1. Exporting & Formatting Budgets from NextGen o Excel
2016 Resource - Excel Exporting & Formatting
Resource 2018
Exporting & Formatting Budgets from NextGen o Excel

2. 2016 Resource - Excel Exporting & Formatting
Objectives
Discuss opening and importing worksheets
Identify parts of the Excel window and worksheets
Explain basic Excel options for formatting
Review tools in Excel that might be beneficial for working with budget worksheets
Discuss preparation of worksheets to allow them to be imported into accounting software

3. 2016 Resource - Excel Exporting & Formatting
Excel Program Window

4. 2016 Resource - Excel Exporting & Formatting
Opening an existing workbook
Click Open. The Open dialog box will appear.

5. 2016 Resource - Excel Exporting & Formatting
Opening NextGen Budget Files:
NextGen budget files can be exported as Excel format (.xls) or CSV format (Comma Separated Values).
Either type of file should open automatically in Excel and will include all the columns from the Budget Worksheet in NextGen.
Just go to the location of the file and double-click the file to open.

6. 2016 Resource - Excel Exporting & Formatting
NextGen Budget File
File exported from NextGen will have headings for each column.
Numbers are automatically formatted as currency.
NextGen files have the account number in a single column (column A) AND in separate columns (usually the last columns in the worksheet).

7. 2016 Resource - Excel Exporting & Formatting
Add Headings
Select the first cell in the worksheet (A1).
Use the Insert Sheet Rows option on the HOME Tab to Insert a Row at the top and then add your chosen headings.

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Wrap Text
If you have headings that you want to display on two lines.
Type the full text into one cell, then select the Wrap Text option on the HOME Tab.
Before:
After:

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Freeze Top Row
The Freeze Panes option is on the VIEW tab. Freeze Top Row allows you to scroll through the worksheet while keeping the headings on top. Can also be used to Freeze first column.

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Insert Columns or Rows
Insert options are located on the Cells group of the HOME tab.
Columns will insert to the left of the selected column.
Rows will insert above the selected row.
Cell formatting will copy from the column to the left of the new column or above the new row.
You can also insert columns and rows by right clicking on a cell and choosing Insert…
Insert Dialog Box

11. 2016 Resource - Excel Exporting & Formatting
Hide Columns or Rows
After the selection is highlighted, right-click the column and choose Hide.
You can hide rows or columns on your worksheet to simplify your view.
Select the column(s) or row(s) by clicking on the letter above the column or the number to the left of the row.
Hidden Column

12. 2016 Resource - Excel Exporting & Formatting
Unhide Columns or Rows
Hidden Column
To show the column again, right-click on the hidden column and choose Unhide.
You can also hide/unhide columns from the Format button in the ‘Cells’ section of the HOME tab.

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Quick Number Format Options
Number, Currency and Accounting formats automatically show 2 decimal places, but can be adjusted with the buttons below the drop down box.
Easy number format options on the HOME tab.
You can choose one of the preset options, or choose More Number Formats to customize.
The first cell that is selected will preview in the list of quick format options.
Currency vs. Accounting:
Currency
Accounting
Negative numbers will show in parentheses with Accounting format. With Currency, you can choose how they are shown.
On the Ribbon bar, click on the corner of the Number Format group to show all the formatting options available.

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Cell Styles
Cell Styles allow you to apply multiple format options at once.
There are several preset options, or you can create your own.
For example, the Bad/ Good/ Neutral options could be used to highlight budget trends.
Use the Normal button to remove all formatting options in selected cells.
Cell Styles button on the HOME tab:

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Format Painter
Format Painter is another way to quickly format cells.
You can select any cell on the worksheet, then click the Format Painter button
Any cell(s) selected immediately after will take on all formatting of the selected cell.
The format painter shortcut is on the Clipboard group of the HOME tab.
Before:
After:

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Format as Table
The Format as Table option can be used to quickly format a section of your worksheet into a preformatted Excel table with Filter options for each column.
There are many built-in table formats available.
Once you have created the table, you will see Table Tools options on the Ribbon bar.

