Budget Import Job Aid

Financial Systems

May 2015

Table of Contents

Introduction 2

Journal Header 2

Journal Line 3

Commitment Control Revenue Budget Account Codes 4

Commitment Control Level 5 budget account codes 5

Template Tips 6

PeopleSoft Budget Import Process 7

Verify User Preferences 7

Import Budget Journals 7

No Success Error Messages 11

Error Message: Invalid Department value 11

Error Message: Invalid Account value 11

Error Message: Invalid Business Unit value 11

Error Message: Invalid Budget Definition value fnddtl for business unit 11

Error Message: Invalid Ledger Group value CSHDTL for business unit 12

Review Budget Journals 12

Correcting errors on the Budget Journals 12

Batch post the journals 13

Review Budget Journals 13

Introduction

The budget import process begins with an excel template which is provided by the Financial Systems team. After entering the data, save the template as a .csv file with a unique filename.

Each import needs to start with the original template as it contains the formatting that is required to process the upload. Users cannot save the template as a .csv, close, re open, and attempt to import. Do not close out of the .csv file until the budget import process is successful.

UND, NDSU, and MISU cannot use the budget import process to import budgets to the grant ledger groups.

Journal Header

The header information entered on the template populates the journal header. The “H” in column A indicates the information in this row is the journal header. The budget import process uses the NEXT numbering sequence, which has been defaulted. Any cell that is grey highlighted is protected so users cannot change.

Cell C3; enter the business unit in all caps.
The budget import will fail if the business unit is not entered in all caps.
Cell E3; enter the journal date as YYYYMMDD.
Cell F3; enter the ledger group in all caps.
The budget import will fail if the Ledger group is not entered in all caps.
Only child expense ledger groups need to be entered. PeopleSoft will generate the parent budgets.
Cell H3; enter a description for the budget journal.
Commitment Control Ledger Groups
Revenue Ledger Groups
CASHR Cash Revenue Ledger Group
PROJREV Project Revenue Ledger Group
REVENUE Revenue Ledger Group
Expense Detail Ledger Groups
CSHDTL Cash Detail Ledger Group
FNDDTL Fund Detail Ledger Group
PRJDTL Project Detail Ledger Group

Journal Line

The line information that is entered on the template will be imported to the journal lines on the budget journal. The “L” in column A indicates the information in the row is the journal lines. Formulas exist in the line information to populate the line indicator, journal line number, and budget period (lines 2+).

1. Cell D4; enter the budget period.

a. This is only entered on the first line; it defaults in on the other lines.

2. Cell E4; enter a fund.

a. Verify the leading zeros are included in the fund number or the import will fail.

3. Cell F4; enter a department.

a. Verify the leading zeros are included in the department number or the import will fail.

4. Cell G4; enter a project ID’s.

5. Cell H4; enter the budget account code.

a. A listing of budget account codes is provided in this document.

6. Cell I4; enter the amount.

a. Whole dollar amounts only.

b. Amounts that are 0 will be imported as zero budgets.

c. All amounts are entered as a “positive”.

7. Cell J4; enter a description for this budget line. (Optional)

8. Cell K4; the template defaults to “P” but users can override the default value.

a. Enter “P” for a permanent adjustment, or “T” for a temporary adjustment.

9. Repeat 2-7 for each budget line.

After all data is entered, save as a .csv file. The data must be in a .csv format to import properly. Do not close the .csv file until the upload is successful to preserve the formatting and formulas.

Commitment Control Revenue Budget Account Codes

Account Number / Description
440000 / Licenses, Fees & Permits
441000 / Fines-Forfeitures-Escheat
442000 / Cash/Investment Earnings
450000 / Federal Awards
451000 / State Awards
452000 / Private Awards
460000 / Tuition and Fees
461000 / Appropriations
462000 / Charges for Services/Sales
470000 / Auxiliary Services
471000 / Medical Charges Services/Sales
472000 / Leases, Rents, and Royalties
478000 / Contributions & Donations
479000 / Interdepartmental Revenue
480000 / Other Misc Rev
481000 / Sale of Capital Assets
483000 / Proceeds of Debt
484000 / Indirect Costs
490000 / Transfers In

