Vena Platform Guide

Vena is an Excel-based financial platform that connects directly to Sage and other systems to support:

• Budgeting and reforecasting
• Real-time financial visibility
• Drill-down into financial data
• Self-service reporting

Why we use it:

• Reduces back-and-forth with Finance
• Provides direct visibility into your region’s financials
• Allows you to analyze, update, and manage your numbers independently
• Uses Excel → no need to learn a new system

Who has access?

All Regional Treasurers are provided access directly to the system, and can share out static files to other team members.

Quick Start Checklist

✅ Activate your account
✅ Log in to Vena.io
✅ Open “Input Data”
✅ Enter/update data in blue cells
✅ Click “Save Data to Vena”
✅ Use drill tools to review your numbers

Training Video

A recording of the original Vena Training video is available HERE. Please note: content starts at 5:05.

Step 1: Log in

• Go to: Vena.io
• Use your credentials from the password activation email
• If you didn’t receive access, contact: finance@hbanet.org

Step 2: Land on the Task Pane

Once logged in, you’ll see:

• Tasks (what you can work on)
• Reports (view-only)

Important: Always access files through Vena (not saved files) to stay connected to the system.

1. Click “Input Data”
2. Download the Excel file
3. Open it and:
   • Accept the Vena add-in (first time only)
   • Select your region (auto-filled for most users)

Good to know:

• No software installation required
• Works on PC, Mac (Excel 365 required), or Linux
• Requires Excel (not Apple Numbers)

What you’ll see:

• Chart of accounts structure (Revenue, Expenses, etc.)
• Data aligned to your region/location
• Columns including:
  • Prior year (if available)
  • Current year actuals (from Sage)
  • Budget
  • Budget remaining
  • Reforecast (if applicable)
  • Upcoming year budget

Data automatically updates when financial periods close.

Where to input

• Only edit blue cells

How to input

• Type values directly OR use Excel formulas
• When done, click: “Save Data to Vena”

Critical rule:

• If you don’t click “Save Data to Vena,” your updates will NOT be saved
• Formulas save as values (not formulas)

Drill Down (summary → detail)

• Understand what makes up a total number

Drill Transaction (to Sage data)

• View underlying transactions
• See notes/comments tied to entries

This is your primary tool for investigation and transparency

Use Line Item Detail

• Found under Data Input Tools
• Add sub-line items (e.g., individual events)

Example: Instead of:

• “Event Revenue: $50,000”

You can break into:

• Event A: $15,000
• Event B: $10,000
• Event C: $25,000

This provides clarity and better forecasting and accounting accuracy

The Scratchpad is your working space inside the file.

Use it to:

• Build calculations
• Track assumptions
• Store event planning details
• Keep supporting documentation

NOTES:
- Saved with your template
- External file links will NOT persist

Best practice: Keep all supporting calculations here instead of separate files.

Use “Drill Save”

• View past versions of your data
• See how numbers have changed over time
• Download previous versions of your template

This is useful for:

• Auditing changes
• Reviewing reforecast evolution

Do:

• Always enter through Vena (not saved Excel files)
• Use blue cells only for inputs
• Click Save Data to Vena frequently
• Use scratchpad for calculations
• Use line item detail for clarity

Don’t:

• Don’t rely on saving the Excel file alone
• Don’t expect formulas to persist in input cells
• Don’t use external workbook links

• Data syncs from Sage (HBA Accounting System) daily
• Reports can:
  • Be viewed in Vena
  • Be automatically emailed as Excel files

Pro tip: Even without access, reports can still be shared to other leaders as static files. This is helpful to send monthly to chapters, for example, so they can monitor their P&L

Issues accessing or operating in Vena? Contact finance@hbanet.org.

In the future, office hours will be launched to provide additional support, but in the meantime, please email for urgent issues. Other planned enhancements include dashboard views for overall P&L and P&L by event, expanded reporting and visibility, and improved variance analysis (e.g. reforecast vs actual). Stay tuned!

For Regional Treasurers.

What is Vena?

Excel-based financial tool connected to Sage that enables you to:

• View actuals, budgets, and forecasts
• Update reforecasts
• Drill into financial details
• Self-serve reports without relying on Finance

Getting Started (2 Steps)

1. Log In

• Go to: Vena.io
• Use your activation email and password
• Contact Finance if you do not have access

2. Open Your Template

• Click “Input Data”
• Download and open the Excel file
• Accept the Vena add-in (first time only)

Important: Always open files through Vena (not from saved desktop versions)

Template Basics

• Data is pulled directly from Sage and updates automatically
• You will only see your assigned region

Entering Data (Most Important)

How to Update

1. Enter numbers in blue cells only
2. Click Save Data to Vena

Critical Rules

• Saving the Excel file does NOT save to Vena
• Formulas will save as values (not formulas)

Key Actions You’ll Use

Drill Down / Drill Transaction

• See what makes up a number
• View underlying transactions
• Investigate discrepancies

Add Detail (Recommended)

Use Line Item Detail to break out:

• Events
• Revenue sources
• Expense drivers

This improves clarity and forecasting accuracy

Use the Scratchpad

Add supporting calculations and notes:

• Assumptions

• Event planning calculations

• Supporting documentation

• Saves with your file

• External file links will not persist

Track Changes Over Time

Use Drill Save to:

• View previous values
• See how forecasts have changed
• Download past versions

Best Practices

Do:

• Always enter through Vena
• Save frequently
• Use scratchpad for calculations
• Use line item detail for clarity

Don’t:

• Don’t work from downloaded files alone
• Don’t rely on formulas in input cells
• Don’t link to external Excel files

System Notes

• Data updates daily from Sage
• Reports can be generated and emailed
• No installation required beyond Excel add-in

Requirements

• Excel required (Office 365 or 2010+)
• Mac users must use latest Excel 365
• Apple Numbers is not supported

Support

Contact: finance@hbanet.org

Quick Workflow

1. Log into Vena
2. Open Input Data
3. Update blue cells
4. Click Save Data to Vena
5. Use drill tools to review