This is a relatively easy, and useful, thing to do. the first step is to create the control macro for the budget entry screen. This is an administrative menu item found either under utility (if using version 6.5) or administrative if using 7.0 or 2011. the control macro generation process will ask for a file name for the macro and I would suggest you use 0125000.CTL but you can most any name you want. If you open the resultant file in something like NOTEPAD it will show you (somewhat technically) the order of the transaction import fields that is needed. You can then take your budget spreadsheet and arrange/add columns to conform to what the macro expects and save your spreadsheet as a CSV file that you then import using transaction import.
Here is a brief overview of the layout. It conforms to version 6.5 but will likely work with 7.0 and 2011.
Transaction Import Specifications
Budget Entry
It is possible to import budget information from Excel to Solomon IV by using Transaction Import. Like all Transaction Import processes, the data must be in an ASCII comma separated file with a field for each of the fields on the target screen. The fields must be in the same order as the screen flow. The system performing the import must have a control file for the target screen.
The following fields are required for using Transaction Import into Budget Maintenance:
• “Budget” note: this is a text field and must be the first field on each line
• account number
• sub-account number note: use 0 if not using sub-accounts
• ledger id
• fiscal year note: in the format of yyyy (e.g., 2003)
• revision date note: in format mm/dd/yyyy
• budget total for the fiscal year
• period 1 budget amount
• period 2 budget amount
• period 3 budget amount
• period 4 budget amount
• period 5 budget amount
• period 6 budget amount
• period 7 budget amount
• period 8 budget amount
• period 9 budget amount
• period 10 budget amount
• period 11 budget amount
• period 12 budget amount
If using Excel to maintain the budget, create a column for each of these fields in the order specified. Remove and row spacing, comments or totals. Note that the year total comes prior to the individual period amounts.
Save this variation of the budget spreadsheet as a comma delimited (csv) file from the save options. Your can save this file in any folder you choose and give it any name you want. Using a name that reflects the facility and the budget year will assist you in future references.
To import this file using Transaction Import perform the following:
1. Start Solomon IV and enter the desired database to receive the budget information
2. Select Transaction Import from the Utility menu on the main tool bar
3. Press F4 when the Transaction Import form opens to change to form view
4. Enter the full pathname and file name you used to save the csv file from Excel
5. Leave the data file type setting as ASCII
6. Enter 0125000 as the screen ID
7. Enter 0125000.CTL as the control file name
8. Enter 0125000.LOG as the log file name
9. Uncheck the minimize option so that you can see the data flowing through the Budget Maintenance screen
10. Click the Begin Processing button. You will see the Budget Maintenance screen open and data flowing through this screen.
11. When the process completes, click the Edit Errors button and scroll to the bottom of the display. Look for a statement showing that zero errors occurred. If there were zero errors then your budget data made it in successfully. If there were errors, review the display for indication of the errors. 12. Close the Edit Errors display
13. Close the Transaction Import form
