Operational Budgeting - Save a Version of the Worksheet

This article is intended for: Editors

Use this article for: Saving Operational Budget versions as snapshots of the budget in time

After reading this article, you should be able to: Successfully create benchmarks and references of your budget by assigning saved version labels

Saving a version can be done at any time during your budgeting process: in an open request round, before or after a round, and to save stages/phases of your budget. Let’s go through the process of saving a version or phase of your budget.

Saving a Version 

Although changes you make to your operational budget are saved automatically, using the Save Version tool allows you to refer back to your budget at a moment in time, prepare your budget for collaborators, and export your budget for use in other applications. Learn more about versions in the article: Understanding Versions in Your Budget. 

Pro Tip:  Select the Export icon to download your worksheet to Excel at any time. 

When you are done editing your first draft, select the Save button at the top of the line item table. In the pop-up window, enter a version name (e.g. "Baseline" or "First Version") and select a version label (optional). 

Save Budget Version Labels:

Each version label has a corresponding color that will appear next to that version name in the Worksheet and column menu.

• Baseline - The financial baseline to reference for this fiscal year.
• Requested - The department requested values for this fiscal year.
• Finance Approved - The finance team approved values for this fiscal year.
• Council Approved - The council approved values for this fiscal year.
• Adopted - The adopted budget values for this fiscal year.

Pro Tips:

• If you invite contributors prior to saving a version the system will automatically save a version called baseline for you. 
• You can save a version at any time even during an open request round. This could be useful if you import from the personnel or capital budgets in an open request round. Or you want to save all initial requests from the department heads before you start your approval process. 
• Give this saved version a unique name: for example, Baseline from Finance 9.2.24.  Select the Save button and a new column will be added to the left of the Projected and In Progress columns on the worksheet with all the edits you previously made. 

Now you are ready to invite collaborators (department heads, etc.) to enter values in a request round. 

Editing or Deleting Editor Saved Versions

Editor-saved versions can be edited or deleted. 

1. To edit the description name of an editor-saved version select the Pencil icon. Once you are done editing the description select the green checkmark to save the new description name. 
2. To delete an editor-saved version select the Trashcan icon.