Use the Budget -- Revise import process when the total amount for an Adopted, Adjusted, or Revised budget has changed — for example, the monies available for the fund have been increased or decreased.
Use the Budget Exports to Text or the Budget for Revision Export To Excel to edit data for import into Budget Management.
Copy the downloaded spreadsheet, Budget - New-09112012.xls, and rename it something like Revise Budget.xls.
Open the spreadsheet, and click on the Update Budget Item Amounts worksheet. Note: Columns A - D are required.
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 - Amount: Enter the budget amount for this account code. Note: You don't need to enter $, commas, or zero cents.
Column E - 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 C, but leave this column blank or enter 0, you'll get an error message.
Column F - Comment: Optional. This text will be displayed in the Comment column in the Budget Items grid in the Budget Management window.
Repeat step 3 until you've created lines for all the budget items you want to revise. Note: You can use the Fill Down command to complete several of the columns.
Open Notepad, copy only the cells that contain data, and paste them into a new file. Save the file as something like Revise Budget Items.txt.
Now click on the Adjust Budget worksheet. Note: Columns A & B are required.
In column A, enter the name of the accounting cycle for which you want to adjust budgets — e.g. FY15-16.
Enter the fund element value of the budget to adjust in column B.
Repeat steps 7 & 8 until you've created lines for all the budget items you want to revise. Note: You can use the Fill Down command to complete the Cycle Name column.
Open Notepad, copy only the cells that contain data, and paste them into a new file. Save the file as something like Revise Budget.txt.
Save the spreadsheet.
Select Data Import from the Administration menu, and the Manage Data Imports window opens.
Select Budget -- Adjust from the Batch Import Process pull-down list, and those processes are displayed.
Click the Update Budget Item Amounts link, and the Select file for data source popup opens.
Navigate to the location of the import file, select it, and click Open.
When the file is done uploading, click Save. You're returned to the Manage Data Imports window and notified that the file attached successfully.
Click the Revise Budgets link, and the Select file for data source popup opens.
Navigate to the location of the import file, select it, and click Open.
When the file is done uploading, click Save. You're returned to the Manage Data Imports window and notified that the file attached successfully.
If the processes have been run previously, check the boxes, and click Reset. The status is changed to Not Run.
Leave the boxes checked, and click Include.
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 Revised.
Return to Budget Import Overview
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