Financial Systems

Budget Import Job Aid

February 2013

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 information

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.

1.  Cell C3; enter the business unit in all caps.

a.  The budget import will fail if the business unit is not entered in all caps.

2.  Cell E3; enter the journal date as YYYYMMDD.

i.  When entering the annual budgets use YYYY0701.

3.  Cell F3; enter the ledger group in all caps.

a.  The budget import will fail if the Ledger group is not entered in all caps.

b.  Only child expense ledger groups need to be entered. PeopleSoft will generate the parent budgets.

4.  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 Information

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.

10.  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

Tips

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

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

3.  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.

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

4.  Only import one ledger group per import.

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

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

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

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

Verify User Preferences

Please contact the campus access control officer before beginning the import process to verify user preferences are set to generate parent budgets.

PeopleSoft Budget Import Process

·  Navigation: Commitment Control > Budget Journals > Import Budget Journals

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

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

·  Select the add button.

·  Click the browse button and select a file to import. Verify the csv file is selected.

·  Click the upload button after selecting the file the file to import.

·  Click run to go to the Process Scheduler Request page.

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

View process monitor

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

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

·  Click the View/Log/Trace hyperlink.

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

No Success messages and their meanings

Error Message:

Error Meaning: Invalid department number

Error Message:

Error Meaning: Leading zeros omitted on the fund code.

Error Message:

Error Meaning: Business unit not entered in capital letters.

Error Message:

Error Meaning: Ledger group not entered in capital letters.

Error Message:

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

  • Commitment Control > Budget Journals > Enter Budget Journals > Find an existing value

Errors on the 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.

·  Commitment Control > Post Control Budget Journals > Request Posting

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

·  Update the run control as needed; the budget journals can be posted by journal id, ledger group, etc.

·  Click run to go to the Process Scheduler Request page.

·  Click OK to initiate the process and return to Request posting page.

Review Budget Journals

Navigate to one of the following to review the budget journal:

  • Commitment Control > Budget Journals > Enter Budget Journals > Find an existing value
  • Commitment Control > Review Budget Activities > Budget Details
  • Commitment Control > Review Budget Activities > Budgets Overview

Help Ticket Procedures

When filing a help ticket please include the following:

  • User ID
  • Process Instance
  • Error Message
  • Attach the .csv file
  • Anything else that that may aid in trouble shooting the issue

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