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.

  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.

  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.

 

Return to Budget Import Overview