Project Funding Upload / Download

Modified on Wed, 28 Aug at 2:53 PM

You can access the Project Funding bulk edit functionality by navigating to the Financial Administration page from the dropdown menu.

The functionality can be found in the Financials Upload & Reporting section.

Click on the Download button to download project funding data for all projects.

Update the data or add more project funding records before uploading the updated file by clicking on the Upload button.

You can learn more about project funding here.

Only users with Financial Administrator and Data Administrator permissioning roles on their account can DOWNLOAD and UPLOAD project details.
People with Financial Administrator access can only DOWNLOAD.

Project Funding Upload Rules

The project funding upload functionality can be used to add, edit or delete project funding amounts.

The following rules apply when uploading a project funding file.

Creating a new project funding record

The ActivityId. ActivityRef or ActivityGuid value must be specified in order to uniquely identify the project the funding applies to.
The following values also need to be set depending on what the funding represents:
- To add a funding amount at the project level for the entire duration of the project
  - Leave the Fiscal Year value blank (column D)
  - Leave the Expense Category value blank (column E)
  - Specify an Amount value (column F)
- To add a funding amount at the project level for a given fiscal year
  - Specify the Fiscal Year value the funding applied to (column D)
  - Leave the Expense Category value blank (column E)
  - Specify an Amount value (column F)
- To add a funding amount at the expense category level for the entire duration of the project
  - Leave the Fiscal Year value blank (column D)
  - Specify the Expense Category the funding applies to (column E)
  - Specify an Amount value (column F)
- To add a funding amount at the expense category level for a given fiscal year
  - Specify the Fiscal Year value the funding applied to (column D)
  - Specify the Expense Category the funding applies to (column E)
  - Specify an Amount value (column F)
Capex and Open values can be set if required.

Updating existing records

The funding records being uploaded automatically replace the records previously saved.
- The upload process first groups all records in the file by project and fiscal year the funding applies to.
- It then deletes all existing entries for the project and fiscal year combination, regardless of the expense type.
- As an example, if the following file is uploaded first:
  and the below file is uploaded afterwards:
  then both records initially uploaded for the 2020 fiscal year will be deleted and replaced by the new record. This means that the project will no longer have a funding amount for the Travel expense type.
To zero out an existing funding record, simply put 0 as the new amount.

Calculating total funding amount for the project duration

If you are uploading project funding for different fiscal years, the upload process will automatically calculate the total for the project duration if and only if there is no record for the project duration in the file being uploaded.
For example, if you upload the below file
then the upload process will automatically calculate the total project funding amount and set it to $700,000.
The same logic applies when uploading fiscal year funding amounts against expense types.

Field description

Column & Title	Description	Data Type	What happens if the field is left blank when uploading the file?
A. ActivityId	The project Fluid unique ID.	Number	If the ActivityRef value (column B) and the ActivityGuid value (column I) are blank too, the row will be skipped as the project to apply the funding to cannot be uniquely identified.
B. ActivityRef	The project external reference.	Text	If the ActivityId value (column A) and the ActivityGuid value (column I) are blank too, the row will be skipped as the project to apply the funding to cannot be uniquely identified.
C. ActivityName	The project name.	Text	The value is not used during the upload process.
D. FiscalYear	The fiscal year the funding applies to. If the cell value is blank, the funding amount represents the funding for the project total duration.	Date	This means that the funding amount applies to the entire duration of the project.
E. Expense Category	The expense category the funding applies to.	Text	If the value is blank, it means the funding record does not apply to a specific expense category but should be set at the project level.
F. Amount	The funding amount.	Number	The row will be skipped.
G. Capex	The capitalisable amount for the funding record.	Number	The capex amount is set to 0.
H. Opex	The non capitalisable amount of the funding record.	Number	The open amount is set to 0.
I. ActivityGuid	The Fluid Global Identifier for the project.	Text	If the ActivityId value (column A) and the ActivityRefvalue (column B) are blank too, the row will be skipped as the project to apply the funding to cannot be uniquely identified.