Performing a Bulk Export

Objective

After completing this lesson, you will be able to execute the steps to perform a bulk export of budget items.

Introduction

You can export budget data in bulk from Budget Items. The Bulk Export is the most efficient way to compile budget data when you need to see details for Budget Configuration, Budget Balances, Budget Adjustments, or Spend Items (Across Budgets).

Perform a Bulk Export

Follow these steps to export budgets in bulk. We'll walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Steps

  1. On the Budget Items tab, select the More dropdown menu. Choose Bulk Export.

    The image shows a screenshot of the Budget Configuration interface with tabs for various settings. Buttons include: New, Modify, Remove, More (with options for Import, Adjustments Import and Export, Change Logs, and Bulk Exports (highlighted in yellow)), and New Team Budget. The table lists four budgets.

  2. Create a new export. Fill in the information in the Bulk Export window:

    • Data Type
      • Budget Configuration - all data for budget items is visible on the Budget Items page, similar to when you select Send to Excel.
      • Budget Balances - the equivalent of what is available in the tile window of the Budget Dashboards. You can export all budgets for a given year with their balances from the Bulk Export window.
      • Budget Adjustments - the equivalent of what is available when you export budget adjustments by selecting Adjustments Import and Export under the More dropdown menu.
      • Spend Items (Across Budgets) - spend items across all budgets will be exported when this option is selected.
      • Budget Item IDs
    • Fiscal Year - select the fiscal year of the budgets you want to export.
    • Budget Category - select all budget categories or a specific budget category.
    • File Type - select the file type for the export.
    • Notification Preference - select (enable) the Send an email once the export is ready to download option if you want to receive a notification when the export is available to download.
    The image shows a screenshot of the Create Export interface. It is divided into Previous Export showing the latest export and Create a New Export, which involves selecting Data Type options like Budget Configurations, Budget Balances. The Budget Category defaults to All Categories. Additional options include selecting a File Type and setting a Notification Preference for email alerts once the export is ready.

  3. Select Create Export to compile the data requested.

    The image shows a screenshot of the Create Export interface. It is divided into Previous Export showing the latest export and Create a New Export, which involves selecting Data Type options like Budget Configurations, Budget Balances. The Budget Category defaults to All Categories. Additional options include selecting a File Type and setting a Notification Preference for email alerts once the export is ready. A Create Export button is available next to a Reset Options button.

  4. Select Manage Exports to review the results. Choose Download to review the file.

    The image shows a screenshot of the Bulk Exports - Manage Exports page. On the side bar, two main links are visible: Create Export and Manage Exports (highlighted in yellow). In the main area under Manage Exports, there's information about export requests in the last 7 days. The table includes the columns: Export, Created By, Created On, and Available Until. A Download button is located in the last column, allowing users to download the export.

References

TitleLink
Budget Admin Guide - Perform a Bulk ExportBudget Admin Guide - Perform a Bulk Export

Summary

  • Use Bulk Export to download large volumes of budget data for reporting or analysis.
  • Select data types such as budget configuration, balances, adjustments, or spend items.
  • Filter exports by fiscal year and budget category to target specific data.
  • Choose file type and enable email notifications for export completion.
  • Download and review the exported data from the Manage Exports section.

Learning

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