Overview

This guide walks Impact-only customers through the requirements for uploading fund financial activity data for both Endowment Funds and Expendable Funds. Following these specifications ensures your fund activity displays correctly in donor-facing reports using the EverTrue best practice, out-of-the-box reporting configuration.

Impact customers who do not use the Balance module to populate fund financial data via a structured import file. The imported data drives the financial activity tables visible in donor reports.

This guide covers:

• The required and optional fields for each fund type

• How field values map to the Impact report display labels

• The out-of-the-box activity row configuration for both Endowment and Expendable fund reports

• Data formatting rules and validation requirements

💡 Note: Most field labels visible to donors within Impact reports can be relabeled during implementation to match your institution's terminology. The Impact Field Labels shown in this guide reflect the default out-of-box configuration.

Section 1: Endowment Fund Import

Endowment fund activity captures the investment performance, distributions, contributions, and market value movement for each endowment fund over a reporting period.

1.1  File Requirements

• One row per fund per reporting period

• Fund IDs must be unique across the entire import file

• All currency fields should be provided as numeric values (no $ symbols or commas)

• The Reporting Period format must be consistent across all records

1.2  Field Reference — Endowment Funds

Field Name	Impact Display Label	Required?	Details / Notes
Reporting Period	Reporting Period	Yes	Provide for each reporting period (annual or quarterly). Must be consistent across all records (e.g., 7/1/2025–6/30/2026).
Fund ID	Fund ID	Yes	Must be unique per fund. Used to link endowment and expendable records.
Fund Name	Fund Name	Yes	Limited to 250 characters.
Beginning Market Value	Market value as of @DatePlusOneShortFormat	Yes	Opening market value for the reporting period.
Fund Performance	Investment performance	Yes	Net investment return for the period.
Distributions	Endowment distributions	Yes	Distributions paid out of the endowment.
Transfers	Transfers	No	Optional. Include when inter-fund transfers are applicable.
Contributions	Gifts	Yes	New gifts received during the period.
Ending Market Value	Market value as of @DateShortFormat	Yes	Closing market value for the reporting period.
Ending Historical Gift	Ending contributed value @DateShortFormat	No	Hide if not reporting to donors. Shows cumulative contributed value.
Reconcile Check	(Internal)	No	Informational only. Helps verify fund activity reconciles to zero.
Purpose Description	Purpose Description	No	Optional donor-facing text. Limited to 250 characters.
Inception Date	Inception Date	No	Format: MM/DD/YYYY. Not displayed to donors by default.
Net Asset Classification	(Internal)	No	Informational only. Helps guide reporting and application setup.

 

⚠ Important: Fields marked Required must be populated for the out-of-box reporting configuration to display correctly. Optional fields can be omitted or hidden from donor-facing reports depending on your institution's reporting preferences.

1.3  Out-of-Box Activity Row Configuration — Endowment Funds

The table below shows the default Endowment Activity row configuration used in the best-practice Impact report template. Each row corresponds to a line in the fund activity table displayed to donors. The row order, Impact field labels, and display settings shown here are the out-of-box defaults.

Row #	Field Name	Impact Field Label	Date To Use	Show Currency?	Hide If Zero?	Heavy Bottom?
1	Market value (start)	Market value as of @DatePlusOneShortFormat	Start date	Yes	No	No
2	Fund performance	Investment performance	Range	Yes	No	No
3	Distributions	Endowment distributions	Range	Yes	No	No
4	Transfers	Transfers	Range	Yes	No	No
5	Contributions	Gifts	Range	Yes	No	No
6	Market value (end)	Market value as of @DateShortFormat	End date	Yes	No	No
7	Historical gift	Ending contributed value @DateShortFormat	End date	Yes	No	No

 

💡 Note: The 'Date To Use' setting controls which date value is displayed alongside the field label in the report. 'Start date' uses the beginning of the reporting period; 'End date' uses the period end date; 'Range' displays no specific date (used for activity fields spanning the full period).

 

Reconcile Check (not shown in donor reports): The Reconcile Check field is an internal-use column for quickly verifying that fund activity rolls forward correctly. It is not displayed in donor-facing Impact reports.

Section 2: Expendable Fund Import

Expendable fund activity captures the movement of spending account balances — including incoming distributions from the endowment, new gifts, and actual donor-designated spending — for each expendable fund over a reporting period.

2.1  File Requirements

• One row per fund per reporting period

• Fund IDs must be unique. Convention: append "-E" to the linked endowment Fund ID (e.g., if the endowment Fund ID is 10000, the expendable Fund ID should be 10000-E)

• All currency fields should be provided as numeric values (no $ symbols or commas)

• The Reporting Period must match the format used in the Endowment import

2.2  Field Reference — Expendable Funds

Field Name	Impact Display Label	Required?	Details / Notes
Reporting Period	Reporting Period	Yes	Must match endowment import period format exactly.
Fund ID	Fund ID	Yes	Must be unique. Convention: append "-E" to the linked endowment Fund ID (e.g., 10000-E).
Fund Name	Fund Name	Yes	Limited to 250 characters.
Beginning Spending Account Balance	Beginning balance @DatePlusOneShortFormat	Yes	Opening balance of the spending account.
Contributions	Gifts	Yes	New gifts or transfers into the spending account.
Distributions	Endowment Allocation	Yes	Revenue from endowment distributions released for spending in the reporting FY.
Transfers	Transfers	No	Optional. Include only if applicable to your reporting needs.
Donor-Designated Use	Funds Expended	Yes	Actual spending for donor-intended purposes (e.g., scholarships, salaries).
Ending Spending Account Balance	Ending balance @DateShortFormat	Yes	Closing balance of the spending account.
Endow Fund ID	Endow Fund ID	No	Links back to the parent endowment fund. Recommended for institutions tracking both fund types.
Reconcile Check	(Internal)	No	Informational only. Verifies spending activity reconciles.
Purpose Description	Purpose Description	No	Optional donor-facing text. Limited to 500 characters.
Inception Date	Inception Date	No	Format: MM/DD/YYYY. Not displayed to donors by default.

