Import Budget/EACs from Excel: Process Overview

The following is an overview of the process for using this utility to upload budgets/EACs from Excel to the Project Budgets/EACs application. For more detailed information, see field descriptions within this topic and the links to related subtasks at end of this topic.

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 Project Budgets/EACs application. The completed template must be saved in .xml data format.

If you are unfamiliar with saving in the .xml data, 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 for upload and processing.

The .xml data must be saved to a preconfigured 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 Budget/EACs from Excel screen, you select settings for handling duplicate project budgets/EACs, as well as error report settings.

You select settings on how the records will be uploaded in Project Budgets/EACs. Also, you select as to commit or not the budget/EAC.

Step 4: Process the Parameter

After the parameter is saved, click the gear icon from the toolbar and select Validate Input File and Import Budget/EACs to process the parameter.

Step 5: 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. A report will be generated listing all budget errors and uploads.

Depending on validation settings, the Budgets/EACs that did not contain errors are either uploaded immediately to the Project Budgets/EACs application as budgets with a Working or Incomplete status , or all the budgets/EACs fail if any errors exist.

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

Step 6: 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, and then re-run the saved parameter until you have successfully imported all budgets/EACs into the Project Budgets/EACs application.

Click the gear icon from the toolbar and select Validate Input File and Import Budget/EACs to re-run the parameter.