Changing a Budget via Export/Import

Whenever a global change is needed on a worksheet or budget, it may be easier to export, update, and then import the worksheet or budget. Some examples include:

• Changing dimensions on worksheets
• Adjusting all account lines across all worksheets
• Adding a line dimension to multiple worksheets/lines
• Adding/removing worksheets
• Adding many lines throughout the worksheets

Budget Import Behavior

Martus will add new and adjust existing lines, but won't remove unmatched lines when importing a file to an existing budget. To create a new budget from the import exactly as it is, import to a new budget.

When importing to an existing budget:

• Martus will add all new lines from the import file to the budget.
• Martus will update all values for the line(s) to the values found in the import file.
• Martus will do nothing - the lines that were in the budget originally remain unchanged.

Updating a Specific Worksheet

1. Navigate to Planner > Worksheets and open a worksheet.
2. Click Worksheet Actions > Export Worksheet (xlsx).
   
   
   
3. Open the file from your computer.
4. Make changes as needed and save the file. 
5. If you are changing accounts and/or dimensions, there are two ways to make those adjustments. 
   1. ID Method: Use the columns all the way to the right as shown below. The Id columns look at the ExternalId of your dimension items and accounts in Martus - not your Num in Martus.
      
      
      
   2. Num & Name Method: Delete all the ID columns to the right. In the left-most columns, ensure that all columns have one of the following formats:  [Martus Num] OR [Martus Num] [Name]
      • Num + Name Example
        
        
        
      • Num Example
        
        
        
      • Note: Do not mix formats like this example, as the import will error.
        
        
        
6. Save the file.
7. Go to the worksheet and click Worksheet Actions > Import Worksheet (xlsx).
   
   
   
8. Choose the file from your computer and click Import.
9. Wait for Martus to finish importing.
10. Review changes in Planner > Summary reports.
    
    

If sheet dimensions were changed, you may need to delete the old worksheet from the budget in Planner > Planner Setup > Worksheet Management.

Updating Multiple Worksheets/Lines within a Budget

This method allows you to update or change all affected lines regardless of the worksheet and contains three steps - exporting the budget, adjusting the budget, and importing the budget back into Martus.

Exporting the Budget

1. Navigate to Planner > Planner Setup > Budget Management.
2. Select the budget to export by checking the box next to the name.
3. Click Export from the action menu.
4. Open the downloaded file in Excel.
5. Navigate to the "Budget" sheet.
6. Determine if you should use the ID method or the Num & Name method
   • ID Method - Use this method if the values in the Id columns to the far right of the Budget tab are the IDs you are familiar with OR if you don't need to adjust the dimensions of the lines. This method is recommended if your system is integrated with Sage Intacct or is a file-based implementation. The Id columns look at the ExternalId of your dimension items and accounts in Martus - not your Num in Martus. 
   • Num & Name Method - Use this method if the values in the Id columns to the far right of the Budget tab are long and complex AND you need to adjust the dimensions of the lines. This method is strongly recommended if your system has an integration with Business Central, QuickBooks, or Xero, since the Ids for those integrations are long and complex.  Note: Remove the ID columns to the right if using this method.

Making Adjustments with the ID Method

1.  Modify all of the desired worksheet lines. 
   • If you change dimensions for any rows, use the Id columns to the right - these are the columns Martus will use on import.
   • If you add any rows, ensure to fill out the Id columns to the right.
     
     
     
2. Delete or update any unneeded sheets within the Excel file. See below "Anatomy of a Worksheet" for more information.
3. Save the updated Excel file.
4. Continue with the steps in the section below "Importing the Budget back into Martus".

Making Adjustments with the Num & Name Method

1. Delete all Id columns to the far right of the import, including the headers.
2. In the left-most columns, ensure that all columns have one of the following formats:  [Martus Num] OR [Martus Num] [Name]
   • Num + Name Example
     
     
   • Num Example
     
     
   • Note: Do not mix formats like this example, as the import will error.
     
     
3. Modify all of the desired worksheet lines. 
4. Delete or update any unneeded sheets within the Excel file. See below "Anatomy of a Worksheet" for more information.
5. Save the updated Excel file.
6. Continue with the steps in the section below "Importing the Budget back into Martus".

