Setting up the Properties of Record Set Drivers

Follow

In Planning Maestro, you can analyze your company’s data and create budgets and forecasts. These budgets can include Drivers: non-financial factors or variables (assumptions) involved in your company’s budgets. These factors or variables “drive” or directly influence operating expenses, revenue, and personnel in your company.

Example.png Example: A Driver can represent the square footage of your office, or the cost of rent per square foot.

Record Set Drivers are Drivers built from a group of line items from another application.

Example.png Example: You can calculate the total rent for all your company’s offices by adding up the line items representing individual office rents.

To review, add to, edit, or delete the budgeted amounts for Record Set Drivers in Planning Maestro, use the Drivers application, which is in the Planning module.

Info.png Please Note: This document shows you how to set up the properties of a Record Set Driver through the Drivers application. You can also set up a Record Set Driver quickly through another application by creating a Data Link.

This document shows you, a Planning Maestro user, how to set up the properties of a Record Set Driver.

Setting up A Record Set Driver’s Properties

To locate the Drivers application and create a new a Record Set Driver, see Managing Drivers. After adding the Record Set Driver as a line item in this application, click the Expand icon ( Expand_properties_pane.png ) to open the Properties pane.

R1a.png

The Properties pane opens on the right.

R1b.png

A Record Set Driver’s Properties pane contains the following fields:

R1c.png

General

Use the General section of the Properties pane to set up the name and description of this Record Set Driver.

  • Name – If needed, click on this field to edit the line item’s name.

R2a.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.

R2b.png

Date

Use the Date section of the Properties pane to set up the timing of this Record Set Driver.

R2c.png

  • 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 this Record Set Driver. You can also select the date from the calendar.

R2d.png

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

R2e.png

Driver Basis

Use the Driver Basis section to determine the nature or function of this Record Set Driver.

R2f.png

  • Driver Type – This field displays the Driver Type you selected (Record Set).

Info.png Please Note: You can click on this field to open a dropdown menu and select a new Driver Type if needed. If you choose a new Driver Type, the Properties pane fields for this Driver change (though they may keep some of the data you entered).

Record Set Definition

Use the Record Set Definition section to determine what records make up this Record Set Driver and how the Driver groups them. This section has different options based on what Record Type you choose:

R2g.png

  • Record Type – Click on this dropdown menu and select one of the following applications to use to build this Record Set Driver:
    • DriverSelect this option to build this Record Set Driver using information from the Drivers application.
    • Revenue – Select this option to build this Record Set Driver using information from the Revenue application.
    • Operating Expense – Select this option to build this Record Set Driver using information from the Operating Expense application.
    • Personnel – Select this option to build this Record Set Driver using information from the Personnel application.
    • Adjustment – Select this option to build this Record Set Driver using information from the Adjustment application.

The fields below change depending on which Record Type you chose. Use the following sections of this document to continue setting up the Record Set Driver:

 Graphic.png

Please Note: Make sure you select the correct Record Type for this Record Set Driver. For example, if you want to include Cost of Sales data from your Revenue records, make sure to select Revenue as the Record Type before selecting GL Accounts.

Record Set Definition – Driver

When you choose Driver as the Record Type, you choose to build this Record Set Driver from other Drivers. When you select Driver from the dropdown menu, new fields appear below:

R1d.png

  • Driver Type – Click on this dropdown menu and select one of the following options:

R2h.png 

  • Input – Select this option to make this Record Set Driver a group of Input Drivers (such as the square footage of several offices).
  • Record Set – Select this option to make this Record Set Driver a group of other Record Sets.
  • Driver Data Type – Click on this dropdown menu and select one of the following options:

R2i.png 

  • Monetary – Select this type if this Record Set Driver is an amount of money.

Example.png Example: You can have a Record Set Driver that calculates the total cost of your company’s corporate events for the year.

  • Unit – Select this type if this Record Set Driver is a simple unit.

Example.png Example: You can have a Record Set Driver for total square footage that calculates the square footage of all your offices combined.

  • Percent – Select this type if this Record Set Driver is a percentage of something.
  • Transaction – Click on this dropdown menu and select one of the following options what type of transaction this Record Set Driver uses from the line items it is connected to. You can find these transaction types in the Details pane of each application (each type has its own row).

 

The list of Transaction types you can choose from changes depending on what Driver Data Type you chose:

 

Driver Data Type

Transaction Types Available

Monetary Transaction Types

R2j.png

 

Accrual (Monetary)* – Select this option to set the Record Set Driver to use the amount of the line item accrued so far based on its Recognition Schedule.

