This article shows how to manage multiple budgets at once using a CSV file instead of handling each separately. A sample CSV file is here for reference.
Note: Budget Groups cannot be managed via CSV.
- Downloading the Budgets CSV Template
- File Columns Explanation
- Uploading the Budgets CSV
- Important Notes
Downloading the Budgets CSV Template
- Log in to the platform.
- On the homepage, select the Admin button at the bottom of the left navigation menu.
- From the left navigation menu, click Finance, and then Budgets.
- Click Manage Budgets, followed by Modify with CSV Upload.
- Click on budgets.csv to download a template of the file. This file will include all active budgets and their current balances. The file will be saved to your downloads folder with the name "budgets.csv".
Once the file is open, you can adjust budget balances, assign users to specific budgets, and create new budgets.
File Columns Explanation
- Id: The identification number in column A is automatically assigned by the Awardco platform. Do not add or modify this ID number.
- Name: This is the designated name of the budget.
- Budget Group: This column displays the name of the budget group associated with the corresponding user file data. Budget Groups can only be configured within the Budgets tab and cannot be archived via CSV. Archiving must be done on the Budgets tab.
- Parent Budget: This column shows the name of the parent budget associated with the user file data in that row. Only the name of a Parent Budget can be modified via CSV upload.
- Parent Budget Id: The identification number in column E is automatically assigned by the Awardco platform. Do not add or modify this ID number.
- Balance: This cell indicates the current balance of the budget. Please consider the Company Account balance when making adjustments. If the entered amount is lower than the current balance, the difference will be returned to the Company Account.
- Metadata: If budget access is determined by metadata, the information will be displayed in the format: {"Metadata Column Header":["Metadata Value"]}. To include multiple metadata values from the same column or to establish budget access using metadata values from different columns, separate the sequences with commas.
- Note: Budget Group metadata values cannot be modified.
- Groups: To grant an entire group access to a budget, enter the group name in this column. For multiple groups, separate their names with a semicolon (;). For example: "Founding Fathers;Admins" will grant access to both the "Founding Fathers" and "Admins" groups.
- Users: You can grant budget access to individual users or entire groups. To grant access to an individual user, enter their ID number in this column. For multiple users, separate their ID numbers with a semicolon (;). For example: "1;16" will grant access to users with IDs 1 and 16.
- Note: If both the Groups and Users columns are left blank, no one will have access to the budget.
- Cost Center: Enter the name or ID from your company's cost center table. This is either optional or required based on your company's settings.
- Taxable: Input either "Yes" or "No". This setting does not affect the budget's operation and is for reporting purposes only.
- Note: A Budget Group's taxable setting cannot be changed via CSV upload. To update this setting for an entire group, select the "..." option to the right of the Budget group on the Budgets tab.
- Owners: To designate a budget owner, enter the employee ID of the owner in this column. Separate multiple owner IDs with a semicolon (;).
- Note: Adding budget owners will create a dedicated budget tab for these managers, allowing them to create sub-budgets. If you do not want managers to have this capability, restrict them to "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 that budget. To limit Metadata/Group access to specific roles, add the role name(s) to the budget access parameters in the Roles column. Acceptable values are "Employee", "Group Manager", "Executive Manager", and "Admin." If assigning multiple roles, separate the values with a semicolon (;).
- ReloadRuleId: Enter the auto-reload rule ID for the budget. Find it on the Auto-Reload Rules page.
- ReloadRuleName: Enter the auto-reload rule name for the budget. Find it on the Auto-Reload Rules page.
Uploading the Budget CSV
Once you have made the necessary adjustments to your budgets in the .csv file, save it. You can then import this file into your Awardco platform to update all your budgets at once. To do this:
- Return to your Budgets tab.
- Click Manage Budgets, followed by Modify with CSV Upload.
- If you wish to archive budgets that are not included in the uploaded file, toggle the "archive" option to Yes.
- Select your saved file.
- Click Submit to upload.
Your new budget updates will be applied to the system immediately.
Note: This is an all-or-nothing upload process. As a security measure, if the system detects an error in the data it cannot interpret, you will receive a notification, and no changes will be uploaded. This ensures that funds are not incorrectly deposited or deducted from budgets before any errors are identified and resolved.
Important Notes
- Regular budgets can be adjusted via CSV upload.
- Budget groups cannot be archived via CSV upload.
- Only the name of parent budgets can be adjusted via CSV upload.
- A budget group's taxable setting cannot be changed via CSV upload. Use the "Edit Budget" option (accessible via the "..." to the right of the Budget group on the Budgets tab) to update the taxable setting for the entire group.
- Child budget metadata values cannot be adjusted via CSV upload.
- Budgets containing errors are read-only and cannot be modified.
If you have any questions, please contact Awardco Admin Support.