> This is the Markdown of a Backed Help Centre page, https://admin.backed.giving/help/administrator/funds/importing-fund-amounts.md. Every page is listed at https://admin.backed.giving/help/llms.txt.

> This page uses Backed's default terms, such as Funding Round and Application Template. An organisation may rename them, so read each as your organisation's own term if you've renamed it.

The `Import` menu on `Plan > Funds` takes two kinds of file. `Import Funds` updates each fund's
`Distribution Amount` and can add new funds. `Import valuations` records what each fund's
investments are worth on a date.

Both work from a file you upload: usually one exported by your investment manager and put into our
template. Backed reads only the file you give it, and nothing arrives by itself. Labels that name
`Fund` use your organisation's own term if you've renamed it.

## Before you start

You need the `Can access Payments` permission. Without it the `Import` menu isn't shown.

A file is a CSV of up to 5 MB and 5,000 rows. Select `Download CSV Template` in either dialog for a
file with the right headings and no rows.

## Import funds

1. Go to `Plan > Funds`, select `Import`, then `Import Funds`.
2. Under `CSV file`, choose your file. Backed reads it and shows how many funds it will create and
   update and how many rows it rejected, then every row, with rejected rows first.
3. Check the rows. If a row is rejected, its reason is beside it. To correct a file, remove it, fix
   it and upload it again.
4. Select `Import`, or `Cancel` to change nothing. Rejected rows are left out either way.

The import runs in the background and the dialog counts the rows as they finish. You can close the
dialog and the import carries on. When it finishes the dialog shows what was created, updated and
not imported, and the list shows the new amounts.

If an import stops part-way, the dialog says how many rows it finished and which row it stopped on.
The rows it finished stay imported.

### The columns

`External ID`, `Name` and `Distribution Amount` must be in the file. The rest can be left out, and
the headings can be in any order and any case.

| Column                | What it does                                                                         |
| --------------------- | ------------------------------------------------------------------------------------ |
| `External ID`         | Matches the row to a fund, ignoring case. An ID can appear only once in a file.      |
| `Name`                | The name of a new fund, when `External ID` matches none.                             |
| `Distribution Amount` | The fund's new amount: 0 or more, with at most two decimal places.                   |
| `Description`         | Replaces the fund's description. A blank cell leaves it alone.                       |
| `Accounting Code`     | Used only while an accounting integration is connected. A blank cell leaves it alone. |
| `Tags`                | Names separated by commas or semicolons. A blank cell leaves them alone.             |
| `Source`              | Where the amount came from, shown on the `Ledger`.                                   |
| `Effective Date`      | The date of the change, as YYYY-MM-DD or DD/MM/YYYY. Blank means the day of import.  |

### How rows are matched

- A row whose `External ID` matches a fund updates that fund.
- A row with no match and a `Name` creates a new fund, and the preview says so first.
- A row with no match and no `Name` is rejected.

### Where the change appears

- On the fund's `Ledger`: a change to the `Distribution Amount`, dated by `Effective Date`, showing
  the row's `Source` or `CSV import` if it had none.
- In the fund's `History`: the old and new values, who imported them, and the name of the file.

See [the fund's record](fund-record.md#ledger).

## Import valuations

1. Go to `Plan > Funds`, select `Import`, then `Import valuations`.
2. Under `CSV file`, choose your file. Backed shows every row and the fund it matched. A row that
   matches no fund, or that can't be read, comes first with the reason, and it won't be imported.
3. Select `Import` to record the rows that matched, or `Cancel` to record nothing. The dialog shows
   how many were recorded.

### The columns

| Column           | What it does                                                         |
| ---------------- | -------------------------------------------------------------------- |
| `External ID`    | Matches the row to a fund, ignoring case.                            |
| `Fund Name`      | Matches the row to a fund by its exact name, when no `External ID` does. A heading of `Name` works too. |
| `Valuation Date` | The date of the value, as YYYY-MM-DD or DD/MM/YYYY.                  |
| `Market Value`   | What the fund's investments were worth: 0 or more.                   |
| `Income`         | The income on that date. It can be left out, and then counts as 0.   |

Importing a second value for the same fund and date replaces the first.

### Where a valuation appears

On the fund's `Ledger`, marked `No effect`, with the market value as its `Amount`. A valuation
doesn't change the fund's `Available Amount`. See [the fund's record](fund-record.md#ledger).

## Why a cell is refused

A cell that starts with `=`, `+`, `-` or `@` followed by anything but a digit could run as a formula
in a spreadsheet, so its row is rejected and the reason names the column. Amounts such as `-5.00`
are read as values.

## See also

- [The fund list](fund-management.md)
- [A fund's record](fund-record.md)