Difference between revisions of "GL Budget Import Guide"

Latest revision as of 13:30, 10 January 2019

1 General Data Import Notes
2 GL Budget Import Notes
- 2.1 Timing and Preparation
- 2.2 General Notes
3 GL Budget Import File Data Scrubbing
4 GL Budget Export Screen (GLBUDGETEXP)
5 GL Budget Import Screen (IMPORTBUDGET)
6 GL Budget Import File Definitions
7 GL Budget Import Reconciliation
8 GL Budget Import Additional Steps
9 GL Budget Import Database Tables

General Data Import Notes

Refer to the Data Import General Information page for information and guidance on general import timeline, formatting import templates, as well as how to ensure you are using the most current template information for data imports.

GL Budget Import Notes

Timing and Preparation

The GL Budget Import can be requested at any time after the GL chart of accounts has been established and the CID Maintenance Fiscal Calendars have been completed.

General Notes

The GL Budget Export screen can be used to create an import template with the GL account and GL description column details already completed.

The GL Budget Import can build the current year budget and future year budgets as long as the corresponding year's fiscal calendar is set up.

The imported budget details display in the Budgets tab of the GL Account screen. After importing budget details, the GL Accounts screen must be closed and reopened before the new budget details will display.

GL Budget Import File Data Scrubbing

Budget Name - Make sure the budget name (bname) column is filled out for all detail lines. If the budget name value is blank, or does not match for all entries, it may create unexpected records.

Fiscal Year - Make sure the fiscal year (fisyear) column is filled out with the correct year (YYYY) for all detail lines. If the fiscal year value is blank, the budget period details will not build correctly, and the data will be unusable.

GL Budget Export Screen (GLBUDGETEXP)

Menu Location: Transaction>>Importers/Exporters>>Accounting>>GL Budget Export

Starting GL Account: Enter a starting GL account to filter the export file by a GL account range.

Ending GL Account: Enter an ending GL account to filter the export file by a GL account range.

Mask to Export: Enter the GL account segment values in the correct space to export all accounts that match the entered segment value.

Budget: Select the existing budget details to export. If 'BLANK' is selected, an export of the selected GL accounts without any budget name, period, or details will be created.

Export: Generates an export file with the selected GL accounts, selected budget name, and budget details filled out. This file can be edited and used as an import file without changing any of the file layout details.

GL Budget Import Screen (IMPORTBUDGET)

Menu Location: Transaction>>Importers/Exporters>>Accounting>>GL Budget Import

File Name/Browse: Use the Browse button to locate and select the completed GL Budget import template file (in XLS format)

Export Template: Generates a blank GL Budget Import template file. The GL Budget Export screen is prefered over this method, since the GL Budget Export screen can create a nearly ready-to-go template.

Map Fields: Fields must be mapped prior to importing. If no changes have been made to the column headings, the mapping screen should show all green, and you can click OK to continue. If any of the Input Field Name columns on the left are red, single-click on the line on the left column, and then double-click the desired mapped field in the right column to complete the mapping. Repeat for any red lines on the left that should be mapped. If there are additional columns in the source file that should NOT be mapped, they can be left unmapped (displayed in red). Mandatory fields will require that they be mapped before clicking OK.

GL Budget Import File Definitions

Required fields are indicated with *

*f1 - GLACCT - GL account number

f2 - GLDESC - GL account description. This column is not required for import. It is automatically filled in when using the GL Budget Export, and the description can be helpful for identifying accounts.

*f3 - BNAME - Budget name (up to 30 characters alphanumeric). If the budget name matches an existing budget name (and year), the import will update the existing budget records.

*f4 - FISYEAR - Fiscal year for the budget details (YYYY)

f5 - f19 - PERIOD### - Budget dollar amount for the corresponding fiscal period. The fiscal periods 1 through 15 correspond to the sequence of fiscal periods defined in the CID Maintenance Fiscal Calendar screen, and will match the 'YearPrd' entries displayed in the GL Balances tab.

f20 - f34 - SPERIOD### - Budget statistical amount for the corresponding fiscal period. The statistical fiscal periods 1 through 15 correspond to the sequence of fiscal periods defined in the CID Maintenance Fiscal Calendar screen, and will match the 'YearPrd' entries displayed in the GL Balances tab.

GL Budget Import Reconciliation

Use the GL Budget Export screen to export and review the budget details.

