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AMA Excel Export/ Upload for Biennium Appropriations This new feature lets agency users export Base Year (2019) appropriations into an Excel file that can be updated for the new biennium and then imported back into AMA for validation and approval. Agencies that need to create new appropriations for the biennium may add new appropriation IDs to the Excel file, entering all required fields. After saving the updated Excel export locally, you should email a copy to your Executive Budget Officer for review before uploading it into AMA.

To begin, select the SWIFT Entry Form, Biennium Appropriation radio button.

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Next, search for base year appropriation(s) in the Entry Form Search panel.

If desired, select one or more filters to limit the search results. (Note: the Budget Period defaults to the base year and cannot be changed.) Users can also change the number of Records per Page displayed in the search results.

Select records from the Search Results list, then select Export.

AMA will not allow you to select base year appropriations that have already been set up in SWIFT or submitted into AMA for the budget periods of the next biennium. Checking the “select all” checkbox in the table header selects all available appropriations on the page. If “All” is selected in the Records per Page dropdown, “select all” will select every available record in the search results.

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Save the Excel file to a local directory, then open it to review and update.

The spreadsheet has two rows for each appropriation, one row for each budget period of the biennium.

The Form is protected to lock all column headers, as well as cells in columns of fields that cannot be modified in AMA: Agency, Approp ID, Bud Period, Fund, and FinDeptID.

Fields that can be modified in AMA are not locked: for example, Budget Program, Budget Activity, Appropriation Type and Budget Authority.

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The spreadsheet is formatted so that the entries for the Appropriation Description and Short Description fields may not exceed the character limits in AMA/SWIFT.

All other description fields in the spreadsheet are for information only; for example, Program Description, Budget Activity Description and Approp Type Description. These cells are not locked, but they will be excluded from import into AMA.

Biennium entries can be added in the rows below the last record in the export file. For example, users can create a new appropriation for the biennium by adding rows with a new Approp ID. Likewise, users can set up appropriations for an existing Approp ID last used in a budget period before the base year (2019). All required fields must be completed. When adding a row, leave the first two columns blank.

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Enabling Delete, Sort, Filter, Sum and other Excel Functions

The Excel Export file can be unprotected to allow you to use Excel’s functions for editing and review. Select the Review tab in the toolbar, then select the Unprotect Sheet icon.

After Unprotect is selected, the icon label changes to Protect Sheet. Take care to protect the worksheet again before distributing it to others for review. Users have the option to assign a password that must be entered to unprotect the sheet.

Note: the spreadsheet’s columns may be reordered to facilitate editing. Do not modify the column header labels.

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Upload the Excel file into AMA

After you have saved the Excel export file and finished updating it, you should send a copy to your Executive Budget Officer for their review. After the Excel file is reviewed and ready to upload into AMA, select SWIFT Entry from the main menu, then select the Biennium Appropriation radio button:

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In the Upload Excel panel, select the “Select File” button to open a file selection pop-up.

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Select the Excel export file you wish to upload from your local directory, then select Open.

The filename will appear in the Upload Excel panel. The “Select File” button is disabled, and “Remove” and “Upload” buttons display.

Select “Remove” if you want to select a different file to upload; select the Upload button to import the file.

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When the upload process is completed, a pop-up will display the file’s records and their import status.

Review the Import Results

While the file is being uploaded, AMA checks whether each row meets all of the following conditions:

• No required fields are missing: Agency ID, Approp ID, Budget Period, Fund, Fin Dept ID, Approp Type, Bud Auth Opt, Bud Program or Bud Activity;

• The user has SWIFT Security access for the agency; • The Approp ID begins with the agency ID and is seven characters in length; • The Budget Period is 2020 or 2021; • The appropriation is not already established for the biennium in SWIFT, or pending action in AMA; • The Bud Program belongs to the agency; • The Bud Activity belongs to the Bud Program; and • All Chartfield attributes entered are values that exist in SWIFT.

Rows that meet all of these conditions are green-highlighted and display “Yes” in the “Ready to Save” column of the pop-up grid. Rows that fail any one of the conditions display “No” and have a description of the error(s) in the “Validation Message” column. The cells with errors are colored red.

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If no records in the upload file are ready to save, the pop-up displays a Cancel button:

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Selecting Cancel creates an Excel export file with all records from the upload.

Correct the errors in the export file, then save it and upload again.

If some or all of the records in the upload are marked ready to save, the pop-up displays two buttons: “Cancel” and “Send to Edit.”

Selecting “Send to Edit” moves all records marked ready to save to the AMA Edit Screen and generates an Excel export file of those records, if any, that were not ready to save.

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When Cancel is selected, no records are saved in AMA and the system generates an Excel file export of all records from the upload. The export file can be corrected and then uploaded again into AMA.

After the pop-up grid closes, and before leaving the Entry Form or selecting another file to upload, you can re-display the Import Results pop-up by selecting the icon labeled “See Detail,” located above the “Select File” button.

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Validate Records on the Edit Screen

Biennium appropriation entries sent to the Edit screen from an Excel Upload must be edited and validated before they can be routed for Approval. When they first appear in the Edit List, records from an Excel Upload will have the SWIFT Status “Not Submitted_Staging” and will not have a Transaction Number. Filter the Edit List by SWIFT Status to find and select Excel Upload records. Enter “Staging” in the textbox below the SWIFT Status column header:

Select the Edit icon to validate the record. When opened for edit, AMA validations will clear any fields that have an invalid entry and flag missing required fields.

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When all required fields are completed and the record is saved, AMA will enable the record checkbox, assign the Transaction Number and update the record SWIFT Status from “Not Submitted_Staging” to “Not Submitted.”

Note: After the record’s status is updated to “Not Submitted,” it will not be displayed while the Edit List is filtered by SWIFT Status “Staging.”

It is now ready to be sent for Agency Approval.