Budget Interface Help Guide

Step 1: Create a Budget Interface Profile

1. Navigate to: Finance Setup > Interface Setup Menu > Budget Entry > Add

2. Fill in the following fields:

   • Format Name: Provide a name to identify the format (e.g., "Budget Import").

   • Delimited/Fixed Format: Choose "Delimited." Select:

     • C for Comma-separated.

     • T for Tab-separated.

   • Source Code: Choose BU, BO, or BT. Leave it blank to auto-fill based on your selections during file import.

   • Transaction Date: Use (YYYYMMDD) format in your spreadsheet, or leave it blank to default to the file import date.

   • GL Account Code: Enter the location of the code (max 20 characters). Must be valid in the current general ledger year.

   • Reference Data: Add a description (max 27 characters) if included in the file. If entered during import, it will override this field.

   • Budget Amount: Enter the dollar amount without dollar signs or commas. Negative values should use a minus sign (e.g., -500.00).

Step 2: Prepare Your Budget Spreadsheet

1. Export Your File: If using external budget software, such as My Budget. Otherwise, create your own file in excel. 

Clean the Data:

• Remove headers, subtotals, and extra spaces.

• Format budget amounts as numbers (no dollar signs, commas, or decimals):

  • Right-click Column C > Select Format Cells > Choose Number (0 Decimal Places).

Save File:

• Use a simple file name like budgetfileYYYY.

• Save as Text (Tab-Delimited) or CSV, based on your profile setup.

Step 3: Import the Budget File

1. Navigate to: Finance Balancing > Interfaces > Budget Entry Interface.

2. Follow screen prompts:

   • Choose Your Profile: Select the one you created.

   • Posting Period: Enter the period to post to.

   • Original or Revision Run:

     • Enter O for original budget or R for revised budget.

   • Replace/Adjust Existing Budgets:

     • Enter R to replace existing budgets.

     • Enter A to adjust existing budgets.

   • Batch Code Default: Use valid batch types for budget entry (e.g., BUD, BUE).

   • File Location: Upload the file from your computer.

3. Preliminary Run:

   • Always run as Preliminary first to check for errors.

   • Review the report. Fix errors and re-run until no issues remain.

   • Use the Finance Report Viewer to view the error log (if needed).

4. Final Run: Once errors are resolved, run as Final to post the budget.

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Tips & Best Practices

• Always check for invalid GL codes; these will post to the system clearing account.

• If you in preliminary and open the file in excel you will see any errors on each line.