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Manage a Budget to track Actual and Planned Expenditure
[INSERT USER GUIDE DETAILS FOR CREATING BUDGETS & FINANCIALS]
Download a Budget
To download a budget with its corresponding child financial line items, click on the Download button on the relevant Budget record. The budget Excel will download directly on the page.
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2. When opening the downloaded Excel file, there are three tabs:
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All numeric data will display in US English format. Regardless of the currency locale enabled in Salesforce settings, all downloaded budgets will display in this format. Guidelines are provided in the Instructions tab to edit the Excel settings to view numeric data in the format of preference.
Upload a Budget
In editing the downloaded excel spreadsheet, users are able to update existing financial records and upsert - or create new - financial records. In the downloaded file, users are able to add/update records by entering data in the blue input cells.
Users are able to download a budget which does not have any child financial records. Upon downloading and subsequently opening the downloaded file for a budget with no financial line items, users will see a template to be used to upload financial records onto the budget. The first ten rows are marked as blue input cells.
Date and date/time fields must be inputted as YYYY-MM-DD and YYYY-MM-DD HH:MM:SS respectively for successful upload.
For example, date may be inputted as 2020-01-08 and date/time as 2020-01-08 02:26:00 in the appropriate cell.
Once data has been entered into the excel sheet, the user must navigate back to the Budget record page. On this page, click the Upload button.
Step 1 - Selecting the Upload button on the Budget page layout will prompt a popup for the user to attach the edited file to be uploaded. Ensure that the file type is ‘xlsx.’. Onclick of “Upload” in this popup, an error message will appear if the uploaded document is not in the .xlsx format, or is an incompatible format. In this case, the user must revisit the document to be uploaded and edit it to make it compatible. If successful, clicking “Upload” will prompt the next popup. The user may click Cancel at any time and return to the Budget page, with no records updated/upserted.
Step 2 - After a file has been selected in step 1, a new popup will ask users to confirm the upload. In this popup, users will have the option to click ‘Yes’ which will confirm the upload. Clicking on ‘No’ will close out of the step 2 popup and the page will return to the Budget page with no changes made.
Step 3 - The last popup encountered while uploading will read “Operation Complete,” with the number of successfully updated records and the number of errors that occurred.
On this popup, there are several buttons:
“View Successes” - selecting this shows the user the successful uploads. Clicking on View Successes button will download an excel file with all of the financial items that successfully uploaded. This file will download on the Budget page.
If there are no successes, the View Successes button will not display in Step 3
“View Errors” - clicking on this button shows the user an error log of records that could not be successfully uploaded and the associated errors. Clicking on View Errors button will download an excel file with all of the financial items that were unable to be uploaded with a column explaining what the error was. This file will download on the Budget page.
Any values added to or updated in the formula field of the Excel file do not reflect in the formula field on the Financials object in Amp Impact. However, if a financial Excel file containing changes made to the formula field is uploaded to the Budget record, the file uploads successfully, without throwing any error messages in the error log Excel file.
If no errors occurred, the View Errors button will not display in Step 3
The user can download the success/error logs and then click on the “Close” button in the step 3 pop-up. This will automatically refresh the Budget page. Upon navigating to the Related tab, the newly updated/upserted records will display.
The downloaded budget excel file, the success log, and error log will all be stored under the Files related list as contentversion files. With each download of a budget and each generation of a success and error log, these contentversion files are updated, while still allowing users to access previous versions.
If a budget record is approved/locked whereby no further edits should be made, clicking the Upload button will display an error message to notify users that the budget is locked from editing.
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Validation While processing the Excel file during upload, validation is built-in to check for:
Users are provided the full list of validation checks in the Instructions tab. Data Quality If a user downloads a Budget Excel file and clears out existing data for a financial line item, then the upload process will clear information from the existing record. However, it will not delete the record. |
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