Blogiversary Top 20 (#16) Tips and tricks for a flawless budget load in NAVPosted: April 8, 2013
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Hopefully, you’ve completed your budget work for 2013 and all you need to do to finish is to load all that information to NAV so you can begin to report against your actual financial numbers. If you’ve done this before, you might already know that NAV’s budget tool can be a bit fussy and also a bit cryptic about why it won’t accept your carefully prepared data. Here are four quick tips to help you with getting that data into NAV quickly, correctly, and in one try.
1. Export first, then import. This is the single most important detail about getting budget data loaded into NAV. You can choose to export an existing budget or even choose to export a blank new budget. Exporting a budget as your first step establishes a working template you can populate your data into, including dimensions. As long as you start with this template, you are already most of the way there to a successful NAV budget load.
2. If you’re using dimensions, validate your data against the provided drop downs. Make sure all budget lines that use dimensions are only using valid dimension names. Any deviation from the allowable values that already exist in NAV can cause your budget load to error out or load without balancing.
3. Clear the formats from your numbers. Once you’ve copied and pasted or typed your numbers into your Excel template, use the Excel “Clear Formats” function on all cells that contain a numeric value to make sure they are all returned to a formatted status of general. NAV does not accept any other format than the one in the template, and use of other formats, including use of commas in the numbers, will cause the budget tool to give an error and keep you from loading your budget successfully.
4. Use the “Add Entries” option for a brand new budget load and the “Replace Entries” option for a subsequent version. The add entries option should only be used for a brand new budget load, otherwise the entries will be added on top of the already existing entries, doubling or tripling them. If you need to load a second or third version or some type of correction, always use the replace entries option instead of the add entries option. If you really get stuck with a bunch of errors, the best thing you can do is delete your budget and reload from scratch.
Take one last look through your data to make sure it’s accurate and exactly what you expected. You can use the budget tool to do this, or even better, put together a quick account schedule that shows your entries using “G/L Budget Entries” instead of “G/L Entries”. Make sure to look at your total balances, balances by fiscal period, and balances with dimension filters applied. Once you’re satisfied that all your budgeted data has loaded correctly and completely, you’re ready to produce financial reporting showing actual versus budgeted numbers!