This article explains how to use the PS Financials Link in Access Education Links to transfer data between PS Financials and Access Education Budgets. You will export your chart of accounts from PS Financials, import it into Budgets, then export your completed budgets back into PS Financials.
📌Note: If you need help using PS Financials itself (for example, running reports or imports), please contact PS Financials support.
Before You Start
Make sure:
Access Education Links is installed on your PC and you can open it.
You can log in to Access Education Budgets through Access Education Links.
You have access to the reporting suite and Budget area in PS Financials.
Export Your Account Codes from PS Financials
In PS Financials, go to the reporting suite.
Run the HCSS budget import report.
Open the report as a TRADE sheet.
Save the report as Excel (xls/xlsx) only.
You must keep this report in the correct format for Access Education Budgets to import it successfully.
📌Note: The report must match the required import layout. If the structure or columns are changed, Access Education Budgets may not be able to import it.
Import Your Chart of Accounts into Access Education Budgets
On your PC, double-click the Access Education Links icon.
If prompted, enter your Access Education Budgets login details.
In Access Education Links, click PS Financials Link.
Click Browse and locate the Excel report you exported from PS Financials.
Select the file, then click Import.
The chart of accounts (account codes) from PS Financials is now imported into Access Education Budgets and can be used to map/coding your budget lines.
Map Account Codes to Budget Lines in Budgets
Once your account codes are in Access Education Budgets:
Go into your budget scenarios and assign the imported account codes to the relevant budget lines (income, expenditure, etc.), using the normal account coding tools in Budgets.
When this coding is complete, you are ready to send your budget back to PS Financials.
Export Your Budget from Access Education Budgets to PS Financials
On your PC, double-click the Access Education Links icon.
If required, enter your Access Education Budgets login details.
Click PS Financials Link.
From the Select Scenario drop-down menu, select the scenario you want to export (for example, the Next year scenario if that is how it is labelled).
In the Budget Name field, enter the name of the budget you are importing into PS Financials.
This must match exactly the budget name you will use in PS Financials.
If you are unsure, in PS Financials click Master, then Budget to check the budget name.
Click Browse and choose the location where you want to save the export file.
Click Export.
The budget file is created and saved to the chosen location, ready to be imported into PS Financials.
Import the Budget File into PS Financials
In PS Financials, go to the Options menu.
Click Import.
Click Format File.
Browse to and select the Budget Import SQf file (this defines the import format).
Click Data File and browse to the budget export file you created from Access Education Links in the previous section.
Click Save to store these settings and complete the import.
PS Financials now imports the budget data from Access Education Budgets into the selected budget.