Importing Contributions - Progressive Technology Project
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1. 1 15 2013 1 15 2013 Receive Date Contribution Type Donation Campaign Contribution Contribution Type _ Save this field mapping Figure 3 Second Import Screen Completed When your matching is completed the screen will look like the one in Figure 3 Second Import Screen Completed If you know you will be importing a dataset just like this one in the future you can Save the field mapping by ticking the appropriate box and entering a name When you ate done with the page click Continue gt gt PowerBase will verify your data for some errors and if it passes you ll get to the next screen which allows you to import the contributions 5 1 2014 Progressive Technology Project Guide to Importing Contributions mport Contributions 1 Upload Data V2 Match Fields 3 Preview 4 Summary Preview step 3 of 4 The information below previews the results of importing your data in CiviCRM Review the totals to ensure that they represent your expected results Click Import Now if you are ready to proceed Total Rows Total rows contribution records in uploaded file Valid Rows Total rows to be imported Column Headers Import Data row 2 Donor first name Import Matching CiviCRM Field First Name match to contact Donor last name Camo Last Name match to contact Donor cardholder name Jemmmimmmb2. do not import Donor email address Email match to contact Donor address 1 aa Street Address match to contact Donor city Camarillo do not import Donor state CA do not import Donor zip do not import Donor country do not import Donation amount Total Amount Donation Status Contribution Status do not import 1 15 2013 1 15 2013 Receive Date Donation Campaign Contribution Contribution Type Import Now gt gt Figure 4 Third Screen Review and Import If this screen looks good you can click Import Now gt gt to bring the contribution data in 5 1 2014 Progressive Technology Project Guide to Importing Contributions Import Contributions V1 Upload Data v2 Match Fields V3 Preview Summary step 4 of 4 Import has completed successfully The information below summarizes the results CiviCRM has detected invalid data and or formatting errors in one record This record has not been imported You can Download Errors You may then correct them and import the new file with the corrected data Total Rows Total rows contribution records in uploaded file Invalid Rows skipped Rows with invalid data in one or more fields These rows have been skipped not imported Download Errors Records Imported Total number of rows imported successfully Done Figure 5
3. and assign a PowerBase field to each column of your data that will be imported 5 1 2014 Progressive Technology Project Guide to Importing Contributions Import Contributions V1 Upload Data 2 Match Fields 3 Preview Match Fields step 2 of 4 Review the values shown below from the first 2 rows of your import file and select the matching CiviCRM database fields from the drop down lists in the right hand column Select do not import for any columns in the import file that you want ignored If you think you may be importing additional data from the same data source check Save this field mapping at the bottom of the page before continuing The saved mapping can then be easily reused the next time data is imported Donor first name CRM Field First Name match to contact Donor last name Last Name match to contact Donor cardholder name end do not import Donor email address ges mail com Email match to contact Donor address 1 Street Address match to contact Donor city Donor state Camarillo CA do not import do notimport _ Donor zip do not import Donor country US do not import Donation amount 20 00 Total Amount Donation Status Completed Contribution Status do not import Date
4. you will match the contributions to this contact person or organization The easiest and most reliable way to make sure the match happens is to put an external ID on the contact and then use that contact external ID when importing the contributions later A contact external ID aka External Identifier is a field that you load with unique values so that you can import or export to another system For example if you re doing voter ID work the contact external ID will contain a link to your voter files so that you can transfer data from the voter database to your PowerBase and vice versa In the case of contributions it might be a unique number also known as a unique key from the bank for the donor that s contributing or if it s for a legacy fund 1 5 1 2014 Progressive Technology Project Guide to Importing Contributions collection system it might be the unique key that they use to identify the contact If this is a one time import you can also assign an arbitrary unique value to the contact external ID For example use today s date combined with a sequence number Using the date as part of the external ID will help ensure it doesn t overlap with anyone else s contact external ID If the contacts are already in PowerBase what data will you use to link the contribution to the contact As noted above a reliable method for linking a contribution to a contact is to use a contact external ID Equally reliable is to use the
