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 EverTrue’s transparent fund activity reporting configuration.

Impact-only customers do not use the Balance module directly. Fund financial activity data is populated via a structured import file that the Evertrue Impact + Balance Support team uploads on your behalf- see “How Your File Gets Loaded into Balance” below. The imported data drives the financial activity tables visible in donor reports.

This guide covers:

• How to submit your completed file so it can be loaded into Balance

• The required and optional fields for each fund type

• How field values map to the Impact report display labels

• The fund activity reporting row configuration for both Endowment and Expendable fund donor reports

• Data formatting rules and validation requirements

• Implementation and Support considerations for the team loading the file (Section 6 — internal)

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 fund activity reporting configuration.

How Your File Gets Uploaded 

As an Impact-only customer, you don't have direct login access to Balance, so our Support team will upload your data for you.

1. Complete your Endowment Activity file and/or Expendable Activity file following the specifications below.

2. Submit a support ticket through by emailing support.impact@evertrue.com or using the orange Support widget in your database. Include both your completed file(s) and the reporting period the file covers.

3. We will review your file and upload it into Balance.

4. If any records fail validation, we will follow up with the specific errors so you can correct your file and resubmit.

Tip: Submitting a complete, correctly formatted file the first time helps your activity post faster - see Section 4 for the validation rules Support's upload will check.

Section 1: Endowment Fund Import

Endowment fund activity captures investment performance, distributions, contributions, and market value activity for each endowment fund over a reporting period (typically annually for compliance with additional options available for donors that ask for more frequent reporting).

File Requirements

• Template: ImpactOnlyEndowmentActivity_template.xlsx

• 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), rounded to two decimal places

• Start Date and End Date must be identical across every row in the file, and both must fall on a month-end

1.2 Field Reference — Endowment Funds

Field Name	Impact Display Label	Required?	Details / Notes
Start Date	Reporting Period (start)	Yes	First date of the reporting period, entered as the prior period's month-end (e.g., 6/30/2025 for a reporting period ending 6/30/2026). Must be identical across every record in the file and must fall on a month-end.
End Date	Reporting Period (end)	Yes	Last day of the reporting period. Must be identical across every record in the file and must fall on a month-end (e.g., 6/30/2026). Together, Start Date and End Date drive the Reporting Period shown to donors.
Fund ID	Fund ID	Yes	Must be unique within the file. Used to link endowment and expendable records.
Fund Name	Fund Name	Yes	Limited to 125 characters
Beginning Market Value	Market value as of @DatePlusOneShortFormat	Yes	Opening market value for the reporting period. For an existing fund, this must match the value already on record for the previous reporting period’s end date (if the fund existed)
Ending Market Value	Market value as of @DateShortFormat	Yes	Closing market value for the reporting period.
Fund Performance	Investment performance	Yes	Net investment return for the period. This would typically include Interest / Dividend Income, Investment + Internal Administration Fees for Managing Institutional Funds,  Realized + Unrealized Gains / Losses.
Distributions	Endowment distributions	Yes	Distributions paid out of the endowment. Enter as a negative value - see Sign Convention note below.
Transfers	Transfers	No	Optional. Including when inter-fund transfers are applicable.
Contributions	Gifts	Yes	New gifts received during the period.
Ending Historical Gift	Ending contributed value @DateShortFormat	No	Not Required. Original Gift + Donor Directed Re-investments impacting the historical corpus.
Reconcile Check	(Internal)	Yes (new funds)	A self-check value confirming Beginning Market Value + net activity (Fund Performance, Contributions, Distributions, Transfers) = Ending Market Value. This should only net to zero for customers that are planning to share the full fund activity to their donors as a check that the 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.
Net Asset Classification	(Internal)	Yes (new funds)	Must already exist in the system and must correspond to a non-expendable classification. Funds classified as Expendable will be rejected by this import — use the Expendable Fund import instead.

Note: Fields marked Required must be populated for the fund activity 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 Fund activity reporting 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.

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.

Reconcile Check (not shown in donor reports):

This is an internal self-check 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

• Template: ImpactOnlyExpendableActivity_template.xlsx

• 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), rounded to two decimal places

• Start Date and End Date must match the dates used in the Endowment import exactly

2.2 Field Reference — Expendable Funds

Field Name	Impact Display Label	Required?	Details / Notes
Start Date	Reporting Period (start)	Yes	First date of the reporting period (the prior period's month-end). Must match the Start Date used in the Endowment import exactly and must fall on a month-end.
End Date	Reporting Period (end)	Yes	Last day of the reporting period. Must match the End Date used in the Endowment import exactly and must fall on a month-end.
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 125 characters.
Beginning Spending Account Balance	Beginning balance @DatePlusOneShortFormat	Yes	Opening balance of the spending account. For an existing fund, this must match the value already on record for that date.
Ending Spending Account Balance	Ending balance @DateShortFormat	Yes	Closing balance of the spending account.
Contributions	Gifts	Yes	New unrestricted gifts or transfers into the spending account.
Distributions	Endowment Allocation	Yes	Revenue from endowment distributions released for spending in the reporting period.
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). Enter as a negative value. See Sign Convention note below
Endow Fund ID	Endow Fund ID	No	Links back to the parent endowment fund. Recommended when both fund types are being imported.
Reconcile Check	(Internal)	Yes (new funds)	A self-check value confirming Beginning Balance + net activity (Contributions + Distributions + Transfers + Donor-Designated Use) = Ending Balance. Not currently validated by the system but required when establishing a new fund record.
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.
Net Asset Classification	(Internal)	Yes (new funds)	Default Values = Expendable. For detailed breakout: Expendable with Endowment, Expendable Only. We can report on all types of expendable funds.

