What is Multiple Financial Profiles?
Multiple Financial Profiles allow you to configure more than one financial profile for a single initiative, enabling advanced financial modeling and reporting flexibility.
This is an advanced feature intended for organizations with complex financial planning needs. It is not available by default and must be explicitly enabled by the Kiplot team.
Multiple Financial Profiles enables you to:
Enforce tighter access controls by restricting visibility based on Business Unit permissions or sharing on individual profiles
Assign distinct financial categories to each profile within the same initiative
Track costs across multiple profiles to reflect different business needs, funding sources, or reporting requirements
How it works
Each initiative can have multiple financial profiles, which can be created from and managed within the Financial section of an initiative.
Each Financial Profile can be linked to a unique Business Unit, have a unique Financial Category and have a unique External Reference (sometimes referred to as a Project Code).
The Business Unit for a Financial Profile will be auto-populated with the Business Unit of the associated initiative unless otherwise updated.
Concept | What it means |
|---|---|
Initiative | A piece of work owned by a single Business Unit. This can be delivered/funded by multiple Business Units. |
Financial Profile | A subset of a financial contribution to the overall financial profile of an initiative. |
Linked to Business Unit | Each profile is assigned to a Business Unit. This Business Unit can be different from the Initiative’s primary Business Unit. |
Financial Category | Each profile can be assigned a Financial Category. Typically this could represent the funding source of the initiative. This is optional. |
External Reference | A unique reference that links the financial profile to your organizations accounting software e.g. SAP, Oracle, Coupa. |
Configuring Financial Fields
Fields for both Initiative Financials and Financial Profiles can be enabled or disabled in the Financials Configuration section of Kiplot, in the Optional Fields section.
How it Works
Each financial field can be managed independently for Initiatives and Financial Profiles. This means:
Enabling a field for Initiatives does not automatically make it available on Financial Profiles, and vice versa
You have full control over where each field appears, depending on what level of financial detail is needed
Example: If you enable the Financial Category field for Financial Profiles, it will appear on all financial profiles. However, it will not be visible on the Initiative-level Financials unless you also enable it separately in the Initiative configuration.
Available Fields:
Field Name | Description |
|---|---|
Financial Category | Finance classification for tracking initiative financials. This is a dropdown field; dropdown options will need to be configured |
External Reference | Unique identifier for the initiative in an external system |
Default CapEx allocation | When set default CapEx allocation is used when a new cost item is added to an initiative |
Asset useful economic life | The length of time an asset is expected to be useful. Used in depreciation calculations |
Total Budget | The total budgeted amount for the initiative |
Asset available for use | The date when an asset is available for use in operations, or when it is in the desired location and condition. Used in depreciation calculations |
Who can see a Financial Profile?
Financial data is often sensitive, and Financial Profiles provide enhanced control over who can view and edit financial information within an initiative.
Access to financial data is governed by user permissions, which are managed in the Manage Users section of Kiplot, under the Financials section.
Permission Type | Rights |
|---|---|
Admin | Can edit all financial data for portfolio items the user can access. Can edit configuration for the financials module |
Full Access | Can edit all financial data for portfolio items the user can access |
Member | Can view all financial data for portfolio items the user can access. Can edit financial data for portfolio items shared with the user |
Restricted User | Can only view and edit financial data for portfolio items that are shared with the user |
No Access | Cannot view financial data. No access to the Financials module |
How Restricted Users Work
The Restricted User role is designed for users who require tightly scoped access - either for viewing or editing financial data - without full access to everything on an initiative.
Unlike Members, Restricted Users do not automatically gain access to financial profiles through initiative-level sharing alone. They must be explicitly granted access to both the initiative and the specific financial profile.
Worked Example
Context: I need Carl to edit Financial Profile B for Initiative “Improve Stealth” but he is not part of the Business Unit that “Improve Stealth” is delivering to.
Restricted User Access Summary
Scenario | Access Requirement | What Carl Can See | What Carl Can Do |
Carl needs to edit Financial Profile B for Initiative Improve Stealth without being able to edit the initiative | 1. Carl must be shared on Initiative Improve Stealth with view only access (initiative-level access) | - Can see Improve Stealth | Can edit Financial Profile B |
Carl’s Business Unit ≠ BU of Improve Stealth | Carl is shared on the Initiative | Fields like Business Unit will show as [Restricted] | Cannot edit restricted fields |
Carl’s Business Unit = BU of Improve Stealth | Carl is shared on the Initiative | Fields like Business Unit will be visible | Can view fields in a similar BU scenario |
Carl’s Business Unit ≠ BU of Financial Profile B | Carl is shared on the Initiative (view only) & on the Financial Profile (edit access) | Financial Profile’s Business Unit field will show as [Restricted] | Cannot edit Business Unit but can edit financial information |
Carl’s Business Unit = BU of Financial Profile B | Carl is shared on the Initiative (view only) & on the Financial Profile (edit access) | Can see Business Unit field | Has full access to Financial Profile fields, can edit Business Unit and financial information |