Export / Import Budget Data Using Excel

The general ledger application includes the ability to export budget data to an Excel spreadsheet, update budget amounts, and import the new budget data back into the system.

Prior to using the export or import capabilities of the system, confirm that you have the following setup completed.
Confirm that the accounting calendar for the budget year exists on the Calendars Tab.
Confirm that the EntityCompany exists on the Entities Tab Companies Tab.
Confirm that the account numbers used in the chart of accounts for the EntityCompany exist and that they are detail accounts to which posting can occur. Look on the Account Maintenance Tab.
Confirm that the budget version for the EntityCompany exists on the Budget Version Tab.
Confirm that amounts display for periods on the Budget Tab.
Confirm that the appropriate users have permission to access the budget entry menu item.

The Budget Export to Excel Tab displays when you click Export from Excel on the Setup Budgets Tab. Use this tab to export general ledger budget data into an Excel spreadsheet.

When an export occurs, the system creates an Excel spreadsheet with the following data: EntityCompany ID, year, account number, account description, 12 budget column amounts, and a total yearly budget amount. You can use this spreadsheet to edit budget amounts.

The Budget Import from Excel Tab displays when you click Import from Excel on the Setup Budgets Tab. Use this tab to import general ledger budget data using an Excel spreadsheet.

Import Processing

When an import occurs, the system verifies the format of the file. If the file format is correct, the system adds the spreadsheet rows that pass to the database and displays the rows in the grid on the Setup Budgets Tab. The account numbers display in ascending order. When amounts differ, amounts from the spreadsheet replace existing amounts in eFinancials. When an amount exists in eFinancials and the spreadsheet includes no corresponding amount, the amount remains in eFinancials.

Debit/Credit Signs

The system keeps the budget values the same during the import. Each account type will keep their respective positive or negative values.