 

⚠ Important: The 'Distributions' field in the Expendable import represents the endowment distribution revenue released from restriction (i.e., appropriated for spending) during the reporting year — not the total endowment distributions. This is distinct from the 'Distributions' field in the Endowment import.

2.3  Out-of-Box Activity Row Configuration — Expendable Funds

The table below shows the default Expendable Activity row configuration used in the best-practice Impact report template. This is the out-of-the-box default for expendable fund reports.

 

Row #	Field Name	Impact Field Label	Date To Use	Show Currency?	Hide If Zero?	Heavy Bottom?
1	Spending account balance	Beginning balance @DatePlusOneShortFormat	Start date	Yes	No	No
2	Contributions	Gifts	Range	Yes	No	No
3	Distributions	Endowment Allocation	Range	Yes	No	No
4	Transfers	Transfers	Range	Yes	No	No
5	Donor-Designated Use	Funds Expended	Range	Yes	No	No
6	Spending Account Balance	Ending balance @DateShortFormat	End date	Yes	No	No

 

💡 Note: The 'Donor-Designated Use' field captures actual spending against the donor's intended purpose (e.g., scholarships awarded, salary support, program expenses). This field is labeled 'Funds Expended' in the out-of-the-box report template.

 

Section 3: Sample Row Data

The examples below show how a correctly formatted import row looks for each fund type. Dollar amounts are numeric values only — no currency symbols or commas.

3.1  Sample Endowment Row

Reporting Period	7/1/2025–6/30/2026
Fund ID	10000
Fund Name	(Your fund name)
Beginning Market Value	10000
Fund Performance	6675
Distributions	4000
Transfers	(blank if not applicable)
Contributions	1000
Ending Market Value	13675
Ending Historical Gift	(blank if not reporting)
Reconcile Check	0 (auto-calculated)

 

3.2  Sample Expendable Row

Reporting Period	7/1/2025–6/30/2026
Fund ID	10000-E
Fund Name	(Your fund name)
Beginning Spending Account Balance	1000
Contributions	1000
Distributions	4000
Transfers	(blank if not applicable)
Donor-Designated Use	5000
Ending Spending Account Balance	1000
Endow Fund ID	10000
Reconcile Check	0 (auto-calculated)

Section 4: Key Data Rules & Validation

Fund ID

• Must be unique across the entire import file

• Cannot be changed after initial import without coordinating with your EverTrue Customer Success representative

• For expendable funds linked to an endowment: use the endowment Fund ID with a consistent suffix convention (recommended: append "-E")

Reporting Period

• Must be provided for every row

• The format and date range must be consistent across all records in the same import batch

• Supports annual and quarterly reporting cycles — confirm your frequency with EverTrue during implementation

Currency / Numeric Fields

• Enter all dollar amounts as plain numbers (e.g., 10000, not $10,000.00)

• Negative values are supported where applicable (e.g., negative distributions or transfers)

• Zero values are acceptable for applicable fields; do not leave required currency fields blank

Optional Fields — Hiding from Donor Reports

• Purpose Description, Inception Date, Ending Historical Gift, and Net Asset Classification are not displayed to donors in the out-of-the-box configuration

• These fields can be included in the import for internal tracking without affecting the donor-facing report

• If your institution wishes to display any of these fields, contact your EverTrue Customer Success representative to discuss configuration options

Date Format

• Inception Date must be formatted as MM/DD/YYYY

• Reporting Period date ranges should follow the format shown in the sample data (e.g., 7/1/2025–6/30/2026) and be consistent

Section 5: Frequently Asked Questions

What if my institution does not track expendable funds separately?

Expendable fund reporting is optional. If your institution only tracks endowment fund activity, you only need to prepare the Endowment import. Contact your EverTrue Customer Success representative to confirm which report template configuration is appropriate.

Can field labels be changed in donor reports?

Yes. Most Impact Field Labels are configurable during implementation. The labels shown in this guide reflect the out-of-box defaults. Work with your Customer Success representative to customize labels to match your institution's terminology.

How often do I need to upload fund activity data?

The upload frequency is determined during your implementation and should align with your reporting cycle (annual or quarterly). Each upload batch should contain records with a consistent Reporting Period value.

What is the Reconcile Check column used for?

The Reconcile Check column is an internal validation aid. For a complete activity roll-forward import, it should equal zero if the activity data is correct (beginning value + activity = ending value). It is not displayed to donors.

How is the Expendable fund linked to its parent Endowment fund?

The Endow Fund ID field in the Expendable import stores the Fund ID of the linked endowment fund. This association is used internally and may be used for reporting or navigation purposes within Impact. It is not required, but is strongly recommended when both fund types are being imported.

 

Questions? Contact your EverTrue Customer Success representative or submit a support ticket through the Impact Help Center.