The Cost Ledger displays all costs associated with your initiative in a tabular view. This interface allows you to manage cost data more efficiently.
If your cost data is maintained in Excel worksheets, you can quickly transfer the contents of the spreadsheet into the Ledger. You don't need to import or integrate cost data.
Please note, this interface cannot be used for creating cost profiles. For a cost entry to be available in the Ledger view, you must have cost profiles created first.
In many ways, the Cost Ledger works like a Microsoft Excel sheet. To submit data, all you need to do is type in values and press Enter key. You can also copy data by pressing Ctrl + C and paste it to another part of the Ledger. To fill the value of a cell in a series of cells below it, select all cells starting from the valued cell and press Ctrl + D.
To transfer existing cost data from the ledger view, just select the cells and copy them by pressing Ctrl + C. You can now paste the data on to an Excel sheet or a notepad.
This article discusses:
- Cost Ledger interface overview
- How to enable the cost ledger for your initiative
- How to add or copy cost data into the Ledger
Cost Ledger Interface Overview
The Ledger interface displays the following useful functions that enable you to sort and segregate cost data in the most effective fashion.
Budget, Actual and Forecast selection boxes
|Use these checkboxes to choose which data series is to be displayed in the Ledger.|
Date Range picker and level bar
|Cost Ledger will show data only for the range that you set in the date selection lists on either side. You can also move the circles on the level bar to adjust the date range.|
Header context menu
|These options can be used to auto-size and reset columns.|
|Use this function when you want to display additional information in the Ledger. This list shows all attributes of costs and cost categories, including the custom fields. Select which columns you want to display in the Ledger. Click on 'Columns' to display this list. Click once again to hide it.|
|Apply filter criteria on the ledger columns. Click on 'Filters' to display this list. Click once again to hide it.|
|Use this button to save the column and filter settings useful for you as a new view setting so that next time you come back for the data, you don't have to do the settings all over again. You can discard the changes done to a saved view by click Discard Changes. To delete a saved view altogether, click Delete view.|
Configuring the Cost Ledger
To view Cost Ledger, ensure that the Enable Cost Ledger option is configured for the initiative classification.
To configure cost ledger for an initiative:
- Ensure that the desired cost category classification is defined in Amplify.
- Ensure that, cost categories are created and mapped to the initiative classification.
- Enable Cost Ledger.
You will see Ledger as a menu item in the Costs submenu. On clicking it, the Cost Ledger will display the tabular view. Depending upon the column settings, all cost categories mapped to the initiative classification will be displayed on the left-hand side of the table.
Adding Cost Data
To add costs into the Ledger:
- Click Columns and ensure that initiative name, cost category, and series columns are selected in the list.
- Adjust the date range using the date range selector.
- Scroll down to the cost category for which you want to add data.
- Scroll across columns on the right-hand side of the ledger table to the period for which you want to enter data.
- Click in the target cell and type in the value.
- Press the ENTER key or click anywhere on the page to save the data.
To copy and paste data from a Microsoft Excel file into the Ledger:
You can copy a single cell of data or a block of cells.
When copying from an excel sheet, if you are not careful you might end up overwriting the saved data in the ledger. The copy function will not work if the selected range of excel data does not match with the range of cells available/displayed in the Ledger.
- To copy a range of cells:
- make sure to select the same number of cells in the Ledger before pasting the data.
- make sure that the date range displayed in the Ledger corresponds to the date range of the data that are in the cells to be copied.
- To copy a single value, double click in the corresponding cell in the Ledger view and then press Ctrl + V on the keyboard.
A green tick mark appears after you enter a value in the cell to indicate that the changes that you made are successfully saved.
- To copy a range of cells:
If you directly copy the values from the Excel file and then paste without selecting the target cells, you will find that the values in the cells below the updated cells are replaced by zero. Please be careful not to overwrite useful data while using this function accidentally. There is no undo function for Cost Ledger.
To remove data entered in a cell, select the data and press Del key.