Import New Budgets

Use the Budget -- New import process to create new budgets.

Step 1: Export the data OR complete the import spreadsheet

Export the data

Use the Budget Exports to Text, Budget Export to Excel, or the Budget for Revision Export To Excel to edit data for import into Budget Management.

Enter data in the import spreadsheet

1. Copy the downloaded spreadsheet, Implementation Data Workbook - Budget.xlsx, and rename it something like Budget Import New.xlsx.

2. Open the spreadsheet, and click on the Identify New Budget worksheet. Note: Columns A & B are required.

3. Enter data in the columns as described.

• Column A: Enter the name of the accounting cycle whose proposed budget you want to remove — e.g. FY19-20.

• Column B: Enter the fund element value of the proposed budget you want to remove.

• Column C: Optional. Enter the element order in which you want the accounts to be displayed in the budget grid.

4. Repeat step 3 until you've created lines for all the budgets you want to create. Note: You can use the Fill Down command to complete the Cycle Name column.

5. Open Notepad, copy only the cells that contain data, and paste them into a new file. Save the file as something like Identify New Budgets.txt.

6. Now click on the New Budget Detail worksheet. Note: Columns A - F are required.

7. Enter data in the columns as described.

• Column A - Cycle Name: Enter the name of the accounting cycle for which you want to create budgets — e.g. FY15-16.

• Column B - Fund Element Value: Enter the fund for which you want to create a budget.

• Column C - Budget Pool Number: Enter 0 if the account code isn't part of a budget pool; select a unique number for each budget pool, and enter that number for all account codes in that budget pool.

• Column D - Account Code: Enter the account code including hyphens.

• Column E - Account Type Name: Enter one of account types listed in the column header for this account code. Note: Be sure to enter the type exactly as it's spelled in the list.

• Column F - Amount: Enter the budget amount for this account code. Note: You don't need to enter $, commas, or zero cents.

• Column G - Auto Create Account: Optional. Enter 1 if you want to create a new account code on the fly. If you enter a new account code in column D, but leave this column blank or enter 0, you'll get an error message.

• Column H - Comment: Optional. This text will be displayed in the Comment column in the Budget Items grid in the Budget Management window.

8. Repeat step 7 until you've created lines for all the budgets you want to create. Note: You can use the Fill Down command to complete several of the columns.

9. Save the spreadsheet. Note: The new budget can be out of balance, and AptaFund will put the difference in the Fund Balance/Retained Earnings account during the import.

10. Open Notepad, copy only the cells that contain data, and paste them into a new file. Save the file as something like Import New Budgets.txt.

Step 2: Create new budgets

If you want to adopt the new budgets at the same time as importing them, complete the steps in Adopt New Budgets by Import, and include the Adopt New Budgets command in the process as described in steps 9-11 below.

1. Select Data Import from the Administration menu, and the Manage Data Imports window opens.

2. Select Budget -- New from the Batch Import Process pull-down list, and those processes are displayed.

3. Click the Identify New Budgets link, and the Select file for data source popup opens.

4. Navigate to the location of the import file, select it, and click Open.

5. When the file is done uploading, click Save. You're returned to the Manage Data Imports window and notified that the file attached successfully.

6. Click the Import New Budget Detail link, and the Select file for data source popup opens.

7. Navigate to the location of the import file, select it, and click Open.

8. When the file is done uploading, click Save. You're returned to the Manage Data Imports window and notified that the file attached successfully.

9. Optional. Click the Adopt New Budgets link, and the Select file for data source popup opens.

10. Navigate to the location of the import file, select it, and click Open.

11. When the file is done uploading, click Save. You're returned to the Manage Data Imports window and notified that the file attached successfully.

12. If the processes have been run previously, check the boxes labeled Identify New Budgets, Import New Budget Detail, Create New Budgets, and Adopt New Budgets, and click Reset. The status is changed to Not Run.

13. Check the boxes if needed, and click Include.

14. Leave the boxes checked, and click Execute Batch. Note: If these are the only processes you want to run, make sure all other boxes are unchecked.

    • You're notified that the process is executing. When the process has completed successfully, you're returned to the Manage Data Imports window, and the status is changed to Succeeded. Note: If you get a message that the processes failed, click the Display Successes/Exceptions button.

    • When you open the Budget Management and select the appropriate cycle and fund, you'll see that the budget status has been changed to Proposed, and the new budget items are displayed in the grid. Note: The status will be Adopted if you adopted the new budgets at the same time as importing them.

Return to Budget Import Overview