This article is designed to help you collectively manage all of your budgets at once rather than individually. Reference the video below for a walkthrough on how to upload a budget csv. Attached here is a sample budgets .csv file.
Note - Budget Groups cannot be managed via CSV.
Navigation
- Log In to your account
- Click Admin
- Select Budgets
- Click "Upload CSV"
- Fill out the template by clicking budgets.csv
- Make needed adjustments
- Upload by clicking Choose File
- Click OK to apply changes
Budgets Tab
First, you'll need to Log In as an Admin.
Next, click on the Budgets tab.
In the budgets tab, you'll see an overview of all of the budgets in your organization. You have the option to upload a .csv file to manage all of your budgets at one time rather than updating them manually one-by-one. Follow these steps to prevent any errors.
Click on Upload CSV to access a template of the current budgets or to upload a new file.
Click on budgets.csv to download a template of the file. The file will contain all active budgets and current balances.
Your file will be sent to your downloads folder with the file name "budgets.csv".
With the file open, you can adjust your budget balances, assign users to a budget, and create new budgets.
File Columns
Id: The Id number in column A is assigned by the Awardco platform internally. Please do not add or alter the ID number.
Name: This is the assigned name of the budget.
Budget Group: This column displays the budget group name associated with given metadata on the user file. Budget Groups can only be set up on the Budgets tab. Budget Groups cannot be archived on the CSV file. This will have to be done on the Budgets tab.
Parent Budget: This column displays the parent budget group name associated with given metadata on the user file (the column header). Parent Budgets can only have their name adjusted via CSV upload
Parent Budget Id: The Id number in column E is assigned by the Awardco platform internally. Please do not add or alter the Id number.
Balance: This cell shows the current balance of the budget. Please be mindful of the Company Account balance when adjusting this amount. If the amount you type in is less than the current balance, the points will return back to the Company Account.
Metadata: If establishing budget access based on metadata, information will displayed as: {"Metadata Column Header":["Metadata Value"]} If adding several metadata values from the same column or establishing budget access with metadata values from different columns, separate sequences with commas.
NOTE: Budget Group metadata values cannot be adjusted.
Groups: Assign an entire group access to a budget by typing the group name in this column. To give multiple groups access to a budget, separate their group names by a ";". For example: "Founding Fathers;Admins" will give the group "Founding Fathers" and the group "Admins" access to this budget.
Users: You can give individual users access to a budget or you can give an entire group access to a budget. Input the user's ID number in this column. To give multiple users access to a budget, separate their ID numbers by a ";". For example: "1;16" will give user 1 and user 16 access.
NOTE: If both the groups column and users column is blank, no one will have access to the budget.
Cost Center: Input the name or ID from the company cost center table (this is optional or required based on company setting.)
Taxable: Input of Yes or No is required. This has no impact on the operation of the budget and is for reporting purposes only.
NOTE: A Budget Group's taxable setting cannot be changed via CSV upload. This setting will have to be updated by selecting the "..." to the right of the Budget group on the Budgets tab.
Owners: Establish the owner of the budget by inputting the employee Id of the owner in this column. Multiple user ids are to be separated by a semicolon.
NOTE: Adding budget owners will create a budget tab for these managers and allow them to create sub budgets. If you do not want managers to have this ability, restrict them to being users only
Roles: By default, if a Group or Metadata value is assigned to a budget in the Groups or Metadata columns, all Role types (Admin, Executive Manager, Group Manager, and Employee) will have access to this budget. If limiting Metadata/Group access to specific roles is desired, add the role name to the budget access parameters in the Roles column. Accepted values in these fields are "Employee", "Group Manager", "Executive Manager", and "Admin." If you're assigning more than one role to have budget access, separate the values with a semicolon.
Upload CSV
Once you have your budgets adjusted in your .csv file, save the file. You can now import this file into your Awardco platform, and it will update all of your budgets at once. To do this, return to your budgets tab, and click Upload CSV. Select your file, and Click OK to upload. If you'd like to archive budgets that aren't included in your file, select Yes on the archive toggle option.
Your new budget updates will be applied to the system immediately.
Note: This is an all-or-nothing upload. As a safety measure, if there's an error in the data that our system can't read, you will be notified and nothing will be uploaded. This way we can make sure that actual funds aren't deposited or deducted from various budgets before an error is found and accounted for.
If you have any questions, please contact Awardco Admin Support.