PA Budget Upload  Help

PA Budget Upload creates and updates project budgets from Excel: working budgets of a budget type, and the current working versions of the financial plans and forecasts maintained in the Projects HTML pages. It downloads working budgets for editing, adds, changes and deletes their budget lines with the Oracle Projects budget APIs, can baseline each budget after the upload, and returns a result report with the outcome of every row.

When to use it

• Load a new budget or forecast from a spreadsheet in one step, line by line for each task, resource and period.
• Create the next working budget from a copy of a baselined version or of the current working budget, and change it in Excel.
• Change the amounts and quantities of many budget lines at once, add lines or delete them.
• Baseline the working budget as soon as its lines are uploaded.

Before you start

• You are signed in to a responsibility with access to the operating units of the projects and to the upload in Blitz Report.
• The project type of the project allows cost or revenue budget entry.
• The budget types, budget entry methods and resource lists are set up. For a plan type, the plan type is added to the financial planning options of the project.
• To update a budget, the project has a working budget of that budget type or a current working version of that plan type. Create mode creates one.

Step 1 – Set the parameters

Open PA Budget Upload in Blitz Report and set the parameters. Apart from Upload Mode and Product Source, they decide which budget lines are downloaded.

Step 2 – Run to download the Excel file

Click Run. With Create, Update, the file has one row per budget line of the working budgets of a budget type (status Working or Submitted) and of the current working versions of a plan type. The budget columns repeat on every line of the budget. Operating Unit, Project Number, Project Name, Task Number, Task Name, Period Name, Start Date, Resource Alias and Unit Of Measure are read-only on downloaded rows. With Create, the sheet is empty, or with Copy Existing Budget it holds the lines of the selected version as new rows.

Step 3 – Enter the budgets and budget lines

Change the downloaded rows, or add rows for new budget lines. Each row is one budget line. The rows of a budget share its Project Number and Budget Type, or its Plan Type and Version Type, and the budget values are taken from the first row of the budget.

• Operating Unit and Project Number – the project. Project Name is filled in from the project number.
• Budget Type, or Plan Type for a budget or forecast maintained in the Projects HTML pages. Version Type selects the Cost Plan or Revenue Plan of a plan type planned separately for cost and revenue; otherwise it is filled in from the plan type setup of the project.
• Version Name, Description and Change Reason of the budget version.
• Entry Method and Resource List – for a budget type they default from the latest baselined budget of the project and budget type, or else from the project type. A plan type takes its resource list from the plan type setup of the project.
• Baseline Budget – Yes baselines the budget after its lines are uploaded.
• Task Number – the task of the line. It is required or not allowed depending on the entry level of the entry method or plan type, and the list shows the tasks at that level. Task Name is filled in.
• Period Name, or Start Date and End Date – the GL or PA period of a time phased budget, or the dates of a budget phased by date range. Leave Period Name blank when the entry method or plan type is not time phased.
• Resource Alias – the resource of the resource list. In a hierarchical resource list the alias carries its path in the hierarchy, separated by the pipe character (|). Unit Of Measure is filled in from the resource.
• Raw Cost, Burdened Cost, Revenue and Quantity – the amounts the budget type and entry method, or the version type of a plan type, allow. Enter at least one.
• Line Description of the budget line.
• Delete This Line – Yes removes the downloaded line from the working budget. Available in Create, Update mode.

Step 4 – Validate and Save

Click Validate and Save. This checks for missing required values and for values that are not in their lists, and checks each line against its entry method or plan type: whether a task is required, the period or dates, the amounts allowed and that at least one amount is entered. It marks the rows Valid and 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. The upload request processes the rows in order. The first row of each budget creates or updates the budget, then each budget line is saved on its own, so a rejected line does not affect the other lines. When the budget itself is rejected, all its rows are rejected with the same message. A budget with Baseline Budget set to Yes is baselined after all its rows are processed, provided none of its lines was rejected.

Step 6 – Review the result report

When the request completes, a result report opens listing every uploaded row with its status and a message, for example Baselined Version 2 created. on the rows of a baselined budget, Budget Line Deleted for a deleted line, or the reason the row was rejected. The result report shows the values as they were saved in Oracle.

What’s produced

• Working budgets of a budget type with their budget lines. In Create mode the uploaded budget replaces the existing working budget of the project and budget type.
• Current working versions of a plan type with their budget lines. In Create mode the uploaded version replaces the current working version and takes the planning level, time phasing and resource list of the plan type setup of the project; in Update mode the version keeps its own setup.
• A baselined budget version for each budget with Baseline Budget set to Yes.
• A result report listing every row with a status (success or error) and a message.

Common questions

What happens to the existing working budget in Create mode?
It is replaced by the uploaded budget. To change it instead, use Create, Update. To start from its lines, use Copy Existing Budget with Budget Version Working.

How do I create a new working budget from a baselined version?
Set Upload Mode to Create, Copy Existing Budget to Yes, select the project, the Budget Type or Plan Type and the version number in Budget Version, and run. The lines of that version are downloaded as new rows. Change them and upload the file to create the new working budget.

How do I change the task, period or resource of a budget line?
These columns are read-only on downloaded rows. Set Delete This Line to Yes on the downloaded row and add a new row with the new values.

Can I change the entry method or resource list of a working budget?
Not in Create, Update mode, which keeps the budget’s own entry method and resource list. Upload the budget in Create mode with the new values; it replaces the working budget.

How do I upload a financial plan or forecast?
Enter the Plan Type instead of the Budget Type. For a plan type planned separately for cost and revenue, Version Type selects the cost or the revenue version.

Why was my budget not baselined?
A budget is baselined only when all its lines were saved. The result report shows Budget has not been baselined with the reason. Correct the rejected rows and upload them again with Baseline Budget set to Yes.

How do I enter descriptive flexfield values?
The budget and budget line attribute columns are not in the Default template. Add them to a template of your own.

Troubleshooting