Managing Revenue

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Table of Contents

 Revenue QuickView

Locating Revenue

Reviewing Revenue

Adding Revenue Line Items

Setting up a Line Item's Properties

Setting up a Line Item's Details

Editing Revenue Line Items

Deleting Revenue Line Items

In Planning Maestro, you can analyze your company’s data and create budgets and forecasts for revenue and expenses. After your Actuals (historical financial data) are uploaded into Planning Maestro, you can build your budgets through import templates or manually in the system.

Revenue is a company’s gross income before expenses are taken out. To review, add to, edit, or delete the budgeted amounts for revenue in Planning Maestro, use the Revenues application within the Worksheets module (described below).

This document shows you, a Planning Maestro user, how to:

  • Review budgeted Revenue in Planning Maestro.
  • Add budgetary Revenue.
  • Edit Revenue line items.
  • Delete Revenue line items.

Info.png Please Note: You can view any Version of a Plan in Revenue: your Actuals, next year’s budget, best case scenario, etc.

Revenue QuickView

The Revenue application has three main sections:

  1. Line items – The middle of the page displays Revenue line items in a table. You can add and remove columns or filter line items using the Rows, Columns, and Filters sections at the top.
  2. Properties – The Properties pane at the right side of the page enables you to add detailed information such as dates, descriptions, amounts, schedules, and other information about each line item.
  3. Details – The Details pane at the bottom of the page enables you to see how each line item affects your Income Statement, Balance Sheet, and cash flow statements.

Info.png Please Note: First-time users: the Revenues application may not display any line items when you first open it (because no budgets have been built yet). If it does not display any line items, the Properties and Details panes are blank (because they show information about specific line items).

Use the sections below to add, edit, and delete Revenue line items.

Locating Revenue

To manage your revenue, open the Worksheets module and select Revenue.

The Revenue page opens.

On this page, you can:

  • Review existing Revenues (including filtering by name, Account Number, amount, Spread Method, and Dimension).
  • Add budgeted amounts for new Revenues.
  • Edit existing Revenues.
  • Delete Revenues.

Info.png Please NoteWhen you first open this page, the page does not display any line items because the Filters at the top are set to display defaults (such as the Plan Basis Version) which do not contain data from your source. Data only appears when you use the Filters to view Dimension Members that contain existing data from your GL Source, such as your Actuals Version (the Version containing your historical financial data) and the GL Source used to upload your Actuals. You may also have to adjust your Time Dimension (calendar view) to include the years that have data from your GL Source. For detailed instructions for using the Filters, see Navigating the Worksheets Applications.

 Otherwise, use this page to build out your budget via templates or manually.

Reviewing Revenue

The Revenue page is designed as a table: each column represents a certain category of information, and each row represents one line item. You can set up this table with your preferred layout to make it easier for you and other budget contributors to review and make changes.

To customize your view of this page and see all the information you need, review the current setup of Rows, Columns, and Filters at the top.

To add or remove columns or adjust the calendar view for the Revenue application, see Navigating the Worksheets Applications.

Adding Revenue Line Items

Step 1: To add a new Revenues, select the Add icon ( Add_line_item.png ).

The new Revenue line item appears.

Step 2: Use the first few columns of this table to enter the necessary information about this Revenue line item.

Info.png Please Note: You can create general line items such as “retail sales,” “online sales,” and “interest” or specific line items for every product, service, or other form of income you have. You can also create very specific line items and use Hierarchies to group them.

  • Name – Double-click on the Name field and enter a name for this line item that you and other employees can easily recognize.

  • Account Number – Double-click on this dropdown menu and select an account to charge this line item to.

  • Amount – Double-click on this field and enter the total amount for this line item for the time period in this view of data (one year, two years, three quarters, etc.).

Info.png Please Note: When you enter an amount, Planning Maestro automatically spreads the amount evenly over each period, quarter, or year on the right side of the table.

  •  Spread Method – Double-click on this dropdown menu and select a Spread Method, or a method for distributing the expense of this line item across a certain time period.

The right side of the table updates to show the amount and Spread Method you chose.

Setting up a Line Item’s Properties

After you enter the basic information for each line item, use the Properties pane to add advanced information (including rates, schedules, and links to other information).

Step 1: To add advanced information about this line item, click on the Expand icon ( Expand_properties_pane.png  ) above Properties.

The Properties pane opens on the right.

General

In the General section of the Properties pane, use the fields provided to review the line item’s name and description.

