This article discusses how to add or edit fund information in bulk by using an import.

Downloading the Import File

1. Navigate to Import/Export on the left side panel in your database.
2. Select 'Create new import' button towards the top right corner of the page.

   

3. Select import type from the dropdown. You'll choose either 'Endowment Fund' or 'Expendable Fund' depending on the type of funds you want to add/edit, then hit Continue.
4. Download the template for the import by clicking the 'Download Endowment/Expendable Fund template' button.

It is important to use the template found in your database because the template has a header row with column names that map to your organization's individual fields within the Fund Profile. Do not relabel or rearrange the header row. 

Adding New Funds

Columns A - H on the import template are required to be populated when adding a new fund. Your organization may have renamed the below required fields:

• GLID (column A)

• GLID Fund Name (column B)
• Investment Pool (column C)
• Net Asset Class (column D)
• Campuses (column E)
• Department (column F)
• Purpose/Use (column G)
• Spending Rule (column H)

 Please Note: When populating the import template, fund categories must match existing categories. You can not add new categories via bulk import. To add new categories, see this article. 

Example Template for Adding New Funds

Updating Existing Funds

The GLID field needs to be populated when updating a fund.  The investment pool should NOT be populated since this field CANNOT be edited.  Any field that is BLANK for a fund, will not get updated.

There is an option to clear out data within a NON-required field. This will replace any value with a blank.  For example, if you no longer need the Auxiliary ID populated for all existing funds; you can populate all funds with "NULL" in the Auxiliary ID column. This will clear out any data for the funds imported.

Please Note: GLIDs cannot be updated via the Import template. GLIDs can be updated one at a time on the individual Fund Profile pages. If you need to update multiple GLIDs, contact support for assistance.

Example Template for Updating Existing Funds

 Uploading the File

Once you've completed your template, save locally and use the Browse button to select the file to be uploaded. Once the file has been selected, click on Upload to bring that file into Balance. Your changes will appear in a view only table. Click Approve Import to commit your additions/updates. 

Once your file has been successfully uploaded, it will appear in the Import history. You can view this by navigating back to the Import/Export page on the left panel in your database. 

Error Messages 

This type of import does a 2-step validation process. The first looks at issues in the data (text in a numeric field, number in a date field, etc.).  Once these errors are corrected on the file, the system will then proceed to the business rule validations (does the Department exist for example). Errors will be shown in a table as seen below. You can Download the error list and click Show/Hide rows to see the error details.

The user will have to fix these errors and upload the file again. You may need to add new Fund Categories or make corrections on your file before proceeding. The Import only processes when there are no errors as it is committing the entire file. 

Once the errors have been corrected and the file has been saved, hit Upload corrected file to reupload.