Personnel Budgeting - Bulk Import Allocations

To expedite the process of selecting Account IDs for expenses for each Job you can bulk import Account IDs into the Allocations Tab.

Watch this short video to learn more about bulk importing Allocations in Personnel Budgeting.

Note: Account ID selection in the Allocations Tab occurs at the end of the Data Model Manager configuration, so ensure all jobs, additional pay, and benefits have been created before navigating to the Allocations tab. 

Download the Template 

1. Navigate to the Data Model Manager tab.
2. Then, navigate to the Allocations tab.
3. Select Bulk Upload. 
4. Select Download the ClearGov Allocations Template.

If you want to include current allocation data in the downloaded template, toggle on “Include current allocations data in bulk import template”.

Note: This is recommended if you have already begun selecting Account IDs, and will provide you with a filled-out template. Then, you only need to fill in any missing fields. 

Edit the Template to fill in Account IDs 

The downloaded template will contain all created Jobs and their Associated Job Codes in columns A and B. 

You will enter the Account IDs in the columns called (Account ID). For example, Wages (Account ID). 

Account IDs must be entered exactly as shown in your onboarded ClearGov Data. You can verify or reference the available Account IDs in the drop-downs of the Allocations Tab.

Blank Percentage Columns

In the template, if a Percent (%) column is blank, then that indicates that Job is not eligible for that Additional Pay or Benefit and should not be allocated (leave the ineligible Account ID and Percent (%) columns blank for that Job's row).

However, any rows that do have a percentage must have an Account ID entered. Partial imports are not supported, so all possible Account IDs must be selected. 

Account ID Splits 

If you need to split Account IDs, you will need to add a row below in the Excel template. Right-click on the row, and select Insert to add a new row below. 

This will add a blank row below the Job that you need to split. Then, copy the Job Title and Job Code in the new row, and impact the Percentage column to represent the split. 

• You can repeat this process as many times as necessary to account for the splits needed for each job. The percentage must add up to 100% for the job for each expense type. 

Completing the Import 

Now you will import the template back into the Allocations Tab to fill in the Account IDs. 

Review the Template 

To confirm the completed template is ready for import, use the following checklist in our training & support article: Personnel Budgeting - Bulk Import Allocations Checklist.

Select Start to begin the Import Process 

1. Once you have confirmed the above checklist, select Start to begin the import process. 

2. Select Upload File, and select the completed Template from your computer. 

3. Confirm the selections in the Map Fields screen, this is confirming that the Column Headers are as expected from the Import Template. Select Continue to proceed through the import. 

4. In the final screen, Import Allocations, you can review and make any changes to the import as needed. 
   • At the top, you can filter to show all Invalid fields, to easily see the error message and make corrections.
   • You can type into the fields to change any values or copy and paste into the cells as well. 

Correcting Common Error Messages 

• “This account ID is invalid” Solution - Confirm the numbers and dashes in the Account ID.
• “This compensation doesn’t exist in the job unit” Solution - Delete the Account ID from the cell. This should be left blank. 

Review the checklist above to see additional information about correcting common error messages. 

Submit Import 

Once all fields are marked as Valid, and there are no additional errors in the import, select Submit to push through the import to the Allocations Tab. 

After selecting Submit, the system will ask you if you wish to only update missing allocations or to Override ALL allocations. 

• Only update missing allocations - This will preserve the Account IDs you selected before the import, and any that are already filled in will not be changed.
• Overwrite ALL allocations - This will update the entire Allocations Tab with the Account IDs from the template. This can be used to implement updates to every possible job. 

Once you make the decision, select Submit Information and the Allocations Tab will reflect the import. 

Note: After the upload, you can now make any changes or splits as necessary directly in the Allocations Tab. 

Pro Tip: If there are any Employees with unique Allocations or splits, you can make those unique settings in the Positions Tab, under Employees.

Additional Resources 

• For additional information on configuring the Data Model Manager, see our training & support section called: Configuring your Data Model Manager
• For additional information on Allocations, see our training & support article: Personnel Budgeting - Managing Allocations