  • Name – If needed, click on this field to edit the line item’s name.
  • R5b.png
  • Descriptions 1-4 – You can add up to four descriptions of this line item as reminders or extra information for yourself or other budget contributors. These notes do not appear in reports. To add a description, click on the space beside Description 1, Description 2, Description 3, or Description 4 and enter a description.

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To save your changes, click away from these fields.

Date

Use the Date section of the Properties pane to set up the timing of this line item.

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  • Time Hierarchy – The structure of your calendar view, or how the columns on the right side of the table represent periods, quarters, and years.
  • Start Date – Click on this field and enter the start date for the expense. You can also select the date from the calendar.

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  • End Date – Click on this field and enter the end date for the expense, or select the date from the calendar. You can also leave the date as Never Ends to let this expense continue indefinitely.

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To save your changes, click away from these fields.

Booking

In the Booking section of the Properties pane, you can set up the settings for line items that involve booking. Booking line items are sales which are still verbal agreements between you and your customers and have not reached the final stages of payment and delivery of goods or services.

Info.png Please Note: For line items that do not involve booking (for example, retail transactions in which the verbal agreement, sale, and payment happen immediately), ignore this section.

Step 1: To set this line item as a booking line item, click on the Enable Booking Calculations toggle switch to turn it to the ON position.

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The toggle switch turns green and switches to the ON position. New fields appear below.

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Step 2: Enter the following information in these fields:

  • Booking Schedule –Click on this dropdown menu and select a booking schedule. Planning Maestro provides several booking schedules for you:
  • Even (Year) – Recognizes 1/12 of the full amount each period.

Example.png Example: $12,000 is recognized as $1,000 per period.

  • Immediate – Recognizes the entire amount immediately, within the period of the date of the transaction.

Info.png Please Note: To see the exact percentage recognized each year according to the MACRS recognition schedules below, see the Recognition Schedule application within the Automation module.

  • MACRS – 10 (Half Year) – This schedule uses the MACRS (Modified Accelerated Cost Recovery System) Depreciation Table as a recognition schedule. The 10 (Half Year) schedule recognizes varying percentages of the amount each year over 10 years.
  • MACRS – 15 (Half Year) – Recognizes varying percentages of the amount each year over 15 years.
  • MACRS – 20 (Half Year) – Recognizes varying percentages of the amount each year over 20 years.
  • MACRS – 3 (Half Year) – Recognizes varying percentages of the amount each year over three years.
  • MACRS – 5 (Half Year) – Recognizes varying percentages of the amount each year over five years.
  • MACRS – 7 (Half Year) – Recognizes varying percentages of the amount each year over seven years.
  • One Period (30 Days) – Recognizes an amount 30 days after the transaction date.
  • Two Period (60 Days) – Recognizes an amount 60 days after the transaction date.
  • Booking Amount GL Account – Click on this dropdown menu and select a GL Account to charge this booking amount to.
  • Net Booking GL Account – Click on this dropdown menu and select a GL Account to assign the net booking amount (the total amount of booking minus cost).
  • Net Backlog GL Account – Click on this dropdown menu and select a GL Account to assign the net backlog amount (the total amount of backlog minus cost).

Revenue Input

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Use the Revenue Input section of the Properties pane to determine how this Revenue line item affects your total revenue (in other words, what GL Accounts it debits or credits and when).

  • Input Orientation – Click on Cash to open this dropdown menu and select the type of input (method of recording this line item):
    • Cash – Select this option to enter this line item in cash.

Info.png Please Note: This input orientation is useful for companies who sell services instead of units of goods.

  • Units – Select this option to enter this line item in units. Then, you can use the Price section below to add the price per unit and show the amount of this line item as units x price (in other words, volume x rate).

Info.png Please Note: If you use Units as the Input Orientation, use the Price section below to enter the price per unit.

  • Use Data Link – To use a Data Link and connect this line item’s Input or basic amount to information from another application (such as making this Revenue line item a percentage of an Operating Expense, or dependent on a Driver) click on this toggle switch to switch it to the ON position.
    • The toggle switch turns green and switches to the ON position.

R5o.png 

  • A new Data Link field appears below. Select Click to Edit to select the Data Link.

Info.png Please Note: For detailed instructions for setting up a Data Link, see Using Data Links.

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  • Amount (Input) – This option only appears when you are not using a Data Link. If necessary, click on this field and enter a total amount for this line item.

R5p.png 

  • Spread Method – This option only appears when you are not using a Data Link. If necessary, click on Even to open this dropdown menu and select a Spread Method for this line item.
  • Increase/Decrease Method – If this line item involves periodic increases or decreases, select 0 selected (Edit) to choose an Increase/Decrease Method.