Recognition (Monetary) – Select this option to set the Record Set Driver to use the part of the amount recognized so far based on its Recognition Schedule.

Monetary (most common transaction type to use for a Record Set) – Select this option to set the Record Set Driver to use a line item’s monetary amount (the total dollar amount).

Monetary (Input) – Select this option to set the Record Set Driver to use a line item’s monetary input (the total dollar amount with whatever manual edits users made to each period amount).

Unit Transaction Types

R2k.png

 

Accrual (Units)* – Select this option to set the Record Set Driver to use the total number of units for this line item accrued so far based on its Recognition Schedule.

Units – Select this option to set the Record Set Driver to use a line item’s total units.

Recognition (Units) – Select this option to set the Record Set Driver to use the part of the amount recognized so far based on its Recognition Schedule.

Units (Input) – Select this option to set the Record Set Driver to use a line item’s unit input (the total number of units with whatever manual edits users made to each period amount).

Percent Transaction Types

 R2l.png

Percentage – Select this option to set the Record Set Driver to use a line item’s total percentage.

Recognition (Percentage) – Select this option to set the Record Set Driver to use the part of the amount recognized so far based on its Recognition Schedule.

Accrual (Percentage)* – Select this option to set the Record Set Driver to use the total percentage accrued so far based on its Recognition Schedule.

Percentage (Input) – Select this option to set the Record Set Driver to use the amount of the line item accrued so far based on its Recognition Schedule.

*Only line items that use Recognition Schedules with accrual enabled have accrual amounts.

  • Set Operation – Click on this dropdown menu and select one of the following options for how this Record Set is calculated:

 R2m.png

  • Total – Select this option to make the total value of this Record Set the sum of all the Drivers
  • Average – Select this option to make the total value of this Record Set the average of all the Drivers
  • Maximum – Select this option to make the value of this Record Set the maximum value of all the Drivers
  • Minimum – Select this option to make the value of this Record Set the minimum of all the Drivers included.
  • Ignore Zeros – To exclude line items from the Record Set when they equal zero (especially if you’re calculating the average of several items), click on this toggle switch to switch it to the ON position.

R2n.png

  • Record Set – To select which Drivers to include in this Record Set, select Click to Edit.

R2o.png

A Define Record Set popup opens.

Info.png Please Note: To select Drivers for this Record Set, see the Selecting Records for the Record Set section below.

D1.png

Record Set Definition – Revenue, Operating Expense, Personnel, Adjustment

You can also build a Record Set Driver from one of the other four applications: Revenue, Operating Expenses, Personnel, or Adjustments.

Example.png Example: You can build a Record Set Driver from the Personnel application that calculates the average Wage per Hour for a group of employees.

To learn how to build a Record Set Driver from one of these other applications, see the following sections:

Record Set Definition – Revenue

When you select Revenue as the Record Type, you are choosing to build this Record Set from a group of Revenue line items.

Example.png Example: You could use Record Set Driver made of Revenue line items to calculate the total cost for a group of products.

When you select Revenue as the Record Type, the following fields appear:

R1f.png

  • Transaction – Click on this dropdown menu and select one of the following options what type of transaction this Record Set Driver uses from the Revenue line items it is connected to. You can find these transaction types in the Details pane of each application (each type has its own row).

Info.png Please Note: For a complete description of every Revenue transaction type, see Reference Guide: Transaction Types in the Planning Applications.

  • Set Operation – Click on this dropdown menu and select one of the following options for how this Record Set is calculated:

 R2t.png

  • Total – Select this option to make the total value of this Record Set the sum of all the Revenue line items included.
  • Average – Select this option to make the total value of this Record Set the average of all the Revenue line items included.
  • Maximum – Select this option to make the value of this Record Set the maximum value of all the Revenue line items included.
  • Minimum – Select this option to make the value of this Record Set the minimum of all the Revenue line items included.
  • Ignore Zeros – To exclude Revenue line items from the Record Set when they equal zero (especially if you’re calculating the average of several items), click on this toggle switch to switch it to the ON position.

Re1a.jpg

  • Record Set – To select which Revenue line items to include in this Record Set, select Click to Edit.

Re1b.jpg

A Define Record Set popup opens. To select Revenue records for this Record Set, see the Selecting Records for the Record Set section below.

Record Set Definition – Operating Expenses

When you select Operating Expense as the Record Type, you are choosing to build this Record Set Driver from a group of Operating Expenses.

Example.png Example: You could use Record Set Driver made of Operating Expenses to calculate the total cost of several employee training programs.

When you select Operating Expenses as the Record Type, the following fields appear:

R1e.png

  • Transaction – Click on this dropdown menu and select one of the following options what type of transaction this Record Set Driver uses from the Operating Expenses it is connected to. You can find these transaction types in the Details pane of each application (each has its own row).

Info.png Please Note: For a complete description of every Operating Expense transaction type, see Reference Guide: Transaction Types in the Planning Applications.

  • Set Operation – Click on this dropdown menu and select one of the following options for how this Record Set is calculated:

 R2m.png

  • Total – Select this option to make the total value of this Record Set the sum of all the Operating Expenses included.
  • Average – Select this option to make the total value of this Record Set the average of all the Operating Expenses included.
  • Maximum – Select this option to make the value of this Record Set the maximum value of all the Operating Expenses included.
  • Minimum – Select this option to make the value of this Record Set the minimum of all the Operating Expenses included.
  • Ignore Zeros – To exclude Operating Expenses from the Record Set when they equal zero (especially if you’re calculating the average of several items), click on this toggle switch to switch it to the ON position.

O1a.jpg

  • Record Set – To select which Operating Expenses to include in this Record Set, select Click to Edit.

O1b.jpg

Info.png Please Note: For detailed instructions for selecting items to include in this Record Set, see the Record Set section of Using Data Links.

 A Define Record Set popup opens. To select Operating Expenses for this Record Set, see the Selecting Records for the Record Set section below.

R6a.png

Record Set Definition – Personnel

When you select Personnel as the Record Type, you are choosing to build this Record Set Driver from a group of Personnel line items.

Example.png Example: You could use Record Set Driver made of Personnel line items to calculate the total number of Planned Hours for a group of employees.

When you select Personnel as the Record Type, the following fields appear:

R1g.png

  • Transaction – Click on this dropdown menu and select one of the following options what type of transaction this Record Set Driver uses from the Personnel line items it is connected to. You can find these transaction types in the Details pane of each application (each has its own row).

Info.png Please Note: For a complete description of every Personnel transaction type, see Reference Guide: Transaction Types in the Planning Applications.

  • Set Operation – Click on this dropdown menu and select one of the following options for how this Record Set is calculated:

R2t.png 

  • Total – Select this option to make the total value of this Record Set the sum of all the Personnel line items included.
  • Average – Select this option to make the total value of this Record Set the average of all the Personnel line items included.
  • Maximum – Select this option to make the value of this Record Set the maximum value of all the Personnel line items included.
  • Minimum – Select this option to make the value of this Record Set the minimum of all the Personnel line items included.
  • Ignore Zeros – To exclude Personnel line items from the Record Set when they equal zero (especially if you’re calculating the average of several items), click on this toggle switch to switch it to the ON position.

O1c.jpg

  • Record Set – To select which Personnel line items to include in this Record Set, select Click to Edit.

Info.png Please Note: For detailed instructions for selecting items to include in this Record Set, see the Record Set section of Using Data Links.

O1d.jpg

A Define Record Set popup opens. To select Personnel records for this Record Set, see the Selecting Records for the Record Set section below.

 R6a.png

Record Set Definition – Adjustments

When you select Adjustment as the Record Type, you are choosing to build this Record Set Driver from a group of Adjustments.

Example.png Example: You could use a Record Set Driver made of Adjustments to calculate which of your company’s assets has the greatest or least value.

When you select Adjustment as the Record Type, the following fields appear:

R1.png

  • Transaction – Click on this dropdown menu and select one of the following options what type of transaction this Record Set Driver uses from the line items it is connected to. You can find these transaction types in the Details pane of each application (each has its own row).

Info.png Please Note: For a complete description of every Adjustment transaction type, see Reference Guide: Transaction Types in the Planning Applications.

  • Set Operation – Click on this dropdown menu and select one of the following options for how this Record Set is calculated:

R2t.png 

  • Total – Select this option to make the total value of this Record Set the sum of all the Adjustment line items included.
  • Average – Select this option to make the total value of this Record Set the average of all the Adjustment line items included.
  • Maximum – Select this option to make the value of this Record Set the maximum value of all the Adjustment line items included.
  • Minimum – Select this option to make the value of this Record Set the minimum of all the Adjustment line items included.
  • Ignore Zeros – To exclude Adjustment line items from the Record Set when they equal zero (especially if you’re calculating the average of several items), click on this toggle switch to switch it to the ON position.

O1e.jpg

  • Record Set – To select which Adjustment line items to include in this Record Set, select Click to Edit.

O1f.jpg

A Define Record Set popup opens. To select Adjustment line items for this Record Set, see the Selecting Records for the Record Set section below.

