To import data into the PowerSchool ERP in the Budget Preparation module, you need to create the import file with budget records and then perform the import. The import supports creating or updating budget expenditure ledger and budget revenue ledger records. If a record from the file already exists in the budget ledger, the record is updated. If no data currently exists, a new record is created.
Create the Data File
The fields available for mapping depend on the Full Account configuration in the district's Budget Profile.
Full Account OFF
The following fields are available for mapping when Full Account Structure is off.
|
Import File Column |
Table Field |
Field Description |
Required |
|---|---|---|---|
|
yr |
bexpledgr.yr |
Budget Year |
Y |
|
budgetunit |
bexpledgr.key_orgn |
Budget Unit |
Y |
|
account |
bexpledgr.account |
Account Number |
Y |
|
freeze |
bexpledgr.freeze |
Freeze |
N |
|
dept_base |
bexpledgr.dept_base |
Requested Base |
N |
|
dept_new |
bexpledgr.dept_new |
Requested New |
N |
|
rec_base |
bexpledgr.rec_base |
Recommended Base |
N |
|
rec_new |
bexpledgr.rec_new |
Recommended New |
N |
|
app_base |
bexpledgr.app_base |
Approved Base |
N |
|
app_new |
bexpledgr.app_new |
Approved New |
N |
|
year2 |
bexpledgr.year2 |
2nd Year |
N |
|
year3 |
bexpledgr.year3 |
3rd Year |
N |
|
year4 |
bexpledgr.year4 |
4th Year |
N |
|
year5 |
bexpledgr.year5 |
5th Year |
N |
|
title |
bexpledgr.title |
Title |
N |
|
budget_orgn |
bexpledgr.budget_orgn |
Budget Organization |
N |
|
budget_acct |
bexpledgr.budget_acct |
Budget Account |
N |
|
budget_title |
bexpledgr.budget_title |
Budget Title |
N |
|
act_prop |
bexpledgr.act_prop |
Current Year Estimate |
N |
To import revenue budgets, include the bexpledgr.key_orgn and bexpledgr.account fields in the import file. The system uses the FAM profile account ranges to determine whether a record is an expenditure or revenue ledger entry.
Full Account ON
When Full Account is enabled, the system uses the ibfullacct table to identify accounts. The separate key_orgn, account, budget_orgn, and budget_acct fields are excluded from the mapping screen. The full account string in ibfullacct.fullacct is required instead. The ledger_type field is required so the system knows which translation table to use when resolving the full account.
The following fields are available for mapping when Full Account Structure is on.
|
Import File Column |
Table Field |
Field Description |
Required |
|---|---|---|---|
|
yr |
bexpledgr.yr |
Budget Year |
Y |
|
fullacct |
ibfullacct.fullacct |
Full Account Number |
Y |
|
ledger_type |
ibfullacct.ledger_type |
Ledger Type (E = Expenditure, R = Revenue) |
Y |
|
budget_fullacct |
ibfullacct.budget_fullacct |
Budget Full Account Number |
N |
|
freeze |
bexpledgr.freeze |
Freeze |
N |
|
title |
bexpledgr.title |
Title |
N |
|
budget_title |
bexpledgr.budget_title |
Budget Title |
N |
|
dept_base |
bexpledgr.dept_base |
Requested Base |
N |
|
dept_new |
bexpledgr.dept_new |
Requested New |
N |
|
rec_base |
bexpledgr.rec_base |
Recommended Base |
N |
|
rec_new |
bexpledgr.rec_new |
Recommended New |
N |
|
app_base |
bexpledgr.app_base |
Approved Base |
N |
|
app_new |
bexpledgr.app_new |
Approved New |
N |
|
year2 |
bexpledgr.year2 |
2nd Year |
N |
|
year3 |
bexpledgr.year3 |
3rd Year |
N |
|
year4 |
bexpledgr.year4 |
4th Year |
N |
|
year5 |
bexpledgr.year5 |
5th Year |
N |
|
act_prop |
bexpledgr.act_prop |
Current Year Estimate |
N |
When Full Account is on, set ibfullacct.ledger_type to R to identify revenue records. The system uses this value to look up the appropriate translation table during the import.
Import the Data File
After you have created the data file, you can import the data into the Budget Preparation module. From the main menu, select Budget Preparation. Select Entry and Processing. In the Budget Preparation menu, choose Budget Administrator. In the Actions menu, select Import Budget to open the import wizard.