Troubleshoot: Personnel or Capital to Operational Budgeting Import

Importing Personnel Budgeting and Capital Budgeting data into the Operational Budgeting worksheet is a powerful way to automate forecasting. However, data discrepancies can occur if pre-import steps are skipped or if manual entries affect the totals.

Import into Operational Budgeting Checklist

Use the steps below to help ensure a clean import and accurate budget totals. You can select each step to jump directly to that section of the article, or scroll down to read more about each step..

Verify Account ID Allocations: Run the Allocations Summary or Allocations Detail reports in Personnel Budgeting or the Account ID Detail or Account ID Summary reports in Capital Budgeting and clear all red error bars.

Check for Manual Entries: Review the Data Source column and chevrons in Operational Budgeting to identify manual entries or carried-forward itemizations.

Clean Up Leftover Entries: Remove, zero out, or archive any carried-forward manual entries before importing.

Import the Data: Select the Clear Itemizations toggle to remove prior import attempts 

Review the In Progress Column: Verify the imported totals, then select the Save Version button to lock in values.

Audit the Worksheet: Recheck the Data Source column and chevrons for any leftover manual entries or unmapped accounts.

Verify Account ID Allocations

Before initiating any import, confirm that every employee and vacancy in Personnel Budgeting has an assigned Account ID. In Capital Budgeting, confirm every used financial panel has an assigned Account ID. Unallocated funds cannot be designated during an import, which will cause allocation gaps.

The image above shows the Allocations Detailed Report in Personnel Budgeting. A similar report, Account ID Detail, can be run in Capital Budgeting.

How to Verify Mappings:

1. Navigate to the Personnel Budgeting or Capital Budgeting module and select the fiscal year.
2. Select the Report Builder tab.
3. Open either the Allocations Detailed Report or the Allocations Summary Report in Personnel Budgeting or the Account ID Detail or Account ID Summary reports in Capital Budgeting, then select the scenario and fiscal year at the top of the report. Be sure to choose the same scenario you plan to import into Operational Budgeting.

Pro-Tip: Configure the report with fund and department columns, then drag the column headers up to the top left-hand corner of the table to row-group by Fund, then Department, to verify expected department-level totals more easily.
 

Red Error Bar: What Does It Mean?

If a red error bar appears at the top of the screen, the report is incomplete and includes a link to the missing accounts. 

• In Personnel Budgeting, the red error bar means jobs or employees are missing allocation mappings.
•  In Capital Budgeting, the red error bar means a financial panel (Funding Source, Capital Costs, Operating Revenue, Operating Costs, or Cost Savings) is missing account mappings. 
• Resolve any missing account IDs before proceeding. 

Learn more about how to manage missing allocations in Personnel Budgeting. 

Learn more about how to add account IDs on a Capital Request Form in this Training & Support article.

Prepare Your Worksheet

Before importing, review Operational Budgeting for manually created or carried-forward itemizations. The import adds imported data alongside existing manual entries and does not clear values for unmapped personnel and capital accounts.

If you import new personnel or capital data without removing these old lines, totals may be inflated. Review carried-forward entries and either zero them out or archive them.  As a best practice, make personnel changes in the Personnel Budgeting module and capital changes in the Capital Budgeting module rather than entering them manually in Operational Budgeting.

See the Data Source column and Chevron Icon sections below for help identifying these entries.

Learn more about how to Archive and Restore items in the Operational Budgeting worksheet in this Training & Support article.

The Data Source Column

Use the Data Source column to identify imported itemizations, manual entries, and onboarded data.

Select the GIF to view it full screen

To find manually created itemizations in Operational Budgeting:

1. Go to the worksheet tab and open the columns tray.
2. Under General Information, add the Data Source column to your view.
3. Review the labels:

• Personnel Import: Data pulled directly from Personnel Budgeting. Follows the naming convention: Employee ID/Vacancy – Account Type – Job Description.
• Capital Import: Data pulled directly from Capital Budgeting. Follows the naming convention: Capital Request Title - Financial panel type - Financial panel category.
• Onboarded: Data added at setup by ClearGov’s Data Team.
• Manually Created: Itemizations entered by a user.

The Chevron Icon

Accounts successfully updated by the import will display a chevron (>), allowing you to expand the row and view itemization details.

No Chevron? If an account does not display a chevron, it was not updated by the import and does not have an itemization.

• Why this happens: This usually occurs when the account was not included in, or not mapped by, the source budget.
• The Risk: Any existing manual or carried-forward values in these rows will still count toward your totals and may distort your budget if they are not reviewed.

Import the Data

When you are ready to import personnel or capital data into the Operational Budgeting worksheet, the system provides a preview window so you can review the numbers before they become permanent. 

1. Navigate to Operational Budgeting, select the fiscal year, and open the Worksheet tab. 
2. Select the Import button, then choose Personnel Budget Scenario or Capital Budget Scenario.
3. In the appropriate import section, select the Clear Itemizations toggle to remove previously imported itemizations before continuing.

4. Imported numbers will appear in the yellow In Progress column for review.
5. Review the In Progress column carefully before saving. If anything looks incorrect, select the Revert Import button to undo the import.
6. Once you save a version in Operational Budgeting, the values are locked in and can no longer be reverted.

Note: Always review the In Progress column thoroughly before saving.

Auditing Your Worksheet

If totals look inflated or incorrect after import, audit the worksheet using the Data Source column and chevron indicators. 

Focus on:

• Rows marked Manually Created
• Rows without chevrons
• Accounts that were not updated by the import

These usually indicate leftover values that are still affecting totals. 

Additional Resources

• If you’d like to learn more about importing your Personnel Budget scenario, see the annual budgets article or the biennial budgets article.
• If you’d like to learn more about importing your Capital Budget scenario, see the Operational Budgeting - Import a Capital Budgeting Scenario article.
• If you are an Editor in Operational Budgeting and can’t see the Archive Item action tool, this FAQ article provides more information on how to fix this.