Links

Test environment: FOLIO (please note that this is a Eureka environment)

Test credentials: Standard Snapshot credentials (diku_admin) - OR - create a personal login with the Acquisition Administrator role.

Jira feature: UXPROD-199: The ability to import fund updates via csv file in order to bulk edit fundsClosed

Feedback form: Microsoft Forms

Dates: March 6-14, 2025

Slack channel for UAT questions and discussion: #acquisitions-uat

Required permissions

All finance permissions. In the testing environment, users may use the master login to create personal logins and assign all Finance capability sets. (Note: The Acquisition Administrator role contains all relevant capabilities.)

Related videos

Batch allocate in FOLIO

Open

Batch allocate via CSV upload

Open

Known Issues

Because groups can support funds from multiple ledgers which may correspond to multiple fiscal years, and because a single fund can belong to multiple groups, implementation of batch allocation by group is delayed until these issues can be resolved. For the Sunflower release, batch allocation will be at the ledger level only.

Instructions

The feedback form generally follows the steps listed below. We suggest filling out the form as you work your way through the test.

This feature requires that you update funds via ledger. For testing purposes, you will need to create at least one ledger. While existing ledgers can be used, it may be desirable for testers to set up their own, so as not to disrupt other tests. Additionally, we suggest creating multiple funds for testing purposes.

Limitations

1. This development is intended to allow for batch allocations (and batch reductions in allocation). Transfers are currently NOT supported. While it is possible to decrease one fund’s allocation by a certain amount and increase another’s by the same amount, this will appear in the logs as an allocation rather than a transfer, the from → to information is not captured, and no data validation occurs other than the field/format validation.

2. If you want to add a new fund to a ledger, you must create the fund before performing batch allocations. Please note that you don’t need to create a budget for that fund, but the fund does need to exist.

3. The batch allocation screen supports sorting on a limited basis. If you wish to sort on fund or budget name, you must sort before entering any data. Once data has been entered, sorting is disabled. (This is because of the technical challenges surrounding moving unsaved data to the appropriate fund lines: if sorting remains enabled, there is increased risk that the wrong values will be created for each fund or budget.)

Setup

1. In the Finance, app, ensure there is at least one Fiscal Year and Ledger which you will use for testing. Using default fiscal years is fine; it is recommended that you create at least one new ledger for testing. Note that the same ledger can be used for UI and CSV testing.

   1. Ensure several funds are associated with the ledger to be tested.

   2. Optionally provide some of these funds with initial allocations

   3. Optionally make one or two funds inactive

Batch update via UI

1. In the Finance app, select the ledger you wish to update.

2. In the Actions menu, select Batch allocations (under Allocation tools), then select the Fiscal Year to modify.

3. On the allocations screen, make any allocations or allocation changes desired.

   1. You may wish to experiment with changing budget statuses or declining to allocate money to some funds.

4. Once you have made all your allocations and other changes, click “Recalculate”

   1. Please note that if you make any changes after clicking “Recalculate”, you will need to click “Recalculate” again before saving

5. Verify that the projected updates meet your expectations, then click “Save & close”

Batch update via CSV

1. In the Finance app, select the ledger you wish to update

2. In the Actions menu, select “Download allocation worksheet (CSV)”, then select the Fiscal Year

3. Fill out the worksheet.

   1. IMPORTANT: Adding additional Funds that are not included in the ledger or group being adjusted will result in those additional Funds being ignored.

   2. IMPORTANT: Do not delete any Names, Codes or UUIDs, as FOLIO requires these

   3. It is not necessary to update every fund on the spreadsheet. The system will recognize the intent not to allocate.

4. When you have filled out the worksheet, save it (be sure to leave the worksheet as a CSV)

5. In the Finance app, select the ledger associated with the spreadsheet

   1. IMPORTANT: FOLIO assumes you are working with the ledger currently open, so it’s important to pick the correct ledger

6. In the Actions menu, select “Upload allocation worksheet (CSV)”

7. The allocations screen will open and will provide projected updated values, as well as visual alerts for budgets with no changes and any funds that do not belong to the selected ledger.

8. Make any needed changes, then click Recalculate

   1. Note: You do NOT need to click Recalculate if you have made no changes.

9. Click Save & close

Validation (both update methods)

1. In the Finance app, open the ledger or group you just adjusted

2. View “Financial summary” accordion to verify allocation changes

3. Select Ledger → Actions → Batch allocation logs

4. Click on the name of the allocation job you just ran.

   1. You should see the allocation screen in read-only mode showing all changes made.

5. Return to the ledger or group view

6. Select one of the funds receiving allocation changes

7. View that fund’s transaction history to verify that the allocation change was recorded correctly