Before you can set up a budget or forecast, you will need to add a data source to the organisation. There are several data sources available to connect directly, and if your accounting system isn't yet supported, you can also import from Microsoft Excel. Once this is done, the data source will be available in any budget or forecast you create.
Connect a data source for the first time in Task Manager
Note: If you've already done this, you can skip this step.
Import data from Xero
When you import data from Xero for the first time, you must set up the connection and authorise Spotlight to connect to your data. This is an easy process and normally only needs to be done once.
From the Task Manager tab, click Xero.
A message appears to prompt you to connect to Xero. Click Continue.
If required, enter your Xero login details then click Login.
Note: If you're already logged in to Xero, the login window may not appear and you can continue to the next step.
4. Choose the organisation you want to connect to, then click Allow access. Once the authorisation is complete, you are redirected back to Spotlight Forecasting and can now import your data.
5. Select the actual and budget dates you’d like to import data for and click Import.
Note: You can choose not to import either Actuals or Budget data by unchecking the respective checkboxes however this will limit your choice when you select which data to use for your budget or forecast.
If needed, you can remove your Xero data source at any time by clicking Remove Account. This will delete all your imported actuals and budget values, and any forecasts or budgets you linked to this data can then no longer be updated.
Import data from QuickBooks Online
When you import data from QuickBooks Online for the first time, you must set up the connection and authorise Spotlight to connect to your data. This is an easy process and normally only needs to be done once. In the following months, you can simply import the updated data.
From the Task Manager, click QuickBooks.
Click the Connect to QuickBooks button. You're then redirected to QuickBooks.
Enter your QuickBooks Online account details and click Sign In. Note: If you're already logged in to QuickBooks Online, the login window may not appear and you can continue to the next step.
Choose the organisation you want to connect to, then click Authorise. Once the authorisation is complete, you are redirected back to Spotlight Forecasting and can now import your data..
Note: If you're a Pro Advisor firm, and your own firm's organisation doesn't appear, please click the Add app to firm link shown below the drop-down list.
Select the actual and budget dates you’d like to import data for and click Import.
Note: You can choose not to import either Actuals or Budget data by unchecking the respective check boxes, however this will limit your choice when you select which data to use for your budget or forecast.
If needed, you can remove your QuickBooks data source at any time by clicking Remove Account. This will delete all your imported actuals and budget values, and any forecasts or budgets you linked to this data can then no longer be updated.
Import data from MYOB AccountRight Live
The first time you import from MYOB, you need to authorise Spotlight to connect to your data.
From the Task Manager, click the MYOB AccountRight option.
A message appears to prompt you to connect to MYOB AccountRight Live. Click Continue.
Enter your MYOB login details, then click Sign in. You will need either administrator or bookkeeper user roles and have access to reports in all areas.
Once the authorisation is complete, you are redirected back to Spotlight. From the Company File drop-down list, select the organisation you want to import, then click Open File. Note: If User ID and Password boxes appear, the login you entered into MYOB originally does not have the required access to import from this company. Select a different company or enter the required login information.
Select the actual and budget dates you’d like to import data for and click Import.
Note: You can choose not to import either Actuals or Budget data by unchecking the respective checkboxes however this will limit your choice when you select which data to use for your budget or forecast.
If needed, you can remove your MYOB data source at any time by clicking Remove Account. This will delete all your imported actuals and budget values, and any forecasts or budgets you linked to this data can then no longer be updated.
Import data from QuickBooks Desktop
Note: If you haven't yet installed the Desktop Connector, for information about how to install this and add your files please refer to this article. Please note that you only need to install the Desktop Connector if you will not be connecting to files already set up in the Desktop Connector on another computer.
From the Task Manager, click the QuickBooks Desktop data source.
Enter the Desktop Connector ID, then click Submit.
If this is the first time this organisation has been imported, open the Desktop Connector and in the Connections tab, click the Accept button alongside the name of the Spotlight user, to approve the connection.
If another user set up the Desktop Connector, or if you're accessing the organisation remotely, please request that the person who set up the Desktop Connector authorise this connection as above.
Once the authorisation is complete, you are redirected back to Spotlight Forecasting and can now import your data.
