Importing Budgets

If you have had the option of Using Analysis codes with Budgets turned on then please click here for the relevant help page.

Importing budgets allows you to import budgets to Budget Accounts from an external CSV file. This can be useful at the start of a year or when re-forecasting the budget. When importing you can choose to add new Budget Accounts and alter your budget structure accordingly.

File format for Importing

The CSV file should be structured as follows

1. First row is headers
   
2. Column 1 is either Inc or Exp (if anything else is put then it will assume Expenditure)
3. Column 2 is the Budget Account title
4. Column 3 is the Budget Account description
5. Column 4 is the Amount for the budget, no commas in the amounts are allowed
6. Column 5 is a Reference Field
7. Column 6 is the Voucher Description (no commas)
8. Column 7 is the Budget Heading
9. Column 8 is the Date which must be in the current financial year e.g. 2025 would accept dates from 1/4/24 to 31/3/25

Please check the structure before importing.

Note:

Budget Headings are not case sensitive, so e01 is imported the same as E01.

Importing Budgets

1. From the System Records menu choose Importing Budgets.
2. You will be presented with the Import Budgets screen
   
3. To select your file to import click Choose File and navigate to the file and click Open.
4. Select if you would like new budget accounts to be automatically created (if you leave as No, these lines in your CSV will be ignored.
5. A summary of your changes will be shown, including any reversals to existing accounts.
   
6. To see the detail of what will be changed or added click the Summary report link which will detail all of the changes the import will make.
   
7. If you need to change anything click Cancel or click Proceed to Profiling for the next stage, or if the budget accounts are all new you can click Complete Import.
8. If you are updating existing Budget Accounts then you will need to confirm the profiling for each one. If not skip to the next step.
   
9. The profile when replacing a budget defines the reversal. This will be £0.00 as it is replacing the existing budget.
10. When you have finished click Complete Import to finish the processes and enact the reversals.
11. You will get a confirmation when the budget import is complete.
    
12. To complete the process you will need to go to the Batching function to complete the process.
13. From the Transactions menu, choose View/Post batches, and select the Budget tab.
    
14. Select the items to Post by either selecting Yes next to each one or tick the box next to the word Batch to select them all.
15. Click Post
16. You will be asked to Profile any non-profiled budgets.
    
17. Click Next to continue.
    
18. All new budgets are automatically profiled by 12. For any Budgets which you wish to change the profiling choose the Auto Profile if you have set one up already or type in the figures and click Save.
19. To complete click Post.
20. A green message bar confirms that the posting was successful. 
    

At any time you can view all the bank account balances, by clicking the green £ side tab at the right.