Contents
- Overview
- What is a Disbursement Data Export?
- Step-By-Step Instructions
- What's in Your Disbursement Export
- Related Articles
Overview
This article shows Program Admins how to export disbursement data from the Disbursements page and how to find the file on the Downloads page in Next.
What is a Disbursement Data Export?
The disbursement data export feature lets you download a spreadsheet (CSV) of the disbursements in your award cycle, with one row per disbursement.
Each row includes the disbursement's amount, status, dependencies, approval details, and full history.
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Who can export disbursements:
- Organization Owners
- Client Admins
- Program Owners
- Program Managers
Step-By-Step Instructions
Step 1: Access Disbursements
- In the award cycle, click Disbursements under the Financials section in the left-hand menu.
- Optional Step: To export only certain disbursements, filter or search your list before exporting:
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Filter: Click the filter icon
next to a column header, then choose and apply your filters. (Example: Filter the Status column to “Paid” to export only paid disbursements).
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Search: Enter a keyword in the search bar. (Example: Search by awardee name to export one awardee's disbursements).
If you use filters or search, your file will include only the disbursements that match.
Sorting or showing/hiding columns only changes what you see on screen - it will not change what gets exported or how the file is formatted.
Step 2: Export Disbursements
- Click Actions in the upper-right corner of the screen, then select Export All Disbursement Data or Export Filtered Disbursement Data if you applied a filter and/or search term.
If you want to include all disbursements in your file, confirm that the Actions menu shows Export All Disbursement Data. If it shows Export Filtered Disbursement Data, clear your filters and search terms first.
- A pop-up appears stating that you'll receive an email when the download is complete. Click Export to start the export. Your file is created in the background.
- A green confirmation message appears in the bottom-left corner of the screen stating that your file will appear on the Downloads page when it's ready.
Step 3: Download Your ZIP File
When your file is ready for download, you'll receive an email confirmation notifying you that it's ready.
- In the confirmation email, click Go to Downloads Page.
To access the Downloads page in the platform instead:
- Click your profile icon/name in the upper-right corner of your account, then select Downloads from the dropdown (Note: If you don't see Downloads in the menu, you may be inside a program. Click an item in the top menu, like Programs, to get to the organization level, then click your profile icon again).
2. In the Downloads page, click the download icon in the Actions column on the far-right of your file.
3. The ZIP file will download to your device. Open it from your browser's downloads folder.
Example:
What's in Your Disbursement Export
- Each disbursement has its own row in the file.
- Amounts show as plain numbers, like 1500.00, with no dollar sign.
- Dates and times are in UTC (Coordinated Universal Time).
- If a cell has more than one value, the values are separated by a vertical line ( | ) , like this: Q1 Progress Report | Q2 Progress Report.
Columns in the CSV
Columns in the file will appear in this order:
| Column in CSV File | What it shows |
| Awardee Name | Name of the individual or organization that received the award. |
| Awardee ID | Awardee's ID in Next. |
| Award | Name of the award the disbursement belongs to. |
| Award Amount | Current award amount at the time of export. |
| Disbursement | Name of the disbursement. |
| Amount | Disbursement amount. |
| Dependencies | Progress reports the awardee must submit before the disbursement can be released. |
| Dependency Status | Status of each dependency (such as Scheduled, Approved, Rejected). Statuses are in the same order as the Dependencies column. |
| Status |
Disbursement's current status (such as Scheduled, Pending Approval, Approved, Initiated, Paid, Completed, Voided, Rejected, Cancelled, or Refunded). 📌Note: The statuses you see depend on how your organization sends disbursements. |
| Due Date (in UTC) | The date the disbursement is due |
| Approval Status | The latest approval outcome (In Progress, Approved, Rejected). Blank if disbursement approvals aren't turned on for your organization. |
| Approval Comments |
Approvers' comments on their decisions, with who left each one and when. Most recent first. Blank if disbursement approvals aren't turned on for your organization. |
| Fund / Sub-fund |
The fund and sub-fund tagged on the disbursement during approval. Blank if Funding Source Tracking isn't turned on for your organization. |
| Advanced category codes (if enabled for organization) |
Every advanced category code type configured for the organization. One column for each code type. Blank if no code of that type is applied to the disbursement. |
| Payment Reference (once paid) |
The reference or transaction number from your payment system. Blank for disbursements that haven't been paid. |
| Paid On (in UTC) |
The date the disbursement reached Paid or Completed status. Blank for disbursements that haven't been paid. |
| History | The disbursement's full history. 📌Note: This matches the history you see when you click the clock icon 💡 Tip: Turn on Wrap text for the History column in Excel or Google Sheets to read each event on its own line. |
Related Articles
➡️Downloading PDFs and Exports
➡️Add Disbursements After Award Acceptance (Bulk Disbursement)
➡️Add Attachments (Supporting Documents) to a Disbursement
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