SAP Business One Notes

871228 - DTW_How to create a Budget

Version 13 Validity: 05.08.2013 - active

Language English

Symptom
How to add budget in SAP Business One via Data Transfer Workbench (DTW).

Cause
Functionality Description

Solution
Step 1: Budget Initialization in the SAP Business One Application
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In the Business One Application go to

--> Administration --> System Initialization
--> General Settings --> Budget Tab

Select the checkbox "Budget Initialization" and update

When updating the form a System Message will ask:
"Select all P&L accounts as budget accounts?"

Yes --> All account will be setup as budget accounts.

No --> No account is set as budget account.

Manually mark each account relevant for budget under:
--> Financials --> Chart of Accounts
--> Select the relevant account
--> Select the button "Account Details"
--> Select the checkbox "Relevant to Budget".

Step 2A: Initialization of Budget Scenarios via DTW

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Source table: OBGS

DTW sample template attached: "BudgetScenarios.csv"

Notes on how to prepare the data import files.

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"Numerator" - Leave blank as it will be filled automatically when the Budget Sceario is created.

"BasicBudget" - Enter the correct code of the basis scenario that is used for defining the current scenario. Value as Long.

"Name" - Enter a name that does not exist yet for the same year

"StartofFiscalYear" - Enter start of fiscal year in the format "YYYYMMDD". Example: 20090101

Step 2B: Initialization of Budget Scenarios in SAP Business One

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In the Business One Application go to

--> Financials --> Budget Setup --> Budget Scenarios

Create a new Budget Scenario for the current Fiscal Year. See Note 558847 for details.

Step 3: Import new Budget Distribution Method(s) via Data Transfer Workbench
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Source table: OBGD

DTW sample template attached: "BudgetDistribution.csv"

Notes on how to prepare the data import files.

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"Description" - Enter the correct name of the budget distribution method (Field name: BgdName).

"DivisionCode" - Leave the column "DivisionCode" empty when creating a new distribution method.
NOTE: The correct budget code (Field Name: BgdCode) must be entered when updating an existing Distribution Method.

"BudgetAmount" - Enter the total of the 12 monthly factors for the Distribution Method (Field name: BgdTotal).

Step 4: Import new Budget(s) via DTW

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Source table: OBGT (Header) & BGT1 (Lines)

DTW sample templates attached: "Budget.csv" & "Budget_Lines.csv"
There are two options:
Use the Header template only and set the distribution method to spread the amount over the months.

Specify an amount for each month in the Lines template.

Notes on how to prepare the data import files.

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Budget Header (attached sample file "Budget.csv"):

"Numerator" -This field is used as a reference in the child template. When adding new data, the value of this field should be user
defined (e.g., 1,2,3, etc.). When updating existing data, the value of this field should be the real record key in SAP Business One.
See note 1241788 for detailed information.

"AccountCode" - Enter the correct G/L account code as defined in Chart of Accounts in the column "AccountCode" (Field name:
AcctCode). Verify that this account is Relevant to Budget (Chart of Accounts->Account Details->Relevant to Budget is ticked).

"BudgetScenario" - Enter the correct budget scenario ID number (Field name: Instance). This is the foreign key to the Budget
Scenario (OBGS) table:

SELECT T0.[AbsId] FROM [dbo].[OBGS]T0

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"DivisionCode" - Enter the correct code of the budget distribution method (Field name: BgdCode). This is the foreign key to the
Distribution Method in the Budget Cost Assess. Mthd (OBGD) table:
SELECT T0.[BgdCode] FROM OBGD T0
For Manual Distribution Method enter -1

Budget Rows (attached sample file "Budget_Lines.csv")

"ParentKey" - This field serves as a link to the parent template and it is mandatory. Either when adding new data or updating
existing data, the value of this field should be taken from the parent template. Enter the same value as the Numerator in the header
file.

"LineNum" - Leave this column empty when importing a new budget, only used when updating an existing budget.

Ensure that the sum of the budget rows equals the total value set in the header.

Review Note 1241788 for detailed information on how to update existing Budgets.

Other terms
SAP Business One, Data Transfer Workbench, DTW, Budget, Budget Scenarios, Budget Distribution, Scenario, Distribution, Import, Update, Add,
OBGS, OBGD, OBGT, BGT1, Budget_Lines, BudgetScenarios, BudgetDistribution

Header Data
Released On 05.08.2013 07:17:15
Release Status Released for Customer
Component
SBO-DTW Data Transfer Workbench
Priority
Recommendations/additional info
Category
Consulting

References
This document refers to:
SAP Business One Notes
1280506 DTW_General information on Template Structure
558847 How to create a new Budget Scenario?
870280 DTW Budget Importing of account segmentation
872172 Error '[OBGT.AccCode] Row in Transaction with Account No'
1241788 DTW_Update existing Budget

This document is referenced by:

SAP Business One Notes (4)
870280 DTW Budget Importing of account segmentation
872172 Error '[OBGT.AccCode] Row in Transaction with Account No'
1241788 DTW_Update existing Budget
1280506 DTW_General information on Template Structure

Validity
Software Component

Version

SAP BUSINESS ONE 8.8

8.81
8.82
9.0

Embedded Objects
File Name
File Size (KB) Mime Type
Budget_DTW_Sample.zip
1 application/x-zip-compressed
BudgetScenarios.zip
1 application/x-zip-compressed