Add a budget file to a non-financial database (easy budget upload)

Learn how to add a budget to a non-financial (operational) database for use in Analytics and/or Budgets & Forecasts, using the Easy Budget Upload method.

User permissions: Administration > Databases and Sync

• Watch this PUG Training video: Loading new data sets

• Watch this Phocas Academy video: Easy Budget Upload

• Related page: Add a budget file to a financial database for use in Financial Statements and Budgets & Forecasts (financial budgets).

The Easy Budget Upload method is a simpler way to add a budget to a database, as Designer automatically detects the budget file and converts it into the required format. Depending on how the data in your source file is arranged, this method might not be suitable, for example, if it contains pivoted data. If that is the case, you need to add the budget the same way you would add any other type of item, and ensure you check the date format.

The process to add a budget file involves multiple steps, in different places, as outlined below.

1. Get the raw data

Export the raw data from the underlying database into a Microsoft Excel file. The data might come from Phocas, your ERP system or another source.

If you have Budgets & Forecasts, you can export a budget or forecast in a flat file format via the Publish feature.

Alternatively, you can download your current data (actuals) from Phocas and use that as a template for your budget file, as it contains the required data structure and format.

2. Prepare the budget file

Prepare the data in the budget file according to the requirements outlined below, to ensure it is in the correct format for uploading to Phocas.

The basic requirements are:

1. The raw budget data must contain only a single measure.

2. Codes should be used, not names, for example, Rep007, not Justin Time.

The following table gives is an example of a typical budget in the required format:

Sales Rep	Region	Jan 2018	Feb 2018	Mar 2018	Apr 2018
Rep007	41	10,000	12,000	10,000	15,000
Rep007	42	5,000	7,000	5,000	10,000
Rep008	41	22,000	22,000	20,000	28,000

Other requirements are as follows:

Custom periods

If the selected database is summarized by a custom period type that is not aligned with calendar periods, such as a fiscal period, ensure that the date column (YYYY-MM-DD), especially the day of the month, or DD, takes into account the appropriate fiscal period start date. This ensures your budget stream is summarized using the correct date range.

Example of a typical budget in the required format when using a custom period type such as fiscal period:

Sales Rep	Region	2023-01-01	2023-01-29	2023-02-26	2-23-04-02
Rep007	41	10,000	12,000	10,000	15,000
Rep007	42	5,000	7,000	5,000	10,000
Rep008	41	22,000	22,000	20,000	28,000

Date column headings

The column headers in the data source must be in one of the following date formats:

Format	Example
YYYY-MM-DD	2017-10-27
yyyy-MM-dd HH:mm:ss	2017-10-27 09:26:01
MMM-yyyy	Oct-2017
MMM yyyy	Oct 2017
MMMM-yyyy	October-2017
MMMM yyyy	October 2017
MMM-yy	Oct-17
MMM yy	Oct 17
MMMM-yy	October-17
MMMM yy	October 17

If using a full date (the first two examples above), typically the date should be the first day of the period. For example, for a May budget, the date required is 2017-05-01.

If you exported a file from Budgets & Forecasts, you must change the dates in the column headers to comply with one of the formats listed above.

3. Save and close the budget file

Save the budget file in CSV (preferred) or XLXS format, then close the file.

If you use the XLXS format, all worksheets in the workbook will be uploaded and the worksheet names will be suffixed to the file name. While this is useful if you want to upload multiple worksheets, it's not recommended for single (one-sheet) budgets, as it over-complicates the sync item name and makes the mapping process in Designer more difficult.

4. Upload (or sync) the budget file

If you are creating a Balance Sheet budget, in addition to the budget file, you need to upload the opening balances. This data can be in the same file or a separate file.

There are two ways to get your file into Phocas and each requires a different user permission:

• Toolbox > Upload files: When a budget file is setup in Designer, this method allow users with upload permission to upload an updated budget without having access to Designer. The file must be uploaded under the Shared User Uploads section for it to be available to an administrator in Designer. See Upload a file.

  
• Designer: You can either upload or sync the file. See Get your data into Phocas. Ensure you select the File has header row checkbox, to enable Designer to recognize the file as a budget file.

  

5. Add (connect) the budget file to a stream

When you add the budget file to a stream, Designer converts (unpivots) the budget data into the required format and displays it in the new stream tab. All the dated columns are changed into a Moment column and a Measure column.

1. In Designer, click the New Stream tab.

2. Click the Edit button in the new stream tab, enter a more suitable name for the stream (such as Budget) and click Save.

3. Expand the data sources panel on the right and locate the budget file, then drag it into the stream’s Drag here box. Designer recognizes that you are loading a budget-type file and displays a message to that effect.

4. Click Yes to confirm you are adding a budget file.

   
5. Split the budget, if required. This option is only available for the first data source you add and your selection here determines the setup for subsequent data sources you add to the stream - expand the section below for more information.

   

More information about splitting budget files

By default, when you add a budget file the data is not split, and the total value goes against the whole month. You might prefer to split the total value proportionately into the relevant days in the month.

Your budget data might come from multiple files (data sources) that you add to the same stream. The option to split the budget is only available when you add the first file to the stream, following the steps above. If you add any other files to the stream afterward, their data will be handled in the same way because all items in a stream have to be on the same calendar.

There are three options for splitting the first budget file. Any subsequent files are split (or not) in the same way.

Do not split - This is the default behavior. The data remains as it is; it is not split. Each month has its own value (measure).

Working days - This option allows you to select from one of your custom working days calendars. The data is split by the number of working days in that calendar month and spread proportionality across each of the defined working days. Each of those days has the same value (measure).

Calendar days - The data is split proportionality across the number of days in the standard calendar, so each day has the same value (measure).

6. Map the budget data

Map the data in the budget file to the corresponding elements in the database. Typically, you need to map over the top of existing dimensions and measures.

• Value → Measure > Value

• Moment (date/period) → Date

7. Save and build the database

Save your design changes and build the database to apply those changes. You can either build the database now or schedule a build for later.

8. Use the budget

The next steps depend on whether you want to use the budget data in Analytics and/or Budgets & Forecasts.

• Analytics: You can view the new budget in Analytics by selecting it as a stream. Use Stream mode to compare your total budget and actual values side-by-side or use Period stream mode more more granular comparisons across the period.

• Budgets & Forecasts: The new budget stream is available in the Stream list in the Budget, Comparison, and Forecast setups. For example, if you want to import a Sales budget, you can create a new operational budget workbook and select the new budget stream as the baseline data structure.