Importing Donors and Donations from One File

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Importing Donors and Donations from One File

In some cases it may be possible to import the same file with 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. Before trying this, you need to thoroughly understand both of those features!

 

The most likely situation where you would want to do this is if your organization accepts online donations from a 3rd-party service, such as CanadaHelps.org or PayPal, that have exporting options that export both donor and donation information across one line of a file.

 

You would have to carefully examine the columns in such a file to figure out how to correctly set up each of those imports.

 

Because the setup for these imports will often be quite complicated, it will be easiest if this is the only importing of donors and donations that you do, so that you don't have to set up the right columns each time. (The import windows remember the last settings you used, including the lists of Fields to Import, and redisplay them the next time you use the window.) So if you are doing this, but you also have other recurring donations that would otherwise want to import, we recommend instead doing them with the separate Recurring Donations feature.

 

Importing the Donors

 

For this part, you will likely need to do all of the following:

 

Set up the correct order of import fields in the Fields to Import list, to match the file.

Use the Skip Column(s) field one or more times to skip fields in the input file that are not relevant, including the donation details fields.

In section 4, select the correct donor identifier field (most likely it will be the Email Address in such files).

Make sure that any email addresses in the file, that are for donors already in your Donor List in DONATION, are actually recorded as that donor's email address. (Otherwise, they will be added as new donors, causing duplication!)

Also in section 4, select either Update existing donors ... or Ignore rows ... matching donors, depending on whether you think the data from the service is likely to be more or less accurate respectively than the data that you currently have in DONATION.

Also in section 4, check Ignore additional matching rows for each donor, so that if there are multiple exported rows for multiple donations from the same donor, it doesn't cause the file to be rejected.

 

Once you have successfully imported the donors part of the file with Database Import Donors, which ensures that all donors in the import file are now in DONATION, you can go on to importing the donations.

 

Importing the Donations

 

For this part, you will likely need to do all of the following:

 

Set up the correct order of import fields in the Fields to Import list, to match the file.

Use the Skip Column(s) field one or more times to skip fields in the input file that are not relevant, including the donor details fields.

If the service issues tax receipts to the donors, so that you should not also do so (as CanadaHelps.org does), check the checkbox in section 5 for Import "Pre-Receipted" into the Cheque # / Paid By.

 

Examples

 

There are separate Help pages with worked-out examples for the following:

 

Importing Donors and Donations from CanadaHelps

Importing Donors and Donations from PayPal

 


This topic was last edited on Jun 17, 2020