Importing the Budget back into Martus 

When you import the modified budget, you can import it to an existing budget or import it to a new budget.

Create a New Budget

1. Navigate to Planner > Planner Setup > Import tab.
2. Change the year if needed and click Load.
3. Choose Create New Budget.
4. Specify a Budget Name.
5. Choose the file from your computer.
6. Select Post SPWs to post all SPWs in the file to be imported. This includes all worksheet-specific SPWs, SPW templates, and global SPWs.
7. Click Import.
8. Go to your home screen to await the completion of the import.
9. Navigate back to Planner > Planner Setup and review your changes. Set the new budget as the Planner and/or Dashboard defaults as desired.
   
   

Import into an Existing Budget

1. Navigate to Planner > Planner Setup > Import tab.
2. Change the year if needed and click Load.
3. Choose Import into Existing Budget.
4. Select the Destination Budget from the dropdown.
5. Choose the file from your computer.
6. Select Post SPWs to post all SPWs in the file to be imported. This includes all worksheet-specific SPWs, SPW templates, and global SPWs.
7. Click Import.
8. Go to your home screen to await the completion of the import.
9. Navigate back to Planner > Planner Setup > Worksheet Management tab.
10. Delete any unneeded worksheets using the action menu.

Notes on Importing

• All dates must be in the format mm/dd/yyyy, or Martus will error. (Except for AU customers, which use dd/mm/yyyy!)
• To remove lines and/or worksheets from a budget, you may want to utilize the export/import method and the option to import into a new budget. The new budget only contains the lines indicated in your file.
• Do not change the Worksheet tab names. The only recognized tab names are:
  • Budget
  • Setup
  • Approvals
  • Config
  • SPW
• The file name can be set to any value but avoid special characters.
• There can be no duplicate combinations of dimensions and accounts. (We recommend testing this by concatenating these fields in a separate column and checking for duplicates.) If there are duplicates, the last one processed is the only one that will be imported into the budget ("last one wins").
• There can be no Excel formulas in any field that is to be imported. Copy and paste as values if needed.
• The column titles included in the export file can not be adjusted. 
• It is possible to remove month or note columns if not needed, for example, if only one month needs adjustments, delete all other month columns and only import the one month.
• The Id columns look at the ExternalId of your dimension items and accounts in Martus - not your Num in Martus.
• If your Martus dimension items do not have Nums (common in QuickBooks and some Intacct UDDs), you must use the [Num + Name] format for all imports.
• When using the [Num + Name] format, keep in mind it is case sensitive.
• If you want to import a dim item or account that is inactive in Martus, when you use the [Num + Name] format, it must have the [I] notation that is applied on the export. For example: ‘5001 Rent and Occupancy [I]’

Anatomy of the Import File

Budget Tab 
The Budget tab is the primary tab and must be included when importing.

• Dimension & Account Names - Yellow:
  • ID Option: These are only for reference if using the ID option. You can fill them in, leave them blank, or even delete those columns entirely.
  • Name Option: Ensure that all columns are using one of these formats: [Num] or [Num + Name]
• Monthly Amounts - Green:
  The total per month for that line.
• Notes - Purple:
  The Notes columns (1-12) apply to each corresponding month in your fiscal year. There's a 150-character maximum on each note.
• Dimension & Account Columns - Blue:
  Note: All dimension values should be filled in as appropriate per the method used. Ensure that only non-required dimensions columns have blank values.
  • ID Option:
    • The columns for the Dimension IDs and account numbers are shown to the right of the Notes columns.
    • The headings for these columns are critical and must be in the format of the dimension name plus Id (for example, DepartmentId).
    • Use the code ID, not the name, and ensure there are no leading or trailing spaces. The Id columns look at the ExternalId of your dimension items and accounts in Martus - not your Num in Martus. 
  • Name Option: Remove these columns and column headers from the file.

Setup Tab

One line per worksheet; defines owners, targets approval status and other worksheet data.

Approvals

One line per worksheet per Approver

Include additional lines for additional Approvers

Config

Includes overall budget information, should be deleted prior to import

SPW 

One line per SPW line

Note: It is not recommended to adjust SPW lines in excel and re-import.