Transferring capital project data from Axiom Capital Tracking

If your organization is licensed for Axiom Capital Planning and Axiom Budgeting, you can transfer capital project data to Axiom Budgeting using the Transfer Capital Projects to Budget utility.

NOTE: You must have both Capital Planning Administrator and Budgeting Administrator privileges to access this utility.

The system transfers the following information with the project:

  • Capital request number (CAPREQ) and project ID
  • Description of the project
  • Total requested for the project
  • Entity and department for the project
  • Project type
  • Project start year
  • Project requestor

NOTE: If you adjust capital project data or delete a project, you can transfer the project again, and the system will update or remove the data in Axiom Budgeting. However, you will need to save the budget plan file in Axiom Budgeting to propagate the changes. For more information, see Managing transferred projects.

Mapping capital category codes to Axiom Budgeting accounts

The first step in transferring capital projects to Axiom Budgeting is to map the capital category codes to specific accounts.

TIP: You only need to map those categories in which you are transferring projects to Axiom Budgeting.

To map capital category codes to Axiom Budgeting accounts:

  1. In the Cap Plan Admin task pane, in the Integration section, double-click Transfer Capital Projects to Budget.

  2. In the first page of the utility, click Update Budget Account Mapping Here.

    TIP: You can also access this same report in the Administration section, click Administrative Utilities, and double-click Dimension Update Reports.

    NOTE: When you click the link, the mapping worksheet opens in a separate tab.

    Click image to view full size

  3. At the bottom of the worksheet, click the CODE tab (if it not already selected).

  4. For each category, in the BPAcct column, double-click the cell.

    Click image to view full size

  5. In the Choose Value dialog, select the Axiom Budgeting account to map to, and click OK.

    Click image to view full size

  6. At the bottom of the sheet, map the codes in the Additional Codes for Mapping to BP section.

    Click image to view full size

  7. After you finish mapping the appropriate categories, click Save.

    Click image to view full size

  8. At the Save to Database Status dialog, click OK.
  9. Return to the Transfer Capital Projects to Budget utility to complete the transfer of projects.

Selecting and transferring projects

NOTE: By default, any previously transferred projects will transfer again unless you select them not to. For instructions on, see Managing transferred projects.

To select and transfer projects:

  1. From the Axiom Capital Planning home page, click Transfer Capital Projects to Budget.

    NOTE: To access this location from the Cap Plan Admin task pane, in the Integration section, double-click Transfer Capital Projects to Budget.

    Click image to view full size

  2. From the Select Capital Planning Year drop-down, select the file group planning year in which to transfer projects to Axiom Budgeting.

    Click image to view full size

  3. In the lower right corner of the page, click Next.

  4. Next to the CAPREQ column, click the check box to select the project(s) to transfer.

    TIP: To view the plan file for a project, click the folder icon next to the CAPREQ number. The plan file opens in a separate tab. From here, you can make any necessary changes to the project. However, to propagate the changes in the Transfer Capital Projects to Budget utility, you will need to refresh the utility.

    Click image to view full size

  5. In the lower right corner of the page, click Next.
  6. The Summary page displays a list of all the capital project requests to be transferred to Axiom Budgeting. Do any of the following, as needed:
    1. If the Axiom Budgeting account is not properly mapped, an exclamation point icon displays in the BP ACCT column.
    2. Click the Update Budget Account Mapping Here link to open the mapping utility to map to the correct account code in the Code tab.
    3. To filter the list, hover your cursor over a column heading, and click the funnel icon.
    4. To return to the list of projects, for example, if you incorrectly selected a project or forgot to include a project, click Previous.
    5. To submit the projects to transfer to Axiom Budgeting, click Submit.

    Click image to view full size

  7. After clicking the Submit button, review the confirmation prompt, and click OK.

The summary screen displays the number of plan files transferred.

For information on how to work with transferred projects in Axiom Budgeting, see Working with capital projects in Axiom Budgeting in plan files.

Managing transferred projects

By default, projects previously transferred automatically transfer again when you run the utility. However, you can control this action by enabling or disabling these projects from transferring again.

To manage transferred projects:

  1. In the Cap Plan Admin task pane, in the Integration section, double-click Transfer Capital Projects to Budget.

  2. Click Click to Show Previously Transferred Projects.

    Click image to view full size

  3. Do any of the following:
    1. To transfer all projects in the list, click Yes. To disable the transfer of all projects, click No.
    2. To search for a specific project, type project information in the Search box such as the CAPREQ number, the project ID, or description.
    3. To view the plan file for a project, click the folder icon next to the CAPREQ number. The plan file opens in a separate tab. From here, you can make any necessary changes to the project. However, to propagate the changes in the Transfer Capital Projects to Budget utility, you will need to close it and open it again.
    4. For individual projects, click the toggle to Yes to transfer the project. Click the toggle to No to disable the transfer.

    Click image to view full size

  4. Click Next to continue the transfer process as described in step 4 in the Selecting and transferring projects section above.

    NOTE: The projects you disable from transferring will not display in the list.

Working with capital projects in Axiom Budgeting plan files

After you transfer projects into Axiom Budgeting, they display in the Expense and Stats & Revenue tabs as dark gray cells. The system also adds "From CP Integration" in the Comments and Budget Method columns.

From this point, you can enter or update budget data for each month in the blue-shaded cells, just like any other budget item. If a project is updated or deleted, you need to re-transfer the project. The data is then updated in Axiom Budgeting and the inputs are set to 0.

The number in the Total Budget column in the Expenses tab always ties out to the amount coming in from Axiom Capital Planning. The system allows you to change the spread, but you cannot change the total value. If you need to transfer a project again and the Total Budget changes, the system automatically self-balances the amounts.