Learn how to prepare your donation data for import in this step-by-step guide. Taking the time to properly format your data will allow you to conduct a seamless import. This help guide will cover how to prepare your donation data for import.
Recommended Reading Before You Start
Content
Preparing Your Donation Data for Import
Instructions
Preparing your Donation Data for Import
To prepare your donation data for import using Import Manager, you must first have your data properly formatted in an .xlsx (Excel) or .csv file. (Please note: The Import Manager, after you answer the first few questions in the process, will generate a personalized spreadsheet template for you to use with instructions for each field value. While you may use your own configured spreadsheet, it is highly recommended you use the spreadsheet template generated by the Import Manager for your import.)
For any spreadsheet you use for import, ensure:
- There is only one header row (the names of CRM fields as listed in the Standard Fields section below).
- Each column header is different
- The spreadsheet is saved as an .xlsx (Excel) or .csv file.
Required Fields
When importing donation data, the following fields are required:
|
Column |
Description |
|
Account ID |
Only required if, in the Import Manager, you indicate your data has Account ID information. |
|
Donation Amount |
All amounts must be greater than zero and positive numbers. If the donation is a gift in-kind, enter "0" (or the fair market value) and ensure to update the Tender Type column to "In-Kind." |
|
Donation Date |
The date of the donation. |
Note: For information on how to manipulate spreadsheet data in Microsoft Excel, consult the Microsoft Excel support materials.
Standard Fields
For donation data, there are many standard, non-required fields available for import, including:
|
Field Name |
Explanation/Note |
Required Field? |
|
Account ID |
Either a Neon CRM Account ID or the ID from your previous, legacy system (for new imports). |
Yes - If you indicate your data has Account ID information in the Import Manager. |
|
Batch Number |
Optional. Typically used to track deposits in batch. |
|
|
Campaign |
Optional. Campaign Name. |
|
|
Check Number |
Optional. For donations made by check. |
|
|
Description of In-Kind Contribution |
Optional. If a donation is an in-kind gift, this field may be used to describe the gift (ex: 10 books, school supplies). |
|
|
Description of non-cash contribution |
Optional. For goods or services donated in an in-kind donation. |
|
|
Donation Amount |
Amount of Donation |
Yes |
|
Donation Custom Fields |
Optional. See the Custom Fields section for more information. |
|
|
Donation Date |
Date of Donation |
Yes |
|
Donor Name |
Optional. Used if the donor is different than the account owner. |
|
|
Donor Note |
Optional. Additional information about the donation. |
|
|
Donation Source |
Optional. Origin of donation (ex: social media, appeal letter, event). |
|
|
Fund |
Optional. Fund Name. |
|
|
Non-Deductible Amount |
Optional. This amount will default to "0" unless an amount is specified in this field. |
|
|
Non-Deductible Amount Description |
Optional. A description of the Non-Deductible Amount (ex: Donor-received gift mug, auction item with a $100 fair market value). |
|
|
Purpose |
Optional. Donation purpose. |
|
|
Tribute Name |
Full name of individual or group being recognized by the memorial or tribute gift. |
|
|
Tribute Type |
Optional. (ex: honor or memory). |
|
|
|
|
|
Import Manager Limitations
For donation data, there are a number of limitations on various types of data available for import using the Import Manager, including:
- Recurring Donations
- Soft credits
- Solicitors
If your data contains any of these data types, they will need to be removed before import.
Custom Fields
If you require custom fields (i.e. any field not listed in the Standard Field section), you have two options to create such fields: 1) You may create the custom field in the CRM before you import your data via the Import Manager, or 2) You may create the custom field in the Import Manager during the import itself. For more information about custom fields visit Donation Custom Fields.
Common Formatting Errors
There are many common formatting errors which occur when importing donation data. These include:
- Invalid file format: Neon CRM supports .xlsx (Excel) and .csv files for import
- Incorrect date field formatting (Ex: data fields must be in MM/DD/YYYY or MM-DD-YYYY format)
- Blank required fields
- Multiple spreadsheet tabs