Import Budgets by Year

System Maintenance Menu -> Configure System Settings -> Accounting Tab -> General Ledger -> Budgets -> IMPORT BY YEAR button -> Imported Budget Information -> IMPORT button -> Import Budgets

Using this utility, annual monthly budget amounts for each G/L Revenue and Expense account for each division can be imported into Texada SRM.
 The budget amounts can then be viewed and further modified from Budgets for reporting on the Budget Summary Report by Account and Budget Summary Report by Layout.

File Requirements:

The import file must be stored on your fileserver as an ASCII TAB delimited file with a *.txt extension.

•This ASCII file can be built from an Excel spreadsheet by entering the figures into the standard budget template that is saved in the \scsbin\templates directory.
 To generate the template click on the TEMPLATE button at the bottom of the screen.

The columns on this spreadsheet are predefined as follows:

Item                    Excel Column   Item                     Excel Column
------------------------------------   -------------------------------------
Account #...........:        B         Division..............:       C
January.............:        D         February..............:       E
March...............:        F         April.................:       G
May.................:        H         June..................:       I
July................:        J         August................:       K
September...........:        L         October...............:       M
November............:        N         December..............:       O
 

The values entered for each Revenue account will default as Debits and the values for each Expense account as Credits. Only enter a negative sign if this should be reversed.

•After building the spreadsheet saved it locally to a flat ASCII file on your Client on your workstation as a Text (TAB delimited) file to give it a *.txt extension.

•In preparation for importing, move it from your Client to the Server by clicking the UPLOAD button, as outlined in Select File to Upload.
 The Budget information file will then automatically be saved as budget.txt in the correct folder on the server ready to be imported, as displayed with the path in the Filename field.

File Import:

Import the ASCII file as follows:

FILENAME

Enter the ASCII file name with the appropriate directory path from the server, or if the file was just created and moved to the server using the UPLOAD utility, accept the path and filename budget.txt displayed.

BUDGET YEAR

Enter the year to be updated.

Note: Any budget information that is imported and updated using Imported Budget Information will replace every existing record for this year that may previously be saved in Budgets.

Finished?

Click ACCEPT to initiate the import of the data in the text file for this year, or CANCEL to abort.

Errors:

Any errors in the import data will be displayed on the screen and will prevent the entire file from being imported.
 e.g. GL account not an Expense or Revenue type account
 Errors need to be corrected and the file re-imported.

If no errors are reported, the division and company totals can then be viewed and confirmed using Imported Budget Information before they are accepted and copied into the Budgets table, where they can be further modified as required.

ACTIONS:
 Additional actions provided by buttons on the Import Budgets screen include:

•Create a Template to Capture the Budget Data:
 Click on the TEMPLATE button to generate an empty spreadsheet layout and enter the GL accounts with the budget amounts by division and month, as explained above in the File Requirements.

•Move the Budget file to the Server:
 Click UPLOAD to copy the TAB delimited budget text file to the server, using the Select File to Upload utility and naming it budget.txt, as explained above in the File Requirements.

In Linux the directory path and name default to./budget.txt

Topic Keyword: GLBU02