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How to modify a P&L report

June 7, 2020
UpdatedDecember 3, 2024
ByEric Cevey
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What is its purpose?

There are several more choices that increase flexibility in the P&L Report module. It’s easier to focus on what figures you are looking at, and the menus are more informative.

What are the actual modifications?

1. Actual: Actual/ Live Forecast and Actual & Forecast WiP listed first. Sub-menu for Approved with Actual & Forecast Approved and Actual & Forecast PY year Approved.

2. Forecast: Forecast WiP listed first. Sub-menu for Approved and Other submitted. Approved will only list the last approved version. Other submitted should show the last three submitted.

3.  Target: Same as Forecast above

4. Version name (FCT5 2019 as an example) should be listed behind submit date on all submitted entries, where it exists (note that all WiP will not have a version name).

5. If a report runs for a group, identification should be VersionName from table Planning_Submited_Version, if version exists. Find the same version for the group hotels. If the version does not exist, select as today.

6. When an entry is selected and added under the Current working version, a tick box for YTD is available. If ticked should accumulate all months, as with YTD today. If not ticked, show monthly values as today.

7. A tick box for deviation is also made available, but ONLY for rows 2 and below.
– If Dev is ticked, a drop-down list with all entries ABOVE this entry is listed, but NOT any entry with Dev already ticked. Choose the column you want to compare with.

8. When running the report, the Dev. option will produce two columns, the data column (e.g. Forecast WiP) and the column showing the deviation between this and the chosen column. If a is Actual and b is Forecast WiP, where Actual is listed as the first column, the Dev should be calculated as a-b.
– If Dev is ticked a “hide” icon will be visible. Mark this, and the data column (Forecast WiP with the example above) should be hidden.

Report:

  • Headers should show version number if version exists, Approved, Last Submitted, Prev. Submitted. The date should only show in the tool tip.
  • Always use Submit date when showing data, not Status date.

Account module, View Options, Versions:

  • Show in brackets (Status, Submit Date, Version, Submit user), previously it was (Status, Status date, Status user).
  • Show Reference, reference options should also have the above information in brackets.

Troubleshooting tips

This section provides additional troubleshooting advice for readers experiencing specific issues. While it’s packed with useful insights, you may skip it if you’re not facing any related problems.

How to Resubmit a Forecast

If you need to resubmit a forecast in PMI, follow these steps:

  1. Locate the Approved Version: Go to the relevant section in PMI (e.g., Status page or Planning module) and find the currently approved forecast. 
  2. Reject the Approved Version: Change the status of the approved forecast from “Approved” to “Rejected.” This allows you to make changes.
  3. Make Adjustments: Edit the forecast as needed once it becomes editable.
  4. Submit the Updated Forecast: After making your changes, submit the forecast again for approval.

Tip: If you encounter issues during this process, ensure you have the necessary permissions to reject and edit forecasts. Contact your system administrator if needed.

Generate reports in the Timesheet

If you have trouble to generate (make or create) a report in the timesheet, one common solution to try is checking your view settings. Specifically, make sure you've included all necessary parameters, such as "Include Period-End" in your report criteria. This step is often overlooked but crucial for generating comprehensive reports that match your expectations. If you're still encountering difficulties, you might need to look into more detailed settings or permissions that could be affecting your ability to generate the report.

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