    Example.png Example: If you raise your prices 1% each year, you can add an Increase/Decrease Method to make this increase automatic.

    R5r.png

    Info.png Please Note: Use the Increase/Decrease Methods application within the Automation module to review and edit your increase/decrease methods.

    • Recognition Schedule – Click on Immediate to open this dropdown menu and select a Recognition Schedule (method for recording this revenue).
    • Revenue Amount GL Account – Click on this dropdown menu and select a GL Account to which to charge this revenue item.

       

Revenue Properties

Use the Revenue Properties section of the Properties pane to set up the receiving, deferred revenue, and allocation methods for this line item.

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  • Receivable Schedule – Click on Cash to open this dropdown menu and select a schedule for receiving this revenue. Planning Maestro provides some Receivable Schedules for you (see below).

Info.png Please Note: To review or edit your receivable schedules, use the Receivable Schedule application within the Automation module. Until you or another user changes it, the default GL Account for every receivable schedule is Undesignated (Asset).

  • Cash – Records the amount as cash paid immediately to a certain GL Account.
  • Non-Cash – Records the amount as a non-cash asset to a certain GL Account.
  • One Period (30 Days) – Records the amount as a non-cash asset to a certain GL Account 30 days after the transaction date.
  • Two Period (60 Days) – Records the amount as a non-cash asset to a certain GL Account 60 days after the transaction date.
  • Enable Deferred Revenue – To label this line item as deferred revenue (payments your company received but has not earned through the delivery of goods or services), click on this toggle switch to switch it to the ON position.

 R5z.png

  • If you turn this toggle switch to the ON position, two more fields appear below:
  • Deferred Revenue GL Account – Click on this dropdown menu and select a GL Account for deferred revenue.
  • Deferred Revenue Schedule – Click on this dropdown menu and select a schedule for deferred revenue, or the timing which determines when you recognize deferred revenue as earned, actual revenue.
  • Allocation Method – To choose a method for allocating this amount across departments, GL Accounts, or other Dimension Members, select None (Edit).

R6d.png

Price

Use the Price section of the Properties pane to set up the pricing information for your customers for this line item.

  • Enable Unit Price Calculations – To set up pricing information for individual units of this line item, click on this toggle switch to turn it to the ON position. Turning this toggle switch ON enables you to enter the unit price.

Info.png Please Note: Do not enable Unit Price Calculations for services or products that do not come in individual units.

R6f.png

The toggle switch turns green and switches to the ON position. New fields appear below.

  • Use Data Link – To use a Data Link and connect the price to information from another application, click on this toggle switch to turn it to the ON position.

 R7a.png

  • The toggle switch turns green and switches to the ON position.
  • A new Data Link field appears below. Select Click to Edit to select the Data Link.

Info.png Please Note: For detailed instructions for setting up a Data Link, see Using Data Links.

  • Unit Price – This option only appears if you are not using a Data Link. Click on this field and enter the price of one unit for this line item.

R7b.png

  • Spread Method – Click on Even to open this dropdown menu and select a Spread Method.

Info.png Please Note: For most revenue line items, use the Period Amount Spread Method for price. For example, if you have 100 units per month for $10 each, you need to multiply the same price per month: $10 x 100 units = $1000 per month.

  • Increase/Decrease Method – Select 0 selected (Edit) to select or create an Increase/Decrease Method for this price.

Info.png Please Note: Use the Increase/Decrease Methods application within the Automation module to review and edit your increase/decrease methods.

  • Recognition Schedule – Click on Immediate to open this dropdown menu and select a Recognition Schedule (method for recording this revenue).
  • Unit Price GL Account – Click on this dropdown menu to open this dropdown menu and select a GL Account for unit price.
  • Units Sold GL Account – Click on this dropdown menu and select a GL Account for units sold.
  • Booking Unit Price GL Account – Click on this dropdown menu and select a GL Account for booking unit price.
  • Booking Units GL Account – Click on this dropdown menu and select a GL Account for booking units.
  • Backlog Units GL Account – Click on this dropdown menu and select a GL Account for backlog units.

Cost

In the Cost section of the Properties pane, enter information about the cost of this line item (such as the cost of materials and labor).

  • Enable Cost Calculations – To enter cost information about this line item, click on this toggle switch to turn it to the ON position.

R7k.png

The toggle switch turns green and switches to the ON position. New fields appear below.

  • Related Costs – Related costs are costs also involved with this line item (for example, shipping and freight). To add related costs, select 0 selected (Edit). Then, select a Related Cost to link to this line item.