5. Fourth Screen the Import Results Once you complete the import you get a screen with the results If all the contribution data was entered correctly and matched a contact all of the rows will go in If there is an error on the row it will show it as Invalid Row skipped Click on the Download Errors button to get a copy of your file with only the offending rows A new column is added that holds an error message for the row In this case we didn t have a match on the contact in the contribution import table We ll have to add the contact then reimport the contribution Since it s only one contribution we may opt to add the contribution manually after we create the Individual contact record 5 1 2014 Progressive Technology Project
6. Guide to Importing Contributions Getting Ready to Import Contributions If you ve never imported data into PowerBase before you should look over the sections in the CiviCRM user manual that explain the concept and the procedure http book civicrm org user current common work flows importing data This section covers contribution set up At the very end of the section is a short piece on importing contributions http book civicrm org user current contributions setu PTP has made a screencast video on importing contacts You can see it here http www vyoutube com watchrv mpH04 9jeow amp list PL128E338D9F 1 EC6FE Planning your Data Acquisition Strategy When you think about importing contribution data there are several factors to consider Isthis import going to be repeated on a regular basis Here ate some reasons that you might repeat a contribution import because you are still using a legacy system like Salsalabs or Network for Good to collect your donations because the contributions are coming via regular direct deposit transactions from your bank If so you should plan to create a standard csv or spreadsheet file with headings that you can reuse for each import This will make repeating your import process much easier Are the contacts that made the contribution already in PowerBase If not you ll have to import the new contacts before importing the contributions While importing contacts think about how
7. bution history Importing Contributions First make sure the contact is already in your system If the contact is not already in your database you can t import their contributions This document won t cover importing contacts in detail See the references above for details Getting Started Your contribution file must be in a Comma Separated Values csv format not in the default spreadsheet format 5 1 2014 Progressive Technology Project Guide to Importing Contributions Preparea file with the data thatyouare bringing into your PowerBase This figure Table 1 List of Contribution Import Fields shows you which fields are required and recommended The remaining fields are optional If not all fields are in your dataset Contribution Status for example you ll have to add a column to your data and fill each row with the desired Contribution Status values Table 1 List of Contribution Import Fields A ounting Code Amountlab ooo S O Canel Date Can l Reason Ched Number o o o T O Contribution Page o S O Contribution Source Good place to put this system that this contribution came from alternatively if you create a spedal batch identification for this import group you can retrieve them later if you need to delete them or otherwise repair your imported records Highly RECOMMENDED set to Completed REQUIRED mustexactly match what s in PowerBase Curreny oo T O External Id
8. entifier F Amount Net Amount S o Non deduqible Amount Noe o T May be suffident by itself depending on dedupe rules and data ntent Pledge WD Pledge Payment Oooo Receipt Date oo o Ee Requires identifying fields for the soft credit person Contact ID or External ID or First Name Last Name Phone Email Street Address combinations Thank you Date REQUIRED Format the data without dollar signs Dedmal points are ok Must be unique an at as an external link for updating contribution records May be suffident by itself depending on dedupe rules and data content ote The import file must have some combination of fields to match to the contact as described above contact external ID sufficient by itself 3 5 1 2014 Progressive Technology Project Guide to Importing Contributions internal contact ID sufficient by itself first name matches as part of name last name matches as part of name email address may be sufficient by itself depending on dedupe rules and data content phone matches to primary phone Oo 0 00 0 0 street address matches to primary PowerBase will use the default strict de duping rule to match the contribution to the correct contact It is beyond the scope of this document to cover de dupe matching rules but you can find some information in the CiviCRM manual here You can t import these fields e Recurring contributions that are linked to a recurring contribu
