Summary

Use the Import Budget process to import next fiscal year's budget amounts from a comma-separated values (.csv) file. You can import Requested, Proposed, Approved, Adopted, or Estimated Actuals amounts.

• The import accepts .csv and .txt files only. It does not accept Excel files (.xlsx or .xls). To import a budget you built in Excel, save it as CSV (Comma delimited) (*.csv) first.
• The import always posts to the next fiscal year. For example, if the current fiscal year (SS> Utilities> System Setup> Organization tab> Fiscal Year field) is 2026, the import posts to the 2027 budget.
  • To import a budget for the current fiscal year, set the current fiscal year back one year, import the budget amounts, run the Fiscal Year End Reset process (GL> Utilities> Fiscal Year End Reset) to copy the adopted amounts to the current budget, and then set the fiscal year back to the correct year.

Create the next fiscal year's chart of accounts before you import (GL> Utilities> Create New Fiscal Year). If a row in the file contains an account that does not exist in the next fiscal year, that row fails with the message "Account record missing." The remaining rows still import.

File format

The layout of your .csv file depends on the import configuration you select.

• (Standard) configuration - Place each GL account segment in its own column. The file has eight columns and no header row:
  • Columns 1-7 hold account segments 1-7. Leave a column empty if your organization does not use that segment.
  • For example, if your account format is XX-XXX-XXXX, a row looks like this: 01,001,0001,,,,,5000.00
  • You select which budget type the amounts update in the Budget Type drop-down menu.
  • The (Standard) configuration's Properties grid in Import Configuration lists only Account 1-7.
• Custom configuration - Create your own configuration (SS> Maintenance> Import Configuration) when your file does not match the Standard layout. A custom configuration lets you:
  • Use a single Account column that holds the full GL account number with dashes (01-001-0001), instead of Account 1-7. Use one method or the other, not both.
  • Include one or more amount columns: Requested Amount, Proposed Amount, Approved Amount, Adopted Amount, and Estimated Actuals. Each amount column updates its matching budget type, so you can import more than one budget type from a single file.
  • Skip a header row. Enter 1 in the Skip field if the first row of your file holds column headings.
  • A custom configuration must include at least one amount column. Otherwise, the import fails with the message "At least one budget amount should be part of the configurable import."
  • Once a custom configuration is complete, open it in the Import Budget tool, Click the View/Layout Format button  , and click GENERATE TEMPLATE on the Properties grid to download a .csv template with the column headings in order.

How the import updates amounts

The import overwrites the existing amounts for each account in the file. For example, if GL account 01-001-0001 has an adopted budget of $5,000 and you import $6,000, the adopted budget becomes $6,000.

• The import changes only the accounts in the file. Accounts you leave out keep their current amounts.
• An amount of 0 sets that account's budget to 0.
• Before you import, confirm you selected the correct budget type (or mapped the correct amount columns) so you do not overwrite amounts you want to keep.

Working with other budget processes

• Use the Export Budget Analysis process (GL> New Budget Information> Export Budget Analysis) to export existing budget information or a list of your GL accounts. Update the amounts, save the file as .csv, and arrange the columns to match your import configuration before you import it.
• After you import amounts into one budget type, copy them to another budget type with the Copy Budget Information process (GL> New Budget Information> Copy Budget Information).
• Amounts must be in the Adopted budget type before the Fiscal Year End Reset process (GL> Utilities> Fiscal Year End Reset) can copy them to the current fiscal year budget.

Step by Step

1     Open the Import Budgets window (GL> New Budget Information> Import Budget from Excel).

2     Complete the Import Options section.

• Click the BROWSE button and locate the .csv budget file by browsing through the file structure on your network. You can also drag and drop the file into the area next to the button.
  • The Configuration drop-down menu is used to select the import configuration you would like to use.
    • Standard will be selected by default.
  • The standard Springbrook Layout will also be selected by default.
  • Click the View/Layout Format button to view the expected format of the import file.
• Select the type of budget amounts you are importing in the Budget Type drop-down menu. The budget amounts in the spreadsheet will be imported into the selected budget type.
  • This field is required when importing the Standard configuration and disabled when importing a custom configuration.
  • Adopted budget amounts will be copied to the current budget amounts (GL> Maintenance> Chart of Accounts> Budget tab> Budget field) when the Fiscal Year End Reset process (GL> Utilities> Fiscal Year End Reset) is run.
• Click the Submit button to import the budget amounts.