Web ADI - Budget Wizard Quick Reference Guide

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Oracle 12 – Finance Training

Web ADI – Budget Wizard Quick Reference Guide

Web ADI – Budget Wizard

Oracle 12 Finance Training Quick Reference Guide

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Version Control

Version Created Author Reviewer Signed Off

2.0 Dec-2013 K Wilkinson-Bourne D. Rees 03/01/2014



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1 Budget & Actual Download from Oracle With the Wed ADI Budget Wizard you can download an existing budget from Oracle General Ledger into Microsoft Excel, modify it in Excel, and then automatically upload your revised budget amounts to General Ledger.

You can also analyse budgets by downloading both actual and budget balances from general Ledger, then using Excel to perform comparisons between the actual and budget values.

1.1 Example This demonstration explains how to download Budget and Actual information from Oracle using Web ADI.

1. Responsibility - Responsibility – BIS GL Budget Entry

2. (N) Budgets > Launch Budget Wizard

3. The Oracle Budget Wizard screen is displayed:



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Learning Note: When you use the Budget Wizard to create a budget worksheet or edit budget criteria, you must specify certain parameters.

Once you set these parameters, Web ADI creates a budget worksheet based on the parameters you’ve selected.

4. Leave the Layout as Default

5. To select the Budget, click on the List of Values Icon by the Budget field

6. The Search and Select: Budget screen is displayed:

7. In the search field enter the required information for the budget, for example 13/14% and

click on Go

8. A list of matching Budgets are displayed:

9. Select the Budget required, by clicking on the Quick Select Icon



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10. The Budget defaults in the Budget field:

11. Click the magnifying glass icon next to the ‘Organisation’ field

Learning Note:

Organizations are the Budget organizations that have been defined in General Ledger.

Your budget organization determines the accounts against which you can budget.

Organizations within BIS = Groups.

12. The Search and Select: Budget screen is displayed:

13. In the search field enter the required information for the Budget Organisation and click on

Go



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14. A list of matching Budget Organisations are displayed:

15. Select the Organisation required by clicking on the Quick Select Icon

16. The Budget Organisation defaults in the Organisation field:

Action Note: It is advisable to limit the accounts included in the budget worksheet; otherwise thousands of accounts would be returned.

Enter the account range that needs to be displayed.

There is no need to complete all fields.

17. Click on the Account from flexfield



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18. The Search and Select: Account Form screen is displayed:

19. In the Search and Select: Account From screen, enter the lowest account range of the budget that requires amending

20. Click Search , the Budget Account is displayed in the Results section:

Action Note: If there are No results found, click on Create to display the appropriate Account Code Combination.



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21. Clicking Select, returns you to the Document Parameter screen:

22. Repeat steps 17 to 21 to enter the ‘Account To’ information

23. Select the appropriate Currency

24. Click the Magnifying Glass icon next to the From Period

25. The Search and Select: From Period screen is displayed:



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26. Enter the first three letters of the required month followed by a wild card % in the Search By

field and click .

27. Select the appropriate month from the returned results by clicking the Quick Select Icon

28. Repeat steps 24 to 27 to complete the ‘To Period’ field

Learning Note: Include Actual: If you select this option, two Excel worksheets will be created. One sheet contains the budget values and the other contains actual values. You can update your budget balances, but the actual balances are view only.



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Learning Note: The ‘Include Segment Descriptions’ section allows you to specify what Chart of Account descriptions are displayed on the Budget worksheet.

This option allows you to change the display and sort order of the account segments in your budget worksheet.

It also enables you to display the description of different account segments.

29. For example, select Account using the move button, > to move it into the Selected Segments section:

30. Click Create Document

31. The Document Creation Review screen is displayed:

32. Click Create Document



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33. The File Download screen is displayed, click Open

34. Once the Budget Template has successfully downloaded, a confirmation message will be displayed:

35. Click Close

36. The Budget Template screen is displayed, and is ready for use



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Learning Note: The Budget tab is always the 1st tab displayed in the created document.

Learning Note: While working on a budget worksheet, you can change the information that is displayed in the worksheet.

For example, you can choose to hide the context information that normally appears at the top of a budget worksheet.

This gives you more room to work with your budget numbers. Simply click the View Context to hide the header information, click again to again display the information.



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2 Budget Amendment and Upload to Oracle You can use Excel functions, such as copy and paste values and formulas, to update the values in your budget worksheet.

Learning Note: If you manually replace existing values in a budget worksheet, the system flags modified rows by placing a flag character in the Upload column.

When you upload your budget worksheet to General Ledger, you can choose to upload all rows in the worksheet, or only those marked with the flag character.

Caution Note: If you use Excel’s copy and paste functions to replace an existing value, ADI does not enter a flag character in the Upload Column.

You can manually enter one by placing your cursor in the upload column cell where you want the flag character, then entering any character or number from your keyboard.

2.1 Example This demonstration explains how to amend Budget information within Web ADI and upload the new spreadsheet into Oracle.

1. Using the excel Budget Wizard, amend the budgeted amounts as required:

2. After entering or modifying budget balances in a worksheet, you must upload the amounts to General Ledger.

3. You can choose to replace or increment the existing General Ledger budget balances.

Caution Note: If any user-defined information, such as your budget or budget organization, includes an apostrophe in the name, you cannot upload budget changes to General Ledger.



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4. To upload budget balances from a budget worksheet click the Add-Ins tab on your worksheet header bar:

5. Select Upload from the Oracle menu

6. The Upload Parameters screen is displayed:

Learning Note: There are three options to control uploading and importing your budgets:

Rows to Upload: Controls which rows in the budget worksheet to upload

Duplicate Rows: Determines what the system does if it finds duplicate values in rows in the GL Budget Interface table

Budget Update Mode: Determines if you want to replace or add to the budget balances in General Ledger



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7. Select the following options:

o Flagged Rows

o Replace Existing duplicate rows

o Automatically submit import of budget amounts

o Replace

8. Click Upload

9. A Confirmation screen is displayed:

10. This screen displays the number of successfully uploaded rows (for this example we selected flagged rows in the upload parameters, therefore only the amended line has been uploaded to GL) and a unique Budget Import Request ID number

11. Make a note of the request ID number and click close to return to the Budget Template



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12. Rows that have been successfully uploaded will be indicated by a Green Happy Faces

at the end of the row(s).

Caution Note:

Rows which have failed to upload will have Red Sad Faces at the end of the row or rows which have failed.

These rows will need to be amended, deleted or flagged before successfully upload of the Budget can be completed.

13. Click on close to return to the Budget Wizard

Documents

Web ADI - Budget Wizard Quick Reference Guide