Managing Budgets Via CSV File

This article is designed to help you collectively manage all of your budgets at once rather than individually. Reference the video below for a walkthrough on how to upload a budget csv. 

Navigation

1. Log In to your account
2. Click Admin
3. Select Budgets 
4. Click " Upload CSV"
5. Fill out the template by clicking budgets.csv 
6. Make needed adjustments
7. Upload by clicking Choose File
8. Click OK to apply changes

Instructions with Visuals

First, you'll need to Log In as an Admin. 

Next, click on the Budgets tab. 

In the budgets tab, you'll see an overview of all of the budgets in your organization. You have the option to upload a .csv file to manage all of your budgets at one time rather than updating them manually one-by-one. Follow these steps to prevent any errors. 

Click on Upload CSV to access a template of the current budgets or to upload a new file. 

Click on budgets.csv to download a template of the file. The file will contain all active budgets and current balances.  

Your file will be sent to your downloads folder with the file name "budgets.csv". 

With the file open, you can adjust your budget balances, assign users to a budget, and create new budgets.

Adjust a budget balance:

Click the cell in the balance column in the row of the desired budget. Then type in the desired amount: e.g. "500" to set the budget to 500 points, regardless of what amount is currently in the budget.  

NOTE: If the amount you type in is less than the current balance, the points will return back to the company account.

Assign users to a budget:

You can give individual users access to a budget or you can give an entire group access to a budget.

Assign individuals access to a budget under the Users column. Input the user's ID number. To give multiple users access to a budget, separate their ID numbers by a ";". For example: "1;16" will give user 1 and user 16 access.

Assign an entire group access to a budget by typing the group name in the Groups column. To give multiple groups access to a budget, separate their group names by a ";". For example: "Founding Fathers;Admins" will give the group "Founding Fathers" and the group "Admins" access to this budget.

NOTE: If both the groups column and users column is blank, no one will have access to the budget. 

Assign budget access through Metadata

You can also give users access to budgets through metadata. Since metadata can be tricky, please consult your Client Success Manager before assigning metadata.

Assign budget access through Roles

By default, if a Group or Metadata value is assigned to a budget in the Groups or Metadata columns, all Role types (Admin, Executive Manager, Group Manager, and Employee) will have access to this budget. If limiting Metadata/Group access to specific roles is desired, add the role name to the budget access parameters in the Roles column. Accepted values in these fields are "Employee", "Group Manager", "Executive Manager", and "Admin." If you're assigning more than one role to have budget access, separate the values with a semi colon. 

Budget ID

The ID number in column A is assigned by the Awardco platform internally. Please do not add or alter the ID number.

Cost Center

Name or ID from the company cost center table (optional or required based on company setting)

Taxable

Input of Yes or No is required. This has no impact on the operation of the budget and is for reporting purposes only.

Owner/Manager

Multiple user ids separated by a semicolon (exactly like the Users column;optional)

An example of a completed budget spreadsheet is below:

Once you have your budgets adjusted in your .csv file, save the file. You can now import this file into your Awardco platform, and it will update all of your budgets at once. To do this, return to your budgets tab, and click Upload CSV. Select your file, and Click OK to upload. If you'd like to archive budgets that aren't included in your file, select Yes on the archive toggle option. 

Your new budget values will be applied to the system immediately. 

Note: This is an all-or-nothing upload. As a safety measure, if there's an error in the data that our system can't read, you will be notified and nothing will be uploaded. This way we can make sure that actual funds aren't deposited or deducted from various budgets before an error is found and accounted for.   

If you have any questions, please contact our Awardco Support Team.