Transactions can be entered in Balance manually, via a copy from Excel feature, or with an import. Watch a quick video on how to use these three methods or read below for step by step instructions.
This article explains what each transaction type does: Transaction Type Guide.
Manual transaction entry: To enter transactions manually go to the ACTIVITY TRANSACTION ENTRY. You will need to select the transaction from the TRANSACTION TYPE drop down box then select the fund the transaction applies to from the ENDOWMENT drop down box. You then put in the amount, any note you want to assign to the transaction, then hit the SAVE button.
Copy from Excel: In order to use the COPY FROM EXCEL feature, transactions need to be entered in a three column format in a worksheet that can be copied and pasted (four columns if you are entering distributions and want to include the spending/income account number). The columns should be in the following order: GLID, amount, note and spending/income account number (if entering distributions). Next go to ACTIVITY TRANSACTION ENTRY and select the COPY FROM EXCEL tab. Select the transaction type for the transactions you will be pasting in from the TRANSACTION TYPE drop down box. Copy the three (or four) columns of the worksheet then go back into Fundriver and select the PASTE button (you will be prompted to enter Ctrl + V to complete the paste). When you are ready to commit the records to the database select the PROCESS button.
Please note that each individual transaction type needs to be processed separately.
For step-by-step screen shots of the Copy From Excel process, please see the article entitled "How do I add gifts or other transactions to Fundriver using Copy from Excel?"
GL Import: Go to the ACTIVITY >TRANSACTION ENTRY. Select the GL IMPORT tab. This will bring up a feature that will allow you to import one of our standard import files or a file that you created from your accounting system.
For step-by-step instructions on how to use our Standard Transaction Activity Import file see this article; Standard Transaction Template and GL Import Instructions.
First select the import type from the IMPORT TYPE drop down box. Use the BROWSE feature to locate the file you have created and saved for uploading. Once you have the file for uploading select the UPLOAD button and that file and records will be committed to the database.
Note: If you are using the Expendable Funds Module, you will also see the Expendable Funds Transaction Activity Import in this drop down. If your organization utilizes custom transaction types, be sure to use the template that was provided during implementation.
Any records that are corrupt or have no matching GLID number in Balance will be pending and will not commit to the database. Those pending records will be visible in the “GL Import” grid until either deleted or corrected. In most cases pending records represent gift transactions that were entered to funds that have not yet been set up in Balance. Once the corrections are made, return to the GL Import screen and click REPROCESS to commit the records.
