How to change your current/future budgets using Import Function

Welcome Procurify Users!

Use this guide to make sure that your budget's are ready for the new month/year, and avoid interruption in Requests/Approvals!

In Procurify, once the budget closes, the account code that you set set will no longer be available for usage (after the end date). This article will show you exactly how you can set future budgets after your current one closes (or extend your budgets to a later date).

In this article, you will learn how to change your budget through the Import Function in Settings Tab (Excel CSV version).

Note: This method will be more difficult to execute but will take much less time to make changes to your budgets. Alternatively, you can click on THIS article to learn how to change your budget in the Manage Tab (easier, but will take longer)

Example Scenario:

Just to set the scene: You have a budget that started in November 21st 2017, and end date is January 1st 2018. On January 2nd 2018, if you do not have your budget set up fo renewal, you will not be able to order anything under that account code/department starting from that date.

See below for example budget set up.

As you can see above, the budget ends on January 1st, 2018.

If you check its schedule budgets, nothing is set up for future date either:

To make sure that we can still use this account code after it closes, we are going to set up the schedule to renew the budget starting from January 2nd 2018!

Importing Future Budget Using EXCEL/CSV file

In this method, rather than applying the future budgets 1 by 1, you are able to mass update all of your budgets using the csv file/excel sheet. 

Using the example scenario, we will walk through exact steps to allow you to update these budgets accordingly.

Step 1: First, what we need to do is to collect all account code information that are tied to every department and location. To do this, go to Settings → Export Data → and under Budgets, click on Prepare CSV. Click on Default Format, and Click on Export CSV to download the file.

You will see that you downloaded a excel file with all budget data for your domain, like below:

We will be using this data to easily schedule new budget for your new year/month.

Step 3: From here, you can go in 2 ways:

UPDATE FUNCTION 1:If you want to extend budgets to a later date (that are currently active), renew a budget that are already closed but want to reactivate again, go to: Settings - Import Data - Budgets - Import CSV and download the template. The file should be called BUDGET IMPORT.csv

UPDATE FUNCTION 2: If you want to prepare future budgets so that when current active budget closes on the end date, it will start again with new budget with new end date (monthly, quarterly, yearly): Go to Settings - Import Data - Planned Budgets - Import CSV and download the template.The file should be called PLANNED BUDGET IMPORT.csv

Which ever option you choose, you will now have 2 files:

• File where you exported all your existing budget data from your subdomain

• File where you downloaded as a blank template from

Let's start with UPDATE FUNCTION 1.

(skip to UPDATE FUNCTION 2 if you would like to update for FUTURE BUDGETS)

Method 1:If you want to extend budgets to a later date (that are currently active), renew a budget that are already closed but want to reactivate again

First, we will need to copy the data from the data export file.

Select the Location, Department, Account code you want to UPDATE and copy the data (for now we will be updating for Head Office - Account, Marketing only. You can select ALL rows if you want to update for all budgets):

Send, paste the data onto the BLANK template you have downloaded for Method 1. Make sure each data is on the right column.

This is still blank, before pasting the data:

This is after you paste the data:

As you can see, Budget, Start Date/End Date, and Action on Duplicate is still blank.

Here is where you can input your new information for your existing budgets/account codes!

So for example, currently we have account code 4000-Head Office-Accounting budget starting at Nov 21st 2017 and ends on Jan 1st 2018. 

In this scenario, what I want to do is to EXTEND this budget to another month so that I can continue to track against my spending and continue with the same budget.

Few things to consider:

• I don't want to enter anything in Budget because the I want the budget to remain the same
• I want to keep my start date as the same as before

The only 3 fields I need to fill in are START DATE, END DATE and ACTION ON DUPLICATE.

For START DATE, enter the original start date that it was shown in the budget data export. For the END DATE in row 19, we will put in Feb 1st 2018, and on ACTION ON DUPLICATE field we will put in the key word "UPDATE" in the cell. It should look like below:

I applied the same changes to my other account codes and location/department because I want them to have the same extension as well.