If changes are needed, the import can be processed again with the same budget name and year. If a match is found, any budget amounts will be updated/replaced by the new import.

GL Budget Import Additional Steps

There are no additional steps required.

GL Budget Import Database Tables

Importing GL Budget records can affect the following databases:

GLBUDGETH - Each import creates a unique KEYNO tied to the imported FISYEAR and BNAME. This record contains the header information only.

GLBUDGETD - Each imported GLACNT/FISPERIOD detail is tied to the KEYNOH value of the imported budget name from the GLBUDGETH table.

@@ Line 1: / Line 1: @@
-==General Import Template File Notes==
+==General Data Import Notes==
-*Template files are typically generated from their respective Import screen using an 'Export Template' button.
+Refer to the [[Data Import General Information]] page for information and guidance on general import timeline, formatting import templates, as well as how to ensure you are using the most current template information for data imports.
-*Using the 'Export Template' button from an updated system will help ensure that you are using the most up-to-date import file, and will help avoid errors.
-*Templates generally (but not in all cases) contain 3 rows of header information.
-**The first row is generally labelled with f1 through f## and is used to give a consistent column id to each data column. Do not remove this row unless instructed.
-**The second row is labelled with the column data/field name. The values in this row are used for the file mapping screen. Editing these values is generally not needed and may make the field mapping process difficult.
-**The third row (if present) is labelled either with the same values from row 2, or with more detailed field descriptions.  The third row is available to create a customer-friendly name for the associated data column.
-***The third row should be removed from the source file prior to importing.  It will cause errors since it will be treated as the first import record on the file.
-*Import files MUST always be saved as 'Microsoft Excel 5.0/95 Workbook (*.xls)' format until further notice. The import screens will generate errors if the file type is not correct.
-*It is a good idea to perform a Mapping Table Import using a current source list before beginning on any imports.  Without a current mapping table, the quality of imports can be compromised. The Mapping Table Import only needs to be run once on a newly set up Adjutant system.  It does not need to be run before each import.
-**Export a current list from the Mapping Table Import screen from an updated system (or contact your Implementation Consultant for an updated file).
-**Perform a Mapping Table Import on the target system with the XLS file from the step above.
 ==GL Budget Import Notes==
-The GL Balance Import process uses the Import Batch tab of the GL Journal Entry Screen, rather than a stand-alone import screen.
 ===Timing and Preparation===
-The GL Balance Import can be requested at any time after the GL chart of accounts has been established.
+The GL Budget Import can be requested at any time after the GL chart of accounts has been established and the CID Maintenance Fiscal Calendars have been completed.
-Importing GL balances will set the opening balance for the following months on all imported accounts. Be aware that the beginning and ending balances for all following months will be affected once the imported balances are posted.
@@ Line 33: / Line 17: @@
 ===General Notes===
-The GL Balance Import can be used to import ending balances for the month prior to go-live, or to import historical balances for multiple months prior to go-live.
+The GL Budget Export screen can be used to create an import template with the GL account and GL description column details already completed.
-Importing a GL Balances file creates an unposted batch. The imported details are not posted to the GL until the batch has been manually posted. This provides an opportunity to review the GL Distribution report prior to posting. It also provides an opportunity to delete the imported batch if it contains issues or errors.
+The GL Budget Import can build the current year budget and future year budgets as long as the corresponding year's fiscal calendar is set up.
+The imported budget details display in the Budgets tab of the GL Account screen. After importing budget details, the GL Accounts screen must be closed and reopened before the new budget details will display.
 ==GL Budget Import File Data Scrubbing==
-'''Post Period''' - The posting period will usually have to be manually completed/adjusted to match Adjutant fiscal period formatting.  For all detail lines, set the 'postper' column to a valid fiscal period in the format YYYYMMM with leading zeroes in front on the month.
+'''Budget Name''' - Make sure the budget name (bname) column is filled out for all detail lines. If the budget name value is blank, or does not match for all entries, it may create unexpected records.
-'''Reference Number''' - The import uses the 'refernce' value from the first line for the imported batch. It is best practices to use a reference number that identifies the batch as a beginning balance import, such as JUNEBAL or similar.
