Upload Tool Instructions
1. Create or bring up the form you need to work on.
2. Click export button, then click Excel. It’s your only choice.
3. The following message pops up at bottom of screen. Select “Open”.
4. Excel opens. The following dialog box appears in the middle of the screen. Select “yes”.
5. The form data is loaded into the worksheet. Select “Enable Editing” at the top of the screen.
6. Make any desired changes.
a. Enter a “Budget Adjustment” (column H) for general funds or a “FY16 Budget” for local
funds.
b. Add new budget lines.
c. New account lines do not need to be in any particular order.
d. The funds center (and fund type for local funds) must be the same first 5 as pre-existed
in the form.
e. Be sure not to enter budget data in the 2015 PERM or 2015 Budget columns. This is
historical data and cannot be changed. If this column is mistakenly used, the data will
load back into the form but will disappear after the form is saved.
f. If you add a budget line that already exists, the budget lines will be added together after
the data is uploaded and saved in the form.
7. Save the form as a “CSV (Comma delimited) (*.csv)” file.
8. Two warning messages will appear.
9. Click “OK”
10. Click “Yes”
11. Once data is final, return to the form.
12. Select “Upload – Replace All”
13. An “Import CSV File” box appears.
14. Select “Browse” to select the saved CSV file.
15. Select “Import CSV”.
16. The budget lines in the CSV file will REPLACE what was originally in the form. A green box will
appear above the save button indicating rows have been added.
17. Click “Save” to save the form.
18. If any new lines have been added in the CSV, a validation check for the fund (for local funds),
funds center, and functional area and commitment item is executed only as the form is saved. If
there are any validation issues, a red box(es) will appear above the save button indicating there
is an issue.
Upload – Insert over limit
1. Steps 1 thru 12 are exactly the same. So once you have exported the data to excel, made your
changes, and saved as a csv file your ready to start.
2. Use the “Upload – Insert Over Limit” button when you import more than 5000 cells or 500 lines.
If you use “Upload - Replace All” everything over 500 lines will not be imported. Any additional
imports will over-write the first 500 lines.
3. Click “Upload – Insert Over Limit”
4. The import CSV dialog box appears, click browse and select your file
5. Select import CSV
6. You can see the import file is appended to your form and does not replace the pre-existing lines.
7. Click save to save your form.
8. PBF will carry out a validation check for fund center, commitment item, and functional area.
9. Like lines on the form will be merged together and if there is a pre-existing amount in the 2016
Budget cell the new amount and old will be added together
10. Save often!