Gravity Budget Book Roll Forward

This guide will show you how to roll your budget book forward in Gravity. 

Backing up your Report

1. To begin, we must
   Click on the three dots beside the top-level report folder.

2. Select "Report Operations".

3. Select "Create Backup".

4. Select the appropriate workflow.

5. Click "OK".

Note! This process will take 20-30 minutes. Please do not continue with this guide until this process has been completed. You can track the progress in the notification center.

Creating the Next Fiscal Period

6. Next we need to create the next fiscal period. Click on the gear icon in the right top.

7. Select "Dimensions".

8. Click on the blue plus sign in the bottom right-hand corner.

9. Using the calendar icon, select your next fiscal period start or end date. Then click Save.

10. Click here

11. Next, we want to add the budget cycle or period in the MDFM. Navigate to the MDFM.

12. Open the Administration folder.

13. Enter "Dimensions".

14. Navigate to the Budget tab or the Budget period tab.

15. Click on the pencil icon beside the budget cycle of period dimension.

16. To add a new budget cycle, click on the plus sign in the top-right hand corner.

17. Enter next year's budget year and budget cycle name.
    Then name the code with the same naming convention.
    Finally, click on the floppy disc icon to save this row.

Note: You should follow the exact same naming convention. If you deviate from the naming convention, you will become unable to see your new budget data.
As well, maintain the sorting convention utilized here.

18. Next, we need to lock the prior budget cycles. This is done so that we do not accidentally update past budget cycle numbers.
    To lock the prior budget cycles click on the pencil icon.

19. Click on the checkmark box.

20. Then save the change. Repeat for all prior budget cycles.

Updating the Period Template

21. Next, we need to update the period template which is usually found in the Administration folder.

22. Edit the period values to either the next year or change the budget cycle.

23. When complete, click "Submit" in the three lines.

Uploading New Budget Data

24. After this, please upload your budget data using Data Integration Services.

Data Set Refresh

25. If you are using Gravity's budgeting suite, make sure to refresh the datasets by entering the administration menu inside of the MDFM and then selecting "Data Sets".
    You will see refresh buttons beside data sets that you can refresh.

Rolling the MDFM Forward

26. Now we need to apply the rules, formulas, and journal entries from past budget cycles. Select "Roll Forward" in the Administration folder.

27. Select your Budget Book label.

28. Click "Validate".

29. Click "Next".

30. Click on the "'From' Member' and select the cycle you are rolling from.

31. Click on the "'To' Member' and select the cycle you are rolling to.

32. When complete, click "Execute".

Rolling your Budget Book Forward

33. We can now roll the report forward. Navigate back your Budget Book.
34. Click on the three dots beside the top-level report folder.

35. Select "Report Operations".

36. Click "Roll Forward".

37. Select your next fiscal period

38. In some cases, you may use Labels. If you do, you can change the label at this point of the roll forward process.
39. Click "Next"

40. When complete, select "Next".

41. Select the next budget cycle you are rolling to.

42. Then click "Next".

43. Repeat these steps in the next menu if applicable.

44. Click "Next" and Complete in the next menu.

Note! This process will take 20-30 minutes. Please do not continue with this guide until this process has been completed. You can track the progress in the notification center.

Updating the Virtual Metrics

45. Open the Administration folder.

46. Select "Data Sets".

47. Click "Budget Book".

48. Select the pencil icon beside the data set to edit.

49. Under the "Virtual Metrics", click on the pencil icon to edit the metric.

50. In the virtual metric menu, select again the pencil icon to edit.

51. Click "Name" and update the date.
    It is crucial you only change the date.

52. Accept your changes.

53. Click on the floppy disc icon to save.

54. Click back to get back to the data set menu.

55. You will have to repeat this process for all virtual metrics in every dataset you utilize for your budget.

Refreshing the Data inside your Report

56. Click on the three dots beside the top-level report folder.

57. Click "Refresh MDFM imports" in the data menu.

58. Click on the three dots beside the top-level report folder.

59. Click "Refresh Data Store Queries" in the data menu.

60. Click "Select all".

61. Click "OK".

62. Click "DATA" in the blue ribbon of Gravity.

63. Click "Refresh Variables".

Updating the Budget Book Template

64. Click "Settings" in the top right-hand corner of Gravity.

65. Click "Templates".

66. Select your Budget Book template, and select the "Text Variables" tab.

67. Click "Edit"

68. Enter the updated year and click "Save".

69. Congratulations! You have completely rolled forward your budget book.