Budget Line Import

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Overview

The Budget Line Import process read files from ./Incoming/BudgetLines/ in the SFTP. These files will be moved to the archive folder located at ./Incoming/Archive/BudgetLines/ before being processed in alphanumeric order.

The Chart of Accounts must already exist
The Account must already exist for the Chart of Accounts
Currency must be active.

Keys

Budgeting Segment and Period are the keys to update an existing budget line. Both keys are needed in order to perform an update.

When specified, the Remaining Budget field will cause the Amount column to be ignored.

When loading lines for the first time, always use the Amount column and do not use the Remaining Budget column.

Notes

Coupa's integrations don't currently provide a way to directly capture outside spend. The appropriate way to capture this change to the budget would be to update the budget to reduce the budget's total amount by the amount of the outside spend. For example: a $5000 budget exists for Account ABC for Fall 2012 with $2000 used for by PO 123 and PO 124. $1000 of budget ABC is spent outside of Coupa. An update to Account ABC's Fall 2012 budget should be made to change the total budget amount from $5000 to $4000 to reflect in Coupa that only $2000 is remaining.

Budget lines header columns

Column Name	Description	Req'd	Unique	Type	Allowable Values
Period	The name of the budget period.	TRUE	FALSE	string(100)	The period name must already exist in Coupa.
Budgeting Segment	The account code for the budgeting segment	TRUE	FALSE	string(255)	The account segment must already exist in Coupa.
Amount	Total Budget Amount	FALSE	FALSE	decimal(32,4)	The currency must be active.
Remaining	Budget Amount Remaining	FALSE	FALSE	decimal(32,4)	any
Description	Budget Description	FALSE	FALSE	string(255)	any
Notes	Budget Notes	FALSE	FALSE	text	any
Owner	Budget Owner Login. Must Exist in Coupa	FALSE	FALSE	string(255)	any
Owner Is Approver	Have Budget Owner Approve things affecting budget. Once the box is checked to uncheck update with value of 0	FALSE	FALSE	string	1 or 2 (1=on all requisitions, 2=only when budget is exceeded)
Budget Hard Stop	Prevent submission of requisitions that would exceed the budget	FALSE	FALSE	boolean	Yes/No, True/False, Y/N, T/F
Budget Overrun Calculation	Use this field to calculate budgets against approved requistitions or approved and pending requisitions	FALSE	FALSE	string	1, or 2 (1=Approved, 2=approved and pending requisitions)
Segment 1	Budgeting Account Segment 1	FALSE	FALSE	string(100)	Not currently supported.
Segment 2	Budgeting Account Segment 2	FALSE	FALSE	string(100)	Not currently supported.
Segment 3	Budgeting Account Segment 3	FALSE	FALSE	string(100)	Not currently supported.
Segment 4	Budgeting Account Segment 4	FALSE	FALSE	string(100)	Not currently supported.
Segment 5	Budgeting Account Segment 5	FALSE	FALSE	string(100)	Not currently supported.
Segment 6	Budgeting Account Segment 6	FALSE	FALSE	string(100)	Not currently supported.
Segment 7	Budgeting Account Segment 7	FALSE	FALSE	string(100)	Not currently supported.
Segment 8	Budgeting Account Segment 8	FALSE	FALSE	string(100)	Not currently supported.
Segment 9	Budgeting Account Segment 9	FALSE	FALSE	string(100)	Not currently supported.
Segment 10	Budgeting Account Segment 10	FALSE	FALSE	string(100)	Not currently supported.
Segment 11	Budgeting Account Segment 11	FALSE	FALSE	string(100)	Not currently supported.
Segment 12	Budgeting Account Segment 12	FALSE	FALSE	string(100)	Not currently supported.
Segment 13	Budgeting Account Segment 13	FALSE	FALSE	string(100)	Not currently supported.
Segment 14	Budgeting Account Segment 14	FALSE	FALSE	string(100)	Not currently supported.
Segment 15	Budgeting Account Segment 15	FALSE	FALSE	string(100)	Not currently supported.
Segment 16	Budgeting Account Segment 16	FALSE	FALSE	string(100)	Not currently supported.
Segment 17	Budgeting Account Segment 17	FALSE	FALSE	string(100)	Not currently supported.
Segment 18	Budgeting Account Segment 18	FALSE	FALSE	string(100)	Not currently supported.
Segment 19	Budgeting Account Segment 19	FALSE	FALSE	string(100)	Not currently supported.
Segment 20	Budgeting Account Segment 20	FALSE	FALSE	string(100)	Not currently supported.
Remaining Budget	The amount of budget that remains. Must add column manually in the upload template. When specified the `Amount` column will be ignored, and this value will be used instead.	FALSE	FALSE	decimal(32,4)	any
Pending Requisitions Amount	Amount consumed by pending Requisitions	FALSE	FALSE	decimal	any