Budgets - Export to Excel

This tool requires the purchase of the Budget Interface Module. Please contact your Sales Account Manager for more information.

1. In the Navigation Pane click on System Tasks - Budgets
2. Under Start a Task click on Budgets – Export to Excel.

Select Building to Export to Excel

Each building is handled separately, so select one building to export.

Enter Fiscal Year to Export

Enter the fiscal year to be exported, remembering that the fiscal year is determined by the last day of the fiscal year. A year from April 2005 to March 2006 is a 2006 fiscal year.

Select Last Full Month of Processing to Export

If you select one of the "Export What Information?" field that includes Actual amounts, this prompt will appear. If you are exporting only budget amounts, it will not appear. If you select Actual and Original Budget, actual amounts will be selected to the month entered in this field, and budget amounts for the balance of the year.

Export What Information?

Select the type of information you want to export. The default is Actual Only.

For What Accounts?

The default is Profit and Loss Accounts Only, as budgets are usually done for income and expenses only.

Create Excel Worksheet

Click to export these amounts to an Excel worksheet.

Budget Year: YYYY

Cell E2 will display YYYY. Change this to be the new budget year to import for the new budget.

Notes:

- Revise your monthly budget amounts as required, remembering that Income amounts must be shown as negative and Expense amounts as positive amounts.
- Blanks are not allowed in any monthly fields.
- You may not add GL accounts when in the excel spreadsheet. GL accounts must be added before exporting to excel.
- You can insert subtotal lines and total lines, but the import will stop if it encounters 3 blank lines.

When you have made your changes, save the worksheet and close Excel down. Take note of this file’s location, as you will need this information when you run the Import from Excel step.

From the SPECTRA Budget – Export to Excel screen, click on the Close Window button to exit. Your next step would be to go to the Budget – Import from Excel.