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Covers completing the template header (destination folder, business unit MN001, journal date, ledger group defaults, budget entry type), entering up to 5,000 budget lines with correct budget period, chart fields, amount sign rules, and optional descriptions. Explains generating the flat file via enabled macros and running the “Import Budget Journals” process through run control, file attachment upload, scheduler monitoring, and log review, then finishing journal processing.",{"@graph":63,"@context":118},[64,80,101],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":36,"@type":70,"position":76},"https://docshare.wps.com/template/forms/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/upload-budget-journals-quick-reference-guide/339548/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/upload-budget-journals-quick-reference-guide/339548.png","ImageObject",442,249,{"name":88,"@type":89},"Eliana","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-24","2026-09-21",true,{"@type":98,"interactionType":99,"userInteractionCount":25},"InteractionCounter",{"@type":100},"ViewAction",{"@type":102,"mainEntity":103},"FAQPage",[104,110,114],{"name":105,"@type":106,"acceptedAnswer":107},"What templates are used for uploading budget journals into SWIFT?","Question",{"text":108,"@type":109},"Use the SWIFT Expense Budget Journals template for expense budgets and the SWIFT Revenue Budget Journals template for revenue budgets.","Answer",{"name":111,"@type":106,"acceptedAnswer":112},"Which macro setting is required to generate the flat file?",{"text":113,"@type":109},"Macros must be enabled in Excel to activate the Generate button and create the flat file.",{"name":115,"@type":106,"acceptedAnswer":116},"How should the amount field be entered when editing budget journal lines?",{"text":117,"@type":109},"Enter a positive value when adding or increasing a budget, and a negative value when reducing a budget; do not enter commas.","https://schema.org",{"og:url":78,"og:type":120,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":122,"canonical":78},"index,follow",{"doc_id":124,"site_id":56},339548,1791171053,{"code":4,"msg":5,"data":127},{"doc_id":124,"user_id":128,"nickname":88,"user_avatar":129,"doc_module":9,"category_id":35,"category_name":36,"doc_title":59,"doc_description":61,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":25,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":135,"language":136,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":137,"faqs":138,"seo_title":139,"seo_description":61,"update_tm":140,"read_time":73},4398048949847,"https://ap-avatar.wpscdn.com/avatar/400002536579ef2da7f?_k=1778318612642679267","QUICK REFERENCE GUIDE  \nFebruary 20, 2024  \nUpload Budget Journals  \nRather than entering budget journals online, a flat-file spreadsheet can be used to upload budget journals into SWIFT. Flat-file template spreadsheets can be downloaded from the SWIFT Forms page on MMB’s website ( [http://www.mn.gov/mmb/accounting/swift/forms/](http://www.mn.gov/mmb/accounting/swift/forms/)) . There is a different template for expense and revenue budgets:  \n• Expense Budget Journals (SWIFT Exp Bud KK Jrnl Template)  \n• Revenue Budget Journals (SWIFT Rev Bud KK Jrnl Template)  \nThis time-saving process can be used anytime but it is particularly helpful when loading budget journals prior to the beginning of the fiscal year.  \nStep 1: Complete the Header of the Budget Journal Template  \nAfter obtaining the Excel journal template from MMB’s web site, complete the header information by following the instructions on the Instructions tab of the spreadsheet. An expense budget template is used in this example.  \nWARNING: Macros must be enabled to generate the flat file. (In Excel, navigate to File, Options, Trust Center, Trust Center Settings. You may also see a Security Warning when you enter Excel that indicates that Macroshave been disabled. You can select the Enable Content button to enable the macros. )  \n1. Complete the Header information as described below.  \n\n| Field Name | Field Description |\n| --- | --- |\n| *File Output | Select a destination on your computer. The flat file will be saved to this folder. You will need to know this when later selecting the file for import. |\n| * Business Unit | Accept the default “MN001”. You will always use “MN001” for Commitment Control Journals. |\n| *Journal Date | This represents the Fiscal Year/Accounting Period where the transaction is recorded. For new year budgets, it should be 07/01/Budget Period. For adjustments, it is generally the current date. |\n| *Ledger Group | Accept the default. The Ledger Group field is defaulted based on the template being use. |\n| *Bud Entry Type | Enter “0” for Original Entry; enter “1” for an Adjustment. |\n\nPage | 1 – Quick Reference Guide  \n| *Source | Enter your three-digit Agency value. This is used for approval routing and online searches. |\n| --- | --- |\n| Header Description | Optionally, enter a header description. The spreadsheet field is limited to 30 characters. If a longer description is needed, it can be updated on the Budget Journal Header page after the import. |\n\nStep 2: Complete the Lines of the Budget Journal Template  \nThe template is limited to 5,000 rows. Create additional files if more lines are needed.  \n1. Complete the lines information as described below.  \n\n| Field Name | Field Description |\n| --- | --- |\n| *Budget Period | Enter the Budget Period. The Budget Period represents the Budget Year. Continuing budgets may be open for many years. |\n| *ChartFields | Enter the ChartField values that define the budget line. |\n| *Amount | Enter the amount. Enter a positive value when adding or increasing a budget; enter a negative value when reducing a budget. Do not enter commas. |\n| Line Description | Optionally, enter a line description. If no value is entered, this field will default to the account (code) description. This field length is 30 characters. |\n\nStep 3: Generate the Flat File  \nNext, you will generate the flat file. Macros must be enabled to activate the Generate button used in the following step.  \n1. Select the Generate File button to create the flat file.  \n2. A message displays indicating that the file was generated successfully and listing the file name and location. Make note of the file name and location.  \n3. Select the OK button.  \nNote: If the file was not generated successfully, review the Excel file and ensure that all the required fields were entered and the fields have valid values; for example, check that the Fin DeptID’s were entered at the correct level.  \nStep 4: Run the Import Budget Journals Process  \nBegin by navigating to ","cbCair0Om9vGGWWw","https://ap.wps.com/l/cbCair0Om9vGGWWw","pdf",345873,6,"English","# Step 1: Complete the Header of the Budget Journal Template\n## Required header fields and values\n# Step 2: Complete the Lines of the Budget Journal Template\n## Budget line fields and amount sign rules\n# Step 3: Generate the Flat File\n## Macro requirement and validation\n# Step 4: Run the Import Budget Journals Process\n## Run control, upload, scheduler monitoring, log/trace\n# Step 5: Finish Processing the Budget Journal\n## Enter Budget Journals navigation","[{\"question\":\"What templates are used for uploading budget journals into SWIFT?\",\"answer\":\"Use the SWIFT Expense Budget Journals template for expense budgets and the SWIFT Revenue Budget Journals template for revenue budgets.\"},{\"question\":\"Which macro setting is required to generate the flat file?\",\"answer\":\"Macros must be enabled in Excel to activate the Generate button and create the flat file.\"},{\"question\":\"How should the amount field be entered when editing budget journal lines?\",\"answer\":\"Enter a positive value when adding or increasing a budget, and a negative value when reducing a budget; do not enter commas.\"}]","Upload Budget Journals - Quick Reference Guide | PDF",1790030985]