Budget Module: Import Budget Data

This article provides a comprehensive guide on utilizing the new "Import" feature within the Budget module. This feature facilitates the seamless import of budget data for a complete financial year using the provided Excel file with predefined format, simplifying the budgeting process and saving your valuable time.

1. Utilizing the “Import” feature to import budget data for a financial year (e.g., FY 2023).
   • Step 1: Accessing the Import Budget Data feature in the Budget module  
     • Log in to Financio.
     • Go to Control Panel > Accounting > Budgets > Import.  
        
       
       
       
       
       
   • Step 2: Import or Export sample Excel file
     • Upon clicking the "Import" button, a popup will appear as shown below:
       
       
       
       
     • This popup provides two options for you either to import or export the provided sample Excel file. 
       
       

       Options	Explanations
       Import	To import budget data from an existing sample Excel file, click on the "Select File" button.   This option is suitable for you to select if you already have an existing sample Excel file with predefined format provided within the Budget module.
       Export	To export sample Excel file, click on the ”Sample File”.   This option is suitable for you to select if you do not have the existing sample Excel file for budget data with the predefined format yet.  You can use this file to enter your budget data and import it into the system.

• Step 3: Select the financial year 
  • Select desired financial year for the budget data that you wish to import. For example, FY2023 was selected as shown in the image below:
     
     
• Step 4: Fill up the sample Excel file 
  • Fill up the budget data in accordance with the format specified in the provided sample Excel file, according to your business data. 
    
    
    
    
  • When importing budget data, the system will process the budget data only for the months that align with your financial year business setup which can be up to 18 months.
  • For example, if your financial year business setup for 2023 starts from January to December, any data entered in the month columns beyond December 2023 (e.g., January 2024) will not be processed upon import. 
  • The import will still be successful if you leave the columns for non-relevant months (e.g., January 2024) blank, as these columns will be ignored once imported.
  • However, specific sample Excel file conditions must be met for a successful import. Refer table below: 
    
    

    No.	Conditions	Applicable Columns
    1.	Required columns must be filled.	Type, Name
    2.	Optional columns may be left blank.	Code
    3.	Required columns with conditions may be left blank.	Currency, Month N (meant for amount)
    4.	Adhere to the condition for the “Type” column.	Type
    5.	Active accounts must be used.	Name
    6.	Existing accounts must be used.	Name
    7.	Numerical format must be used.	Month N (meant for amount)

• • If the imported sample Excel file does not meet the conditions, a popup screen will display the errors by row and column with specific error details. 
  • Refer to the image below for an example: 
     
    
    
    
• Step 5: Importing budget data
  • Click on the “Continue” button to import the budget data once done. 
     
     
    
    
  • If you already have existing budget data for the same financial year, there will be a confirmation message displayed once you click “Continue” for you to select either to update the budget version or not. 
  • For example, if the existing Budget Balance Sheet and Budget Profit & Loss for FY2023 are version 1, the new budget data will be imported as version 2. 
     
     
    
    
    • If you click “Yes”, the import process will be continued.
    • If you click “No”, the import process will be cancelled.  
      
      
• Step 6: Complete the import process
  • If the provided sample Excel file has been filled up correctly adhering to the conditions mentioned above, there will be a successful message appearing on the screen to let you know that the import process has been successful. 

  • A successful import with no existing version of Budget data:
    
    
    
    

  • A successful import with an existing version of Budget data:  
    
    

2. Adding new version of budget data via “Add New Version” feature.

• To access the "Add New Version" feature, go to the "View" dropdown option located under "Action". 
  
  
  
  
• This feature allows you to select whether to create a new version of the Budget Balance Sheet or Profit & Loss for a specific financial year either using existing data from the latest version or new budget data where the data will be blank.  
• There will be a confirmation message displayed once you click “Add New Version” for you to select if you want to create a new version with existing data or not. 
   
  
  
  
  • If you click “Yes”, the new version will be using the existing data from the latest version.
  • If you click “No”, the new version will be blank for you to input your desired budget data. 

• For example,

  • Click "Add New Version" for Budget – Balance Sheet (v1) FY2023 and select "Yes". 
     
    
    
    
    
    

  • The system will create Budget – Balance Sheet (v2) using the existing budget data from Budget – Balance Sheet (v1).

  • Budget – Balance Sheet (v1) will be set to an inactive status. 
     
    
    
    

3. Events recorded in Audit Trail Reports for Budget module

• Go to Reports > Audit Trail Report 
  
  
  
  
• The audit trail for Budget module records these events:
  
  

  Events	Event Descriptions
  Created	Created a new budget data using the “Add New” button.
  Import	Imported new budget data using the “Import” button.
  Updated Content	Updated content by clicking on the "Save” button while updating the budget data manually.
  Updated Status	Updated the status when reactivating the inactive budget data through the “Reactivate” button.
  Deleted	Deleted the older versions of inactive budget data regardless of financial year using the “Delete” button.

• Content Display: 
  • You can view content related to the mentioned events in the Audit Trail Report by clicking on the "View" button, except for Updated Status and Deleted events, which do not contain relevant data to be displayed. 
    • The report provides a snapshot of the budget data at the time of the event recorded.  
      
    • For example, upon clicking on the “View” button for the content updated event of the Budget Balance Sheet FY2023 (v1) on 30/08/2023 at 09:14 a.m., the snapshot will be: 
      
      
      

With this new feature, you can efficiently manage your budgeting process, ensuring accuracy and ease of use throughout the financial year. Enjoy using Financio!