Advanced Budgeting - Exporting and Importing Budget Information

Use the Advanced Budgeting Export function to export the budget information to Microsoft® Excel and then, when you have finished working on the spreadsheet you can import the updated spreadsheet data back to the budget in the Advanced Budgeting routine.  This feature allows department heads or authorized personnel to analyze the budget information with graphical tools and then, maintain their budget amounts in the spreadsheet.  When completed, you can import the budget amounts into the budget in General Ledger.  This topic describes the Export and Import functions for Advanced Budgeting.

Tip:  For more information about working with data in fields, see the Data Entry Guidelines.

Directions:

• Exporting Budget data, click More.

  The export to Excel option is handy if the people working on the budget are more familiar with that product and would also like to use Excel’s graphic features.  When people have finished working on the Excel spreadsheet, you can update the budget amounts into the Budget in the Advanced Budgeting module by using the Import feature.

  1.  Click Advanced Budgeting on the Toolbar.

  2.  Click to select the desired Budget from the Budget drop-down list.
  Tip:  To create a new budget, see Creating a New Budget in Advanced Budgeting.

  3.  Click Export  and the following window will display.  

   

  

   

  Budgeting Export Data To Excel Prompts
  	If you do not want the majority of the displayed funds to be transferred to Excel, click Deselect All.  This option will remove the check marks on all of the funds and then you can individually select the funds or account views to transfer. Tip:  For each fund or account view that is checked, a tab will be created in Excel.
  	To select all of the Account views listed, click Select All.  This is the default option.
  Type of Budget	To specify the type of budget, click to select one of the following budget types are: Annual – Creates a spreadsheet as an annual budget.  This is the default. Monthly - Creates a spreadsheet as a monthly budget.
  	If the selections are correct, click OK to continue.   Note:  The File Save as window opens where you can save the budget info. Then, Excel will open and the budget information displays as a spreadsheet.
  	Click Cancel, to stop the export process and to re-display the working budget window.

   

• Importing Budget data, click More.

  When the budgeting work is complete, you can import the updated budget information from Excel back to the budget in General Ledger.  

  1.  Click Advanced Budgeting on the Toolbar.

  2.  Click to select the desired Budget from the Budget drop-down list.

  3.  Click Import Data From Excel and the following window displays:

   

  

   

  Budgeting Import Data To Budgeting Prompts
  Spreadsheet File	Enter the path name of where the spreadsheet is located or, click Browse to browse for the file.
  	Click Refresh after the spreadsheet file is located and the spreadsheet displays in the Preview panel below.  This allows you to verify that this is the correct information to import.
  Start Row	Enter the number of the row where the import should begin reading the first line of data.
  Account Number Column	To specify the column that contains the GL account number, click a choice in the drop-down list.
  Budget Column	To specify the column that contains the Budget figures, click a choice in the drop-down list.
  Import All Sheets	To import all sheets associated with the spreadsheet, click to check Import All Sheets.  To only import the displayed sheet, leave the box unchecked.
  Enable Color Coding	To display a selected column in a highlight color, click to check Enable Color Coding.  Otherwise, leave it unchecked.
  	If the selections are correct and to import the data, click Update Budget. After clicking Update Budget, the Update Status window displays to alert you about the number of accounts updated: To return to the Budgeting window, click OK.
  	To stop the import process and return to the budgeting window, click Cancel.