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

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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.

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:

Other requirements are as follows:

3. Save and close the budget file

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

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:

• 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.

• Designer: Open Designer in Phocas, then either upload or sync the file (see Get your data into Phocas). Either way, ensure you select the File has header row checkbox, to enable Designer to recognize the file as a budget file.

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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.

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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.

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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.

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6. 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.

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

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

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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. View the budget

View the budget in Phocas Analytics by selecting it as a stream , or choosing stream from the mode buttonor selecting Stream mode. See Change the stream and Use Stream mode for more information.