Load Budget Spreadsheets

Loading your Budgets into DDI Connect (FW25)

The DDI Connect system allows you to upload budgets that can be used to track against income and expenditures within the FundWriter/GL system. To upload your budget, you must first put it in the correct format. To do so:

• Open your original spreadsheet:

• Create a new worksheet
• Select the entire original worksheet
• Copy the worksheet
• In the newly created blank worksheet, click Edit and select "Paste Special"
  • When the pop up appears, select "Values and number formats"
• When the funding source is included in the spreadsheet, it needs to be joined into the same column as the GL number:

• Insert a new column before the the G/L code
• In the above example, this is column B
• Using the example above, click in the cell B:8
• In the function bar, type in =C8&"-"&D8
• Click on the ‘fill handle” in the cell where you just typed in =C8&"-"&D8
• Drag down to the bottom of the data
• Insert a new column after this column, resulting in a blank Column C
• Highlight column B (with the ‘filled’ values)
• Copy column B (with the ‘filled’ values)
• Highlight Column C
• In the menu bar, click on Edit, and then click on ‘Paste Special’
• In the paste special popup, choose ‘Values and number formats’
• Delete Column B (with the ‘filled’ values), leaving the column without the formula
  • The result is shown above
• Insert a row right above grid with the budgets containing a number that corresponds with the column, if desired
  • This may help when loading the budgets, in the following steps
• Save the file using the sylk format:

Now you are ready to upload into the DDI Connect system. To do so:

• From the DDI Connect main menu, double-click FundWriter
• Double-click Administrative Tasks
• Double-click Load Budget Spreadsheets. You will see this screen:

• Fill in the location of the newly created file
• Choose whether to load for accounting periods or 1 number for the annual budget
• Choose whether to load the working budget or the approved budget or both
  • In most cases, you will want to select "Both"
• Choose the year
• Choose the number of the column in your spreadsheet that contains the G/L code
• Choose the number of the column that contains the first budget number
• Using the above example (Figure 1), the first number is in column “N” which is the 14th column
• Beside the line saying “Specify default account segments that do not appear in the spreadsheet”, click on the ‘clear’ button
• Enter the values for the office and department
• Enter the appropriate restriction class code
  • The revenue spreadsheets use restriction “2” and the expense spreadsheets use restriction “1”

Your screen should now look something like this:

If everything looks correct, click on the load button

After you have loaded a budget, you can run FW32 (Income Statement Report) to see what has been loaded:

• Select ‘current period and working budget’
• Enter the beginning and ending dates of the period
  • In the above example, the beginning date is 07/01/2006
  • In the above exmple (Figure 1), the ending date is 06/30/2007
• Comparison method = Variance
• Select 5 of the 7 check boxes
  • The only boxes not checked are ‘Print zero balances accounts’ and ‘round figures to the nearest dollar’
• Click on ‘clear’ to clear previously entered G/L segments
• Enter the Office, Department and Restriction Class Code for the budget just loaded
• Start the report
• Examine the grand total value in the YTD Budget column
• Compare this amount to the total expected from the spreadsheet
  • If these 2 amounts are the same, the budget for this office and department was entered successfully
  • If these 2 amounts do not match, it is possible a G/L account included in the spreadsheet does not exist in the DDI-Connect system
• Compare the G/L account numbers on the report against the G/L account
• Add any missing G/L’s to DDI-Connect, along with their budget amount
• If there are no missing G/L’s, examine the totals in the spreadsheet to make sure they were added correctly

If the fw25 Load Budget Spreadsheets program needs to be re-run for an office-department-restriction class, contact DDI support.

• Repeat steps 10 thru 35 for all columns containing budget information in the spreadsheet
  • For each iteration, make the appropriate adjustment to the Starting Budget Column
  • For each iteration, make the appropriate adjustment for the Department

Repeat all of the above steps for each spreadsheet containing budget information