The START DATE can be changed to any other date, as long as you use the UPDATE function it will change for the respective account codes.

**Important TIPS!**

• There are other options to the ACTION ON DUPLICATE FIELD, you can also use the key word "RENEW" if you want to just close the existing budget and start again right now with either a new budget or the same budget.
• You can use the function **ALL** in either account code, location, department field so that it applies to ALL of the budgets/location/department in Procurify. For example, if I enter in the template as such: 
  
  • Account Code: 4000
  • Location: **ALL**
  • Department: **ALL**
    • What will happen is that for all LOCATIONS and DEPARTMENTS that exists in Procurify, that uses the account code 4000, will have the same budget, start date, end date.
    • This will save you lots of time and effort to apply the changes all at once, rather than doing it for every line (Account code/Location/Department). 

After that, you can save the document, and upload the file by going to Settings - Import Data - Budgets - Import CSV - Browse and Upload CSV and upload the file:

Make sure to click on IMPORT to upload the budget!

If successful, you will get a notification that it imported correctly. If you get an error, please review the data under the line # in Excel and erase the line if that line (location, department and account code) is no longer applicable. After changes, make sure to SAVE and re-upload. 

If you are wanting to go with UPDATE FUNCTION 2:

UPDATE FUNCTION 2: If you want to prepare future budgets so that when current active budget closes on the end date, it will start again with new budget with new end date (monthly, quarterly, yearly, up to you).

In our scenario, we have all of our budgets starting on November 1st 2017 and ends on January 1st 2018.

What we want to do is to have monthly budgets after January 1st 2018 so that I can keep track of my spending on a monthly basis and renews itself automatically.

So what we are going to do is the create a PLANNED budget on the PLANNED BUDGET TEMPLATE so that the subdomain can prepare itself for future budgets.

First, bring up the exported budget data and copy the information you want to bring over to the template. Again, make sure that they are pasted on the right column on the blank template!

Below is the blank PLANNED BUDGET IMPORT template:

Now, we are going to paste the Chart of Account, Location, Department that I want to plan my budget for. Again we are copying pasting the data from the export data to save time (rather than entering each word, account code manually):

Now, all you need to fill in are the PLANNED BUDGET dates you want the domain to automatically renew with.

Because I want to have new budgets on a monthly basis, we will enter the budget I want to start with for February 2018:

That's done for the month of February! Now, I want to add more budgets for the coming months, so we will enter more data for March, and April 2018:

You can see that I have added more rows for the Location/Department/Account code because we will need to enter more lines for new start and end dates (monthly in this case).

**Important TIPS!**

• There are no ACTION ON DUPLICATE fields. Because this is for future budgets, the function is not required.
• Make sure the start date does not clash with existing budgets! The import will not work and cause an error if your start date overlaps with existing, ACTIVE budgets.
• You can still use the **ALL** function on this template to apply the changes to all location/departments/account codes and save lots of clicks and time.
• The Start Date and End Date is flexible! You don't have to do it exactly 1 month. The range can be quarterly, yearly, any date range you would like to set it with. 

After that, you can save the document, and upload the file by going to Settings - Import Data - Budgets - Import CSV - Browse and Upload CSV and upload the file:

Make sure to click on IMPORT to upload the budget!

If successful, you will get a notification that it imported correctly. If you get an error, please review the data under the line # in Excel and erase the line if that line (location, department and account code) is no longer applicable. After changes, make sure to SAVE and re-upload. 

Finally, To verify the changes that are made, go to Manage → Budget Control → Click on a department. You will see the reflected change such as Budget, Effective date.

If you want to see its future budgets, click on OPTION on the and click on SCHEDULE BUDGETS  

That will be it for updating your budgets! Just make sure that you apply the new budgets to all of the account codes, locations, departments that you would like to update. It's not necessary to apply it to all of them if it is not required. Make sure to use the exported budget data to ensure that you can see all existing budgets but also avoid the risk of typo or any other errors.

Still have questions? Contact us at support@procurify.com