SmartFusion Modules > Accounting > Budget Prep > Account Budget Export/Import 

Recent Changes: 
6.131
- The import now updates the Approved Amount

Summary

The Account Budget Export/Import feature allows users to export account budgets for a specified budget version to a .csv file. Using Excel or other editing software the user can then edit certain values for the account budgets and when complete, import them back into SmartFusion as a bulk update. The need for this feature was to provide a more responsive way for users to work with account budgets in bulk.

Export

The export feature is available on the Budget Prep > Accounts > Edit BP Original Amount screen. After specifying a filter and searching, the Export button will be available at the top of the account budget search results. Once clicked, all results in the grid will be exported in .csv format to the file specified.

Import

The import feature is available on the Budget Prep > Accounts > Import Budget Prep Account Details screen. A guided step-by-step wizard will walk the user through importing values from their .csv file into a grid for final review and validation.

Once all imported values have been reviewed an pass validation, the screen will allow the user to move to the next step which will update records in the database with values from the imported file. Fields that are marked to be "updated during import" in the file specification will replace the currently stored value in the database with the value from the file. There is no check to determine if changes were made in SmartFusion to the records since the export, so it should be understood that the values in the import are the final correct values and will always be saved over current values.

Import Validation Errors

Errors found during validation of the imported data will be flagged in the grid. Some errors can be corrected in the grid, whereas others may need to be corrected in the import file and re-imported.

Non-existing accounts Accounts that do not exists, or are not included in the specified budget version will be flagged as errors. The account numbers can either be corrected, or the row deleted to pass validation.

Duplicate account entries Accounts listed more than one time in the import will be marked as duplicates and must have duplicate rows deleted before proceeding.

Invalid Amounts Requested, Forecasted, and Recommended amounts must be numeric. Values that are not a valid number will be flagged as errors in the grid and must be corrected.

Security Rights

The current user must have "Allow user to edit original budgets" permission in the Budget Prep module.

File Specification

Format: Comma separated values (*.CSV)

First line is column headers

File Layout

Column              | Required | Type   | Update during import
--------------------|----------|--------|---------------------
Account Number      | Yes      | Text   | No
Account Description | Yes      | Text   | No
Requested Amount    | Yes      | Number | Yes
Recommended Amount  | Yes      | Number | Yes
Forecasted Amount   | Yes      | Number | Yes
Notes               | Yes      | Text   | Yes
Approved Amount     | Yes      | Number | Yes
Amended Amount      | Yes      | Number | No
FL Amended          | Yes      | Number | No

Column Descriptions

Account Number

Used to validate account exists in budget version.

Account Description

Human reference for accounts used in file

Requested Amount

Value of requested budget amount for the account

Recommended Amount

Value of recommended budget amount for the account

Forecasted Amount

Value of forecasted budget amount for the account

Notes

Provide note for the account budget line

Approved Amount

Human reference of approved amount for account budget

Amended Amount

Human reference of amended amount for account budget

FL Amended

Human reference of fund ledger amended amount for account budget