Create and Upload the Budget Journal Spreadsheet Flat File Process Steps Create and Upload Spreadsheet Flat-File This topic covers how to create a flat-file spreadsheet from the Expense Budget Journal Template Excel file and upload expense budgets directly into SWIFT. There are unique templates for expense and revenue budgets. The process of creating the flat file and uploading the budget into SWIFT is the same for both templates. Steps to complete: Step 1: Complete the Header of the Expense Budget Journal Template Step 2: Complete the Lines section of the Expense Budget Journal Template Step 3: Generate the Flat File Step 4: Run the Import Budget Journals Process Step 5: Finish Processing the Budget Journal Step 1: Complete the Header section of the Expense Budget Journal Template After obtaining the Excel journal template from web site, complete the header information by following the MMB’s instructions on the Instructions tab of the spreadsheet. WARNING: Macros must be enabled to generate the flat file. (In Excel, navigate to File, Options, Trust Center, Trust Center Settings. You may also see a Security Warning when you enter Excel that indicates that Macros have been disabled. You can click on the Enable Content button to enable the macros.) Complete the Header information as described below. Field Name Field Description *File Output Select a destination on your computer. The flat file will be saved to this folder. You will need to know this when later selecting the file for import. *Business Unit Accept the default You will always use for “MN001”. “MN001” Commitment Control Journals. *Journal Date This represents the Fiscal Year/Accounting Period where the transaction is recorded. For new year budgets, it should be 07/01/Budget Period. For adjustments, it is generally the current date. *Ledger Group Accept the default. The Ledger Group field is defaulted based on the template being use. *Bud Entry Type Enter for Original Entry; enter for an Adjustment. “0” “1”
Create and Upload the Budget Journal Spreadsheet Flat File Process Steps Create and Upload Spreadsheet Flat-File This topic covers how to create a flat-file spreadsheet from the Expense Budget Journal Template Excel file and upload expense budgets directly into SWIFT. There are unique templates for expense and revenue budgets. The process of creating the flat file and uploading the budget into SWIFT is the same for both templates. Steps to complete: Step 1: Complete the Header of the Expense Budget Journal Template Step 2: Complete the Lines section of the Expense Budget Journal Template Step 3: Generate the Flat File Step 4: Run the Import Budget Journals Process Step 5: Finish Processing the Budget Journal Step 1: Complete the Header section of the Expense Budget Journal Template After obtaining the Excel journal template from MMB’s web site, complete the header information by following the instructions on the Instructions tab of the spreadsheet. WARNING: Macros must be enabled to generate the flat file. (In Excel, navigate to File, Options, Trust Center, Trust Center Settings. You may also see a Security Warning when you enter Excel that indicates that Macros have been disabled. You can click on the Enable Content button to enable the macros.) Complete the Header information as described below. Field Name Field Description *File Output Select a destination on your computer. The flat file will be saved to this folder. You will need to know this when later selecting the file for import. *Business Unit Accept the default “MN001”. You will always use “MN001” for Commitment Control Journals. *Journal Date This represents the Fiscal Year/Accounting Period where the transaction is recorded. For new year budgets, it should be 07/01/Budget Period. For adjustments, it is generally the current date. *Ledger Group Accept the default. The Ledger Group field is defaulted based on the template being use. *Bud Entry Type Enter “0” for Original Entry; enter “1” for an Adjustment.
swift-bc2-budget-admin-userguide.docx