Importing Donors and Donations from CanadaHelps

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Importing Donors and Donations from CanadaHelps

If you use the CanadaHelps service to accept online donations, they have an option to export data files for importing into other programs.

 

You can import that one file with both the Database Import Donors menu option and the Database Import Donations menu option, in order to import both donors and donation that are included on the same lines of the file.

 

Please first read the Help topic Importing Donors and Donations from One File to understand the general issues about doing this type of activity. What follows are the specifics for CanadaHelps.

 

Here is a table of some sample data exported from CanadaHelps, using its default export columns.

 

We have actually turned the data sideways to make it understandable (and fit on a page!). So if this was in Excel, the rows would be columns and vice-versa. We added a first column to the table below to count the field numbers. What I have listed as Field 1 is really Column A in Excel, Field 2 is Column B, etc. The 2nd column of the table below is the row of headings from the data, and the 3rd column is a made-up sample data row.

 

 

Field #

Heading

Data

1

TRANSACTION NUMBER

TRxxxxx

2

PAYMENT METHOD

Credit Card

3

RECEIPT #

 

4

DONOR TITLE

Ms.

5

DONOR FIRST NAME

Anne

6

DONOR LAST NAME

Andrews

7

DONOR COMPANY NAME

 

8

DONOR ADDRESS 1

1 Main St.

9

DONOR ADDRESS 2

 

10

DONOR CITY

Toronto

11

DONOR PROVINCE/STATE

ON

12

DONOR POSTAL/ZIP CODE

M1M 1M1

13

DONOR COUNTRY

CA

14

DONOR PHONE NUMBER

 

15

DONOR EMAIL ADDRESS

anne.andrews@mailservice.com

16

DONOR EMAIL OPT IN

N/A

17

DONOR LANGUAGE

ENGLISH

18

CHARITY LEGAL NAME

MY CHARITY

19

CHARITY BN#

12345…

20

FUND DESIGNATION

E- General

21

AMOUNT

20

22

RECEIPTABLE AMOUNT

20

23

DONATION DATE

01/01/2020

24

DONATION TIME

5:59 AM

25

FEE

0.7

26

DISBURSEMENT STATUS

Disbursement confirmed

27

TOTAL DISBURSED

19.3

28

IN HONOUR OF

FALSE

29

HONOUREE

 

30

IN MEMORY OF

FALSE

31

ECARD SENT

NO

32

CARD REQUESTED

FALSE

33

CARD NAME

 

34

CARD ADDRESS 1

 

35

CARD CITY

 

36

CARD PROVINCE/STATE

 

37

CARD COUNTRY

 

38

CARD POSTAL/ZIP CODE

 

39

CARD ADDRESS 2

 

40

CARD SIGNED AS

 

41

CARD SPECIAL MESSAGE

 

42

MESSAGE TO CHARITY

 

43

VOIDED RECEIPT

 

44

RECEIPT VOIDED DATE

 

45

RECEIPT VOIDED REASON

 

46

VOIDED TRANS DETAIL

FALSE

47

VOIDED TRANS DETAIL DATE

 

48

VOIDED TRANS DETAIL Reason


49

TRANS DETAIL VOIDED NOTIFICATION EMAIL SENT

FALSE

50

DONATION SOURCE

Scheduled Giving

51

DONOR THANKED

FALSE

52

DISBURSEMENT DATE

01/09/2020

53

FUNDRAISING PAGE ID

 

54

PAGE OWNER

 

55

PAGE TITLE/EVENT TITLE

 

56

PAGE OWNER TYPE

 

57

ASSOCIATED TEAM

 

58

TICKET NAME

 

59

CUSTOM QUESTION

 

60

CUSTOM ANSWER

 

 

Importing the Donors

 

Based on this, the following list of columns would be selected in the Fields to Import list of the Database Import Donors window:

 

Skip 3 Columns

Title

First Name

Last Name

Business Name
Note: in our examination of the data, this often showed up as the first name plus the last name, so it might be better to use Skip 1 Column here!

Addr1

Addr2

Addr3 (Merge 2 Fields)
This merges the DONOR CITY and DONOR PROVINCE/STATE fields into one field.

Postal Code

Skip 1 Column

Phone

Email

 

The rest of the columns are either about the donation details or are irrelevant, so we will ignore them. When importing donors, if there are extra columns at the end of each row you will be warned about that, but given an option to just ignore them, so we don't need to have a big "Skip ... Columns" at the end to skip them.

 

Import that, with 1 header row, and as mentioned above using Email Address as the unique identifier for donors, selecting either Update existing donors ... or Ignore rows ... matching donors (whichever you prefer), and also selecting Ignore additional matching rows for each donor.

 

Importing the Donations

 

Once that works, set up the Database Import Donations window with the following Files to Import list:

 

Skip 14 Columns

Email

Skip 4 Columns

Category

Total Amount

Eligible Amount

Date Received

 

As with importing donors, when importing donations if there are extra columns at the end of each row you will be warned about that, but given an option to just ignore them, so we don't have to have a big "Skip ... Columns" at the end to skip them.

 

Since this is from CanadaHelps.org, that issues tax receipts itself, we also have to check Import "Pre-Receipted" into the Cheque # / Paid By so that we don't send a receipt too for these donations.

 

Import that, with 1 header row.

 

That's it! You can repeat these imports each time you download a new file from the service, using the same settings, which the program remembers for you unless you do other different imports in between, that get memorized in place of these settings.

 


This topic was last edited on Jun 8, 2020