Budgets Upload

  • Updated

The Budget Upload functionality allows a community to set and manage financial limits for specific account code combinations, over the defined period. This is available via the Unimarket UI or through automated sFTP for communities with the module enabled.

 

Upload Methods

  • Manual UI Upload: Go to the Administration module > Modules > Budgets screen to upload CSV files directly.
  • Automated sFTP: For high-volume or high-frequency updates, files can be dropped into your community’s secure sFTP folder for automated processing.

 

Uploading New Budgets vs. Updating Existing Budgets

The structure of your upload file depends on whether you are performing a full initial load or a targeted update:

  • New Budget (Initial Load): The first time a budget is loaded, the file must include columns for all periods.
    • Example: A monthly budget for 1 year requires a column for each of the 12 months.
  • Existing Budget (Targeted Update): If the budget already exists, you only need to include the specific period you wish to change.
    • Example: If a monthly budget started in July and you only want to update December, your file can include only "Month 6."

 

Budget Upload Templates

The layout of the file depends on your selected Budget Period. In all templates, the initial columns correspond to the account code parts used in your Financial Hierarchy.

 

Period Type Description
Weekly

  • The first three columns are based on the Account Code Format: FACILITY | DEPARTMENT | ACCOUNT.

  • The remaining 52 columns are for each of the periods: Week 1 - Week 52.
Monthly

  • The first three columns are based on the Account Code Format: SCHOOL | DEPARTMENT | EXPENSE.

  • The remaining 12 columns are for each of the periods: Month 1 - Month 12.
Quarterly

  • The first three columns are based on the Account Code Format: BUSINESS UNIT | DEPARTMENT | ACCOUNT.

  • The remaining 4 columns are for each of the periods: Quarter 1 - Quarter 4.
Annual

  • The first three columns are based on the Account Code Format: PROJECT | BUDGET CENTRE | NATURAL ACCOUNT.

  • The last column is for the single period: Year 1.

 

Operational Reminders

  • Start Date Calculation: The system uses the Starting Period combined with the Number of Periods. To automatically calculate the end date of the budget cycle.
  • Hierarchical Logic: If your hierarchy was set up as Branch > Team, and you allocate at the Team level. The system provides granular warnings, for each specific team's spend.
  • Warning Visibility: Once amounts are loaded, buyers using these codes will see a real-time Budget Status bar, during checkout. If they are approaching or exceeding these limits.

Pro-Tip: For monthly budgets, remember that "Month 6" is relative to your Starting Period. If your budget starts in July, December is Month 6. Ensure your spreadsheet logic aligns with your fiscal calendar, before uploading.

 

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