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Uploading, Editing, and Deleting Transactions in ark

This guide walks you through how to upload, edit, and delete transactions in Ark using the upload template or manual entry. Transactions are linked to existing funds and investors within your portal and must follow specific format rules.

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What You’ll Learn

By the end of this guide, you’ll be able to:

  • Upload transactions for multiple funds and investors using a standardized template

  • Edit or delete existing transactions in the Transactions tab

  • Understand required columns and values

  • Reconcile and validate data to avoid errors

Who Can Use This Feature

Admin users with access to the Transactions tab can upload and manage transactions:

  • Ark Client Admins: View, edit, and delete transactions across all clients in which they are an Ark Client Admin

  • Basic Admins: View, edit, and delete transactions for funds they have access to via Fund Management Teams

  • Fund User Admins: View-only access to transactions for funds they have access to via Fund Management Teams

Step-by-Step: Uploading Transactions

  1. Navigate to the Transactions tab in the admin portal

  2. Select Upload Transactions

  3. Download the latest Upload Template (CSV)

  4. Complete the template, ensuring all required columns are correctly formatted

  5. Save the file as a .CSV

  6. Upload the file and review any error messages in the Upload History

Step-by-Step: Editing, Deleting or Exporting Transactions

  1. Navigate to the Transactions tab in the admin portal

  2. To edit a transaction:

    • Click the View button on the right of the transaction row

    • Make updates as needed and click Save & Close

  3. To delete a transaction:

    • Either click View and select Delete Transaction from the Actions menu, or

    • Select one or more transactions using the checkboxes on the left, then choose Delete (n) or Delete All from the Actions dropdown in the top-right corner

  4. Note: Transactions in a published quarter cannot be edited or deleted. Publishing occurs on the Capital Accounts page when a quarter is published for the fund the transaction belongs to.

  5. To export transactions:

    • Select one or more transactions and choose Export Selected (n) or Export All from the Actions dropdown

Upload Template Format

The upload template includes these required columns:

  • uuid: A unique system ID field which is not used or required for normal uploads

  • fund_name: Must exactly match existing fund name

  • investor_name: Must exactly match existing investor name

  • transaction_amount: Enter as a positive number unless a contra-transaction (for instance, a regular expense which would decrease ending account value should be entered as a positive, as the system knows how to handle this transaction type)

  • transaction_date: The date the transaction occurred

  • transaction_quarter: Format as YYYY Q# (e.g., 2024 Q1)

  • transaction_type: Must match a configured transaction type

  • transaction_name: May match transaction_type

  • is_capital_call: Enter Y for capital calls; leave blank otherwise. A Y denotes a transaction which is a capital call and should be included on the Capital Calls page. For capital call transactions, leave the 'is_distribution' column blank.

  • is_distribution: Enter Y for distributions; leave blank otherwise. A Y denotes a transaction which is a distribution and should be included on the Distributions page. For distribution transactions, leave the 'is_capital_call' column blank.

Checklist: Reconciling Transaction Data

Before uploading, confirm the following:

  • Template saved as a CSV with one worksheet

  • No 0-value transactions unless intentional. 0-value transactions will show up as a line item in the transaction history drill-downs.

  • All amounts are positive unless contra

  • Format all amounts as numbers

  • Ensure every transaction has a name

  • Format dates correctly (short date format)

  • Quarter and date align (e.g., 2024 Q1 = Jan–Mar 2024)

  • Fund/investor names match system records exactly

  • Fund/investor associations are correctly represented

  • Transaction type matches system list

  • Correct capital call/distribution tagging (Y/blank)

  • Final review complete before upload

FAQ

Q: Can I upload transactions for multiple funds at once?
A: Yes, as long as fund and investor names match exactly.

Q: What happens if a transaction is formatted incorrectly?
A: The upload will return an error message viewable in the Upload History.

Q: Why can’t I edit or delete a transaction?
A: Transactions in a published quarter cannot be modified. Unpublish the quarter to make changes.

Next Steps