This article contains steps for entering Spending Rule Exceptions (Distribution Rules) into Balance by using an import. To enter Spending Rule Exceptions manually by fund, please see How Do I Set Up Spending Rule Exceptions (Distribution Rules)?

 

Using Spending Exceptions Export as Import Template

You can export your current Spending Rule Exceptions and use that as the template for your import!

1. Navigate to Spending & Fees on the left side panel in your database. Click on the Spending rule exception tab across the top.
2. This page will default to show all funds with Spending rule exceptions. Click the Export XLSX button to export all current exceptions to an Excel spreadsheet.
    

   

    
    
3. You can then use this exported spreadsheet as the template for your import. Simply update the fields you want to change, or add new spending rule exceptions, then upload the template using the steps below.

 

Using the Import

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

   

    
    
2. Select the Spending Rule Exceptions import type from the dropdown, hit Continue.
    
3. On the next page, you'll be able to download a fresh template. Alternatively, you can see the steps above to use an export of your current spending rule exceptions as the import template.
   
   

   

    
    
4. Populate the template as shown below. GLID, Activity Type, Calc Type and Amount are required fields (depending on what you are trying to do).
   
   

   

    
    
5. Once you have a template filled in with your data, click 'Browse' and select your file. Then hit 'Upload'.
    

   

    
    
6. The imported Spending Exceptions will appear in a table. Review the Spending Exceptions 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.

Populating the Template

Note: If distributions are going to two or more destinations, multiple rules will need to be set up.

Activity Type

There are three choices available. See below for examples of how to use each Activity type.

Distribute 

Distributes all earnings based on Spending Rule applied. A distribution transaction entry is posted. 

Reinvest to Market 

An external transfer in transaction is posted. Records as a transfer. Increases temporarily restricted as long as fund is above water.

Reinvest to Principal

Impacts cost and gets recorded as a gift. Impacts permanently restricted net asset. An Income to Principal transaction is posted. 

Add to Unspent Allocation

Fund accumulates spending in a bucket. Does not impact cash until it is spent.  Does not get reset each year; the cash builds up.  A Spending Bucket Transfer transaction is posted.

Calculation Type (Calc Type)

All, Percentage or Fixed. 

Note: When setting up a Calc Type of Percentage, setting up two rules (one as a Distribute ALL and one as your percentage) will ensure that all pennies are accounted for.  Setting up two percentage rules (ex. 50% and 50%) might overlook pennies due to rounding.

Examples

Below are examples of different distribution rules and how their application affects distributions. The examples will explain how the fields in the screen capture below should be populated in each scenario.  Check out the attached spreadsheet at the conclusion of this article for more examples!

Example 1: Partial distribution amount or a reinvestment of a partial amount

In this example, we will be distributing 90% of the calculated amount and the rest will remain in the fund. Or the 10% remaining will re-invest to principal (corpus).

Note: Enter a percentage amount as a whole number. For example, 50% should be entered as “50” not “.5”.

 Cash flow impact: Cash flow out of the pool for the 90% amount of the distribution.

Example 2:  Distribute a fixed amount

A single distribution transaction will be created for the fixed amount.

 

Cash flow impact:  The net cash flow on the reconciliation for this scenario is the fixed amount. The reinvest back to principal or market value will occur for any differences from full calculated amount (over fixed).

 

Import Errors

If there are any errors in your import, you'll see an error message that 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 Spending exceptions that were entered to funds that do not exist 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?