Import Expenses / Import From Excel

Import from Excel, located on the toolbars of the budgeting tabs, and Import Expenses on the Budget Admin General and Building Admin General grids, allow users to upload and import data via an Excel template. If using Excel imports to enter data into the application, it is recommended that users download an import file (template) as the system expects standardized column headings and specific cell formatting. Once downloaded, users can enter new data into the import file, edit existing data or copy and paste data from other files.

Note: If importing from a budgeting tab, only accounts that post to that specific tab will be imported. If using one file to import to multiple tabs, import from the Building Admin General page.

Download Input File

1. Click the "Import from Excel" or "Import Expenses" button on the toolbar; the "Import Excel Data" window appears.
2. Choose "Download Input File;" another window appears stating that the input file is ready and can be downloaded.
3. Click "OK."
4. Click "Input file is ready. Click here to download it.;" a pop-up window will appear.
5. Click "Open."

Template Columns

Note: UserBuildingID needs to be filled out in all instances. It has to be entered even if it is a Building level import. Building level imports exclude UserBuildingID’s other than the target building. This is done by design to prevent users from modifying budgets for which they do not have permission. If the UserBuildingID does not match the Building Code: of the building the import is being run for, the record will be ignored and a log entry will be created.

AccountCode - Chart of Accounts

SubAccountCode - If applicable

Description - Allows for up to 250 characters of input. Null Descriptions are not allowed. Rows containing null descriptions will not be imported.

Note - Used to describe the details behind the assumptions made for an item

Monthly columns - Monthly values. Null = $0.

Alert: If the combination of the AccountCode and Description exactly match, the data in the application will be edited (vs. creating a new row). If the combination does not exactly match, the application will create a new row for the data.

Copy & Paste

Never paste when copying data into the import file. Rather, Paste Special... > Paste Values to preserve the formatting within the template.

Upload & Import

1. Type:
   • Standard (Input Mode = Excel Import) - Imported data assigned the default Input Mode, Excel Import.
     • Can be edited or deleted by changing the Input Mode to Monthly in the grid
     • Can be overridden by another import using Type: = Standard
   • System (Input Mode = Excel System) - Imported data assigned the Input Mode, Excel System.
     • Manual editing is not allowed
     • Can only be overridden by another import using Type: = System
2. Import Date: Defaults to start of the budget term. If assigning another date, you must delete the unnecessary columns from the import file that are prior to the Import Date: before loading, otherwise the import will fail.
3. Term: Number of years to import; defaults to full budget term.
4. Convert to Monthly Input? Checked = Assign the Input Mode Monthly instead of the default Excel Import when using Type: = Standard. This allows editing with the grid where Excel Import can only be edited by another import.
5. Years Input: Applicable if converting to Monthly. Number of years to import without Inflation affecting the amounts.
6. Inflation: Applicable named Inflation
7. Click "Browse" in the "Import Excel Data" window.
8. Locate the Input File.
9. Click "Upload and Import;" a popup message appears stating that the user will receive a status email when the upload is complete.

Info: The Input Mode for items imported from Excel using Type: = Standard = Excel Import; Excel System when Type: = System. The monthly amounts for items imported from Excel are not editable by design. To edit Excel Imports, click the arrow or inside the box and change the Input Mode to Monthly or edit the original Excel template and re-import. Excel Systems cannot be edited, only overwritten in another import using Type: = System.

Edit & Import

1. Click "Excel Import" or "Excel System" in the Input Mode column of the corresponding budgeting tab.
2. A box appears asking to "Open" and/or "Save" the file.
3. Click "Open;" the last uploaded Excel file containing the imported item(s) will open. Any edits can be made in the template.
4. Re-import data into the application.

Editing Existing vs. Entering New Data

Alert: If the combination of the AccountCode and Description exactly match, the data in the application will be edited (vs. creating a new row). If the combination does not exactly match, the application will create a new row for the data.