Info.png Please Note: Related Costs are a type of Driver. To review or edit Related Cost Drivers, use the Drivers application within the Automation module.

  • Cost Type – Click on this dropdown menu and select a cost type:
    • Cost of Sales (Gross) – Select this type if this cost is the total cost for this line item.
    • Cost Per Unit – Select this type if this cost is the cost for every unit of this item. If you select this type, Planning Maestro multiplies this cost by the number of units to find the total cost.
  • Use Data Link – To use a Data Link, to link this line item’s cost to information from this or another application (such as make the line item’s cost depend on its price) click on this toggle switch to switch it to the ON position.

Info.png Please Note: For detailed instructions for setting up a Data Link, see Using Data Links.

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  • Cost (Input) – This field only appears if you are not using a Data Link. Click on this field and enter this line item’s cost (either the gross cost or the cost per unit, depending on what you selected for Cost Type above).

R7p.png

  • Spread Method – Click on Even to open this dropdown menu and select a Spread Method for this cost.
  • Increase/Decrease Methods – Select 0 selected (Edit) to select an Increase/Decrease Method for this cost amount.

Info.png Please Note: Use the Increase/Decrease Methods application within the Automation module to review and edit your increase/decrease methods.

  • Recognition Schedule – Click on Immediate to open this dropdown menu to select a Recognition Schedule for this cost.
  • Payment Schedule – Click on this dropdown menu to select a Payment Schedule for this cost. Planning Maestro provides some payment schedules for you.

Info.png Please Note: To review or edit your payment schedules, use the Payment Schedule application within the Financial Intelligence Setup module.

  • Cash – This Payment Schedule records the amount as cash paid immediately to a certain GL Account.
  • Non-Cash – This Payment Schedule records the amount as a non-cash asset to a certain GL Account.
  • One Period (30 Days) – This Payment Schedule records the amount as a non-cash asset to a certain GL Account 30 days after the transaction date.
  • Two Period (60 Days) – This Payment Schedule records the amount as a non-cash asset to a certain GL Account 60 days after the transaction date.
  • Cost of Sales Gross GL Account – Click on this dropdown men and select a GL Account for the gross cost of sales.
  • Cost of Sales GL Account – Click on this dropdown men and select a GL Account for the cost of sales.
  • Net Cost of Sales GL Account – Click on this dropdown men and select a GL Account for the net cost of sales.
  • Net Cost Per Unit GL Account – Click on this dropdown men and select a GL Account for the net cost per unit.
  • Cost Per Unit GL Account – Click on this dropdown men and select a GL Account for the cost per unit.

Statistical Data

Use the Statistical Data section of the Properties pane to select analytical GL Accounts, or non-monetary accounts that help you analyze your data.

R10b.png

  • Revenue (Net) GL Account – Click on this dropdown menu and select a GL Account for net revenue for this line item.
  • Gross Margin GL Account – Click on this dropdown menu and select a GL Account for the gross margin.
  • Gross Margin Per Unit GL Account – This option only appears if you set the Input Orientation to Units in the Revenue Input section above. Click on this dropdown menu and select a GL Account for the gross margin per unit.
  • Gross Margin Percent GL Account – Click on this dropdown menu and select a GL Account for the gross margin percent.

Setting up a Line Item's Details

The Details pane shows advanced accounting details, or how each Revenue line item affects statistical GL Accounts, the P&L statement (Profit and Loss, or Income Statement), and Balance Sheet over the time period you are viewing. Use the Details pane to review how this line item is debited and credited to various GL Accounts.

Info.png Please Note: The Details pane is useful for accountants who are running reports such as the Income Statement. If you are a budget contributor (department head or manager) who just needs to enter your budget for the coming year, you most likely do not need to use the Details pane.

Step 1: To open the Details pane, select the line item in the table, and then select the Expand icon ( Expand_Details_icon.png ) in the bottom right.

The Details pane opens. This pane displays a table.

You can customize your calendar view in the Details pane separately from your view in the main application.

Example.png Example: The main application is set to display the 2022 calendar. The Details pane displays 2020-2022.

The columns of the table present the following information:

  • Transaction Type – This column displays what type of transaction this line item affects: GL Accounts, increases, decreases, and payments.
  • DR/CR – This column shows whether the line item is a debit (DR) or credit (CR) in each transaction.
  • Account Number – This column shows the GL Account Number for each transaction.

The rest of the columns display the calendar view you set up above.