Select the actual and budget dates you’d like to import data for and click Import.
Note: You can choose not to import either Actuals or Budget data by unchecking the respective checkboxes however this will limit your choice when you select which data to use for your budget or forecast.
If needed, you can remove your QuickBooks data source at any time by clicking Remove Account. This will delete all your imported actuals and budget values, and any forecasts or budgets you linked to this data can then no longer be updated.
Import data from MYOB Desktop
Note: If you haven't yet installed the Desktop Connector, for information about how to install this and add your files please refer to this article. Please note that you only need to install the Desktop Connector if you will not be connecting to files already set up in the Desktop Connector on another computer.
From the Task Manager tab, click the MYOB AccountRight Desktop data source.
Enter the Desktop Connector ID, then click Submit.
If this is the first time this organisation has been imported, open the Desktop Connector and in the Connections tab, click the Accept button alongside the name of the Spotlight user, to approve the connection.
If another user set up the Desktop Connector, or if you're accessing the organisation remotely, please request that the person who set up the Desktop Connector authorise this connection as above.
Once the authorisation is complete, you are redirected back to Spotlight Forecasting and can now import your data.
Select the actual and budget dates you’d like to import data for and click Import.
Note: You can choose not to import either Actuals or Budget data by unchecking the respective checkboxes however this will limit your choice when you select which data to use for your budget or forecast.
If needed, you can remove your MYOB data source at any time by clicking Remove Account. This will delete all your imported actuals and budget values, and any forecasts or budgets you linked to this data can then no longer be updated.
Import data from Sage 50 Accounts
Note: If you haven't yet installed the Desktop Connector, for information about how to install this and add your files please refer to this article. Please note that you only need to install the Desktop Connector if you will not be connecting to files already set up in the Desktop Connector on another computer.
From the task Manager tab, click the Sage 50 Desktop data source.
Enter the Desktop Connector ID, then click Submit.
If this is the first time this organisation has been imported, open the Desktop Connector and in the Connections tab, click the Accept button alongside the name of the Spotlight user, to approve the connection.
If another user set up the Desktop Connector, or if you're accessing the organisation remotely, please request that the person who set up the Desktop Connector authorise this connection as above.
Once the authorisation is complete, you are redirected back to Spotlight Forecasting and can now import your data.
Select the actual and budget dates you’d like to import data for and click Import.
Note: You can choose not to import either Actuals or Budget data by unchecking the respective checkboxes however this will limit your choice when you select which data to use for your budget or forecast.
If needed, you can remove your Sage data source at any time by clicking Remove Account. This will delete all your imported actuals and budget values, and any forecasts or budgets you linked to this data can then no longer be updated.
Import data from MS Excel
If the accounting system you use isn't listed, you can still bring the data in via Microsoft Excel.
From the Task Manager tab, click the Excel data source.
Once you're ready to import the file, click Choose File, then browse to and select the Excel file you want and click Open.
To begin the import, click Import Data
Select a data source within a budget or forecast
When you create your budget or forecast, you can select the data source you want to use. This can be the original data source you connected to the organisation, a budget you've already created, or if you've chosen to copy a forecast you can also select an existing forecast as the data source. There is also an option to enter data manually.
Note: Once you've chosen a data source, remember that this cannot be changed later without resetting the forecast, as all information in the forecast is based on this data source. Please ensure that you choose the correct one when setting up your forecast.
To select an existing data source
Ensure that you have completed the Budget or Forecast Settings workflow screen accurately and select 'Next'.
Note : If you create a Forecast task, ensure you fill in the Tax Settings screen and select 'Next'
In the Select Data Source section click the data source, budget or forecast you want to use as the basis for your forecast.
If you chose to use an imported data source, rather than a budget or forecast, in the Select Data to Use section, select which data to use as your starting point.
Click Save to begin working on your budget or forecast.
To enter your data manually
Ensure that you have completed the Budget or Forecast Settings section accurately.
In the Select Data Source section, click Manually Enter.
Click Save. The data grid will be populated with a Spotlight default chart of accounts ready for you to begin.
Add additional account codes as necessary.
Enter the amounts into the profit and loss data grid as required.
