You can import your GL account budget figures. When importing a budget, you must use an import format. The import format specifies the information that is in each column in your import file.
Configure the Budget Import Format
The import format specifies the information that is in each column of your import file, the header record for your import filed and the file format. You typically only need to configure this one time. To configure your budget import format:
- Click the GL Posting Import Formats link from the Main Menu. The GL Posting Imports screen opens.
- Click the Add button. The Add GL Posting Imports Header screen opens.
- Enter the necessary information:
- Description - Name for the import file format.
- Control - Select Yes.
- Fixed - Select No.
- Delimited - Determines how each field is separated (comma or tab) in the import file.
- CSV - Select if using a csv (Excel) file.
- None - No delimiter is used in the file and the file is a fixed length.
- Tab Delimited - Select if using a .txt file.
- Export/Import File Name - Default file name for the import file.
- Skip First Row - If checked, the import process ignores the first row in the import file. Check this check box if the first row of your budget import file is column descriptions.
- Click the Save (disk) button. The information saves and the screen updates to Edit GL Posting Imports Header.
- Select the Details tab. This is is where you map each column in your import file to the appropriate field. You must complete steps 5 - 18 for the budget import format details. You can add additional columns as needed for the import file format.
- Click the Add button. The Add GL Posting Import Detail screen opens.
- Enter the necessary information:
- Order - Enter 10. You must have this line as the first line in the import file format detail.
- Column Label - Select <Specify Constant>.
- Value - Enter EBMSGL010BUDGET.
- Click OK.
- Click the Add button. The Add GL Posting Import Detail screen opens.
- Enter the necessary information:
- Order - Numeric value to represent the order the line is in the file.
- Column Label - Select Fiscal Year - Detail.
- Fill Factor - Select Blanks.
- Show Decimal Point - Leave unchecked.
- Number of Decimals - Enter 0.
- Click OK.
- Click the Add button. The Add GL Posting Import Detail screen opens.
- Enter the necessary information:
- Order - Numeric value to represent the order the line is in the file.
- Column Label - Select Main GL Account.
- Fill Factor - Select Blanks.
- Show Decimal Point - Leave unchecked.
- Number of Decimals - Enter 0.
- Click OK.
- Click the Add button. The Add GL Posting Import Detail screen opens.
- Enter the necessary information:
- Order - Numeric value to represent the order the line is in the file.
- Column Label - Select G/L Budget PTD Amount.
- Fill Factor - Select Blanks.
- Show Decimal Point - If checked, decimal points are included in the file.
- Number of Decimals - Number of decimal places to include in the import.
- Click OK.
- Repeat steps 15 - 17 for each budget period in the import file. The Details tab for the import file format should look similar to below:
Order
Column Label
Fill Factor
Value
Show Decimal
Number of Decimals
10
<Specify Constant>
EBMSGL010BUDGET
No
0
20
Fiscal Year – Detail
Blanks
No
0
30
G/L Account
Blanks
No
0
40
G/L Budget PTD Amount
Blanks
Yes
2
50
G/L Budget PTD Amount
Blanks
Yes
2
60
G/L Budget PTD Amount
Blanks
Yes
2
70
G/L Budget PTD Amount
Blanks
Yes
2
80
G/L Budget PTD Amount
Blanks
Yes
2
90
G/L Budget PTD Amount
Blanks
Yes
2
100
G/L Budget PTD Amount
Blanks
Yes
2
110
G/L Budget PTD Amount
Blanks
Yes
2
120
G/L Budget PTD Amount
Blanks
Yes
2
130
G/L Budget PTD Amount
Blanks
Yes
2
140
G/L Budget PTD Amount
Blanks
Yes
2
150
G/L Budget PTD Amount
Blanks
Yes
2
- To add additional import format details:
- Select the Details tab.
- Click the Add button. The Add GL Posting Import Detail screen opens.
- Enter the necessary information:
- Order - Numeric value to represent the order the line is in the file.
- Column Label - Column name for the column.
- <Empty Field> - Indicates no information is in the column.
- <Specify Constant> - Indicates a specific value is in the column. You enter the value into the Value field.
- Fill Factor - Determines how empty values fill if there are not enough digits in the import file. Although multiple options are available, the below are usually the only ones used for importing files:
- Blanks - A blank value is used for missing digits. Typically used for text fields.
- Blanks +/- Left - No zeros are added for missing digits and a positive or negative sign shows to the left of the value (+100 or -100). Typically used for decimal values.
- Zeros - Values show without any positive or negative signs or decimal points. Typically used for non-decimal numeric values.
- Zeros +/- Left - Zeros are used for missing digits and a positive or negative sign shows to the left of the value (+000000100 or -000000100). Typically used for decimal values.
