When you have multiple budget edits you want to do for multiple projects you can do them individually by opening each project, or you can make the changes all at once within a spreadsheet and then upload the new changes to busybusy using the Edit Within a Spreadsheet feature. This feature can save you loads of time!
Important Note: Using a spreadsheet to edit your budgets is a real time saver, but there is always the small possibility of causing a bit of a mess if not done correctly. We have lots of helpful reminders and instructions to help the process to go smoothly. Take care to follow these directions carefully. |
Would you rather watch a video on how to do this? We've got you covered!
Edit Your Budgets Within a Spreadsheet
Step One: Get started
From the left navigation menu select Budgets
Click the three-dot stack in the upper right corner to edit multiple project budgets.
To edit the budget of a single project, click on the desired project and then click the three-dot stack in the upper right corner.
Click on Edit using Spreadsheet
Step Two: Download your budgets into a .csv file
Read the Steps and Important Notes displayed in the pop-up window and then click Download List.
Name and Save the .csv file.
Step Three: Open the .csv file
Step Four: Make a copy of the .csv file
***This is the MOST important step! Don’t skip it!***
This will ensure there is an original copy of your downloaded budget if you need to reference it for whatever reason. Do this each time you use the Edit using Spreadsheet tool to ensure you have an updated reference copy of your budget data before making changes. |
It’s important to create a copy of your original .csv budget file because we can’t retrospectively restore your budget data on our end if something goes wrong.
Click on File in the upper left corner.
Click on Save As.
Name your file.
Click Save to save your copy of budget spreadsheet.
Step Five: Auto-size your columns to fit the data
Highlight all the columns.
Click and hold Column A while dragging to the right until all the columns are highlighted.
Use the command ALT + H + O + I to resize your columns.
Press and hold the ALT key, H key, O key, and I key all at the same time.
Note: Avoid edits and changes to the data in the Project_Key, Cost_Code_Key, Project, and Cost Code columns.
Step Six: Make edits to a project’s overall budget if desired
Navigate to the project’s main budget by finding the project name.
Do Not type a $ sign. Use whole or decimal numbers only.
The main project row will have no data in cost_code_key and cost code columns.
Type your desired budget in the appropriate column.
Repeat for each project you wish to edit.
Step Seven: Make edits to a main project’s individual cost code budgets if desired
Navigate to a project’s cost code budget by identifying the cost code rows.
The cost code rows will appear underneath the main project row and can be identified because they’ll have a cost_code_key, the main project name, followed by the cost code name.
Type your desired budget in the appropriate column.
Do Not type a $ sign. Use whole or decimal numbers only.
Repeat for each cost code you wish to edit.
Step Eight: Edit budgets for subprojects and subproject cost codes if desired
Remember: If you created a backup reference file (see step four), you can reference your originally saved .csv file if needed. For example, if data accidentally gets deleted or data is entered incorrectly you can reference this file to see what it was. It’s important to create a copy of your original .csv budget file because we can’t retrospectively restore your budget data on our end.
Step Nine: Save the file once all your edits have been made
Use command Ctrl + S, or navigate to File and select Save.
Step Ten: Prepare to upload newly updated .csv file
From within busybusy select Budgets from the left navigation menu.
Click the three-dot stackin the upper right corner.
Select Edit using Spreadsheet
Step Eleven: Upload the .csv file
Click on the Upload button.
Navigate to and select your updated .csv file from its location on your computer.
Double Click on it or Click once and then click the Open button to start validation process.
Step Twelve: Double-check edits before final submission to busybusy
If you see something that is wrong, click the X in the upper right corner to close out the submission page. Return to your .csv file, make the corrections, save the file, and then reupload the file by following the above steps again.
Step Thirteen: Submit the Budget edits
Click on the Submit button in the upper left corner.
Congratulations! You have successfully Edited your Budgets using a spreadsheet!
“Oh No, I accidentally messed something up!” Don’t Panic! You created a backup reference file (see step four) so you can simply upload this ‘old’ budget file to return your budgets to the original state they were in before making the edits. And then try again.
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