How do I import budget amounts from a spreadsheet?

Budgets

Use a spreadsheet to add budget amounts to a budget journal. Some organizations save their budget to a spreadsheet. Instead of typing in the budget amounts, you can import the budget amounts from the spreadsheet. Connect will create the budget entries for you.

Watch a video

Import budget amounts from a spreadsheet [MP4]
Budgeting, Mi-Excel, Connect Online [MP4]

Before you get started

Review the budget amounts in the spreadsheet to make sure they are correct.
Save the spreadsheet as a .csv. Remember, a .csv file allows only one tab, keep the information as simple as possible (account number and amount), and column headers are allowed.

Importing budget amounts from a spreadsheet

1. Open Connect General Ledger > Journals > Import Amounts.

2. Enter the Import File Name.

This is the file path to the csv file that contains the budget amounts.

3. Enter the Journal.

Select the budget journal that you will use to record the imported amounts.

4. Enter the Default Description.

If the spreadsheet does not include a transaction description, you can use this field to enter a default description. Connect will use the default description when the description is missing from the spreadsheet.

5. Enter the Skip the First X Lines of the Import File.

Does the spreadsheet include column headers?

Yes, the spreadsheet includes column headers. Enter the number of rows of column headers in the spreadsheet. Usually, the number is 1.
No, the spreadsheet does not include column headers. Enter zero (0).

6. Assign the Field Type to the Field Values.

The section titled Import File Layout shows the field values in the first record of the spreadsheet. You'll need to identify the type of information stored in the field and then assign the corresponding field type to it.

You'll want to assign a field type to each field value in the spreadsheet.

What's the difference between Amount and Balance?

Use Amount when you use Normal mode to add the amount to the existing balance. Use Balance when you use Year-to-Date (YTD) mode to change the balance to the amount entered and record the adjustment amount.

7. Set up the Periods.

Select the period or periods that you want to use to record the imported budget amounts.

Which period should I use to record the imported budget amounts?

The budget amounts are for the first budget of the year. Use 00/YY.
The budget amounts will amend an existing budget. Use the period when the council approved the budget amendment.

8. Select the Budget Level.

Select the budget level to record the imported budget amounts.

9. Click to select the checkbox titled Use the Account's Normal Balance.

What do you want to use as the account's normal balance?

I want to use the normal balance assigned to the account. For example, if the amount is 50,000.00, Connect will look at the account's normal balance. If the account is a revenue account, Connect will record the budget entry as a credit.
Click to select the checkbox titled Use the Accounts Normal Balance.
My spreadsheet uses negative amounts as a credit and positive amounts as a debit. Do not select the checkbox titled Use the Account's Normal Balance. Connect will use the spreadsheet instead of the normal balance on the account to create budget entries.

10. Click to select the checkbox titled Import Amounts.

11. Click GO (CTRL+G).

Connect creates new budget entries for the imported amounts in the selected period and budget journal. You can use Account Inquiry to review the new budget entries.

Reviewing the budget amounts before importing

Print a report of the budget entries that Connect will create when it imports the budget amounts from the spreadsheet. You'll want to set up the Import Amounts screen just like you would to import budget amounts, and then you'll clear the checkbox titled Import Amounts and select the checkbox titled Print Report. When you click GO, Connect will print a report without creating any budget entries. You can review the report for incorrect amounts, etc., and fix them in the spreadsheet so the budget entries that will be created will be correct.

What if I have multiple tabs in my spreadsheet?

You may want to try using the MiExcel add-in. It's designed to handle spreadsheets with multiple tabs and extra detail. For more information, contact your sales representative at (800) 850-5000.