7Budgets

This chapter contains the following:

In Oracle General Ledger, you can load budget data to perform variance reporting.

If you use a third-party budgeting application or don't use a budgeting application, there are two ways to load budgets into the GL Balances Cube.

  • Importing Budget Data from a Flat File: Export budget data from your budgeting application to a comma separated values .csv file. Use the Import General Ledger Budget Balances file-based data import to prepare and generate flat files in a .csv format. You can use Oracle Application Development Framework Desktop Integrator correction worksheets to correct validation errors, delete rows with errors, and resubmit the corrected error rows.

    Note: For more information about file-based data import, see the Oracle Financials Cloud File-Based Data Import for Financials guide.
  • Importing Budget Data from a Spreadsheet: You can access the budget load spreadsheet from the General Accounting Dashboard. Enter, load, and correct budget data in the ADF Desktop Integrator spreadsheet tool. Use this tool to prepare and load budget data for multiple ledgers and periods with a common chart of accounts instance. The list of values and the web picker help you select valid values. This simplified data entry reduces errors and alerts you to errors as you enter the data in the spreadsheet. Error correction is done in the same spreadsheet.

The following figure shows the process flow for budget upload. Prepare your budget data, upload it using a spreadsheet or flat file, and report on the budget data.

This figure shows the process flow of preparing,
uploading, and reporting on a budget.
Caution: When the GL Balances Cube is rebuilt, the process retains the budget balances as well as the actual balances. Only the budget balances loaded using the spreadsheet or flat file through the GL Budget Balances interface table are retained.

Create reports in Smart View or Financial Reporting to verify that the budget data was loaded correctly.

How General Ledger Budget Balance Import Data Is Processed

Use the Import General Ledger Budget Balances file-based data import to load budget data from external sources for upload to the GL balances cube. You can download a budget spreadsheet template to use to prepare your budget data. The template contains an instruction sheet to help guide you through the process of entering your budget information.

To access the template, complete the following steps:

  1. Navigate to the File-Based Data Import for Oracle Financials Cloud guide.

  2. In the Table of Contents, click File-Based Data Imports.

  3. Click Import General Ledger Budget Balances.

  4. In the File Links section, click the link to the Excel template.

Follow these guidelines when preparing your data in the worksheet:

  • Enter the required information for each column. Refer to the tool tips on each column header for detailed instructions.

  • Do not change the order of the columns in the template.

  • You can hide or skip the columns you do not use, but do not delete them.

Settings That Affect the General Ledger Budget Balances Import Process

The Import General Ledger Budget Balances template contains an instructions tab and a tab that represents the table where the data is loaded.

The Instructions and CSV Generation tab contains information about:

  • Preparing the budget data.

  • Understanding the format of the template.

  • Entering budget data.

  • Loading the data into the interface table and the GL balances cube.

The GL_BUDGET_INTERFACE tab is where you enter information about the budget data that you adding, such as the ledger, budget name, periods, segment values, and amounts.

How General Ledger Budget Balance Import Data Is Processed

To load the data into the interface table:

  1. Click the Generate CSV File button on the instructions tab to create a CSV file in a .zip file format.

  2. Save the .zip file locally.

  3. Navigate to the Scheduled Processes work area.

  4. Select the Load Interface File for Import process.

  5. For the Import Process parameter, select Validate and Upload Budgets.

  6. For the Data File parameter, select the file that you saved in step 2.

To load the data from the interface table to the balances cube:

  1. Navigate to the Scheduled Processes work area.

  2. Select the Validate and Upload Budgets process.

  3. Enter values for the Run Name parameter.

  4. If the process ends in error or warning:

    1. Review the log and output files for details about the rows that caused the failure.

    2. Navigate to the General Accounting Dashboard work area.

    3. Select the Correct Budget Import Errors task to download the budget corrections worksheet.

    4. Correct the entries in the worksheet and resubmit the Validate and Upload Budgets process.

Use the upload budgets processes to integrate budget information from other budgeting applications such as Oracle Hyperion Planning. Use the Import General Ledger Budget Balances file-based data import to load budget data from external sources for upload to the GL balances cube. You can load your budget amounts to the General Ledger balances cube by populating the GL_BUDGET_INTERFACE table and running the Validate and Upload Budgets process. You can load budgets for multiple periods and for multiple ledgers with the same chart of accounts in a single load process.