17. 2016 Resource - Excel Exporting & Formatting
Format as Table
Creating a table from the data automatically adds filter options to each column.
You can leave all the data in one table, but filter your view to see only data meeting the criteria.
Once you are finished reviewing the filtered data, you can remove the filter(s) to view all the data again.
Use the dropdown arrows to see the filter options for each column.
Filter options for number fields:
Filter options for text fields:

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Format as Table
Example:
We are filtering by the GLAccount Number column to see only fund 314 in our table.
Since our column is formatted as General, we see text filters in our dropdown.
We choose ‘Begins With’ and enter 314 to show only those accounts.

19. 2016 Resource - Excel Exporting & Formatting
Calculating Prep Field Amounts
You can calculate new amounts into prep fields with a formula.
Formulas can be typed into the cell, or the formula bar. Formulas must start with the = sign.
Formulas will always show in the formula bar when the cell is selected. Changes to the formula can be made there.
Formula bar
Example 1 : 5% increase
This formula is adding 5% to the current year amended amount for Prep field 1.
Results:
Example 2 : 3% decrease
This formula is subtracting 3% from the current year amended amount for Prep field 2.
Results:

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Subtotals
DATA Tab – Subtotal
At each change in: Choose Function or Function Description
Use function: Sum
Add subtotal to: Choose each column you want to see totals by Function

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Subtotals by Function Description
(1)
Results are summarized but can be expanded with the on the left side. The can be used to change the view between the Grand Total (1), the Subtotals (2), and the detailed amounts (3).
(2)
(3)

22. 2016 Resource - Excel Exporting & Formatting
Preview and Print Worksheet
To print your worksheet, go the FILE tab and choose Print.
You will see a preview of the print job on the right side. It will list the number of pages at the bottom of this screen.
You can change any page layout options on the left side before printing.
When ready to print, click the print button at the top.

23. 2016 Resource - Excel Exporting & Formatting
Set Print Area
Set Print Area will allow you to print a certain portion of your worksheet easily when you might be making changes and reprinting the same section(s) repeatedly.
A worksheet can have multiple print areas defined. Each one will print on a separate page or pages.

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Preparing spreadsheet files to import into FlexGen Budget
FlexGen can import a Tab Delimited (.txt) or Comma Delimited (.csv) type file.
Choose Save As from the FILE tab and choose the file type.
Account numbers must be in separate columns for each segment (Fund, Function, Object, etc.)
You can tell FlexGen which column contains the information needed, so they do not have to be in a certain order.

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Preparing spreadsheet files to import into Zortec Budget
Zortec can import only a Comma Delimited (.csv) type file.
Choose Save As from the FILE tab and choose the CSV file type.
Account numbers must be in a single column (ex: ).
At least one column must contain the amounts to be imported into a Prep field.

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Concatenate Function to combine columns
First add a new column
Account numbers must be in one column to import into Zortec Budgeting, but you may have exported them by segment for working in Excel.
You can use the CONCATENATE function in Excel to join the segments into the correct format.
With the new column selected, click on the Function button next to the formula bar.
Type Combine or Concatenate in the search box then click Go.
Choose the Concatenate function in the second window.

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Concatenate Function to combine columns
As you enter the cells, Excel will give you more fields to enter.
Text1:Click on the cell with the fund or type in the cell location.
Text2: Type a dash – (Excel will add the “ “ for you)
Text3:Click on the cell with the function or type in the cell location.
Text4: Type a dash –
Text5:Click on the cell with the object or type in the cell location.

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Preparing spreadsheet files to import into NextGen Budget
NextGen can import a Comma Delimited (.csv) type file or an Excel type file (.xls, .xlsx).
Choose Save As from the FILE tab and choose the file type.
Account numbers can be in a single column or in separate columns for each segment.
At least one column must contain the amounts to be imported into a Prep field.