-'''GL Account''' - Review and update the file with any GL account number changes that may have happened during the implementation. Verify that each GL account matches the current GL Mask before importing. Invalid GL accounts will cause a validation error during import.
-'''Debit/Credit Amounts''' - If the source data has separate values per GL account for debit amounts and credit amounts, create separate lines on the import file for the debit value and the credit value.  If a single import line has both a debit value and a credit value, the import process will import the difference between the two amounts as the posting amount. If the customer wishes to see both the total debit amount and the total credit amount posted for a month, these amounts must be imported on separate lines.
+'''Fiscal Year''' - Make sure the fiscal year (fisyear) column is filled out with the correct year (YYYY) for all detail lines. If the fiscal year value is blank, the budget period details will not build correctly, and the data will be unusable.
-'''Balanced File''' - The import file must be in balance, or it will fail validation. Perform a SUM calculation in Excel for the debit column and credit column and ensure that they are equal before importing. You may have to adjust the Excel column properties to show decimals correctly. Even a penny will cause the file to be out of balance.
@@ Line 57: / Line 36: @@
 Menu Location: Transaction>>Importers/Exporters>>Accounting>>GL Budget Export
-[[File:GLJEBATCH.png]]
+[[File:GLBUDGETEXP.png]]
-'''File Name/Browse:''' Use the Browse button to locate and select the completed GL Balance import template file (in XLS format)
+'''Starting GL Account:''' Enter a starting GL account to filter the export file by a GL account range.
-'''Export Template:''' Generates a blank GL Balance (GLBATCH) Import template file
+'''Ending GL Account:''' Enter an ending GL account to filter the export file by a GL account range.
-'''Map Fields:''' Fields must be mapped prior to importing. If no changes have been made to the column headings, the mapping screen should show all green, and you can click OK to continue. If any of the Input Field Name columns on the left are red, single-click on the line on the left column, and then double-click the desired mapped field in the right column to complete the mapping.  Repeat for any red lines on the left that should be mapped.  If there are additional columns in the source file that should NOT be mapped, they can be left unmapped (displayed in red). Mandatory fields will require that they be mapped before clicking OK.
+'''Mask to Export:''' Enter the GL account segment values in the correct space to export all accounts that match the entered segment value.
+'''Budget:''' Select the existing budget details to export. If 'BLANK' is selected, an export of the selected GL accounts without any budget name, period, or details will be created.
+'''Export:''' Generates an export file with the selected GL accounts, selected budget name, and budget details filled out. This file can be edited and used as an import file without changing any of the file layout details.
@@ Line 74: / Line 55: @@
 Menu Location: Transaction>>Importers/Exporters>>Accounting>>GL Budget Import
-[[File:GLJEBATCH.png]]
+[[File:IMPORTBUDGET.png]]
-'''File Name/Browse:''' Use the Browse button to locate and select the completed GL Balance import template file (in XLS format)
+'''File Name/Browse:''' Use the Browse button to locate and select the completed GL Budget import template file (in XLS format)
-'''Export Template:''' Generates a blank GL Balance (GLBATCH) Import template file
+'''Export Template:''' Generates a blank GL Budget Import template file. The GL Budget Export screen is prefered over this method, since the GL Budget Export screen can create a nearly ready-to-go template.
 '''Map Fields:''' Fields must be mapped prior to importing. If no changes have been made to the column headings, the mapping screen should show all green, and you can click OK to continue. If any of the Input Field Name columns on the left are red, single-click on the line on the left column, and then double-click the desired mapped field in the right column to complete the mapping.  Repeat for any red lines on the left that should be mapped.  If there are additional columns in the source file that should NOT be mapped, they can be left unmapped (displayed in red). Mandatory fields will require that they be mapped before clicking OK.
@@ Line 85: / Line 66: @@
-==GL Balance Import File Definitions==
+==GL Budget Import File Definitions==
 Required fields are indicated with *
-'''*f1 - Postper''' - Fiscal Calendar posting period (YYYYMMM)
+'''*f1 - GLACCT''' - GL account number
-'''f2 - Reference''' - Reference number for the imported batch.  The reference number on the first imported line is used for the entire batch. Copy the reference number to all lines to ensure that the reference number is imported.
-'''f3 - Reverse''' - Enter Y to create a reversal batch
-'''f4 - ReversePer''' - Reversal fiscal calendar period. Used with the 'Reverse' column to create a reversal posting and set the desired reporting period.
