Modify My Budget in Excel

For various reasons, you may want to modify your budget in Excel. The Financials module lets you export your budget, edit it in a spreadsheet, and import it back in. This article walks through exporting the budget for one department, making changes in Excel, and importing the file back into the General Ledger.

For a visual walkthrough, see the Modify Your Budget in Excel video, or browse the full library on the Videos at a Glance page.

Export the budget to Excel

  1. From the General Ledger menu, select Modify > Budget Information.

    General Ledger menu with Modify and Budget Information selected

  2. On the Budget Information page, click Import/Export Budget in the lower right-hand corner.

    Import/Export Budget button in the lower right of the Budget Information page

  3. Select the Levels (Funds, Departments, and so on) you want to export.

    Import/Export page with Levels selected for export

  4. Click Export. The file BudgetExport.xlsx is downloaded. To export only the filtered section or table to a file containing a single sheet of data, select Export to single worksheet before clicking Export.

    Export button with Export to single worksheet check box

Edit the file and import it back

  1. Open BudgetExport.xlsx in Excel or any spreadsheet program that can edit the latest Excel format.

    Note: In Excel, you may need to click Enable Editing.

    Excel Enable Editing protected-view bar

  2. Enter Periodic (monthly) amounts in each field corresponding to the period name.

    Note: All budget figures import as "by Period" unless the amounts are evenly distributed across the periods, in which case they import as an "Annual" distribution type. Any rounding should be added to the first period. For example: if you enter $34.33 in each period and $34.37 in the first period, the account imports as an Annual budget of $412.

    BudgetExport spreadsheet with Periodic amounts entered for each period

  3. Save your changes.

    Excel Save action on the edited budget file

  4. Back on the Import/Export page, click Choose File on the right-hand side of the page.

    Choose File button on the Import/Export page

  5. Verify that the correct file is selected, then click Import.

    Selected file shown next to the Import button

  6. The Import Budget window opens. Click Import Budget to import the file and overwrite the budget figures for the current Fiscal Year, or close the window to cancel.

    Important: Importing overwrites the existing budget figures for the Fiscal Year you are working in.

    Import Budget confirmation window with Import Budget button

  7. A notification message appears when the budget finishes importing.

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