021 in the Profit and Loss sheet.
    New Contracts
     continues to display plan data.
  16. After the Accounting department verifies actuals data through the first quarter, adjust the actuals version:
    1. From the version list, highlight
      Actuals (root)
      .
    2. From the
      Completed values through
       prompt, select
      March 2022
      .
    3. Click
      Save
      .
    The actuals overlay doesn't change. Actuals overlay stops at the earliest of the 2 settings:
    • Start of plan
       in the plan version.
    • Completed values through
       in the actuals version.
  17. To see the actuals overlay through the first quarter, adjust the plan version:
    1. From the version list, highlight
      Current Year Budget
      .
    2. From the
      Start of plan
       prompt, select
      March 2022
      .
    3. Click
      Save
      .
    Existing Contracts
     displays actuals data from January 2021 to March 2022 in the Profit and Loss sheet.
    New Contracts
     continues to display plan data.
  18. At the close of 2022, remove the actuals overlay from your plan.
    1. From the version list, highlight
      Current Year Budget
      .
    2. From the
      Start of plan
       prompt, select
      January 2022
      .
    Both accounts display plan data from January 2022 to December 2022.