-'''*f5 - GLAcct''' - GL account number
-'''*f6 - Debit''' - Debit posting amount
-'''*f7 - Credit''' - Credit posting amount. Credit sign is assumed, do not use a negative sign on the import file.
-'''f8 - StatAmt''' - Statistical amount value. Updates the PTD and YTD statistical amounts for the imported account. Used for counting units, transactions, or other non-dollar values on custom financial reporting.
-'''f9 - ProjID''' - Project ID from the MSN data table. Used to link posting details to a Project for custom cost reporting.
-'''f10 - ProjNum''' - Project number. Used to link posting details to a Project for custom cost reporting.
-'''f11 - PhaseName''' - Project Phase name. Used to specify the project phase when linking posting details to a Project for custom cost reporting.
-'''f12 - Notes''' - Batch header note. The note on the first imported line is used for the entire batch. Copy the note to all lines to ensure that the note is imported.
-'''*f13 - PDate''' - Batch posting date. The posting date on the first imported line is used for the entire batch. Copy the posting date to all lines to ensure that the posting date is set as expected.
-'''f14 - LineNote''' - Line note for each line of posting detail. This note can be displayed on GL Distribution Reports.
+'''f2 - GLDESC''' - GL account description. This column is not required for import. It is automatically filled in when using the GL Budget Export, and the description can be helpful for identifying accounts.
-'''f15 - AddToBankRec''' - Enter Y to add the imported line of posting detail to Bank Reconciliation. This is typically not used for balance imports.
+'''*f3 - BNAME''' - Budget name (up to 30 characters alphanumeric). If the budget name matches an existing budget name (and year), the import will update the existing budget records.
+'''*f4 - FISYEAR''' - Fiscal year for the budget details (YYYY)
+'''f5 - f19 - PERIOD###''' - Budget dollar amount for the corresponding fiscal period. The fiscal periods 1 through 15 correspond to the sequence of fiscal periods defined in the CID Maintenance Fiscal Calendar screen, and will match the 'YearPrd' entries displayed in the GL Balances tab.
+'''f20 - f34 - SPERIOD###''' - Budget statistical amount for the corresponding fiscal period. The statistical fiscal periods 1 through 15 correspond to the sequence of fiscal periods defined in the CID Maintenance Fiscal Calendar screen, and will match the 'YearPrd' entries displayed in the GL Balances tab.
-==GL Balance Import Reconciliation==
-Prior to posting any imported data, run the GL Distribution detail report to verify the imported totals. Spot-check several accounts for totals.
-The GL Distribution report can be exported to Excel for performing easy calculations if there any balance issues or unexpected totals.
-Once the batch has been posted, run the GL Trial Balance for the month imported, and review for any GL out of balance situations caused by accounts withe wrong account type or accounts imported with the wrong debit/credit value.
+==GL Budget Import Reconciliation==
-Once the batch has been posted, run the General Ledger report for the month imported and review the detail for accuracy and look for any issues.
+Use the GL Budget Export screen to export and review the budget details.
-Imported GL Batches can be deleted (voided) from the GL Journal Entry Batch Header screen before they are posted, if the import file needs to be adjusted and re-imported.
+If changes are needed, the import can be processed again with the same budget name and year. If a match is found, any budget amounts will be updated/replaced by the new import.
-==GL Balance Import Additional Steps==
+==GL Budget Import Additional Steps==
-Imported GL Batches must be posted before they hit the GL.
+There are no additional steps required.
-==GL Balance Import Database Tables==
+==GL Budget Import Database Tables==
-Importing GL Balance records can affect the following databases:
+Importing GL Budget records can affect the following databases:
-'''GLBATCHH''' - Each import creates a unique KEYNO tied to the imported BATCHNO. This record contains the header information only.
+'''GLBUDGETH''' - Each import creates a unique KEYNO tied to the imported FISYEAR and BNAME. This record contains the header information only.
-'''GLDIST''' - The import details are saved in GLDIST with the BATCHNO value and the KEYNOH value which links to the KEYNO in the GLBATCHH table.
+'''GLBUDGETD''' - Each imported GLACNT/FISPERIOD detail is tied to the KEYNOH value of the imported budget name from the GLBUDGETH table.
-'''GLBALS''' - The GL Balances are updated in the GLBALS table by GL account and fiscal period from GLDIST records that get posted. If entries in the GLDIST table are deleted or changed, it will affect the totals saved in the GLBALS table. The GL Tools screen can help rebuild GL Balances from the current GLDIST entries, but making changes directly in the GLDIST or GLBALS table can have a ripple effect of issues and corrections. Be very careful about performing data updates in either of these tables.
 [[Category: General Ledger]]
 [[Category: Import Guides]]