Import New Business Budget from Excel: Process Overview

The following is an overview of the process for using this utility to upload new business budgets from Excel to the New Business Budgets application.

There is a prerequisite for the New Business Budget work breakdown structure (WBS) to already exist before budget data can be uploaded. You need to create the WBS ahead using the New Business Budgeting application before importing the budgets from excel. The import process will not create the WBS. See Create the Work Breakdown Structure for a New Business Budget for more information and instructions.

Step 1: Download and complete the Excel template

The template (available from the Excel Template subtask) includes column headings that correspond to fields within the New Business Budgets application. The completed template must be saved in the .xml data format.

If you are unfamiliar with saving in the .xml data format, see the Excel online help.

If you are a System Administrator and have not yet configured Costpoint to accept this format, add the .xml data format to the File Upload Limits table of the Admin » System Administration » System Administration  Controls » Configure System Settings screen.

Step 2: Select and Validate the Input File

Use to select the .xml data file for upload and processing.

The .xml data must be saved to a pre-configured location within Costpoint, referred to as an Alternate File Location. When you save the template as an .xml data, you must either save it to the Alternate File Location, or copy it to that location using File Upload on the Process menu.

If you do not know the Alternate File Location, check with your System Administrator.

If you are a System Administrator and have not yet configured the Alternate File Location, see online help for Administration » System Administration » File Management » Manage Alternate File Locations.

Step 3: Select Processing Settings

In the Import New Business Budgets from Excel screen, you select settings for handling duplicate project budgets, as well as error report settings.

You select settings on how the records will be uploaded in New Business Budgets and whether to commit the new business budget or not.

Step 4: Review Results

You can review the error report and the upload report after processing the saved parameter.

To review the file before uploading, select Validate Input File from the Preview or Print menu on the toolbar. A report will be generated listing all budget errors and uploads.

Depending on validation settings, the new business budgets that did not contain errors are either uploaded immediately to the New Business Budgets application as budgets with a Working or Complete status , or all the new business budgets fail if any errors exist.

For more details on the configuration of the report generated, see help topic on Print Options.

Step 5: Correct Errors and Rerun the Parameter

Using the generated report as a guide, you can make corrections to your original entries in the Excel template.

To verify the record in xml file and upload valid record in New Business Budget, click the gear icon from the toolbar and select Validate Input File and Import NBBs.