This article provides instructions for using the import tool to either add new Spending Rule Exceptions or update existing ones in bulk.

To enter exceptions manually for a single fund, please see How Do I Set Up Spending Rule Exceptions?

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1. Updating Existing Spending Rule Exceptions

If you need to modify exceptions that are already in your database, follow these steps to ensure the system matches your changes to the correct records.

1. Export Current Data: Navigate to Spending & Fees > Spending rule exceptions tab. Click the Export XLSX button.

   • Note: Keep this file open; you will need the ID values from this export to perform updates.

2. Start the Import: Navigate to Import/Export on the left panel and click Create new import.

3. Select Type: Choose Spending Rule Exceptions from the dropdown and click Continue.

4. Prepare the Template: Click the link to Download the import template.

5. Populate the Template: Copy the ID and GLID from your export file into the template.

   • The ID field is required for updates. If the ID field is left blank, the system will treat the row as a new exception rather than an update.

   • Populate any other fields you wish to keep "as-is" from your export.

6. Apply Changes: Update the specific fields (Activity Type, Calc Type, Amount, etc.) you wish to change.

   • Clearing Data: Enter the word NULL into any cell where you want to completely clear out an existing value.

7. Upload & Approve: Browse for your saved template, click Upload, review the data in the preview table, and click Approve import.

Important Notes for Updates:

• Any existing exceptions left off your import file will remain untouched in the database.

• This is the standard process for all bulk updates to spending rule exceptions.

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2. Adding New Spending Rule Exceptions

Use these steps if you are setting up new spending rule exceptions for funds.

1. Navigate to Import/Export > Create new import.

2. Select Spending Rule Exceptions and click Continue.

3. Download the import template.

4. Populate the GLID, Activity Type, Calc Type, and Amount (if applicable).

   • Leave the ID column blank. Since these are new records, the system will generate a new ID upon import.

5. Upload the file and click Approve import.

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Field Definitions & Tips

Activity Types

• Distribute: Posts a distribution transaction entry.

• Reinvest to Market: Records as an external transfer; increases temporarily restricted funds.

• Reinvest to Principal: Impacts cost and permanently restricted net assets (recorded as a gift).

• Add to Unspent Allocation: Accumulates in a "bucket" (Spending Bucket Transfer) and does not impact cash until spent.

Calculation Types (Calc Type)

• All: Distributes the entire calculated amount (leave the Amount column blank).

• Percentage: Enter as a whole number (e.g., enter "50" for 50%, not ".5").

• Fixed: Distributes a specific dollar amount.

Pro Tip: If distributions are going to multiple destinations, you must set up multiple rows/rules for that GLID. When using Percentage, we recommend setting up one rule as "Percentage" and the final rule as "Distribute ALL" to ensure all remaining pennies are accounted for without rounding issues.

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Troubleshooting Import Errors

If the file fails to load, click Download the error list.

• Missing Funds: The most common error is a GLID that does not exist in Balance. You must add the fund to your database first: How Do I Add a Fund?

• Formatting: Ensure percentages are whole numbers and required fields (GLID, Activity, Calc Type) are not empty.

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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).

More examples of how to populate your template

Spending Rule Exceptions Import Example Template

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?