R6a.png

Selecting Records for the Record Set

When you select Click to Edit for a Record Set of any Record Type (Drivers, Revenue, Operating Expenses, Personnel, or Adjustments) a Define Record Set popup appears. Use this popup to decide which records (Drivers, Revenue, Operating Expenses, Personnel, or Adjustments) to include in your Record Set.

D1a.png

  • Select based on – Click on one of these radio buttons:D1b.png
  • Filters – Select this radio button to look for all records that match certain criteria (such as Version and GL Account). All future records or line items you add are automatically included in this calculation.

Example.png Example: You can set filters for a certain Version and an Office Rent GL Account. All offices in that Version and charged to that GL Account that you add to your company after this are automatically included.

  • Record Selections – Select this radio button to look for only specific records. You can include or exclude any records you want. Records you add later are not automatically included in this Record Set, but you can add them manually.

Example.png Example: You can select three out of four offices to include in this Record Set. If your company expands and adds more offices, you need to add them to this Record Set manually before they are included in the calculation.

  • Version – Select the Versions from which you want to select line items. To select all Versions, select Version (Master) at the top.

D1c.png

  • Account Number – Select the Account Numbers from which you want to pull line items. To select all Account Numbers, select MEATGROUPS -- (Master) at the top.

D1d.png

Info.png Please Note: MEATGROUPS stands for Maestro Equivalent Account Type groups (that is, account type – Asset, Expense, Liability, etc.). MEATGROUPs is the top “node” or level of the account group hierarchy.

  • The rest of the fields on this page display the Dimensions and Dimension Members in this Plan. In each section, select the Dimension Members you want to “pull” line items from to create this record.

Example.png Example: In this example, if you group offices by region, you could select a Region from your Region Dimension and use office rents only in that region.

Info.png Please Note: You can also leave these fields blank to pull in all line items from all Dimension Members that fit the Version and Account Number(s) you selected.

D1e.png

  • After selecting the necessary Dimension Members, click Add to Set.

 D1f.png

Preview and Apply

After you select records and click Next, a Preview and Apply tab opens on the popup. Your options in this tab depend on whether you chose to build this Record Set based on Filters or Select Records in the Select Records tab (see the previous section).

D2a.png

Filters: Applying the Record Set

If you chose to create a Record Set based on Filters (see the previous section), a preview of the line items included in this Record Set appears. Click Apply.

D1i.png

The Record Set Driver appears on the page.

R6b.png

Info.png Please Note: This Record Set based on Filters automatically updates when more records that match the Filters (records with the same Version, GL Account, etc.) are added to Planning Maestro.

Selecting Records: Removing Selected Records

If you are setting up this Record Set through Select Records (specific records, instead of Filters – see the previous section), you can see a preview of the Record Set you chose. Use this preview to remove any records you do not want to include in this Record Set Driver.

D2a.png

Step 1: To remove records you do not want to include in this Record Set, select the records you do not want and click Remove Selected.

D2b.png

  • The record you selected is removed.
  • A confirmation message appears.

D2c.png

Step 2: To apply this Record Set, click Apply.

D2d.png

This Record Set Driver appears on the Drivers page. To see the full amount, records included, and details of this Record Set Driver, open the Details pane (explained in the next section).

D2e.png

Info.png Please Note: This Record Set based on Record Selections (instead of Filters) does not change, even if you add similar records to Planning Maestro (for example, related Input Drivers). You must manually add new records to this Record Set.

Reviewing a Record Set Driver’s Details

When you finish setting up a Record Set and selecting which records to include, the Record Set’s amount in the main table or working screen remains blank.

R5f.png

To see the total amount and amount per period for this Record Set, open the Details pane below.

To open the Details pane, click on the Expand icon ( Expand_Details_icon.png ) at the bottom of the page.

R3b.png

This pane displays a table.

R3c.png

The Details pane displays the line items (Drivers, Operating Expenses, Revenue, Personnel, or Adjustments) that make up this Record Set, along with the set total, the total for each line item, and the amount for each period.

Details pane for a Record Set Driver named Total: Wilderness training programs:

R5g.png

After you set up the properties of the Record Set Driver, the Record Set is complete. To edit or delete this Record Set Driver, see Managing Drivers.

 

 

0 out of 0 found this helpful

Comments

1 comment
  • The statement

    "Time Hierarchy – The structure of your calendar view, or how the columns on the right side of the table represent periods, quarters, and years (for example, 2021-01 for January 2021)."

    needs to be clarified in all guides that include it.

    Currently, the only option in the Properties/Time Hierarchy is "Fiscal Calendar Month", regardless of the Calendar Subset selected in the main budget record window.

    0
    Comment actions Permalink

Please sign in to leave a comment.