This article contains steps for entering transaction activity into Balance by using an import. To enter transaction activity manually by fund, please see: How Do I Enter Transaction Activity in Balance Manually?

 

1. Go to Import/Export. Click the Create new import button.  

   

    
2. Select the "Transaction Activity (Simple)" import type from the drop down and click the Continue button.

   

    
3. Download the Transaction Activity (Simple) template.  Populate the template with transactions for the current posting period and save the import file to your computer. 
4. Populate this template as shown below. Transaction Type, GLID and Amount are required fields. 

   

    
   
   Need help determining which Transaction Type to use? Transaction Type Category Definitions
   
   Below are examples of how amounts should be entered, where as a positive or negative value:

   Transaction Type	Enter as a Positive or Negative value in Transaction Entry Screen	Notes
   Gift	Positive
   Distribution	Positive	Balance will automatically subtract the amount from the Fund balance
   Expense	Positive	Balance will automatically subtract the amount from the Fund balance
   Internal Transfer	Positive	Balance will automatically subtract the amount from "transfer from" Fund balance, and add it to the "transfer to" fund balance
   External Transfer In or Out	Positive	Use the deactivate fund feature found in the Fund Profile section if you are closing the Fund. Balance will automatically create the necessary transactions for you
   Cash Historical Gift Transfer	Positive if adding to Fund;  Negative if subtracting from Fund
   Income	Positive if adding to Fund;  Negative if subtracting from Fund	Investment Income (Interest & Dividends) that are to be spread across the entire Pool should be entered in the Investment Activity screen
   Income to Principal	Positive
   Investment Fees	Positive	Investment Fees that are to be spread across the entire Pool should be entered in the Investment Activity screen
   Non-Cash Historical Gift Transfer	Positive if adding to Fund;  Negative if subtracting from Fund
   Due To Due From Transfer	Positive if money has not yet been deposited with the Investments; Negative if money has not yet been withdrawn from the Investments	ONLY use this transaction type for DTDF Funds. Other transaction types should not be used with a DTDF Fund.
   Non-Unitized Asset Transfer *Non Pooled Transfer prior to 5/25/18	Positive if adding to the non-unitized asset balance; negative if subtracting from the non-unitized asset balance.	Use only for Non Unitized Funds or Funds that have a Non Unitized Asset component (Not a usual occurrence)
   Pledge	Positive	Pledge Activity is tracked on the Pledge Balances Report
   Pledge Payment	Positive	Pledge Activity is tracked on the Pledge Balances Report
   Pledge Write-Off	Positive	Pledge Activity is tracked on the Pledge Balances Report
   Realized Gains	Positive if adding to Fund;  Negative if subtracting from Fund	Realized gains/losses that are to be spread across the entire Pool should be entered in the Investment Activity screen
   Unrealized Gains	Positive if adding to Fund;  Negative if subtracting from Fund	Unrealized gains/losses that are to be spread across the entire Pool should be entered in the Investment Activity screen

5. 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. 

   

    
6. The imported transactions will appear in a table. Review the transactions and click the Approve import button. A popup will ask you to confirm approval of the import. Click 'Yes, approve import' then you'll receive a confirmation that the import was approved and records were updated.

   

    

Errors

Any records that are corrupt or have no matching GLID number in Balance will generate an error. The error message will indicate the reason the file did not load successfully. You can download the error list and click Show/Hide rows to see the error details. Follow the instructions in the interface to correct the error. The user will have to fix these errors and upload the file again.

In most cases errors are generated by gift transactions that were entered to funds that have not yet been set up in Balance. If the fund is not in your database, you'll need to add the new fund to your database by following these instructions: How Do I Add a Fund? 

Deleting an Import File

If you need to delete the imported file, go to Accounting > Delete file activity and click the Delete button.  

You will be directed to the Delete file activity screen. You'll see any transactions that will be deleted with the import file in the table. Click the 'Approve delete' button and a confirmation screen will show that the import file was deleted.

 

Please Note: If you are using the Expendable Funds Module, the Transaction Activity (Simple) template is also used to import expendable fund transactions.