The Non Resource Actuals and Forecastupload functionality allows financial administrators to upload project non resource forecast and actuals.
The upload functionality is available from the Financial Administration page and only users with the Financial Administration role on their account can use the functionality.
Fluid supports two upload file formats. The upload format that is available by default is the concise format. However, if needed, a configuration change can be made to turn the extended format version on. You can find the description of each file format below. The Excel template files for both formats are attached to this article.
Non Resource Actuals and Forecast upload rules
The following rules apply when uploading non resource actuals and forecast, regardless of the upload file format being used.
Actuals upload
- the upload functionality can be used to create new actuals records for a project or update the project actuals records that were created for a given date.
- the following fields need to have a value in the file being uploaded for the actuals record to be processed.
- the date of the actuals record
- the project external reference to uniquely identify the financial project the record applies to
- the expense type of the financial record
- the amount value
- if actuals records already exist for the project and date specified in the file, all actuals for the project and date combination are deleted (regardless of their expense type) and the new records specified in the file are created.
- if the file contains multiple records for the same project and date, all records are created as separate entries.
Forecast upload
- Fluid saves forecast records at the month level. As a result, the date specified in the file is read as month/year, the day being ignored.
- If a forecast record already exists for the project, expense type and month/year combination specified in the file, then the existing record is deleted and replaced by the record set in the file.
- if the file contains multiple records with the same project, expense type and month/year combination, only the last record in the file will be saved.
Field Description - Concise Version
Column Title | Description | Data Type | What happens if field is left blank? |
| A. Actuals/Forecast | Indicates whether the record represents actuals or forecast for the non resource expense type. | Actuals/Forecast | This field is mandatory. If left blank, the row will be skipped. |
| B. Date | The financial record date. | Date | This field is mandatory. If left blank, the row will be skipped. |
| C. Resource Cost Centre | This field is only applicable to actuals record and represents the resource (provider) cost centre. | String | No provider cost centre is set. |
| D. Client CC | This field is only applicable to actuals record and represents the client (receiver) cost centre. | String | No receiver cost centre is set. |
| E. Project Ref | The project external reference value. | String | This field is mandatory and the project must exist for the record to be processed. |
| F. Value | The actuals or forecast amount in local currency. | Number | This field is mandatory. If left blank, the row will be skipped. |
| G. Detail | Description of the financial record. | String | No description is set to the financial record. |
| H. ExpenseCategory | The non resource expense category the amount applies to. | String | This field is mandatory. If left blank, the row will be skipped. |
| I. ExpenseType | The non resource expense type the amount applies to. | String | This field is mandatory. If left blank, the row will be skipped. |
| J. Cap % | The capitalisation percentage of the financial record. | Number | The capitalization percentage is set to 0. In the case of a forecast financial record, the expense type capitalisation percentage will be applied when calculating the capitalisation amount for the record. |
| K. Amort Period | The amortisation period for the actuals or forecast record. | Number | The amortisation period percentage is set to 0. In the case of a forecast financial record, the project amortisation period will be applied when calculating the amortisation amount for the record. |
| L. Local currency code | The currency of the amount value. | String |
Field Description - Extended Version
Column Title | Description | Data Type | What happens if field is left blank? |
| A. Actuals/Forecast | Indicates whether the record represents actuals or forecast for the non resource expense type. | Actuals/Forecast | This field is mandatory. If left blank, the row will be skipped. |
| B. Date | The financial record date. | Date | This field is mandatory. If left blank, the row will be skipped. |
| C. Resource Cost Centre | This field is only applicable to actuals record and represents the resource (provider) cost centre. | String | No provider cost centre is set. |
| D. Client CC | This field is only applicable to actuals record and represents the client (receiver) cost centre. | String | No receiver cost centre is set. |
| E. IT Number | The project external reference value. | String | This field is mandatory and the project must exist for the record to be processed. |
| F. Tasks | N/A | ||
| G. Hours | N/A | ||
| H. FTE | N/A | ||
| I. Value | The actuals or forecast amount in local currency. | Number | This field is mandatory. If left blank, the row will be skipped. |
| J. ACF2ID | N/A | ||
| K. Detail | Description of the financial record. | String | No description is set to the financial record. |
| L. ExpenseCategory | The non resource expense category the amount applies to. | String | This field is mandatory. If left blank, the row will be skipped. |
| M. ExpenseType | The non resource expense type the amount applies to. | String | This field is mandatory. If left blank, the row will be skipped. |
| N. Cat Codes | N/A | ||
| O. Cap % | The capitalisation percentage of the financial record. | Number | The capitalization percentage is set to 0. In the case of a forecast financial record, the expense type capitalisation percentage will be applied when calculating the capitalisation amount for the record. |
| P. Amort Period | The amortisation period for the actuals or forecast record. | Number | The amortisation period percentage is set to 0. In the case of a forecast financial record, the project amortisation period will be applied when calculating the amortisation amount for the record. |
| Q. Local currency code | The currency of the amount value. | String |
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