Import contributions and distributions

By the end of this guide you'll have loaded a holding's historical contributions and distributions from a spreadsheet into Covercy One, matched every row to an investor you already have, and checked exactly what the import will record before anything is written.

Import in this order

These imports never create investors. Each row is matched to an investing entity that already exists, and a distribution row is also matched to the position its investor already holds in the holding. That makes the order matter:

1. Investors first. Import your contacts and investing entities, so every investor named in your files exists in Covercy One.
2. Contributions next. Import the holding's contributions. This records the money each investor paid in and creates their positions in the holding.
3. Distributions last. Import the holding's distributions. Each payout is recorded against the position the contributions import created.

What each file holds

Both imports read one row per event and work on the holding you start them from. Use Download Template in the first step of the wizard to get an Excel file with the column headers that import expects; the headers come from the import you opened, so the contributions and distributions templates differ.

Contributions file

• Investor: any of Entity Name, Tax ID, contact email, or contact first and last name — plus Entity Type if you have it.
• Share class: the share class name, or a security type (Equity or Debt).
• The payment: the amount (a positive number), the investment date, and optionally the currency, a reference name for the contribution, and notes.
• Commitment (optional): the investor's commitment in that share class, repeated on each of their rows.

Distributions file

• Investor: the same identity columns as the contributions file.
• Share class: the share class name, or a security type.
• The period: the period start and end dates, and optionally the payment date.
• The amounts: the type (such as Preferred Return, Return of Capital, Profit, Catch Up or Available Cash), the gross amount, and optionally taxes, GP promote, adjustments with an adjustment comment, and the net amount.
• Optional: a class column (Member or Promote), currency, a distribution name, and notes.

Prepare your file so every row finds its investor

Each row has to point to exactly one investor you already have. The more of an investor's identifying details a row carries, the more reliably it lands on the right one — but every detail you include has to agree with what's in Covercy One.

• Add the Tax ID wherever you have it. A Tax ID that matches one investing entity identifies that investor even when the name in your file is spelled differently; the row imports and carries a note showing the name on record next to the name in your file. A Tax ID that matches no investor stops the row rather than being ignored.
• Make sure the details on a row agree. If the entity name points to one investor and the contact email points to another, the row is skipped as a conflict — the import never guesses which one you meant.
• Tell same-named investors apart. When two investing entities share a name, add the Tax ID, the contact email, or the Entity Type to the row so only one of them fits. A row that still fits more than one is skipped, and its reason lists the candidates.
• Use the holding's own share class names. A share class value must match a class on the holding by name. If the holding has only one share class, or only one Equity or one Debt class, you can leave the share class out.
• Use the holding's currency. A currency column is checked, not converted: a row in a different currency is skipped.
• Leave the holding column alone or match it. If your file has an asset or fund column, a row naming a different holding is skipped. The file never changes which holding you're importing into.

Import contributions

1. Open the holding and go to its Contributions tab.
2. Open the New menu and choose Import Contributions. The wizard opens for this holding and stays on it for the whole run.
3. On Upload File, drag in your file or click to browse, choose the sheet if your workbook has several, check the preview, and select Next.
4. On Map Columns, confirm each field is matched to the right column — at least the identity columns, the amount, and the investment date — and select Next.
5. On Review & Import, read each row's outcome, then start the import when the count on the import button is the one you expect.

On the review step a contribution row reads New when it opens a new position for that investor in that share class, Update when it adds a payment to a position the investor already has, Exists when the same payment (same position, date and amount) was already imported, or Skipped when it can't be imported. Hover or focus a row's status to see its reason.

Import distributions

1. Open the holding and go to its Distributions tab.
2. Open the New Distribution menu and choose Import Distributions.
3. On Upload File, add your file, check the preview, and select Next.
4. On Map Columns, confirm the identity columns, the period dates, the type, and the gross amount are mapped, and select Next.
5. On Review & Import, read each row's outcome and any warnings, then start the import.

Rows with the same period start and end date and the same share class become one distribution, named after the first distribution name your file gives for them. On the review step a distribution row reads New when its distribution will be created, Exists when an imported distribution for the same share class and period is already on the holding, or Skipped with its reason. Distribution rows never read Update.

How distribution amounts are checked

• Net amount is checked, never rewritten. If you include a net amount, it must equal gross minus taxes minus GP promote plus adjustments, each rounded to the cent. A row whose net doesn't add up is skipped and its reason shows both figures.
• Types are recognized by name. Use the type names you see in Covercy One. On a debt holding, Interest and Principal are recognized and keep their debt labels, and Capital Event is recorded as a return of capital on a capital-event distribution. A type the import doesn't recognize skips the row.
• Promote rows are a cross-check. A row whose class is Promote isn't recorded. Its amount is compared with the GP promote on the member rows of the same distribution, and a warning appears if the two differ — the member rows still import.
• Repeated lines are added together. Two rows for the same investor and type in one distribution are summed into one amount, and each row carries a warning saying so.
• Payment dates are optional. A row without a payment date uses the period end date.

Re-importing is safe

You can upload the same file again without doubling anything. Contribution payments that were already imported read Exists, and so does every row of a distribution already imported for that share class and period, so nothing new is recorded for them. Fix the rows that were skipped in your file and import it again: only the corrected rows are added.

If every row in a file is skipped or already recorded, the import button is disabled and the wizard explains why, with a breakdown of the reasons. Skipped rows are counted as skipped, never as failures, and never stop the rest of the file from importing.

Verify it worked

When the run finishes, the results count what was recorded — for contributions, the positions created or added to, the payments recorded, the duplicates skipped and any contacts linked; for distributions, the distributions and allocations created, the distributions already recorded, and the lines that were summed. Then open the holding: its Contributions tab should show each investor's position and payments, and its Distributions tab the imported distributions with their periods and amounts. If something didn't import the way you expected, read the reason on the skipped rows, correct your file, and import it again, or reach out to our team for help.