- Value - Value for the <Specify Constant>. Only available if <Specify Constant> is selected in the Column Label drop-down.
- Show Decimal Point - If checked, include the decimal point in numbers.
- Number of Decimals - Number of decimals in the value.
- Click OK.
- Select the Batch Control tab. This is where you create the import format for the import file header.
- You must complete steps 22 - xx for the budget import format header. You can add additional header information as needed for the import file format.
- Click the Add button. The Add GL Posting Import Detail screen opens.
- Enter the necessary information:
- Order - Enter 10. You must have this line as the first line in the import file format header.
- Column Label - Select <Specify Constant>.
- Value - Enter EBMSGL010BUDGET.
- Click OK.
- Click the Add button. The Add GL Posting Import Detail screen opens.
- Enter the necessary information:
- Order - Numeric value to represent the order the line is in the file.
- Column Label - Select Fiscal Year - Header
- Fill Factor - Select Blanks.
- Show Decimal - Leave unchecked.
- Number of Decimals - Enter 0.
- Click OK.
- Click the Add button. The Add GL Posting Import Detail screen opens.
- Enter the necessary information:
- Order - Numeric value to represent the order the line is in the file.
- Column Label - Select <Empty Field>.
- Fill Factor - Select Blanks.
- Show Decimal - Leave unchecked.
- Number of Decimals - Enter 0.
- Click OK.
- Click the Add button. The Add GL Posting Import Detail screen opens.
- Enter the necessary information:
- Order - Numeric value to represent the order the line is in the file.
- Column Label - Select Fiscal Period - Header.
- Fill Factor - Select Blanks.
- Show Decimal - Leave unchecked.
- Number of Decimals - Enter 0.
- Click OK.
- Repeat steps 31 - 33 for each fiscal period. The Details tab for the import file format should look similar to below:
Order
Column Label
Fill Factor
Value
Show Decimal
Number of Decimals
10
<Specify Constant>
EBMSGL010BUDGET
No
0
20
Fiscal Year – Header
Blanks
No
0
30
<Empty Field>
Blanks
No
0
40
Fiscal Period - Header
Blanks
No
0
50
Fiscal Period - Header
Blanks
No
0
60
Fiscal Period - Header
Blanks
No
0
70
Fiscal Period - Header
Blanks
No
0
80
Fiscal Period - Header
Blanks
No
0
90
Fiscal Period - Header
Blanks
No
0
100
Fiscal Period - Header
Blanks
No
0
110
Fiscal Period - Header
Blanks
No
0
120
Fiscal Period - Header
Blanks
No
0
130
Fiscal Period - Header
Blanks
No
0
140
Fiscal Period - Header
Blanks
No
0
150
Fiscal Period - Header
Blanks
No
0
- To add additional import format details:
- Select the Batch Control tab.
- Click the Add button. The Add GL Posting Import Detail screen opens.
- Enter the necessary information:
- Order - Numeric value to represent the order the line is in the file.
- Column Label - Column name for the column.
- <Empty Field> - Indicates no information is in the column.
- <Specify Constant> - Indicates a specific value is in the column. You enter the value into the Value field.
- Fill Factor - Determines how empty values fill if there are not enough digits in the import file. Although multiple options are available, the below are usually the only ones used for importing files:
- Blanks - A blank value is used for missing digits. Typically used for text fields.
- Blanks +/- Left - No zeros are added for missing digits and a positive or negative sign shows to the left of the value (+100 or -100). Typically used for decimal values.
- Zeros - Values show without any positive or negative signs or decimal points. Typically used for non-decimal numeric values.
- Zeros +/- Left - Zeros are used for missing digits and a positive or negative sign shows to the left of the value (+000000100 or -000000100). Typically used for decimal values.
- Value - Value for the <Specify Constant>. Only available if <Specify Constant> is selected in the Column Label drop-down.
- Show Decimal Point - If checked, include the decimal point in numbers.
- Number of Decimals - Number of decimals in the value.
- Click OK.
- Click OK on the Edit GL Posting Imports Header screen.
Import the GL Account Budget
The import file you are using must have EBMSGL010BUDGET present in the first column of every row. To import the budget:
- Click the GL Inquiry link from the Main Menu. The General Ledger Inquiry screen opens.
- Click the Tools button.
- Select Import Budget. The GL Budget Import screen opens.
- Select the budget import file format from the Format ID drop-down. When importing budgets for revenue accounts, you must import them as negative values. When importing budgets on expense accounts, you must import them as positive values.
- Click the Choose Files button to select the file from your local drive. You must close the import file before you can import it. The Open screen opens.
- Select the file to import.
- Click the Open button. You return to the GL Budget Import screen.
- Click OK. A message displays when the import is complete. The results of the imported budget display in the Budget columns in the GL Inquiry screen. You may need click refresh to update the screen.
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