Import Budget

This feature allows for the importing of Budget information into the Unanet system. Note that unlike most imports, this import is only available from the Financials > General Ledger > Budget screen, that is, there is no general administrative version of this import. As such, you can only import budget information into a specific Income Statement or Balance Sheet budget entry. Also note, this import is not available via the Command Line Import utility (only via the UI).

This import can be used to add new or replace existing entries.

Processing Rules:

Headers are required
All columns are required
The number of 'period columns' will vary depending on the fiscal year being imported (if fewer period columns are provided than expected for a given year, an error will occur, while supplying more periods than expected will result in a warning)
Additional unexpected columns will be ignored with a warning
When importing an entry that already exists (ie updating an entry), the existing entry and all details will be entirely deleted and replaced with the contents of the file being imported
The Budget Name being imported must have been previously established via the Admin >> Setup >> Budget Names screen.
The Budget Profile targeted must have been previously established via the Admin >> Setup >> Budget Profile screen.
The file must not contain any blank rows
Each row of the import file must have a unique Account and Organization Code. If more than one row exists having the same Account and Organization Code only the latter row's information will be imported.

Roles

This screen is available to users having any of the following roles: Administrator and GL Budget Manager.

License

This feature is available with the Project Financials family of licenses.

Performance Tip Note: Depending on the number of users in your installation and other factors such as the overall performance of your platform, the activity of importing one or many files may take up to several minutes. Should this be the case with your installation, you may want to consider running these processes at non-peak times to minimize database contention.

Topics covered on this help page include:

Import File Record Layout (field by field descriptions)
Import File Format (generic rules and Excel spreadsheet tips)
Excel Template (spreadsheet template containing column headings)

Import File Record Layout

IMPORTANT: Note that there are multiple places within this documentation that say you MUST use double quotes for the strings in your import. If you are working in Excel, Excel will provide the double quotes and thus you do not need to add them in manually. Manually adding double quotes within Excel would result in multiple sets of double quotes in the resulting .csv file and thus cause an error (should you attempt to import that resulting file). Please see Excel Tips for more information.

		Field Header Name	Required/Comments
1	A	Legal_Entity_Org_Code	ALWAYS REQUIRED. This value identifies the Legal Entity Organization to which the Budget belongs. This value must match an existing Legal Entity Organization Code value defined in your system (active or inactive). If the value you are trying to import does not already exist in the database, the entire record will be rejected. Budget Manager running the import must have access to this Legal Entity.
2	B	Fiscal_Year	ALWAYS REQUIRED. This value identifies the Fiscal Year to which the Budget belongs. The value supplied must match an existing Fiscal Year Name as defined on the Admin >> Setup >> Fiscal Year screen.
3	C	Budget_Type	ALWAYS REQUIRED. This field is used to indicate the type of budget. Valid values include a single character code: B - Balance Sheet I - Income Statement Maximum Length: 1 character
4	D	Budget_Name	ALWAYS REQUIRED. This value identifies the specific Budget Name (or version) to which the Budget belongs. The value supplied must match an existing Budget Name as defined on the Admin >> Setup >> Budget Names screen.
5	E	Budget_Org_Code	ALWAYS REQUIRED. This value identifies the Organization being budgeted. This value must match an existing Organization Code value defined in your system. When adding an entry, the organization must be an active financial organization belonging to the Budget Profile's Legal Entity. Budget Manager running the import must have access to this Legal Entity. If the value you are trying to import does not already exist in the database, the entire record will be rejected. The org's allowed for transactions and date related fields are not considered.
6	F	Account_Code	ALWAYS REQUIRED. This value identifies the Account to which a specific budget entry is to be associated. The account must be active when adding a new record. The account must be available for use with the Budgeted Organization. Depending on the Budget_Type, the allowable accounts include accounts associated with the Budget Profile's Legal Entity of type: Balance Sheet - Asset or Liability accounts Income Statement - Income or Expense accounts The account's allowed for transactions and date related fields are not considered.
7	G	Period##	ALWAYS REQUIRED. This field is used to supply the budget amount for a particular period. The amounts can be positive or negative. An empty amount value will result in that period having no budget amount (ie it behaves like !BLANK! when updating). The number of "Period##" columns included in the file is expected to be equal to the number of Fiscal Periods that exist in the Fiscal_Year being imported. Should the number of period columns be less, the entire record will be rejected. Should the number of period columns be more, a warning will be displayed, but the results will be saved and processing will continue. Additional columns will be ignored. The header value for these period columns must be in the format 'Period<2 digit period number>', for example: Period03 This field accepts a numeric value up to 16 positions to the left of the decimal and 2 positions to the right.

Note: Check out the Unanet Data model for specific field data types, lengths, and other attributes.

Import File Format

The file to import must be saved in a comma delimited format. The fields can be enclosed in double quotes -- which would be particularly necessary should the data being imported contain commas.

Examples:

LE_Code1,FY_14,B,Preliminary,Org1,Acct_123,1000,2000,3000 -- This will create or replace the budget entries for the specified budget.

Excel Template

You can create the comma delimited import file with any number of tools. For those interested in using an Excel spreadsheet to create the file, you can download an Excel Template with predefined headers and required fields noted.

See the Excel Tips regarding the use of double quotes and more.