Upload/Download Budget Data

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Upload Budget Data and Download Budget Data

The Budget Upload/Download function on the budget page allows users to download budget files as

spreadsheets and then create, edit, or delete the contained budget detail data in the spreadsheet file before

uploading it back into ePlan. This allows users to do the following:

• Complete data entry faster,

• See large numbers of budget details at one time,

• Create custom reports from budget details using the Excel functions,

• Ask individuals to contribute to application budgets without ePlan access, which the LEA can upload

directly into the Application, and

• Print the budget as an Excel file, including the ability to print filtered data, such as budget details for a

specific school.

Any user who can view the budget page of the application can use the download budget function, including

the public in the case of approved applications. Only users with the user role access that allows changes to

the budget page may upload a file into the application. Uploads, like other budget changes, can only occur

when the funding application is in an editable status (Such as Draft or Revision Started, or Returned Not

Approved. The link is unavailable when the application is in a non-editable status.

Download Budget Data

From the Budget page, click the Download Budget

Data file link. The downloadable Budget Template file,

contains four sheets. Users may copy and paste

information from the reference sheets into the

Budget Data worksheet.

1. Budget Data: This worksheet contains the

column headings and any budget detail

information currently in the grant. On this sheet,

users can create, update, or delete budget detail

information.

2. Available Budget Cells: This reference sheet

contains the list of allowable object/function

combinations for the grant. Copy from this

sheet to add Account and Line Item Numbers.

3. Available Budget Tags: This reference sheet

contains the list of Budget Tag Groups, Budget

Tag Names, and Budget Tag Codes for the grant.

Copy information from the last column to add

Budget tags to a line item.

4. Available Organizations: This reference sheet

contains the list of organizational codes ( i.e.,

LEA and school codes) for the grant. Copy information from this sheet to add Organization codes and

names.

Division of Federal Programs and Oversight

1 | February 2021

Andrew Johnson Tower • 710 James Robertson Parkway • Nashville, TN 37243

tn.gov/education

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Editing the Budget Data Worksheet:

⊘

⊘ Do not make changes to the Item Key column.

1. Item Key (Required Column—Do Not Delete)

• This column contains ePlan’s identification key for an existing budget detail. Each existing row contains

the value assigned by ePlan to the budget detail. Do not edit or enter data in this column.

• When adding a new budget detail, leave this cell blank. ePlan assigns the row an item key when the file

is uploaded into ePlan.

✎

✎ Enter in this column: “Update”, “Create”, Or “Delete”

2. Action (Required Column—Do Not Delete)

• This column identifies the action that ePlan makes to the budget detail row. Each cell in this column

must have one of three possible values: Update, Delete, or Create.

• The default value for existing budget details is Update. An existing budget detail marked as update is

included in the budget page in ePlan as it is written in the excel file. If there are changes, this action

updates the budget detail with the information included in this file.

• To delete an existing budget detail, change the value in this column to Delete.

NOTE: Removing the line from the excel document does not delete the line from the budget in ePlan.

• To add a new budget detail, change the value in this column to Create.

 Copy this information from the Available Budget Cells sheet

3. Account Number (Required Column—Do Not Delete)

• This column reflects the Account Number for each budget detail row and must reflect a number that

appears in the “Account Number” column of the Available Budget Cells sheet.

• Change the Account Number for an existing budget detail by changing the number in this column.

• Users must include a value in this column for each new addition to the budget.

Division of Federal Programs and Oversight

2 | February 2021

Andrew Johnson Tower • 710 James Robertson Parkway • Nashville, TN 37243

tn.gov/education

Iii

Department

of

.

Education

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4. Account Number Description (Optional Column)

• This column is included in the budget download template as a reference only. It is not necessary to

include this column in the budget upload file.

• For ease of use, users may include the description for new budget detail rows by copying the Account

Number Description for the selected account number from the Available Budget Cells sheet.

5. Line Item Number (Required Column—Do Not Delete)

• This column reflects the Line Item Number of each budget detail . It must reflect a number from the

Line Item Number column of the Available Budget Cells sheet for the selected Account Number.

• If the Account Number column was changed, the user must also change the value in this column to be

the accurate Line Item Number for the selected account number.

• Users must include the accurate Line Item Number for the selected account number for each new

addition to the budget.

6. Line Item Number Description (Optional Column)

• This column is included in the budget download template as a reference only. It is not necessary to

include this column in the budget upload file.

• For ease of use, users may include the description for new budget detail rows by copying the Account

Number Description for the selected account number from the Available Budget Cells sheet.

NOTE: The Object Code, Object Code Description, Function Code, and Function Code Description can be

copied and pasted to the appropriate location in the Budget Data sheet at the same time.



 Copy this information from the Available Budget Tags sheet

7. Budget Tags (Required Column—Do Not Delete)

• Copy and paste the Upload Text for each budget tag from the Available Budget Tags sheet.