Note: 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 Fund activity reporting Activity Row Configuration: Expendable Funds

The table below shows the default Expendable Activity row configuration used in the best-practice Impact report template.

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 Fund Financial Performance reporting 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.

Sign Convention: Distributions (Endowment) and Donor-Designated Use (Expendable) represent money leaving the fund, and should be entered as negative values — matching the convention used when this activity is reported back to donors. The samples below reflect this.

3.1 Sample Endowment Row

Field	Example Value
Start Date	6/30/2025
End Date	6/30/2026
Fund ID	10000
Fund Name	(Your fund name)
Beginning Market Value	10000
Ending Market Value	13675
Fund Performance	6675
Distributions	-4000
Transfers	(blank if not applicable)
Contributions	1000
Ending Historical Gift	(blank if not reporting)
Reconcile Check	0 (should equal 0 if Beginning + activity = Ending)
Net Asset Classification	(your institution's non-expendable classification)

3.2 Sample Expendable Row

Field	Example Value
Start Date	6/30/2025
End Date	6/30/2026
Fund ID	10000-E
Fund Name	(Your fund name)
Beginning Spending Account Balance	1000
Ending Spending Account Balance	1000
Contributions	1000
Distributions	4000
Transfers	(blank if not applicable)
Donor-Designated Use	-5000
Endow Fund ID	10000
Reconcile Check	0 (should equal 0 if Beginning + activity = Ending)
Net Asset Classification	(your institution's expendable classification)

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 EverTrue Support

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

Start Date / End Date (Reporting Period)

• Must be provided for every row, as two separate columns — Start Date and End Date — not a combined date range

• Both values must be identical across every record in the same file

• Both the Start Date and End Date must fall on a month-end

• Start Date is the prior period's month-end (for example, 6/30/2025 for a reporting period ending 6/30/2026), because it is the as-of date for each fund's Beginning Market Value or Beginning Spending Account Balance. A first-of-month date such as 7/1/2025 will not pass the month-end check

• The Start Date cannot be after the End Date

• For Expendable files, Start Date and End Date must match the Endowment file's values exactly

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

Each Submission Replaces Prior Activity

Uploading a new file for a fund type (Endowment or Expendable) replaces the activity previously loaded for that reporting period for the funds included. Important implications:

• Any fund that was loaded previously but is left off a new file will show no activity for that period once the new file is processed - the fund record itself is not deleted, but its activity is cleared.

• Always include every fund you want reflected in the current reporting period file, even if a fund's activity hasn't changed.

• Endowment Activity and Expendable Activity are uploaded and processed independently submitting one does not affect data already loaded for the other.

Currency / Numeric Fields

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

• Round all dollar amounts to two decimal places - values carried out to additional decimals (common when data is exported from an investment or accounting system) should be rounded before you submit

• Distributions (Endowment) and Donor-Designated Use (Expendable) should be entered into as negative values

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

Net Asset Classification

• Must already exist in the system before you import it. If you need a new classification set up, contact Evertrue Support

• Must be populated for every new fund (a fund that does not yet exist in the system) in the file

• Each import type checks that submitted funds carry the matching classification: the Endowment import will reject a fund classified as Expendable, and the Expendable import will reject a fund not classified as Expendable

• If you're unsure which import a fund belongs in, check its classification before submitting, or ask our support team.

Optional Fields — Hiding from Donor Reports

• Purpose Description, Inception Date, and Ending Historical Gift 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 support.impact@evertrue.com to discuss configuration options

Date Format

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

• Start Date and End Date must each fall on a month-end, formatted as shown in the sample data (e.g., 6/30/2025 and 6/30/2026)

Common Validation Errors

If a file doesn't pass validation, Support will see (and share with you) a message similar to one of the following:

• The file has duplicate records for this Fund ID

• Date must be a month-end

• [Field name] is required for new funds

• The Start Date cannot be after the End Date

• All records must have the same Start Date and the same End Date

• The Beginning Market Value does not match what is currently in the system for that post date (Endowment)

• The Beginning Spending Account Balance does not match what is currently in the system for that post date (Expendable)

• Expendable funds are not compatible with this import type (Endowment — fund is classified as Expendable)

• This Net Asset Classification is not valid for Expendable funds (Expendable — fund is not classified as Expendable)

Section 5: Frequently Asked Questions

How do I submit my Fund Financial Activity file?

Submit a support ticket through by emailing support.impact@evertrue.com or using the orange Support widget in your database with your completed file(s) attached, noting the reporting period covered. Impact-only customers don't have direct access to Balance, so the Support team uploads the data on your behalf.

What happens if I leave a fund off a new file?

That fund's activity for the current reporting period will show as zero once the new file is loaded — the fund record itself stays in the system, but its activity is cleared for that period. Always include every fund you want reflected, even if unchanged.

Can I submit Endowment and Expendable Activity separately?

Yes. The two import types are processed independently, so submitting one does not affect activity already loaded for the other.

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. 

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 fund activity reporting defaults.

How often do I need to submit fund activity data?

The submission frequency is determined during your implementation and should align with your reporting cycle (annual or quarterly). Each file should contain records with the same Start Date and End Date.

What is the Reconcile Check column used for?

Reconcile Check is a self-check value you calculate and provide: for a complete activity roll-forward, Beginning value + activity = Ending value, and Reconcile Check should equal zero if your figures are correct. It's required when establishing a new fund record. 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 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.

Why does my Start Date need to be the prior period's month-end?

Start Date is the as-of date for each fund's beginning balance. For a reporting period ending 6/30/2026, the Start Date is 6/30/2025, and reports display the beginning balance as of the following day (7/1/2025). A first-of-month Start Date will be rejected because it is not a month-end.