Note: Budget data isn't loaded to the GL_BALANCES table and only loaded to the balances cube for variance reporting purposes.

Assigning Values for Columns in the GL_BUDGET_INTERFACE Table

For budget import to be successful, you must enter values in the columns of the interface table that require values.

The following table describes the columns that require values.

Name Value

RUN_NAME

Enter a name to identify the budget data set being imported.

STATUS

Enter the value NEW to indicate that you're loading new budget data.

LEDGER_ID

Enter the appropriate ledger ID value for the budget amount. You can view the ledger ID for your ledgers on the Manage Primary Ledgers page. The ledger ID column is hidden by default, but you can display it from the View Columns menu. If you enter multiple ledgers for the same run name, all of the ledgers must share the same chart of accounts.

BUDGET_NAME

Enter the appropriate budget name value for the budget line. You define the budget names in the Accounting Scenario value set.

PERIOD_NAME

Enter the period name that you're loading the budget data for. You can load budget data to Never Opened, Future Enterable, and Open periods only.

CURRENCY_CODE

Enter the currency for the budget.

SEGMENT1 to SEGMENT30

Enter valid and enabled account values for each segment in the chart of accounts.

BUDGET_AMOUNT

Enter the amount in the ledger currency for account types, expense and assets.

OBJECT_VERSION_NUMBER

For Oracle Cloud implementations, leave this field blank as the application automatically populates this when you load the data from the secure FTP server. For other implementations, you can set the column to a value of 1.

These columns remain blank because the budget import process either uses these columns for internal processing, or doesn't currently use them.

  • CHART_OF_ACCOUNTS_ID

  • CODE_COMBINATION_ID

  • ERROR_MESSAGE

  • CREATION_DATE

  • CREATED_BY

  • LAST_UPDATE_DATE

  • LAST_UPDATE_LOGIN

  • LAST_UPDATED_BY

  • REQUEST_ID

  • LOAD_REQUEST_ID

You can use the Create Budgets spreadsheet to enter, load, and correct budget data. To open the spreadsheet, navigate to the General Accounting Dashboard and select the Create Budgets in Spreadsheet task.

Budget Import

The spreadsheet uses the Oracle ADF desktop integration add-in for Excel, which is the same add-in used by the Create Journals spreadsheet. The spreadsheet uses an interface table called GL_BUDGET_INTERFACE and requires the Budget Entry role. The budget import uses the Accounting Scenario value set for the budget being loaded. The Run Name is used as an identifier for the imported data set.

The spreadsheet budget import:

  • Supports multiple ledgers but a single chart of accounts instance

  • Allows multiple calendars and periods

  • Supports entered currencies in addition to the ledger currency

  • Contains user-friendly lists of values

  • Performs most validations on the worksheet

  • Secures values by data access sets

Note: The spreadsheet includes a Row Status column that shows if the rows upload successfully or with errors. Use the spreadsheet where the data was entered to enter the corrections.

Correct Budget Import Errors Using a Spreadsheet

The Oracle ADF Desktop Integrator budget correction functionality is similar to the journal correction sheet. You use this tool to correct the flat file import errors.

The correction spreadsheet functionality:

  • Uses segment labels based on the data access set.

  • Contains user-friendly lists of values.

  • Performs most validations on the worksheet.

  • Allows updating or marking the row for deletion.

Correcting Data

To use the correction spreadsheet functionality:

  1. From the General Accounting Dashboard page, set the data access set and download the correction worksheet using the Correct Budget Import Errors task.

  2. After the correction worksheet is downloaded, query for the rows in error. Select the run name for which there are validation errors and click Search. This populates the budget rows in error.

  3. Correct the rows in error or mark them for deletion and submit the budget correction spreadsheet. Any errors are reported on the worksheet.

  4. If the row status indicates an error, double-click it to see the error details and take necessary action. You can use the list of values to quickly correct data that is in error.