GL Budget Amounts Upload  Help

GL Budget Amounts Upload loads General Ledger budget amounts by account and period from Excel into an open budget. Each row is one account for one budget, budget organization, currency and fiscal year, with an amount per period. For budgets that do not require budget journals, the upload runs Upload Budget Amounts, which updates the budget balances directly. For budgets that require budget journals, it creates budget journals through Journal Import and reserves funds for them.

When to use it

• Load annual budget figures for many accounts and periods at once.
• Download the current budget amounts of a budget organization, change them in Excel and load them back.
• Replace existing period amounts, or add to them.
• Enter budget journals for budgets with Require Budget Journals enabled, without keying them in the Enter Budget Journals window.

Before you start

• You have access to the ledger in Blitz Report (ledger access follows the GL data access set of your responsibility).
• The budget is open, and the fiscal year is open for it (Define Budget, Open Next Year).
• The accounts are assigned to the budget organization with entry type Entered for the currency, and allow detail budgeting.
• For budgets that require budget journals: a journal source and a journal category to use.

Step 1 – Set the parameters

Open GL Budget Amounts Upload in Blitz Report and set the parameters:

In Create, Update mode, Budget Organization, Budget and Currency are required.

Step 2 – Run to download the Excel file

Click Run. The Excel file downloads and opens with one row per account and fiscal year, showing each period’s name and current budget amount, or an empty sheet in Create mode.

Step 3 – Enter or change the budget amounts

Each row needs the Ledger Name, Budget Organization, Budget Name, Currency Code, Fiscal Year, Account and Add Or Replace, all selectable from lists. Period1 Amount to Period20 Amount are the periods of the fiscal year in calendar order (Period13 for an adjusting period); the period names and Budget Requires Journal fill in automatically once the budget and year are entered. Downloaded rows have no Add Or Replace value: set it on every row you upload. Every row is loaded as budget data, so changed and new rows are both marked Create.

• Replace sets the period balance to the amount entered; Add adds the amount to the existing balance.
• Budgets that require budget journals accept only Add: each amount becomes a budget journal line, so enter the change, not the new total. Also enter the Journal Source Name and Journal Category Name.

Step 4 – Validate and Save

Click Validate and Save. This checks for missing required values, and for a Journal Source Name and Journal Category Name on rows of budgets that require budget journals, then saves the file. Correct any rows it flags before uploading.

Step 5 – Upload the file

In Blitz Report click Upload and select the saved file. This submits the upload request, which loads the amounts and runs Upload Budget Amounts, or Journal Import followed by funds reservation for budgets that require budget journals.

Step 6 – Review the result report

When the request completes, a result report opens listing every uploaded row with its status, message and current budget amounts. Request Output links to the output of the Upload Budget Amounts or Journal Import request.

What’s produced

• Budget balances updated by Upload Budget Amounts, or budget journals created by Journal Import with funds reserved.
• A result report listing every row with a status (success or error), a message and a link to the Oracle request output.

Common questions

Does it overwrite my existing budget amounts?
Only with Add Or Replace set to Replace. Add increases the existing balance by the amount entered.

Why can I only choose Add for my budget?
The budget requires budget journals. Its amounts are entered as journals, which always add to the balance; to reduce a balance, enter a negative amount.

Can I upload the same file twice?
With Replace, uploading again gives the same balances. With Add, and for budgets that require budget journals, every upload adds the amounts again.

Why are my budget, year or account not in the list?
The lists show only open budgets of the budget organization, the budget’s open years, and enabled detail accounts assigned to the budget organization with entry type Entered for the currency.

Why are the Journal Source Name and Journal Category Name lists empty?
They apply only to budgets that require budget journals.

Troubleshooting