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. We will use this sample spreadsheet to demonstrate the formatting process. Please note: The Import Manager will generate a personalized spreadsheet template based on the questions you answer. It is highly recommended you use the spreadsheet template generated by the Import Manager for your import.
Start by ensuring:
- There is only one header row
- Each column header is different
- The spreadsheet is saved as an .xlsx or .csv file.
In the sample we will use, there will be an account ID column. The IDs in this column can be either from your old database or Neon CRM IDs. You do not need to have an Account ID column.
Also, as you can see, our data contains the non-donation-related data fields of First Name, Last Name, and Email. Neon CRM allows you to simultaneously import multiple types of data, so we will import this new account data along with our new donation data in this import example.
Required Fields
When importing donation data, the following fields are required:
|
Column |
Description |
|
Amount |
All amounts must be greater than zero. |
|
Donation Date |
This column indicates the date of the donation. |
Note: For information on how to manipulate spreadsheet data in Microsoft Excel, consult the Microsoft Excel support materials.
1. Ensure that all amounts are above zero.
2. All rows need a Donation Date.
Standard Fields
For donation data, there are many standard, non-required fields available for import, including:
|
Field Name |
Explanation/Note |
|
Amount |
Donation Amount (Required Field) |
|
Campaign |
Campaign Name |
|
Check # |
For donations made by check |
|
Description of non-cash contribution |
Goods or services donated in an in-kind donation |
|
Donation Date |
(Required Field) |
|
Donation Status |
|
|
Donation Type |
Donation type is an optional field, type will be defaulted to Donation if column is not mapped or donation type field is blank Ex: Donation or Pledge |
|
Donor Note |
Any note about the donation provided by the donor |
|
Donor Name |
The “from” name provided by the donor |
|
Fair Market Value |
The value of in-kind donations |
|
Fund |
|
|
Tender Type |
Ex: Check, Credit Card |
|
Purpose |
|
|
Source |
Ex: Community Event |
Although these fields are not required, entering this data now, before import, may save you time in the future.
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
- Payment linked to Pledges
- Pledge write-off amounts
- Soft credits
- Solicitors
If your data contains any of these data types, they will need to be removed before import.
Common Formatting Errors
There are many common formatting errors which occur when importing donation data. These include:
- Amounts less than zero
- Invalid file format: Neon CRM supports .xlsx 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