Upload Budget

What is the Upload Budget Module?

The Upload Budget module provides users with the ability to upload budget data directly into the system. Previously, budgets could only be created and managed manually within the application, which was time-consuming and error-prone. With this enhancement, users can seamlessly import budgets in bulk, improving efficiency, accuracy, and consistency.

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To access the module: Menu → Utilities → Data Imports → Upload Budget

Upload Criteria

To ensure a smooth and error-free upload process, users must follow these steps:

• Download the Budget Template

  • Begin by downloading the system-provided Budget Template (CSV file).

  • The template contains predefined column headings required for a successful import.

• Copy Your Budget Data into the Template

  • Export budget data from your existing system in a comma-separated list.

  • Open the file using Excel or another spreadsheet editor.

  • Copy and paste the budget data into the downloaded template, ensuring all values align with the column headings.

• Prepare the File for Upload

  • The file must be saved in CSV (Comma-Separated Values) format.

  • File names should end with either .csv or .txt.

• Upload the Data

  • Navigate to the Upload Budget module in the system.

  • Select the prepared CSV/TXT file and complete the upload process.

Upload Budget Template – Field Definitions

Field Name	Description
FiscalYear	The fiscal year to which the budget data applies.
Name	The name of the budget entry.
Description	A detailed description of the budget record.
SubTypeName	The subtype or category name for the budget (e.g., Department, Division).
Entity	The entity or business unit associated with the budget.
Account	The general ledger account linked to the budget line item.
Jan	Budget amount for January.
Feb	Budget amount for February.
Mar	Budget amount for March.
Apr	Budget amount for April.
May	Budget amount for May.
Jun	Budget amount for June.
Jul	Budget amount for July.
Aug	Budget amount for August.
Sep	Budget amount for September.
Oct	Budget amount for October.
Nov	Budget amount for November.
Dec	Budget amount for December.
Import Error	Displays any errors encountered during the upload/import process.

Use Cases

The Upload Budget module is designed to simplify and streamline budget management in various scenarios, including:

• Migration from Legacy Systems: Import budgets from old systems without manual re-entry.

• Bulk Budget Management: Efficiently upload large volumes of budget data in a single operation.

• Periodic Budget Updates: Quickly update or adjust budgets for different periods by re-uploading modified templates.

• Error Correction: If errors are found in previously defined budgets, corrected data can be re-uploaded with minimal effort.

• Multi-Department Budgeting: Consolidate budgets from different departments and upload them centrally, ensuring consistency across the organization.