Lesson 4: Querying to Determine Budget Basis

4.5: Downloading Data 

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You can download budget data from a Organization Hierarchy, Line Item Detail, or Budget Worksheet query and use the downloaded data in a spreadsheet to organize, model, and prepare your budgets before they are entered. You may also download data and create your own reports of budget figures. For example:

  • You may enter a Line Item Detail query for all funds and organizations, and then download the results so that you can sort, subtotal, and otherwise organize and plan your entries.
  • You might complete your entries for a fiscal year and download a Budget Worksheet as a record of what you entered.
  • You might want a snapshot of budgets by account type, so you may enter an Organization Hierarchy query and download results from either or both of its Account Type sections.

The Download All Ledger Columns and Download Selected Ledger Columns options are on every result page. Clicking either button copies data from the Budget Line table to a comma-separated (.csv) file. You cannot select which columns you want downloaded; all column selections are predetermined.

  • Download Selected Ledger Columns is recommended because it omits temporary budgets and adjustments, neither of which is used for budget development at the University of Illinois.
  • Download All Ledger Columns is not recommended because it includes temporary budget figures that are not used at the University of Illinois.

Columns downloaded are those shown on the current page. There are usually more columns on a Line Item Detail report page than in the Organization section of an Organization Hierarchy report. You may want to become familiar with each query's results to determine which report contains the information you want.


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