Budget import

This import tool allows you to import a budget structure into a budget that is in preparation.

When you need to import a budget structure, make sure to:

• Select the correct project in the reporting center
• Ensure that the status of the budget you wish to import into is set to In Preparation

The documentation for the tool is divided into three sections:

1. Importing a complete budget structure
2. Importing a partial budget structure (under a specific budget item)
3. Validation and error handling before import

1. Importing a complete budget structure

The first step is to select the budget into which you want to import a structure. Note that the selection is made automatically for the project and the budget if the tool is generated for a single project and a single budget in preparation.

1. Select the project of the budget
2. Select the budget version into which you want to perform the import

Next, you can define the budget structure.

3. Each Excel row corresponds to one budget line.
   1. Each level is represented by different columns, each with its own distinct background color
   2. The breakdown of the displayed levels will be the same as that shown in the budget
   3. The amounts at the lowest levels will override the amounts at the higher levels (as in Aidi)
   4. It is possible to define an amount on a higher-level line (for example, B4 – Landscaping)
4. If you wish, you can specify a unit that will be attached to the description (see the import result below).
5. When setting the amount for a line, you must define the quantity and the unit price
6. It is possible to calculate the totals by clicking the Calculate Totals button.
   1. The subtotals of the parent lines will also be calculated.
7. It is possible to obtain the line total after tax by selecting a tax group.
8. It is possible to set up a budget with up to 6 levels of breakdown. By clicking on Show levels 4, 5 and 6 button, the columns for levels 4, 5, and 6 will be displayed.

Once the budget structure is completed:

9. Click the Validate data button to validate the structure
10. The lines highlighted in green confirm that they are compliant. Additionally, an informational message indicates the line where the validation ended.

✏️Note : If you get a different result after clicking "Validate data," there is a high chance that you made an error in the entry. See the Error Management section for more information.

9. Once everything is validated, you can save the file and send it to support@aidi.io. The processing may take between 24 to 48 business hours.

Here is an example of the result before and after the import:

Before

After

2. Importing a partial budget structure

It is possible to import a budget structure onto any existing line in the budget that is in preparation. To do this, you need to:

1. After step 2 described in the previous section, select the budget line under which you want to import the budget structure.

2. Follow the other steps outlined in the Importing a complete budget structure section.

✏️Note : In this scenario, the levels are relative to the level of the selected line.

In the example above, the result would look like this:

3. Error management

When validating the budget structure, you may encounter errors. Here are the possible errors and how to fix them.

✏️Note : The row that caused the error will be highlighted in red. For example:

✏️Note : There is no validation of the amounts. It is important to ensure that:

• The amounts are on the correct lines before sending the structure to support
• Validate the imported amounts in Aidi once the import is complete.

The budget to which we import the lines must be specified

• You simply need to select a budget. See steps 1 and 2 in the "How to Use the Tool" section.

The first budget line should start at level 1

• The first line of the budget must start at Level 1. Here are two examples that will cause this error:

The line is empty or badly defined

• You must either delete or correct the line. Here are two examples that will cause this error:

Multiple budget lines are defined on the same line

• You need to remove the second line. Here is an example that will cause this error:

The line jumps over multiple levels

• You need to adjust the line(s) to the correct level. Here is an example that will cause this error:

The sort order is too big / The description is too big

• The allowed character limits for the sort order and description are as follows:
  • Sort order: 50 characters
  • Description: 400 characters

The sort order or description from the previous line is a duplicate

• This is intended to flag this type of error so it can be corrected. Here is an example that will cause this error:

The amount defined at the parent line will be overwritten by its children(s)

• If an amount is defined on both a parent and child line, a warning will be issued. This is to prevent a balancing error because the parent's value will be overwritten during import. The impacted parent/child lines will be highlighted in yellow.
• This error won't halt validation, which sets it apart from others. An example that would lead to this error is:

✏️Note : The warning checks for direct parent/child relationships.