Skip to main content

Upload Budgeting to JD Edwards

Hubble Ledgers can be displayed alongside JD Edwards Ledgers within Hubble, but the submissions are initially stored within the Budget Database only. Approved submissions can be uploaded to JD Edwards by Supervisors and Controllers. Submissions are uploaded to the JD Edwards Ledger Type chosen in the Hubble Ledger dialog.

Important: Please note that as this Upload Process generates a F0902Z1 batch, this process is only supported for JD Edwards EnterpriseOne sites.

Partial uploads can be performed, down to a single form submitted by one Contributor; it is not necessary to wait until all submissions are complete and finalized. Supervisors and Controllers can Upload amounts before or after the cycle is closed via the Cycle Status dialog.

Upload Requirements

The following criteria must be met for the Upload button to illuminate within the Cycle Status dialog.

  • The Hubble Ledger has been assigned an Upload Ledger.
  • The form is Marked Approved in the Cycle Status dialog.
  • The Uploading user is a Supervisor or Controller within the Cycle’s Activity.

Upload Steps

  1. Open the Cycle Status dialog or the appropriate Cycle.
  2. Select the desired Group, Participant, or Form and click Upload.
  3. The Upload dialog screen will then appear.

This dialog lists the following information:

  • Listing of each Contributor and Form, and Hubble Ledger used in the cycle
  • JD Edwards Ledger to which the information will be uploaded
  • Total rows of data to be uploaded to JD Edwards
  1. Select which Contributor and Form combinations are to be included in the Upload.
  2. If desired, mark the checkbox Keep Submissions in Hubble Ledgers after uploading. If this checkbox is not selected, the submissions will be deleted after a successful upload.
  3. If desired, mark the checkbox Override Upload Contributor to populate the upload batch with an alternative User Id.
  4. Preview displays the data that will be uploaded. In this dialog, you see every submission as a separate row and show its associated status. To do this, it joins the data table with the status table from the Budget Database. This means that each data row is displayed with a status for that row in terms of when it was submitted, finalized, and approved.

    However, when there are multiple statuses for a multiple number of approvers, each row of budgeting data will be displayed once for each of these approvers. For example, if there are a group of three approvers with the “and” rule and one contributor has made a submission of two rows, the upload window will show each of these two rows, three times (once for each approver, along with the information about when the row was submitted, finalized, and approved).

  1. Press OK to transfer submissions from the Budget Database to the Balances Batch Table (F0902Z1) in JD Edwards. This table must exist for the budgeting upload to work.
  2. When the upload is complete, the following notification will appear containing the EDI Transaction Number, and total number of rows uploaded.

Tip: Use the GL Balances Batch Upload (F0902Z1) Template to review and validate the data uploaded from the Object Repository to the Z table in JD Edwards.

Note: There is a possibility that changes to accounting or other structures in JD Edwards could render submitted budgeting data inconsistent or incompatible so that it cannot be uploaded or does not upload as intended. This is beyond the control of Budgeting.

Balances Batch Upload (F0902Z1) Template

Once your budget data has been uploaded into the JD Edwards F0902Z1 Batch Upload Table, you can review that data within Hubble using the General Ledger – Balances Batch Upload (F0902Z1) template. If desired, you can use the filters to query specific budget data. If you have a Configurator User License, you can amend the Filter Layout to change which filters display, just as with all other reports.

You can use this template to perform a final review of your budget data prior to uploading your budget data into the JD Edwards Ledger previously defined in your Hubble Budgeting cycles. At this point, any necessary amendments to the budget data will need to be performed in JD Edwards within the Balances Batch F0902Z1 Table.

Track Changes

Budget History Tracking

Budget History Tracking enables the system to retain an Audit Trail of all General Ledger budget entry. In addition to budget values, the historical record includes Comments, User Id, Date, Time, Operation, etc.

Tip: Best Practice:

  • If you wish to store and report on different versions of a complete budget, a separate Hubble Ledger would better suit this purpose.
  • Budget History retains an Audit Trail of all budget history, where a Hubble Ledger will only store the most recent addition or update.

Enable Budget History Tracking

Enable Budget History tracking by checking the Retain Historical Data option while creating or editing a Profile. This step can be performed by a Hubble Administrator.

Budget History Template

Once enabled, an audit trail of entry is viewable in the Budget History Template of the General Ledger Module. If you have a Configurator User License, you can amend the Filter Layout to change which filters display, just as with all other reports. It is important to know that totals do not appear on this inquiry since a given row might display several times on this inquiry depending on how many times changes were made to it.

View Budget Submission Data

Query Budget Data is a helpful tool to view budget data as it exists in the Budget Database. This view also includes a time stamp for when the current budget entry was last Submitted, Finalized, Approved, and Uploaded.

  1. If it is not added already, add the Query Budget Data button to your Quick Access Toolbar. (In the Customize Quick Access Toolbar dialog, use the drop-down menu to select Commands Not on Ribbon and then select Query Budget Data.)
  2. Click on the Query Budget Data button to display the View Budget Submission Data dialog.
  3. By default, all the filters are set as a wildcard to return all data. Use any of the pre-defined filters to narrow down the data returned:
    • Cycles
    • Ledgers
    • Contributors
    • Years
    • Forms
  4. Click Run.
  5. Optionally, save your selected records to a .csv file.
  6. After your review has been completed, click Close to exit the dialog.

  7. If any amendments are necessary to the budget data, go back to Cycle Status and perform a Status Override to allow changes to the cycle.

Cycle Status Changes

If Budgeting has been turned on in the Log Stream Configuration in Administrator, you can view Budgeting Cycle changes. They are not tracked in the Budget History table because they are not tied to a specific row on a report and are contained in a separate dialog screen.

Once Logging is set to capture changes to Budgeting, then when any changes are made to a cycle status they will be tracked. To view the log in Administrator, right-click on Logging and select View History:

Below is an example of what the log would look like if a user did a Status Override through all the Cycle Statuses: