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Use this guide to get a budget out of MSPortal as a PDF, an Excel workbook or a printout. It is for MSP staff and for company users whose MSP has given them budget access. Exporting does not approve a budget.

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Before you start

  • You need budget read access to export or print a single budget.
  • Selecting several budgets needs the manage_budgets permission, because the row checkboxes only appear with it.
  • Exports use the saved budget. Save edits first.

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What each output contains

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Download one budget from Budget Details

1

Open the budget

Click Budgets, click … on the budget’s row, then click View. Check the title, fiscal year, currency and status.
2

Open the page menu

Click the … button in the page header.Budget header menu offering Help, Section order, Print, Export PDF and Export Excel.
3

Choose a format

Click Export PDF or Export Excel. Keep the page open while the file is prepared. Your browser downloads it.
4

Check the file

Open the file and check the budget name, company, year, amounts, statuses and notes.
The menu works the same on every tab. Choosing Export PDF while Monthly Breakdown or Actuals is open still gives the budget document, not that tab.

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Download from the list or the editor

  • From the list. Click … on a budget’s row, then click Export. You get a PDF named budgets.pdf. This works in Global View too.
  • From the editor. Open the budget with Edit, then click Export and choose Export PDF or Export Excel. A budget you have not saved yet cannot be exported. Save it first.
1

Open the tab you want

Open Overview, Monthly Breakdown or Actuals in Budget Details.
2

Click Print

Click … in the page header, then Print. The browser print preview opens. Monthly Breakdown prints on a landscape letter page and the other tabs on a portrait letter page.
3

Check the preview

Look at every page, column and total. Choose a printer or Save as PDF, then print.

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Combine selected budgets into one PDF

1

Choose one company

Select a single company in the top bar. In Global View the action stops with the message Select a company first to export budgets.
2

Tick the budgets

Tick the checkbox on each budget row. Check the count and the titles, because filters can hide selected rows.
3

Open the actions menu

Click the menu button above the table. It shows the selected count and reads Actions (count).
4

Click Export Selected

Your browser downloads budgets.pdf.
5

Check the PDF

Make sure every selected budget is in the file. If one budget could not be generated, the others are still joined and the missing one is left out without a warning. Export a missing budget by itself.
Each budget in the combined PDF keeps its own amounts and status. The file is not a merged budget.

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Read exported amounts

  • A line amount is quantity times unit price. The Total includes rejected lines. The list’s Total leaves them out.
  • A recurring line with quantity 1 and price 100 shows 100. Its yearly cost can be higher. Use Monthly Breakdown for the schedule.
  • Budget notes appear in both the PDF and the Excel file, and the notes help text in the editor says so. Write notes for everyone who can open the budget.
  • Line notes appear in Excel only.
  • Excel amounts are fixed values. Changing a number in the file does not recalculate the totals or change MSPortal.

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Troubleshooting

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Frequently asked questions

Open Budgets, click … then View on the row, then click … in the page header and choose Export PDF or Export Excel.
No. Exports read the saved budget. Save first.
No. It has one Budget sheet with line items and fixed totals. It has no month columns or overrides.
Print uses the open tab and your browser’s print layout. Export PDF builds a separate document from the saved budget.
Yes, for line items. See Import budget line items from Excel. Check each line’s start month afterward, because the file does not carry it.
No. Exports and printing change nothing. Approval is a separate step for people with manage_budgets.