How to export budgets from Excel to Sage 100

Easily import your organization’s Excel budget worksheets into Sage 100 using the General Ledger Exchange tool by preparing your Excel file with the required column layout, setting up an import job in Sage 100, and verifying accuracy with the Budget Report—remember that importing will overwrite existing budget data for the same code and fiscal year without warning.

If your organization manages budgets in Excel, you can efficiently import those worksheets into Sage 100 using the General Ledger Exchange tool found in the GL Utilities folder. This guide will walk you through the entire process, from preparing your Excel file to completing the import within Sage 100.

Preparing your Excel worksheet

First, set up your Excel file with the exact column layout required by Sage 100. The columns should be in the following order and use these specific names:

• It is crucial to use the same column names and order as shown above. Otherwise, the import will fail.
• If you do not know the account type or account group, you can leave those columns blank, but they must be present in your layout.

Important: Importing a budget will overwrite any existing budget data for the same budget code and fiscal year without warning.

Setting up the import job in Sage 100

1. In the Sage 100 General Ledger module, go to the Utilities folder and select General Ledger Exchange.

   

2. If this is your first time using the GL Exchange utility, the General Ledger Exchange Settings Wizard will appear. Click Next to begin setting up your import job.

   

3. Any existing jobs will be listed. To create a new import job, click New Exchange Setting.

   

4. Choose Import Data and click Next.

   

5. When prompted for the data type, select Budgets and Activity and click Next.

   

6. Enter a name and description for your import job, then click Next.

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7. Define the budget code and fiscal year to import. Click Next.

   

8. Specify whether to include expired accounts. If not needed, select Never and click Next.

   

9. Select which accounts to include. We recommend leaving all as All and letting your import file determine which accounts are imported.

   

10. Choose the file type (such as Excel) and specify the path to your import file. We recommend saving the file locally for best results.

    

11. Select the file format for your import. The Standard Format is typically the easiest option.

    

12. Save your import job and click Finish.

    

13. Your import job will now appear in the General Ledger Exchange window. Highlight the job and click Proceed to run it.

    

14. If you need to change the import file path for an existing job, use the Modify Setting button and follow the wizard steps to update the file path.

    

15. You will be prompted to test the exchange before importing. Click Yes to ensure your import will be successful.

    

16. Review the test results. The header line may not import, which is acceptable. You can print or preview the log for more details.

    

    

17. After reviewing the log, you’ll be asked if you want to continue with your import. Click Yes to proceed.

    

18. You will see another confirmation prompt. Printing the log is optional unless you need to investigate issues.

    

Verifying your imported budgets

Once the import is complete, it’s best practice to print the Budget Report in Sage 100 to confirm your budget data is accurate and complete.

Note: Importing a new budget can overwrite existing budgets without warning. Always double-check before proceeding to avoid accidental data loss.

Next steps

If you want to learn more about optimizing Sage 100 for your organization or are considering an upgrade, Rand Group is here to help. Our team of experts can assist you with Sage 100 implementations, customizations, and training to ensure you get the most value from your ERP investment.

Ready to take your financial management to the next level? Contact Rand Group today to discuss your needs and see how we can help you reach your goals.