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

Import Facts:

• Martus will add new and adjust existing, but won't remove unmatched lines when importing.
  • New lines: Martus will import all new lines from the file.
  • Adjusted lines: Martus will update all values for the line to the values found in the file.
  • Removed lines: Martus will do nothing - the lines that were in the budget originally remain unchanged. Manually delete from Martus or import into a new budget to remove the lines)

Method 1 – One Worksheet at a Time 

1. 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 or dimensions: There are two ways to adjust dimensions. 
   1. ID Method: Use the columns all the way to the right as depicted below.
      
      
   2. The Name & Num method: Delete all the ID columns to the right. In the first columns ensure that all columns have the following format [Martus Num] OR [Martus Num] [Name]
      • Num + Name Example
        
      • Num Example
        
      • Note: Do not mix formats - the following example will error
        
6. Ensure to 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.

Method 2 – All Affected Worksheets 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.

Export the Budget

1. Go to Planner > Planner Setup.
2. From the Budget Management tab, select the budget 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 import or the Name Import
   • ID Import - 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.
   • Name Import - 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.  

Making Adjustments with the Id Import

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 Name Import

1. Delete all the Id columns to the far right of the import. 
2. In the first columns ensure that all columns have the following format [Martus Num] OR [Martus Num] [Name]
   • Num + Name Example
     
   • Num Example
     
   • Note: Do not mix formats - the following example 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 

1. To create a new budget:
   1. Go 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. Go back to Planner > Planner Setup and review your changes.  and set the new budget as the Planner and/or Dashboard default as desired.
      
2. To import into an existing budget:
   1. Go 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. Go 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.
  
  

Anatomy of the Import File

Budget Tab 
The budget tab is the primary tab and must be included if importing as a new budget or via method one.

• 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 either 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).
    • Utilize the code ID, not the name, and ensure there are no leading or trailing spaces.
  • Name Option:
    • Remove these columns and column headers.

Setup 

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.