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  • Arkansas Public School Computer Network 5.1 Procedural Outline

    Uploading Excel Budget Spreadsheet Data March 3, 2015

    Page 1 of 23

    The Budget Administrator center’s Upload Budget option enables you to load

    data from an Excel spreadsheet into Expenditure, Revenue, worksheets.

    Before you can download files from excel into the software you will need to confirm that you

    have one or all of the following folders on the C drive of your computer.

    spitemp

    spitmp

    sptmp

    If you do not have the folders you will need to add them to your computer.

    Just click on Make a new folder

    Following Screen will appear, click on the words New Folder, and type in the above

    referenced folder name. (You will need a different folder for each). You do not have to put

    anything in the folders

    **Note sometimes the download will work if you just add one, and sometimes you need to

    add them all.

    Next you will need to download your budget from the software (APSCN) to excel, by going

    to:

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     Main Menu

     Fund Accounting

     Expenditure Ledgers

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    The following screen appears, select the year for spreadsheet information.

    Click OK or Find

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    Following Screen will appear. Select Display Through

    Option to display through select period and hit OK

    Following screen will appear (notice date now shows through period 13).

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    Click on Printer Icon

    After clicking on printer icon below box will appear on screen select excel and OK

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    After selecting O.K. screen may appear with below options select save or open. Or

    depending on software setting file may open automatically in excel.

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    Spread sheet will look like below

    In the example above; spreadsheet will be modified to make the previous year expenditures

    the new fiscal year’s budget. To accomplish this;

    Sort and filter YTD Expenses column largest to smallest (Purpose of the sort is this example

    is to delete rows of budget units that do not have expenses charged to them.)

    Any columns user does not need to utilize to complete budget may be deleted. User may also

    delete rows that have salaries and benefits expenses, these expenses may be budgeted using

    the Personnel Budgeting Module.

    Below examples has budget control organization, budget control account, period

    expenditure, encumbrance, and status columns deleted, and expenses for salaries and

    benefits have been removed from spreadsheet as well. (This is strictly user preference)

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    *****Also note that the Year is only two digits upload will not work with four digits

    Complete below steps before uploading spread sheet in to software (APSCN)

     Year column should be the fiscal year being budgeted (column A in above example, must be two digits).

     Enter budget amount in Budget column (column G in this example).

     Make a note of columns that have Year, Budget Unit, Account Code, and Budget Amount. (Column A, B, D, G, in above example).

     Also make a note of the beginning row of your spread sheet after the title row, and the last row of your spread sheet.

     Save the file as a Text Tab Delimited file. Also save as excel

    ***Suggestion save file in Budget Folder *****

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    You will get this message when you are saving an excel file to a text tab delimited file.

     Select yes

    Next step is to build a template for your spreadsheet

     Main menu

     System Administration

     Reference Table

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    Click the plus symbol

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    The following screen will appear:

    Enter the following information

     Template Name (user defined)

     Template Type (Click on drop down arrow and select Budget Prep Expenditure/Revenue Ledger).

     File Format (Click on drop down arrow and select tab delimited). Once all fields in red have been completed click O.K.

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    Following screen will appear:

     Complete Column Number for Organization and Account.

     Tab to select Column name for Budget Year and Request Base, Recommend, or Approved. (This example shows requested base.)

    Completed Screen should look similar to below.

  • Uploading Excel Budget Spreadsheet Data-Continued

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    User may now upload spreadsheet in to software (APSCN).

    To upload spreadsheet into software from main menu;

    Budget Preparation

    Budget Administrator

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    Following screen will appear: Select Upload Budget

    If budget is being prepared prior to fiscal year end user will need to extract information.

    Instructions for first time extraction are in Fiscal Year End procedural outline.

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    Following screen will appear.

    Do not change File Location

    Select Browse

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    After selecting Browse below box appears select the Budget Document that shows Text

    Document and click open.

    User will be returned to Template Detail Screen upon returning to screen user should

    complete the following fields

     Start Row (row in spread sheet after the title row)

     Stop Row (last row in spread sheet that has budget figures in it)

     Upload Type (options are create or update) selected update in this example assuming that personnel budget has been done and if create option is selected it will

    wipe out Personnel Budget figures.

    When all fields are complete select OK

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    User will get below screen

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    This screen will appear after processing is complete.

    If the only error message is “Line ignored before starting row.” user is ready to import

    spreadsheet.

    Select OK.

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    After selecting OK user will get screen with the import option select Import

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    After selecting import below screen appears.

    Select OK

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    ***Optional Step***

    Confirm figures are in Budget Preparation

    Budget Preparation Budget Administrator

  • Uploading Excel Budget Spreadsheet Data-Continued

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    Select Display Budget

    Select Advanced

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    Enter below Advanced Search Criteria and click OK

    Below screens appears and should match items in uploaded spread sheet.

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