Reviewing Revenue Details

Use the Revenue section of the Details pane to review how this line item affects revenue GL Accounts over the time period displayed in the application.

R10e.png

Info.png Please Note:

  • Use the [Time] dropdown menu under Columns to control your calendar view, or what periods, quarters, and years you can see in this pane.
  • Use the Properties pane to edit the GL Accounts debited or credited for this line item.

Example.png Example:

  • In the screenshot above, you can see how this line item affects these GL Accounts over one year (12 periods).
  • This line item debits the Booking Units (U) GL Account $125.00 per period this year.

Reviewing P&L Details

Use the P&L (Profit & Loss) section of the pane to review how this line item debits or credits revenue accounts (GL Accounts included in your Income Statement).

R10f.png

Reviewing Balance Sheet Details

Use the Balance Sheet section of this pane to review how this line item debits or credits asset and liability accounts.

R10g.png

Editing Revenue Line Items

You can edit the information or amount for line items in the Revenue application.

Editing Individual Line Items

Step 1: To edit line items in the Revenue application, reopen the Revenue application. Open the Worksheets module and select Revenue.

Step 2: On the Revenue page, select any line item on this page to edit its amount, properties, or details.

Step 3: To edit an amount for a specific period, double-click on the amount’s cell in the table and enter the new amount.

  • When you enter a new amount and click away, the amount changes.
  • The text changes from blue to purple.
  • All users who can access this application and the related Dimensions can see this purple text.

Step 4: To reverse this change and return to the original amount, double-click on the amount’s cell in the table, press Delete, and then press Enter.

  • The amount turns back to the original (the total amount as divided by the Spread Method).
  • The text changes back from purple to blue.

Info.png Please Note: If you edit any item on this page connected to another line item through a Data Link, all other items connected through the Data Link also change.

Editing Multiple Line Items

To edit multiple line items quickly and easily, you can:

  • Use the Export/Import tool – Export this page as an Excel spreadsheet, edit as needed, and then import it back in. To export an Excel spreadsheet, hover over the Export/Import icon
    Export-import_icon.png
     ) and select Export Data Projections to Excel.

Info.png Please Note: For specific guidelines for exporting and importing Excel spreadsheets, see Exporting/Importing Excel Templates in Worksheets.

  • Transaction Row Filter – To edit amounts other than the main Revenue amount for line items on this page (a line item’s amount for Booking, Cost, Price, etc.), use the Transaction Row filter to see only the type of transaction amount you want to edit on the page. Then, edit each cell to change the amounts.

Example.png Example: To change the Unit Price of several line items at once, click on the Transaction Row dropdown menu and select Unit Price (Input). The Amount field in the table changes to reflect the Unit Price of each item. Then, you can edit each line item’s Unit Price individually in the table.

Deleting Revenue Line Items

Warning.png Please Note: You cannot recover a deleted Revenue line item.

Step 1: To remove a line item from the Revenue page, select the line item and select the Delete icon
( Delete_line_item.png
 ).

Step 2: A popup message appears. Click Confirm.

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The line item disappears from the page.

Info.png Please Note: You cannot delete a line item connected to other line items through a Data Link. If you try, a warning message appears and shows you how this line item is used in other Data Projections (other line items).

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To delete this line item, remove all the Data Links connected to it (listed in the popup message) first. For detailed instructions for adding, editing, and disabling Data Links, see Using Data Links in Planning Maestro.

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Comments

4 comments
  • The following statement,

    "Please Note: When you first open this page, the page does not display any line items. Data only appears if you choose to look at your Actuals (see below). Otherwise, use this page to build out your budget via templates or manually."

    needs to be clarified. Data imported into the Actuals plan (e.g., via AccountSummary) does not appear in the Plan Revenue records. This is true for any version. Only data entered through budget records will appear on the screen this note refers to. There is also a "see below" reference in the note but no referenced material.

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  • Hi Alan, thank you for your response. We've updated the article to make the note clearer. When you open the Revenues page for any Plan and use the Filters to view your Actuals Version and other Dimension Members that contain data from your GL Source, that data appears on the page. (You may also have to adjust your Time Dimension to include years that have data from your GL Source).

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  • Good point. I was just able to display this data with no issues. You may also say that the GL Source used in uploading the Actuals must be selected in the Filters (as well as other relevant dimension members used in the data upload) and that Properties are not available when displaying Actual data not created in the Plan (i.e., imported without Properties).

    These instructional documents are really good, with great clarity and detail and the screenshots are a great help in learning the various components of the application. I can see the knowledge base continually increasing.

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  • Thanks, Alan!

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