Bulk Distribution Upload

Overview

IMS provides the capability to upload distribution data in bulk batches from an Excel template. This tool provides an easy method for clients not utilizing waterfall rules to upload data quickly in a self-service fashion. This feature also allows users to easily edit existing batches and delete previously approved batches, if needed, whether they are uploaded or generated via the IMS Waterfall Module.

Workflow

Step 1:  Select the Profile & Preferences menu (your name) at the top right, then select Import Data:

Step 2:  Navigate to the Upload tab and select Single Batch Distribution to get started:

Pro tip:  You can also access the Single Batch Distribution screen through the project's distribution tab:

Step 3:  Enter the appropriate information into the required fields (similar to using the waterfall module) and select the project(s) that are involved in the distribution before selecting Download File:

Pro tip: If you select a large number of projects, it may take longer to generate your file. Once the file generates you are ready to begin populating distribution info.

Step 4:  Open the downloaded Excel file and review the information.  Notice Rows 1-6 contain the batch description information you entered and Columns A-E contain identifiers around the investment, project, class, and investor to help match data correctly.

Step 5:  Enter the distribution amounts for your investors in Columns G-J, which have the distribution sub-types that can be populated.  If a distribution is made up of multiple components, you should input on the same row. For example, if an investor is receiving $1,000 in Preferred Return and $4,000 in a Return of Capital, put the amounts in their respective columns in the row for that investor.  Column F will confirm the total amount of the distribution. 

Pro tips: 

• A column for fee/withholding will only appear if you have this configured within a waterfall ruleset. 
• The 'Optional' column listed in the screenshot below as Column M represents the payment preference selected for the investor.  You may change or populate blanks, but this will only impact the current batch. Best practice is to populate this on the CRM investor profile if you need to update a preference.

Pro tip:  If you have loaded any External IDs on investor profiles, the system will append these values at the end of the template.

Step 6:  Save the spreadsheet to your computer or network after adding the distribution information.  Then, navigate back to the Upload tab of the Import Data page and select Browse your files to search for the file.  Once selected, select Upload File:

Step 7:  Review the Distribution Batch Summary.  If you are satisfied with the preview, you have the option to select the following options before selecting Upload Distributions:

• If you are satisfied and do not wish to review any further, you can select to Automatically publish the distributions without review and your batches will be marked as sent and available to your investors via the Investor Portal.
• Select Notify me by email when the distribution data is ready for review or has been published. Selecting this by itself will send you an email to alert you when your draft batches are ready to review further. If you select this in addition to the first option, you will receive an email when your distributions are available for investors to see. If you do not select either option, the system will create draft distributions that still need to be approved.

Pro tip:  If you are processing a large number of Projects, it may take 15-30 minutes for processing to complete. Best practice is to select Notify me by email when the distribution data is ready to review or has been published regardless of whether you are publishing drafts or distributed batches.

Step 8:  If you did not select the first option above, you will need to approve the distribution batch.  To do so, navigate to the Pending tab on the Import Data page, locate the distribution in question and select the dropdown next to it:

Step 9:  Choose from the following actions:

• Approve:  Approves the batch and makes it available on your investor portal.
• Edit in Project:  Allows the user to go to the Batch details page in the project itself and use the traditional approval workflow, if desired.
• Edit in Spreadsheet: Downloads an Excel template containing the distribution information.  If you need to bulk changes to the batch, you can do so here, save and upload the updated file.
• Download NACHA File:  Generates a NACHA file for any batches created by the IMS Waterfall or the single-batch distribution upload template (as long as the necessary banking information is properly updated in IMS for the relevant Entity and Investors).
• Delete:  Deletes the distribution batch.

Pro tip:  In addition to performing actions on a one-by-one basis, you can also Approve, Edit in Spreadsheet, and Download NACHA File in bulk up to 25 at a time.  

Step 10:  Once a distribution batch has been approved, it will move to the Archived tab. 

The Archived tab will house all of the distribution batches in the account that are visible to investors.  This includes batches created by the IMS Waterfall module and distributions uploaded with the Import Data feature.  Most accounts will have large amounts of data in the system.  The batches default to sort by most recent, but users can take advantage of the search bar to narrow the list to a particular Project or Entity.  Users have several options on this tab:

• Edit in Project: Allows the user to go to the Batch details page in the project itself.
• Edit in Spreadsheet: Downloads an Excel template containing the distribution information.  If you need to bulk changes to the batch, you can do so here, save and upload the updated file.
• Download NACHA File:  Generates a NACHA file for any batches created by the IMS Waterfall or the single-batch distribution upload template (as long as the necessary banking information is properly updated in IMS for the relevant Entity and Investors).
• Notify Investors:  Sends a distribution notification to the investors of the selected batch based on your Account Settings (if this feature is not Enabled, no notifications will be sent). 
• Delete:  Deletes the distribution batch.

Pro tip:  The 'Notify Investors' option will only populate on this dropdown menu if distribution notifications are turned on in Investor Settings > Waterfall/Distributions. With the Import Data workflow, you must select "Notify Investors" for each batch or no notification will be sent.