Budget Import Overview

Use the budget import feature when you want to create, adjust, or revise a budget with a large number of account codes. You can also use it to adopt multiple budgets and "delete" a budget by overwriting it.

Budget import process

1. Export budget data & edit it OR download the spreadsheet(s) & enter data.

2. Save budget data as .txt file.

3. Import the budget data.

Import spreadsheets

AptaFund currently provides two spreadsheets that can be used in setting up budgets. The latest versions are in Team Support > Knowledge Base > AptaFund 4.1 Documents > Data Import > Budget Import Templates - AptaFund 4.1.

• Implementation Data Workbook - Budget.xlsx: Contains three worksheets — Remove Existing Budget, Identify New Budget, and New Budget Detail.

• Implementation Data Workbook - Base 2020.xls: Contains multiple worksheets that are used in various modules listed in alphabetical order by module. The worksheets that are relevant to the budget process are BG Clear Empty Budget, BG Remove Existing Budget, BG Identify New Budget, BG New Budget Detail, BG Adjust Budget Detail, BG Revise Budget Detail, and BG Adopt New Budget.

Export budget data & edit it

AptaFund provides a few ways to export your budget data so you can then manipulate it and prepare it for import back into Budget Management. Note: You can also create and edit proposed budgets in Budget Development, but the editing features in that window are not yet fully developed.

1. Export the data

• Budget Export To Excel: Includes cycle name, fund element value, pool number, account code, proposed amount, auto-create indicator, comment/description, adopted amount, GL budget, GL encumbrances, and GL actuals.

• Budget for Revision Export To Excel: Includes cycle name, fund element value, account code, current amount, and account type.

• Budget Header Export to Text: Lists the cycle name and fund element value.

• Budget Detail Export to Text: Includes cycle name, fund element value, pool number, account code, current amount, and auto create account value.

2. Edit the data in the columns required by the various types of import described in the topics listed below.

Download the import spreadsheet(s) & enter data

1. Download the spreadsheet.  The latest versions are in Team Support > Knowledge Base > AptaFund 4.1 Documents > Data Import > Budget Import Templates - AptaFund 4.1. Click here for more information.

2. Enter data in the columns required by the various types of import described in the topics listed below.

Import the budget data

• Remove existing proposed budget

• Import new budgets

• Adopt budgets by import

• Adjust budgets by import

• Revise budgets by import

Return to Budget Management Overview