• Include all budget tags in the same cell. If there are multiple tags, separate the tags by a ( : ) (colon)

• If adding more than one tag in a single tag group, users can either:

o Copy and paste the Upload Text for each tag (e.g.; A=ELS: A=HQIM: A=IA: A=CE)

o (optional) Use one Tag Group code and separate the tag codes by a comma (e.g.; A=ELS, SP, IA, CE)

⊘ No User Input Required

8. Optional Program Code: (optional column)

• Disregard the optional program code for this application

Division of Federal Programs and Oversight

3 | February 2021

Andrew Johnson Tower • 710 James Robertson Parkway • Nashville, TN 37243

tn.gov/education

Iii

Department

of

.

Education

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

 Copy this information from the Available Organizations sheet

9. Organization Code (Required Column—Do Not Delete)

• Each budget item must have a value in this column that identifies the organization (LEA or school) that

will be served by the budget item. The value must match the Organization Code in the exact format as

listed on the Available Organizations sheet. NOTE: Any organization codes beginning with 0 must be

formatted as text in excel, or the leading 0 will be deleted in the upload and create an error. Copying

from the Available Organizations tab will ensure that the format is correct.

10. Organization (Optional Column)

• This column is included in the budget download template as a reference only. It is not necessary to

include this column in the budget upload file.

• For ease of use, Users may include the description for new budget detail rows by copying the

Organization with the Organization Code from the Available Organizations sheet.

✎

✎Enter the unit quantity and cost into these columns

11. Quantity (Required Column—Do Not Delete)

• Users must enter a value greater than zero (0) in this column in every budget detail row.

• Values in this column can be entered up to two decimal places.

• The value in this column will multiply the cost to produce the total dollar amount for the budget detail.

12. Cost (Required Column—Do Not Delete)

• Users must enter a value greater than zero (0) in this column in every budget detail row.

• Values in this column can be entered up to two decimal places.

• The total dollar amount for the budget detail is calculated by multiplying the value in the cost column

by the value in the quantity column. No dollar sign ($) is required; Enter the amount as e.g.: “100.00”.

⊘No user input required

Division of Federal Programs and Oversight

4 | February 2021

Andrew Johnson Tower • 710 James Robertson Parkway • Nashville, TN 37243

tn.gov/education

Ill

Department of

.

Education

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13. Total (Required Column—Do Not Delete)

• This column is a system-generated field that multiplies the cost and the quantity. The data for an

existing budget detail is displayed here for information purposes only. ePlan ignores any information

entered into the Total column.

✎

✎Enter a Narrative Description of the Budget Line into this column

14. Narrative Description (Required Column—Do Not Delete)

• ✎Enter a Narrative Description of the Budget Line into this column

• Users must enter a narrative description explaining how the funds will be spent. Each narrative has a

2000 character limit

• Press Alt+Enter (Windows) or Ctrl+Option+Enter (Mac) to create line breaks in the text.

Upload Budget Data

• On the Budget Page, click the Upload Budget Data link. When the Create Grant Budget Upload page

loads, click the Select button to open the file browser. Select the correct file and click open. Click Create

to upload the file.

• If one or more cells in a required column are empty in the upload file ePlan generates an error

message indicating which rows are missing data. Correct the discrepancy in the excel file and then

click the select button to select and upload the corrected file.

After the user uploads the file, ePlan displays the Grant Budget Upload screen.

• Click View Messages to check for validation errors in the file. Errors prevent the file from processing.

• If necessary, resolve any errors in the excel file, then click Upload Data File to upload a new file –

replacing the current upload.

From this page, users can also:

• Click View Data File to download and view the current Budget File, or

• Click Delete Grant Budget Upload to delete the new Budget File without making the file changes.

Division of Federal Programs and Oversight

5 | February 2021

Andrew Johnson Tower • 710 James Robertson Parkway • Nashville, TN 37243

tn.gov/education

Iii

Department

of

.

Education

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• At the top of the page, click the Process Grant Budget Upload link to finalize the upload and make

the file changes to the application's budget. NOTE: The existing budget upload must be processed

before another upload can be started. The Budget page will display a View Budget Upload link if a

budget file has been uploaded but not process. Users can click Delete Grant Budget Upload to delete

the upload without processing it. No changes will be made to the budget in ePlan.

Other Tips for Using the Budget Template:

• Always begin with the most current budget file by downloading a new Budget File each time.

• Users may rearrange Columns in the template, but it is critical that the text of the column heading

remains exactly as it was downloaded.

• Do not delete columns marked in this guide as required.

• Additional columns may be added after column N. These columns are ignored by ePlan in the upload

process. For example, users may add columns for reference notes to the file. The data in the additional

columns will not affect the budget detail in the upload process.

• Required columns cannot have blank cells in a budget detail row.

• Rows for budget details that have no changes can be hidden or deleted from the budget template file if

desired. ePlan does not make any changes to the budget from rows marked with the Update action, if

there were no changes in the row.

• While an entire budget can be uploaded at once, it is also possible to upload only one or a group of

budget details.

• To provide a user with a blank upload file, download the budget file before any budget details are

created in ePlan or download the budget file, then delete all the rows except the top row containing

column headings. LEAs may use this function to provide an empty spreadsheet to individual schools to

allow the school to create the school-specific budget, which LEAs may then upload into the application.

Division of Federal Programs and Oversight

6 | February 2021

Andrew Johnson Tower • 710 James Robertson Parkway • Nashville, TN 37243

tn.gov/education