Importing grants allows you to add grant records to CommunitySuite in bulk using downloadable CSV templates. External grants to grantees and internal grants from one fund to another fund can be imported using their respective templates. The grant import templates allow you to configure basic grant information and additional details, such as grant type, service area, and payment schedule.
Who: Finance, accounting teams, and grant program teams importing grant records.
When to Import Grants
Import grants when:
- A large volume of new grant records needs to be created without manual entry one at a time.
- Grant history needs to be imported from a legacy system.
Use the internal grant import when:
- Internal grants need to be created in bulk at the start of a fiscal year, and manual entry is not practical.
- Fund beneficiaries cannot manage spendable amounts that change from year to year; instead, use an internal grant import.
Import External Grants
To import external grants into CommunitySuite:
- Navigate to the Grants page and click Import Grants in the left-side menu.
- Click Download Template.
- Open the template, enter the external grant import information, and then save the template as a .csv file to your computer.
- grantee_name or a profile_id, amount, funit_id, and grant_date are required fields. All other fields are optional.
- File format notes and guidelines for the template are available on the import page and in the File Format Notes section of this article. Below the Download Template button, there is an example format for each of the field types.
- Click Choose File.
- Select the .csv file from your computer.
- Click Process.
- Once the upload is successful, you will automatically be redirected to the Import bucket on the grants page.
- Once the upload is successful, you will automatically be redirected to the Import bucket on the grants page.
- Click Import All in the left-side menu.
- Select the external grants to be imported, and then click Approve Uploaded Grants.
After importing, grants marked as historical are located in the Complete bucket. Grants not marked as historical are located in the New bucket.
File Format Notes
File format notes and guidelines for the template are available on the import page. The following format notes are listed below:
- A row must have at least a grantee_name or a profile_id, an amount, a funit_id, and grant_date. All other fields are optional.
- A row can only have one of grantee_name or profile_id.
- Upload will use the grantee_name to check for an existing profile unless a profile_id is defined. If an exact match is not found under grantee_name or profile_id, a new profile will be created.
- The system will use grantee_name information and choose the name that matched the profile with the lowest profile_id.
- Leading and trailing spaces in all entries will be removed. i.e. (" Chris " becomes "Chris").
- Grants flagged as historical will move directly to complete after processing in the import bucket; others will all move to new.
- If you include custom fields, multi-select values should be semicolon (;) separated text. Nested list values should be semicolon (;) separated as well.
Historical Grants
Enter Y in the historical column to mark a grant as historical. This tells CommunitySuite that general ledger transactions do not need to be created for the grant. There is a potential risk to your general ledger if you do not put a Y in that historical column and do not realize it, so it is recommended to review this column carefully.
Grant Types and Service Areas
Grant types and service areas must already exist in your CommunitySuite site before including them in an import. The value entered in the template must exactly match the existing grant type or service area name, including spaces and capitalization.
External Grant Import Video
This video demonstrates how to import external grants into CommunitySuite.
Import Internal Grants
To import internal grants into CommunitySuite:
- Navigate to the Grants page and click Import Grants in the left-side menu.
- Click Upload Internal Grants in the left-side menu.
- Click Download Template.
- Open the template, enter the internal grant import information, and then save the template as a .csv file to your computer.
- funit_id, to_funit_id, grant_date, and amount are required fields.
- Click Choose File.
- Select the .csv file from your computer.
- Click Process.
- Once the upload is successful, you will automatically be redirected to the Import bucket on the grants page.
- Once the upload is successful, you will automatically be redirected to the Import bucket on the grants page.
- Click Import All in the left-side menu.
- Select the internal grants to be imported, and then click Approve Uploaded Grants.
The imported grants will land in the New bucket for processing as usual.
Internal Grant Troubleshooting
If an internal grant template is downloaded and filled out, but an error occurs when you attempt to upload it to CommunitySuite, make sure you have clicked the Upload Internal Grant option in the left-side menu of the Import Grants page. This ensures that you are doing the internal upload on the correct page and not in the external grants upload page.