Commitment Control Level 5 budget account codes

Account Number / Description
511000 / Salaries-Regular – Benefitted
512000 / Salaries – Other
513000 / Temp-Salaries-NonBenefitted
514000 / Overtime
515000 / Salaries – Faculty
516000 / Fringe Benefits
517000 / Salaries – Graduate Assistants
521000 / Travel
531000 / Supplies - IT Software
532000 / Supply/Material – Professional
533000 / Food and Clothing
534000 / Bldg, Grounds, Vehicle Supply
535000 / Miscellaneous Supplies
536000 / Office Supplies
541000 / Postage
542000 / Printing
551000 / IT Equipment under $5,000
552000 / Other Equipment under $5,000
561000 / Utilities
571000 / Insurance
581000 / Rentals/Leases-Equipment&Other
582000 / Rentals/Lease - Bldg/Land
591000 / Repairs
602000 / IT – Communications
611000 / Professional Development
621000 / Operating Fees and Services
623000 / Professional Fees and Services
624000 / Subcontracts and Subrecipients
625000 / Medical,Dental and Optical
631000 / Miscellaneous Expenses
641000 / Interest Expense
651000 / Cost of Good Sold
661000 / Waivers/Scholarships/Fellowshi
681000 / Capital Assets
682000 / Land and Buildings
683000 / Other Capital Payments
691000 / Equipment Over $5000
693000 / IT Equipment Over $5000
700001 / Other
701000 / Bond Payments
702000 / Depreciation Expense
715001 / Other Additions/Deductions
722001 / Transfers Out
730002 / Facilities & Administration

Template Tips

· Make sure to include leading zeros on fund and department chartfields.

· If a user currently enters budget journals and the child budgets are generated, the budget import process will create parent budgets.

· Do not enter parent budgets. If users enter child budgets, the corresponding parent budgets will be created if user preferences are set to generate parents.

· NOTE: If the parents are entered and PS generated the parents from the child budgets, two parent budgets will be created.

· Only import one ledger group per import.

· Each import can have a maximum of 2,500 lines. If there are additional lines to import, additional journals will need to be created.

· If an invalid fund/department combination, with the correct ledger group is entered, the budget journal will be created.

· Verify the chartfields are active, inactive chartfields will cause the import to fail.

· The budget load process will not check for duplicate entries. Please verify the data.

PeopleSoft Budget Import Process

Verify User Preferences

Contact the campus access control officer before beginning the import process to verify user preferences are set to generate parent budget

Import Budget Journals

Navigation: General Ledger > GL WorkCenter > Import Budget Journals

1. Select a Run Control ID, or enter a new Run Control ID if necessary.

2. Delete the old attachment before adding a new file to import. Select the Delete button to remove the old file.

3. Select the Add button.

4. Click the Chose File button and select a file to import. Verify the .csv file is selected.

5. Click the Upload button after selecting the file the file to import.

6. Click Run to go to the Process Scheduler Request page.

7. Click OK to initiate the process and return to Budget Import page.

8. Click the process monitor hyperlink to view the process results.

a. A success indicates the process completed successfully, a No Success indicates there are errors in the file being loaded. Click on the details hyperlink.

b. Click the View/Log/Trace hyperlink.

c. Click the .LOG file to view the journal id, date, of the journal, etc.

No Success Error Messages

Error Message: Invalid Department value

Error Meaning: Invalid department number

Error Message: Invalid Account value

Error Meaning: Leading zeros omitted on the fund code.

Error Message: Invalid Business Unit value

Error Meaning: Business unit not entered in capital letters.

Error Message: Invalid Budget Definition value fnddtl for business unit

Error Meaning: Ledger group not entered in capital letters.

Error Message: Invalid Ledger Group value CSHDTL for business unit

Error Meaning: This error was actually an error on the date field formatting. The month was not entered as MM as per the instructions.

If the process returns a no success, update the errors on the template and resubmit the process using the same run control.

Review Budget Journals

Navigation: General Ledger > GL WorkCenter > Enter Budget Journals > Find an existing value

Correcting errors on the Budget Journals

· Wrong chartfields/amount can be changed and before the budget is posted.

· If the journal has not been posted, the journal can be deleted.

· If the journal has been posted, the journals will need to be reversed.

Batch post the journals

After all journals are imported, they need to be posted using the batch process.

Navigation: General Ledger > GL WorkCenter > Batch Posting

Review Budget Journals

Navigate to one of the following pages to review the budget journal(s):

· General Ledger > GL WorkCenter > Enter Budget Journals > Find an Existing value

· General Ledger > GL WorkCenter > Budget Details

· General Ledger > GL WorkCenter > Budgets Overview