Copy from Budget/Forecast

Explanation

This activity is used to copy budget/forecast version lines, costs spread and approval routings from one budget/forecast version to another.

The budget/forecast version into which the copying is done can be a new budget/forecast created at the time of copying or it can be an existing version devoid of budget/forecast lines or connected snapshots.

There is an option to select if the EAC or ETC should be recalculated to determine the default calculation rule for snapshot matching in the created forecast.

Prerequisites

The budget/forecast version to copy to should not have any defined budget/forecast lines or connected snapshots.

System Effects

• All budget/forecast lines from the selected budget/forecast to copy from are inserted into the destination budget/forecast.
• The ETC and EAC values of the original budget/forecast will be copied over to the Previous ETC and Previous EAC fields of the new budget/forecast. 
• Any existing cost spreading may be copied, if selected by the user, and inserted as cost spreading on the destination budget/forecast.
• Any approval routing defined on the previous budget/forecast will be copied to the destination budget/forecast if chosen by the user.
• A snapshot is created, if this option has been selected when defining the new budget/forecast properties.

Window

New Project Forecast
Project Forecasts

Related Window Descriptions

New Project Forecast
Project
Project Forecasts

Procedure

Use the following procedure to copy details from a previous budget/forecast to a budget/forecast to be created:

1. Open the New Project Forecast dialog box.
2. In the Project ID field, use the List button to select the project for which the budget/forecast should be made.
3. In the Forecast Type field of the New Forecast group of fields, use the List button to select a predefined budget/forecast type.
4. In the Version Description field of the New Forecast group of fields, enter a description of the version you plan to create.
5. In the Copy group of fields select if you want to copy data From Forecast or From Project. If Copy is not selected, an empty forecast will be created.
6. If the option From Forecast was selected, in the Forecast Type field of the From Forecast group of fields, use the List button to modify, if required, the budget/forecast version from which you want to copy.
7. In the Forecast Version field of the From Forecast group of fields, use the List button to modify, if required, the budget/forecast version from which you want to copy.
8. Clear the Copy Approval Routing check box if it is required that the approval steps defined on the approval routing of the source budget/forecast not be copied to the new budget/forecast.
9. Clear the Copy Cost Spread check box if it is required that the cost spread on the source budget/forecast should not be copied to the new budget/forecast. If selected, decide whether it should be the Complete spread or From Cut Off Date.
10. In the Cut-Off group of fields, enter a valid Accounting Period and Cut-Off-Date. These values will be referenced later on when creating snapshots on a particular project forecast version.
11. Select the Create Snapshot checkbox, if it is required that a snapshot of the forecast version is created for a defined Cut-Off Date. Depending on the need for monitoring the data it can be created as Snapshot With Details, Snapshot Without Details or linked to the project connected objects through Live View.
12. In the ETC Based On Previous Forecast group of fields, select one of the three options, based on your preference/requirement:
    • Leave ETC Empty: No values will be inserted into the ETC field of the new budget/forecast version.
    • Set ETC Based on Previous EAC: The EAC of the previous version is copied as the EAC of the new budget/forecast version. The ETC will then be calculated to be the difference between the EAC and the cost until the snapshot date and time.
    • Set ETC Based on Previous ETC: The ETC of the previous version is copied as the ETC of the new budget/forecast version. The EAC will then be calculated to be the sum of the EAC and the cost until the snapshot date and time.
13. In the Snapshot Matching group box, select the default option for the calculation rule on the new      forecast when connecting and matching snapshots. It can either be EAC Recalculated or ETC Recalculated.
14. In the Note field, enter a note, if required, about the budget/forecast version being created.
15. Click OK.

Use the following procedure to copy details from a previous version to an existing budget/forecast version with no budget/forecast lines or snapshots:

1. Open the Project window and right click and select the Project Forecasts menu option, which will open the the Project Forecasts window. You can also begin the copying process by directly opening the Project Forecasts window.
2. Query for the budget/forecast version into which you want to copy a previous budget/forecast version's details.
3. Right click on the row/record and select Copy From Forecast. The Copy Project Forecast dialog box opens up.
4. In the Forecast Type field of the From Forecast group of fields, use the List button to modify, if required, the budget/forecast version from which you want to copy.
5. In the Forecast Version field of the From Forecast group of fields, use the List button to modify, if required, the budget/forecast version from which you want to copy.
6. Clear the Copy Cost Spread check box if it is required that the cost spread on the source budget/forecast should not be copied.
7. Clear the Copy Approval Routing check box if it is required that the approval steps defined on the approval routing of the source budget/forecast not be copied.
8. In the Estimate To Complete group of fields, select one of the two options, based on your preference/requirement:

• Leave ETC Empty: No values will be inserted into the ETC field of the budget/forecast version into which the copy is done.
• Set ETC Based on Previous ETC: The ETC of the previous version is copied as the ETC of the new budget/forecast version. The EAC will then be calculated based on the ETC.