The Fund Profile in Balance has several user-specific fields (attributes) that can be used to track things such as Net Asset Classification, the department to which the fund is tied, and the spending rule used for the fund. The Fund Profile also contains several other fields that can be customized based on how your organization wants to group and filter funds (several standard reports are based off of these fields). These Fund Categories can be populated during the initial data load, but can also be added to as the organization continues to use Balance. 

Add/Edit/Delete Fund Categories

Start by navigating to Funds in the menu on the left side of your database. Across the top of your screen you'll see several categories, including Net Asset Classification, Purpose/Use, Department, etc. Click on the Fund Category you'd like to update, and you'll see the existing items listed below.

Hit Edit or Delete to make changes to the existing items.  If, for example, you want to delete the Math Department and there are funds in Balance assigned to that Department, those funds will need to be reassigned to a different Department prior to deleting the Category item. Instructions for reassigning Fund Categories are below.

Click the blue "Add New (field name)" button to add new items to the Fund Category. Enter the name and a code (optional) for the new item and hit Add to save your changes.

Reassign Fund Categories

A Fund Category cannot be deleted if any funds are assigned to it. See steps below to reassign Fund Categories using one of two methods.

Manual Method

Use this method if you only have a few funds that need to be updated. You can reassign a fund on the Fund Profile page by navigating to Funds then selecting the fund. From here, hit the 'Fund actions' button and click 'Edit fund'. Update the field you want to reassign then hit Save changes at the bottom of the page.

Import Method

You can update the Fund Category assignments for multiple funds in one swoop using an import. Navigate to Import/Export on the left side panel in your database. Click the 'Create new import' button and select either 'Endowment Fund' or 'Expendable Fund' as the import type, depending on the type of funds you want to update.

 Hit Continue then the 'Download Endowment/Expendable Fund template' button. 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. 

Fill out the template ensuring the GLID field and the field(s) you want to update is populated for all funds you need to edit. 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.

In the example below, we only want to update the Department for these funds, so only GLID and Department have been populated. 

When your template is complete, save locally and use the Browse button to select this 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. Errors will appear in a table as well with a message detailing the issue. The changes from the uploaded file will be processed when you select the 'Approve import' button.