Financials - Managing Your Financial Data

If you need to update the financial data you’ve provided to ClearGov, you can do so using the Financials Tool. 

There are times when ClearGov still recommends sharing an updated spreadsheet by filling out the Data Request Form. A few cases where you might want to send your data to the data team are:

• When you do not have the time to format their files or manually enter data into the worksheet
• When you need to upload new lines or a brand-new version type
• Simply for the convenience of having the data team upload and tie out your budget/actuals
• Or just because you would like the data team to take care of updating your data

The Financials Tool

Navigate to Tools in the left-hand navigation sidebar and select the Financials tool.
Note: If you do not see the Financials tool, please contact Support or your Client Success Manager so ClearGov can enable that feature.

The Financials Worksheet

Work with the Financials Worksheet

Filtering the worksheet is a great way to review/view your data similar to how you would normally look at it through your ERP reports or Excel. Utilize a few of the ClearGov quick tips to display information the way you would like to view it. 

1. Row Groupings - Select and drag columns to the row group filter to display your accounts by groups, such as if you want to group accounts by fund and department.
2. Search and Funnel - Type in the search box to locate an account or series of accounts. Or select the funnel icon for advanced searching.
3. Columns Menu - Select the Column Menu bar to select or deselect the columns you wish to display.
4. Notes - Select the Action icon (three dots) and then select the Notes option to leave any note you would like for the record of that account. Pro Tip: It’s a great idea to leave a note when you edit the account description name to leave a reason for the change to the account name.   

Update Data

Now let’s get into the specifics of updating data. There are two main ways to update your data, self-serve, which is our do-it-yourself option, or through a data request form that allows the data team to update data for you.

Self Serve Options

Add New Versions

It’s easy to add a new version of data to your ClearGov applications by using the Add Version tool. Follow the steps below to easily add a new column of data. Note: If you need a brand new version type simply turn in a data ticket to the data team.  

1. Select Add Version.
2. Select the Version Type and Fiscal Year. Note: The versions provided for you to select from will be based on the versions you previously had the data team established. If you need to have a brand new version type added, provide the new version type and values to the data team to be uploaded to your site.
3. Select the Download the ClearGov Template link in the blue text box. It is important to utilize the ClearGov provided template for a successful import of a new version.
4. Select Start to begin the wizard process.
5. Drag and drop the file to get started, or select the Upload file button and use your file explorer to select your completed import template.
6. Next, map the columns in your file (incoming fields) to the mandatory categories (destination fields). 
   Note: If your file has validation errors, you’ll see them listed here. You’ll repair them in the next step. Select Continue when you have correctly matched the columns.
   • 
   • Use the drop-down menu next to the column name to select the corresponding field.
7. Now it’s time to review your uploaded data. After reviewing your data and correcting any errors, select Submit.

• Validation errors are highlighted in red. Hover over them to see an explanation of the error.
• Select a cell and begin typing to edit the contents.
• Use the toggles at the top to show all records, valid records, or invalid records to simplify your view.
• 

Update Existing Versions 

Maybe you need to update your actual numbers for FY 20xx with the latest and greatest values. By using the Update Existing Version tool, you can quickly update this information yourself.  

1. Select Update Existing Version
2. Select the Version to update. Note: The versions provided for you to select from will be based on the versions you previously had the data team established. If you need to have a brand new version type added, provide the new version type and values to the data team to be uploaded to your site.
3. Select the Download the ClearGov Template link in the blue text box. It is important to utilize the ClearGov provided template for a successful import of a new version.
4. Select Start to begin the wizard process.
5. Drag and drop the file to get started, or select the Upload file button and use your file explorer to select your completed import template.
   • 
6. Next, match the columns in your file (incoming fields) to the mandatory categories (destination fields). 
   Note: If your file has validation errors, you’ll see them listed here. You’ll repair them in the next step. Select Continue when you have correctly matched the columns.
   • 
   • Use the drop-down menu next to the column name to select the corresponding field.
7. Now it’s time to review your uploaded data. After reviewing your data and correcting any errors, select Submit.

• Validation errors are highlighted in red. Hover over them to see an explanation of the error.
• Select a cell and begin typing to edit the contents.
• Use the toggles at the top to show all records, valid records, or invalid records to simplify your view.
• 

Pro Tips: Utilizing the ClearGov Upload Feature

• You MUST download and use the ClearGov template!
• Make sure that your template is saved as a CSV for proper uploading of the file to ClearGov.
• Values entered in the Budget Statistics column must adhere to specific formatting guidelines:
  • Number Format: Please enter only numerical values (e.g., 1234.56). Do not use commas (,) to separate thousands or dollar signs ($) as currency indicators.
  • Decimal Places: Values can have a maximum of two decimal places. For example, 100.25 is acceptable, while 1,234.567 would not be (as it has three decimal places AND a comma).
• Watch out for common validation errors such as:
  • The description doesn’t match the Account ID (try utilizing the Edit Account Description action in the Financials worksheet)
  • The account is not yet in the ClearGov System (send new accounts to the Data team for adding)

Manage Versions

If you want to change your default versions to be reflected in the budget book or the operational worksheet or maybe you just want to rename a historical version's name, the Manage Version tool is the spot to handle those changes. 

1. Select the Manage Versions button.
2. The table is organized by year with columns for each version type, grouped into Budgeted and Actual categories. Select the edit pencil next to the version description name you want to change, then enter the new version description name and select the checkmark to confirm the description name. Note: This update will affect all corresponding versions across all years and applications.

3. You can set a default version for each fiscal year by selecting the appropriate radio button.  You can only have one default allowed per version type. If there is only one option available that option will be preselected for you.
4. Select Save Version Updates to save any changes made. 

Note: Changing version names or the default version for a fiscal year will update descriptions and financial calculations across all ClearGov applications, including existing Budget Books. To prevent changes being made to existing budget books, lock those budget books first.

Edit Account Description Names

Maybe an account description was spelled incorrectly or needs an update to the naming convention. You can quickly make those updates in the Financial application. 

1. Select the Action button.
2. Select the Edit Account Description button to be able to make the naming update.
3. Enter the New Description.
4. Select the Update Description button to save the updated account description name. 

Note: Updating the account description will update throughout all applications in all years. If you have historical budget books that would be affected, lock those budget books first. 

Manually Edit Account Values

Type directly into the value boxes to manually adjust values for accounts.

Note: Locate previous values in the Audit Trail if needed.

Data Request Options

Below are a few reasons you may choose to turn in a data request instead of using the self-service options. 

• Chart of Accounts Changes: If you need to modify the structure of your Chart of Accounts (reorganizing/adding/removing accounts, categories, departments, funds, divisions, etc.).
• Adding New Elements: If you need to add values to a fund, category, department, account, or version type that doesn't yet exist within the system.
• Deleting Versions: If you need to permanently delete an existing budget version.
• Template Issues: If you cannot (or don’t want to) use the provided template or encounter difficulties reformatting your data for the Financials module.

Audit Trail

The Audit Trail records all activities (values, version changes, etc.) completed in the Financials Worksheet. You will be able to filter by user, action, entity, detail, or date to track the changes made in the worksheet.