Hi. In this video, I will show you how to add and edit data in the Expenses view for OpEx and CapEx expenses.

The Other tab allows you to capture all OpEx and CapEx information from your General Ledger that were not captured in the Labor, Contracts, or Assets tabs. Specifically, the Other tab allows you to view all other expenses that need to be captured by your organization.

To get to the Expenses view, select the desired Cost Object category in the Plan section and then the desired Group Cost Object or a specific Cost Object in the Plan sub-section. Note that if you have been assigned as an Owner or Editor to a Group Cost Object, you can edit or import line items to those Group Cost Objects rather than editing the child Cost Objects individually.

As an Owner, you can edit or import line items including External Line Items for all Cost Objects in an Open plan. As a user with edit permissions, you can navigate to a Group Cost Object and select the Edit button to enable group editing. Editing a Group Cost Object will edit the latest in-progress version of the child Cost Object. If no in-progress version is available, a new version will be created. Selecting Submit Changes when in group edit mode will submit all in-progress versions within that group.

Moving on, once you have the specific department selected, click Expenses.

The Expenses view is where all the direct costs are recorded. The first page displayed is the Summary tab. The Summary tab gives you a view of all the direct costs. If you have Project Financial Planning configured, Budget Owner can view the costs delegated from a Project Owner. These costs could have originated in a project but were since delegated back to a Department or Service once the project was completed. Delegated costs show up in the responsible Department budgets in the correct periods, along with the originating project information.

The Other tab allows you to view all other expenses that need to be captured by your organization, and to forecast OpEx and CapEx for your departments, projects, or services. If your company is doing resource planning as well, you’ll see tabs like Labor, Contracts, and Assets, along with the Other tab.

Within the Summary tab, you can filter by OpEx or CapEx, or view KPIs of total OpEx and CapEx budget.

Now, let's click the Other tab.

Here, you can see what expenses are expected to be incurred, to which expense type they are going and when they will be spent. You can also see the overall impact of the expenses on your CapEx and OpEx budgets reflected in the KPIs.

Let's walk through how you can manually add data to the Expenses table of this tab.

First, select the Account that is incurring the cost. Notice that after selecting an Account, the Account: Expense Type column is populated as OpEx or CapEx based on the account’s definition in the system.

You can then input other details, such as Vendor, Location, Description, and a Comment, if needed.

Now, let's add some costs to the periodic section in the table.

In this section, you input how much you think you will spend each month for that expense item.

Notice the values in the FY Total column increases after adding the amounts. This will also be reflected in the KPIs of the respective expense type.

You can show or hide a column or multiple columns in the Expenses table. Click the down arrow to the right of a column heading and select Show/Hide columns. Next, select the columns you want to see or deselect the columns you want to hide.

You can also view the quarterly totals for your budget with the show/hide functionally mentioned earlier. You can edit the quarterly and annual totals in the Expenses table of the Other tab only, and have the amounts evenly spread across the months.

You can perform monthly, quarterly and fiscal year comparisons of your budget data to other plans or versions. Click the down arrow to the right of a month, quarter, or fiscal year total column and select Add Comparison. In the Add Comparison dialog box, select a version of the active plan or another plan, and then click Compare. You can also check the Include Quarter and Year Comparison Total checkbox to include comparisons for all quarters and fiscal year total for the selected time period.

Similarly, you can also view the Year-to-date (YTD) column that represents the year-to-date sum of the actuals in your forecast. Click the down arrow to the right of a column heading and select Show/Hide Columns. In the Show Columns dialog box, select the YTD column for the desired year and click Show.

And when you are done, you can save the layout, so that the Expenses table appears in the same format when you return to the page later. Note that any data comparison tools used will not be saved.

And that is a high-level view of the Other tab.

Now, let’s take a moment to go over some tips and tricks, that you can use for reviewing and editing your budgets.

Similarly, to how you can show and hide columns, you can also group and freeze columns in the Expenses table. To group the Expense items by a single column, click the down arrow to the right of a column heading and select Group Column.

To group by multiple columns, click the down arrow to the right of a column heading and select Group Columns. In the Group Columns dialog box, select the columns you would like to group and then click Group.

To freeze a column, click the down arrow to the right of a column heading and select Freeze Column. If the option isn’t available, you need to first click the down arrow to the right of a column heading and select Ungroup Column.

To freeze multiple columns, click the down arrow to the right of the column heading and click Freeze Columns. Select the columns you want to freeze, and then click Freeze.

In addition, you can re-order the columns as well as sort them. To re-order, click a column heading and then drag it to its desired location that is indicated by a dark blue divider line.

To sort a column, click the down arrow to the right of a column heading and choose an ascending or descending sort order.

You can also add a new column in the Expenses table. To add a new column, click the down arrow to the right of a column heading and select Insert Column. In the Insert Custom Column dialog box, enter a Name for the new column, select one of the Column Type options, and click OK.

You can also set filters to limit the data displayed in the Expenses table.

To add new expense items elsewhere in the table, hover the mouse pointer in the left-most cell of the table and click Insert Row Above or Insert Row Below. You then enter the expense item details you want in the newly inserted row.

Similarly, to delete a row/expense item elsewhere in the table, hover the mouse pointer in the left-most cell of the table and click Delete Row.

That’s a quick introduction to entering and editing data in the Expenses view for OpEx and CapEx expenses. Thanks for watching!