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Exporting Budget Data


You can export budget data from ACS, edit it in Excel, and import it back into ACS. This is helpful if departments within your organization need to update their individual budgets but do not have access to ACS Financial Suite.

First, enter your budget following the steps in Add/Edit Budgets. Then, you can export your budget to Microsoft® Excel®, edit the dollar amounts, and import the data back into General Ledger. ACS automatically starts the Excel program for you.

ACS OnDemand

Files exported within the OnDemand environment will open in OpenOffice instead of Microsoft Office.

 To export your budget to an Excel worksheet
  1. Under Manage Records, select the Budgets tab.
  2. In the drop-down list, select Export/Import Budget and click Go .
  3. In the Export/Import drop-down list, select Monthly Budgets or Annual Budget.
  4. Select the Export Year of the budget you want to export.
  5. Optional: Select Export Information and Account Filters.
  6. Click Export Data. This process may take a few minutes depending on the number of accounts you have in your general ledger.
  7. In the Save As dialog box, navigate to the folder where you want to save the export. 
  8. Enter a file name for the export and click Save. The export saves as a .csv file.
  9. A progress bar shows the status of the export. When it is complete, click OK.


Updating Budget Data in Excel


ACS exports the budget to Excel using the path x:\acsnet\acsfdat\data1\budget (the x: represents the drive letter ACS is located on. The drive letter varies depending on where your ACS is located). Locate the .csv file in Excel by browsing the path and selecting the budget.

When entering your budget in Excel, do not make any changes to your accounts, such as adding new accounts, moving accounts, renumbering accounts, or deleting accounts.

In Excel, only make changes to the budget amounts. Any other changes that you make in the Excel spreadsheet do not import back into ACS. If you want to change your chart of accounts before entering your new budget, make the changes before exporting the file to Excel.

Importing Budgets from Excel


After making changes in Excel, you can import the budget file back into ACS.

You must close Microsoft Excel to import your budget to ACS. ACS automatically opens Excel and extracts the information. If you have entered budget information in ACS, importing from Excel erases any existing budget information for the selected import year.

The import process may take a few minutes depending on the number of accounts you have in your chart of accounts.

 To import a budget into ACS
  1. Under Manage Records, select the Budgets tab.
  2. In the drop-down list, select Export/Import Budget and click Go .
  3. In the Export/Import drop-down list, select a budget option to import.
  4. In the drop-down list, select the budget's Import Year.
  5. Click Import Data.
  6. If you are importing an annual budget, the Import Annual Budget window displays. Select the appropriate budget distribution option.
  7. If you are importing a monthly budget, a confirmation message displays. Click OK.
  8. In the Open dialog box, navigate to the file that you want to import.
  9. Select the file and click Open.
  10. Click OK. Your data imports from Excel to ACS.
Additional Field Information

Distribute Annual Budget


Evenly Across Months
Select this option to distribute your annual budget evenly over the twelve months of the year. If the annual budget does not divide evenly by 12, ACS adds or subtracts the remaining amount from the last month of the year.

ACS calculates the monthly amount using the following formula:

Annual budget / 12 = Monthly budget


Based on monthly actuals from

Select this option to distribute your annual budget across the months based on a percentage of the actual monthly balances of the From year. Select the year from the drop-down list.

ACS calculates the monthly budget amount using the following formula:

Account's monthly actual balance / Account's annual actual balance = Monthly %

Annual budget x Monthly % = Monthly budget


Based on a budget ratio
Select this option to distribute your annual budget based on a ratio, then choose a budget ratio code in the drop-down list.

ACS calculates the monthly budget based on the following formula:

Annual budget x Monthly ratio = Monthly budget