Load Budget Spreadsheets

Overview of 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