What should I do if I have transactions processed in future years?
You have a few options available:
- If you are using the BGL Bank Data and Contract Note service, you can remove the future period transactions in Simple Fund and migrate your fund (BGL recommends completing a fund backup prior to deleting any transactions). Once the fund is migrated, you can then re-request the bank and contract note data directly into Simple Fund 360. For bank data re-request assistance, click here. For Contract Note re-request assistance, click here: Re-request Transactions.
- If you have input bank statement transactions manually in Simple Fund, you can export these transactions into a CSV file (see below for instructions); Once exported remove the future dated transactions from Simple Fund and then migrate the fund to Simple Fund 360 (BGL recommends completing a fund backup prior to removing any transactions). Once migrated, you can import the CSV data into Simple Fund 360 (click here CSV Importer for more information on CSV importing).
- You can delete the current year transactions in Simple Fund Desktop and input them manually via Transaction Input in Simple Fund 360 post migration.
- You can wait until the next financial year has been finalised to 30 June and then migrate to Simple Fund 360.
If you require any further assistance with completing the above options, please contact BGL Support on 1300 654 401.
If you have selected option 2 above (export a CSV of bank statement transactions for upload in Simple Fund 360) please complete the following:
Note: Journal transactions will need to be deleted and processed in Simple Fund 360 manually. Only bank statement transactions can be imported through a CSV file.
Ensure you are logged into the fund. In Simple Fund Desktop, from the Ribbon Toolbar select Fund Data Input and then select the Data Import/Export icon.
Select the Data Export tab.
Select Bank Statements as the Transaction Type. If you use Cash Receipts and Payments as transaction type you can also select these.
In the second column select Cash.
In the third column select Assets, Income and Expenses.
Select a file location to export to and ensure the file type is CSV. Name the file and select Export Transactions. The CSV will be available for access from the saved location.
View and Edit CSV
The CSV file exported will need to be edited in Excel prior to upload into Simple Fund 360. Each file will be different but the following points should be considered when editing the file:
- Some columns are not needed and can be removed in Excel (as it is easier to remove these prior to the upload screen in Simple Fund 360). In the example below columns A, D and G can be removed. Right click on the column letter and select Delete.
- Some columns may need to be expanded to view the data contained within the column (you may see #### in a column, if so expand it).
- This file exports the ledger bank statement transactions. If the fund has more than one bank account these transactions will need to be copied out of the file and placed into a new Excel CSV as the Simple Fund 360 upload function applies to individual bank accounts.
- Any unmatched transactions in clearing accounts such as 998 will not show in the file. These amounts will be allocated to 91000 when uploaded into Simple Fund 360. It is recommended to only bring in allocated transactions.
- Each file will be different and some contain more data and columns than others.
Here is an example of an unedited file that contains columns that can be removed:
After the user has edited the file, you can see the file has several columns removed and includes:
- Date (mandatory)
- Account Number/Code
- Account Name
- Reference (mandatory)
- Amount (mandatory - may be split into individual DR and CR line items)
- Narration/Description (mandatory)
- Security Code
Here is an example of an edited Excel CSV ready for upload. Note the bank account 605 transaction would need to be removed from the file and added to a separate CSV.
Save the file in CSV format and any new files.
Upload into Simple Fund 360
Note: This step will be completed after the fund is migrated.
Refer to CSV Importer for instructions on uploading the CSV into Simple Fund 360. When following these instructions, ensure you review the columns contained within the file match the column headers Simple Fund 360 has produced. These may need to be changed.