Adjust Budgets by Import

Use the Budget -- Adjust import process when you want to redistribute account amounts in Adopted, Adjusted, or Revised budgets while leaving the total amount of the budgets unchanged.

Step 1: Export the data OR complete the import spreadsheet

Export the data

Use the Budget Exports to Text 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 - Base 2020.xls, and rename it something like Adjust Budget.xls.

2. Open the spreadsheet, and click on the BG Adjust Budget Detail worksheet. Note: Columns A - E are required.

3. 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 - Account Code: Enter the account code including hyphens.

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

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

4. Repeat step 3 until you've created lines for all the budget items you want to adjust. Note: You can use the Fill Down command to complete several of the columns.

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

6. Save the spreadsheet.

Step 2: Adjust budgets

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

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

3. Click the Update Budget Item Amounts 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 Adjust Budgets 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. If the processes have been run previously, check the boxes, and click Reset. The status is changed to Not Run.

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

11. Leave the boxes checked, and click Execute Batch.

    • 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 funds, you'll see that the budget statuses have been changed to Adjusted.

Return to Budget Import Overview