9. internal contact ID aka CiviCRM ID aka Contact ID but that can only be obtained from PowerBase either by transcribing it into your file one by one or by exporting the contacts and finding a way to match the contacts to the appropriate contribution records though some other means such as your spreadsheet program If you are setting up a monthly bank transfer file and if you don t have a contact external ID available from the bank or credit union then it will definitely be worth the effort to save and reuse the CiviCRM ID in your contribution import file If you don t have a contact external ID or the CiviCRM ID in your data you will need the individual s first name and last name in separate fields or if it s an organizational contribution the organization name As an alternative you can use an email address Since sometimes first names last names or email addresses are not unique in your PowerBase you can use combinations of them to achieve the match that you require This assumes of course that you have these fields in your contribution import file If you don t have these fields or if names are combined into one field you ll need to edit your import file before you try to import Are all the contributions from people that you can identify or was it cash that was collected at an event If your import file includes cash donations where the donor was not tracked you ll have to use a dummy contact to use to store this contri
10. s may not be enabled for your site Import mode Insertnew contributions C Update existing contributions Date Format C yyyy mm dd OR yyyymmdd 1998 12 25 OR 19981225 OR 2008 9 1 OR 20080901 mm dd yy 12 25 98 OR 12 25 98 OR 9 1 08 OR 9 1 08 OR mm dd yyyy 12 25 1998 OR 12 25 1998 OR 9 1 2008 OR 9 1 2008 Dees December 12 1998 dd mon yy OR dd mm yy 25 Dec 98 OR 25 12 98 dd mm yyyy 25 12 1998 OR 1 9 2008 Continue gt gt Figure 1 First Import Setup Screen Check the highlighted fields to make sure they are set correctly to match your data Click on Browse to bring up a window that allows you to find the import file on your computer Once selected hit the Continue gt gt button Note if you ve already imported this type of contribution data before and if you ve saved the mapping list you ll see an option at the bottom of the page which allows you to retrieve your mapping list and re use it That s a good thing because it makes the next page go quickly the next time around but only if the table s field layout is in the same order as the prior import The next couple of screens show the second step with different import files 5 1 2014 Progressive Technology Project Guide to Importing Contributions Import Contributions l v1 Upload Data 2 Match Fields Match Fields step 2 of 4 Review the values shown below from the first 2 rows of your impor
11. t file and select the matching CiviCRM database fields from the drop down lists in the right hand column Select do not import for any columns in the import file that you want ignored If you think you may be importing additional data from the same data source check Save this field mapping at the bottom of the page before continuing The saved mapping can then be easily reused the next time data is imported lt lt Previous Continue gt gt Column Headers Import Data row 2 Import Data row 3 Matching CiviCRM Field External Identifier match to 6234 8277 External Identifier match to contact contact do not import do not import do not import Contribution Status Contribution Type Currency Email match to contact External Identifier match to contact Fee Amount First Name ae to eanach Is Pay Later Last Name match to contact Net Amount Non deductible Amount do not import CCI Gift Note Payment Instrument Phone match to contact Pledge ID Pledge Payment Receipt Date i Receive Date epai SoftCredit 6 5 2012 6 5 2012 do not import do not import T do not import Figure 2 Second Import Screen PowerBase will show you the column headings from your import file and the related data from the first two records This helps you with the matching process When you are in the matching phase you ll go row by row
12. tion that has been set up to repeat e Memberships that are linked to contribution records e In Honor of e In Memory of e Contribution price sets e Quantity or Premium information 5 1 2014 Progressive Technology Project Guide to Importing Contributions Importing the Contribution Records You ll find the Import Contributions link on the Contributions Menu of your PowerBase When you select it you ll see the screen in Figure 1 First Import Setup Screen Import Contributions gt 1 Upload Data 2 Match Fields 3 Preview 4 Summary Upload Data step 1 of 4 The Contribution Import Wizard allows you to easily upload contributions from other applications into CiviCRM Files to be imported must be in the comma separated values format CSV and must contain data needed to match the contribution to an existing contact in your CiviCRM database Continue gt gt Import Data File Browse_ File format must be comma separeted values CSV Maximum Upload File Size 8 MB MFirst row contains column headers Check this box if the first row of your file consists of field names Example Contact ID Amount Contact Type Individual C Household C Organization Select Individual if you are importing contributions made by individual persons Select Organization or Household if you are importing contributions made by contacts of that type NOTE Some built in contact type
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