BUDGETS Upload Process
The following instructions are for creating, modifying and uploading 2018 budgets via a BUDGETS Flat
File Ledger Import function. Note - any data uploaded from the Flat File will replace existing data for
the same chart field combination. Thus the Flat File import can be re-ran until the 2018 Budgets are
correct. Remember to complete this activity within the time frame specified by University Budgets &
Reporting.
Getting Started: Obtain the excel spreadsheet for the Budgets Flat File creation.
1. Open the “budgets-flat-file-template-2018a.xlsm” spreadsheet found on the University Budgets &
Reporting web site (http://www.usf.edu/business-finance/resource-managementanalysis/ubr/budget-process.aspx)
2. DO NOT use a version from a previous year
3. Save this file to your personal drive (Home Drive) - this only needs to be done once for 2018
4. Macros will need to be enabled to create the Budgets Flat File, thus enable macros if you receive a
prompt or click on the Options button and click “Enable this content” in the “Security Alert – Macro”
Entering Budget Data on the “budgets-flat-file-template-2018a.xlsm” excel spreadsheet:
1.
2.
3.
4.
5.
Do not change the column order
When entering budget amounts, enter whole dollars (no cents)
Do not make any format changes to the worksheet
Do not make any changes to rows 1 and 2
When entering budget data, it is not necessary to enter the Account Type (Ty) or Descriptions for
Type, DeptID, Account, or Product – these are for information purposes only
6. Only use Budget Accounts, not GL Account Codes (Budget Accounts start with an 8)
7. Do not duplicate chart field combinations
8. Remember to save your spreadsheet in case you encounter errors during the import process and
need to return to make corrections
Create Flat File: The “create” flat file process should be run after all rows have been accurately created.
The flat file name is BudLoad-######.txt, where ###### is the 1st Dept ID (cell cited on the spreadsheet).
This does not mean it is the only department that will load (all rows will load) but it is used to uniquely
identify the file.
1. Ensure your personal drive (Home Drive) is correct in Cell F1, if not change to the correct letter
2. Click on the “Create Ledger Load File” button
3. When successful, a message will display the file name, total rows created, and total amount
4. Verify this information against what you expected and proceed if correct
*If you experience difficulties with the Flat File upload, please review the helpful tips that can be
found at the University Budgets & Reporting site: http://www.usf.edu/business-finance/resourcemanagement-analysis/ubr/budget-process.aspx
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BUDGETS Upload Process
Import the Flat File:
1. Sign into FAST
2. Navigate to General Ledger>Ledgers>Import Ledger from Flat File
3. Add a new Run Control and click add, or select an existing one if you have previously run the
process. When adding a new Run Control, you may simply enter your initials, or use a concatenated
phrase like “LoadFile”.
4. Do not change the character set, it should default to ISO_8859-1 and Validate Chart Fields is set to
validate “All Common Chart Fields”. If an attached File name already exists in this Run Control, click
Delete and then click Add. Even if the attached file has the same name as the file you are loading,
you must delete it and re-add it because you want the newly created, current version, of the file. If
no attached file is cited, click the Add button.
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BUDGETS Upload Process
5. Click the Browse button to browse for the flat file you created
6. The Browse button works just like other applications where a browse is available for upload, select
your personal drive from the drop down. Click the drop down on the last button on the right so you
can show details and double click twice on Date Modified so the latest files come to the top. Click on
your file and click the Open button or double click on your file.
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BUDGETS Upload Process
7. Verify this is the file you need to upload and click the Upload button.
8. Verify the file name next to “Attached File” is the correct file and click the Run button.
9. Click the OK button to run the Flat File Ledger Import process.
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BUDGETS Upload Process
10. Click Process Monitor link to view process status.
11. Periodically click the Refresh button until process indicates Success or No Success. Regardless of
“Run Status” of success or no success, you should click on the Details link to review the process log.
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BUDGETS Upload Process
12. Click the View Log/Trace link.
13. Click on the bottom log (GL_LED_IMP).
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BUDGETS Upload Process
14. Note: Invalid Account values caused the “No Success”. In this case you need to go back to your
spreadsheet and correct the budget account numbers, recreate the flat file, and rerun the process.
15. Below is a successful process completion showing total rows imported, ensure the total matches the
total number of rows listed in your flat file
16. You may run the USF_BUDGETS_INITIAL_LOAD query to review total rows and total budget for your
departments. If you need to make additional changes, you may correct your saved spreadsheet and
complete the Flat File Upload process again. You may also add, change, and/or delete using the
Ledger Input screen. Instructions for the Ledger Input Screens can be found at this site:
http://www.usf.edu/business-finance/resource-management-analysis/ubr/budget-process.aspx
For technical problems please call:
University Budgets & Reporting
Ext. 4-2393
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