Prepare data for budget go-live

Importing and loading data helps keep your budget up to date and correct. We recommend performing these actions on a biweekly and monthly bases.

The following list shows the order for running the data import reports. These are the same imports used to generate your monthly reports.

IMPORTANT: Load and reconcile data before building and processing plan files.

  1. Import general ledger data - The Load 12 Month import brings in 12 months of General Ledger data from your source system. This includes values for revenue, deductions, expenses, and—if applicable— balance sheet accounts.
  2. Import monthly statistics data - The Load Monthly Stats import brings in departmental-level statistics, including key and non-key statistics. It can also include facility-level statistics. If payroll hours are not imported through the Payroll Transfer utility, they are typically imported using this process.
  3. Import biweekly payroll data - Imports biweekly payroll data, including department, job code, pay type, and employee ID.
  4. Load employee master - Imports the employee-level details, including base rate, full- or part-time status, anniversary date, and PTO balance. Employees are listed by job code. The employee master is used in interfacing and plan files to apply merit and market adjustments.

  5. Load revenue and usage data - Imports monthly Charge Description Master (CDM) data, including department, CDM code, revenue, and volume type (such as inpatient and outpatient).

    NOTE: This import applies only if your organization is licensed for the CDM template.

  6. Load provider data - Imports transaction-level provider records, including ID, department, and key database fields (such as CPT, location, and FinClass). These are used for reporting and budgeting purposes. After loading, you can configure the Provider Summary or Provider Detail options and adjust dimensions as needed. This import provides the core transactional data from your provider billing system.

    NOTE: This import applies only if your organization is licensed for the Provider feature.

Other imports

These imports can be run in any order, except for the Biweekly to Monthly Payroll Accrual utility. They are not required to create budgets but provide enhanced reporting and plan file analysis directly within the Axiom application.

  • Biweekly to Monthly Payroll Accrual utility - Run this utility to accrue hours, dollars, and statistics from the biweekly payroll import (Payroll26) into the monthly data tables (Payroll12).

    IMPORTANT: This utility is required before using the Monthly to GL Accrual utility.

  • Run the Monthly to GL Accrual utility - If payroll hours are not coming through your GL Import, you can move your hours from the Payroll12 data tables created from the previous process to your Financial tables by running the Monthly to GL accrual utility.

    IMPORTANT: Only run this utility if you are not loading hours from your GL using the GL12 Month or Monthly Statistics imports (step 1 or 2 above).

  • Load AP Detail data - Imports your Accounts Payable sub-ledger detail, including amount, check date, check number, invoice date, invoice number, etc.
  • Load GL Detail data - Imports your general Journal Entry detail, including department, account, and other identifying information.
  • Load MM Detail data - Imports your Materials Management sub-ledger detail, including amount, item number, item description, location, quantity, unit price, and vendor information.
  • Load Accrued Receipts data - Imports your Accounts Receipts sub-ledger detail, including item number, description, invoice date, vendor name and number, and other vendor identifier information.

  • Summarize CDM statistics to financial - To use your Charge Description Master (CDMCODE) to create your statistics, we offer a save-to-database utility that summarizes the inpatient and outpatient volumes in the RevUsage database (ACT_RU_20XX) into statistic accounts that can be stored in the Financial database (ACT20XX).

    NOTE: For this utility to work, your Strata Implementation Consultant will help you design your CDMCODE table during the implementation.

Resolve import errors

If any of the imports experience validation errors, you can view them in two places in the system: a separate CSV file and the Execution log area of the Execute Import dialog, as shown in Step 8 of Load GL12 month data.

For more information, see Resolve import validation errors.

Generate and publish monthly reports

After the report data is imported and any import errors are resolved, you can run the Department Monthly Package report to pull together the different monthly reports with the imported data and distribute them to the appropriate personnel. For more information, see the following: