Create or add budget files and models to build your budget numbers for the specified Budget Year and Cycle.

Budget Files allow you, as the process owner, to quickly budget specific parts independently. Here, you can manage both single files typically handled by the financials team and budget templates that are send to different budget owners.

You can create a new budget file by uploading and mapping it, or by using the Budget Builder.

At the top of the module, you'll see the year and Budget Cycle filter, which shows the budget cycle associated with the files.

Create a Budget File

1. Navigate to the Budget Files tab and choose the relevant year and Budget Cycle.
2. If a budget file exists for the selected year and cycle, click 'New'. If no budget file exists, click 'Add new budget file'.
3. Name the new Budget File and choose a method: Upload file or Budget Builder. 
4. If you choose to upload a file, you’ll need to map it to the database. This action makes the data available in reports and widgets within the Datarails platform. Learn more about the Data Mapper.

Why use the Budget Builder?

• Quick Creation: Create a budget file in seconds with simple drag and drop.
• Automatic Data Integration: Automatically import historical data into your budget file.
• Automatic Mapping: The Budget Builder automatically maps the file into the database, making its values available for use in reports and widgets within the Datarails platform.
• Consolidation file: If you choose to split your budget builder file, a consolidated file that aggregates all the budget owner submissions will be created for you. 

Discover more about the Budget Builder. 

Split File

To split a file, go to the file's three dots menu and select the "Split File" option.

This feature creates multiple copies of the file, each filtered by specific values of the selected split dimensions. You can split files using up to two dimensions from different tables.

For example, if your budget files contain data from the "financials" and "sales" tables, you can create separate copies for each "Department" from the "financials" table and each "Cost Center" from the "sales" table by selecting both tables and their respective fields in the split window.

Important Notes:

• You can select only one field per table, and all selected fields must share the same type (text, date, whole number, or decimal number).
• In the "split by" dropdown, the field's source table is indicated in parentheses.
• In the "value(s)" dropdown, select the items for which you want copies generated. Parentheses indicate the field associated with each item.

After the split, the original template file will be renamed with "Template" as a suffix and removed from the database. The new copies will be included in the collection process and added to the database only if the original template was included before the split.

The budget files page will display the number of files currently in the database. 

If there are any mapping errors, the number of errors will also be shown.

Post-Split Options:

• Re-split: Create additional copies for new values or manage existing ones.
• Consolidated File: If the Budget Builder created the template, a consolidated file containing all data submitted to the copies will be generated and stored under the "Consolidation" tab.
• Undo Split: This option reverts the template to a standard budget file, archives the collection process, including all split copies and the consolidated file, and adds the template back to the database (if it was included before the split).

More Advanced Options

For each Budget file, you can:

• Upload a new version.
• Download the latest version.
• Edit the file online (if enabled).

The online editing option is not available in all environments. To enable it, please contact your customer success manager.

In the 3-dots menu for each cycle, you can:

• Go to Filebox: View older versions, set permissions, rename the file, and more.
• Revisit the Budget Builder: Make adjustments to the file structure or configuration. 
• Revisit the Data Mapper: Edit how the file is saved in the database.

Updated September 03, 2024 09:28