Logos brings thirty years of experience to the task of converting data. We do everything possible to make your move to Logos software an efficient, economical process. For example, Logos II has an efficient data import routine that you can run yourself to accurately put data into the right fields.
This document deals only with importing data into Logos II Church/Donor Management (with an option for Catholic churches to simultaneously import detailed sacramental register data – page 10). Logos Accounting also has import routines that allow bringing in the Chart of Accounts and Vendor information. Additional import functions (designed to facilitate use of 3rd-party components) do allow bringing in some history if the Chart of Accounts does not need to be modified. Due to the differences between Chart of Accounts structures among accounting programs, it is likely that at least some changes to the chart will need to be done.
The Top Ten Tips in Transferring Text, Totals, Etc.
1. Moving data from one data base program to another is different from moving a text file between word processors. Each piece of information must be placed in a specific location (field). Every field in the data must be mapped to its new location. And of course, records for family members must be linked correctly and all data must be linked correctly to each individual.
2. The biggest hurdle is getting data out of the old program. If you want our technicians to do that for you, the cost is usually at least $350. (See #10 on next page.)
Tip: The two most common ways to get data out of a program are:
• A mail merge/export routine that lets you select at least some of the data;
• A report that can be sent to a file instead of to the printer.
These options may not export all the data you would like to convert, but they may be your best means to get essential data out of your old program. In some cases, it is easier for you to manually re-enter some data into Logos after the conversion process is completed. Logos II has a Quick Update utility that makes it easy to quickly make the same data entries in multiple records.
3. The second hurdle is that data may be structured differently in the two programs. For example, family members may be linked in different ways. Or one field in one program may store data that the other program keeps in two fields. To copy such data “as is” will cause obvious problems. Therefore, some changes must be made to the data, or a special import routine has to be written.
4. Any preparatory work done at your office to extract, organize, or modify data to conform to Logos will significantly reduce the cost of the conversion and the possibility of errors.
5. Data must be in either Excel, dBase, or Text (Tab- or Comma-Delimited) format.
6. Spreadsheet programs such as Microsoft Excel are great tools for verifying, modifying and/or organizing your data before importing.
7. If you send us data to convert, work can only begin if you provide a clear, printed listing of each data field to convert. If any fields use codes instead of normal text, a list of the codes and their meanings is required. (Some programs display and print normal text, but export codes. This results in the need for a little detective work to determine what various codes mean.)
8. It is often more efficient to manually input at least some data than to pay a computer technician to try to extract data from an old program, then write code to import the data accurately. Some combination of the two approaches often works well, converting some data and typing the rest.
9. Some data (e.g., attendance history, multi-year pledges) may not convert. It is often less costly to re-enter it.
10. Talk with a Logos Representative for more details on Data Conversion through our Professional Services Department. Call 1-800-266-3311 or email [email protected]
Using the Import Data Routine
This People > Utilities menu routine allows you to import data on people. The initial screen gives you these options:
• Clear all existing data and Add records being imported – Use this when there are no individual or family records in Logos II that you want to retain. This option gives you the choice of whether or not to Retain existing ID numbers that are in the data file being
imported. Unmark it only if you are importing only a single “member” file and you want the ID numbers to be automatically reset.
• Append records being imported to
end of current Logos II records – Use this option if you already have data in Logos II that you want to retain. This option gives you the choice to Link data being imported to current Logos II member records. Mark this check box if you are importing data other than a “member” file and you want it to link to individual records already in Logos II. In order for this to work, the ID numbers in these other files must match those already in Logos II.
• If Preferences > Organization is set to Catholic, additional options display referring to also importing Sacramental Register detail files, information on sacraments beyond the date and the church name where a sacrament was received. On the next screen you type of browse to locate the path and file name for each file being imported. The data in these files must meet the requirements on the following pages. This screen is followed by one or more Field Matching screens in which you define which Logos II data field is to be used for the data in each column of your data file. The Logos II Help file provides detailed directions on completing this routine.
Import Data Requirements
Data to be imported must be in one of these formats:
1. Excel (XLS) Microsoft Excel Workbook (not Excel 2007 or Excel 2010)
2. XBase (DBF) Columns must be set to the sizes indicated on following pages. Date columns must be defined as Dates with 4-digit for the year.
3. Tab delimited text — Tabs separate fields; Paragraph marks separate records.
4. CSV — Commas and quotes separate data.
Data must fit Logos II field definitions (see following pages)
Thus, if your data
1. Does not contain an ID number for every record, you must assign them. ID numbers link data files. Each person in a family shares the same Family ID, with a decimal extension to note each person’s relationship: .01 = Head of Household, .02 = Spouse, .03, .04 ,etc = Child. No ID Number should have a .00 extension. This will abort some Logos routines.
2. Has any duplicate ID numbers in the Member file, you must reassign them. The Import routine checks for duplicates and will display an error message if any are found.
3. Has first and last names together in one field, the data must be split apart into separate fields for First Name, Last Name, and Title (Mr., Mrs., etc.). Titles are optional. First and Last Name are required fields.
4. Does not contain a field listed, you may ignore it except for the Skills (Ministry/Talents) and Pledge data files, which must have actual data in all fields to complete the import of those files.
5. Has fields in a different order from the list, you can leave them as is, but putting them in the order listed will make the Import routine’s field matching procedure simpler.
6. Has fields other than these listed, enter that data manually into Logos AFTER importing. Or import the data into a Logos field that is not being used. Logos’ Quick Update routine easily moves data to other fields after importing, and most data fields can be retitled as you choose.
7. Contains commas or quotes or tabs (other than those used to separate fields), use the Replace function in your spreadsheet or word processor to delete those characters. The Import routine reads commas and tabs as field delimiters, causing data to be placed in the wrong fields.
Data fields are of the type and size indicated.
If a field contains more characters than a Logos field has room for, data will be cut off. Logos lets you select up to eight data file(s) to import. Data in all files (except Fund Names) is linked by a person’s ID number.
1. Member Data REQUIRED People’s Names, Addresses, Phone Numbers, Dates, etc.
2. Member Skills (Talents/Ministries) Data People’s abilities and/or involvements.
3. Fund Names Data The funds to which people contribute.
4. Contributions Data Giving history: Fund, Date, Amount, etc.
5. Contributions Pledge Data Pledges: Fund, Amount, Frequency, Date Begin, etc.
6. Attendance Data Individual records that define Group(s) in which people are enrolled.
7. Comments Data Narrative notes on individuals.
8. Event Registration Data – Information on event registrations and fees paid.
9. Sacramental Data – (Catholic Only) Data that links to Logos II records and is later imported into Logos
• Logos requires valid data on people (Member table). You must import the Member data. Other files are optional and can be imported at the same time or appended later.
• Spreadsheet programs (Microsoft Excel) that display data in columns and rows let you quickly and easily change the order and format of data fields to conform to the Logos requirements
• If importing into a new Logos II dataset, select the Clear all existing data and Add option and mark the Retain existing ID numbers check box.
Member Data Fields (Over 100 fields)
All records MUST have a valid ID number, First Name, and Last Name for the import routine to work. Records with only a zero (0) before the decimal point are excluded (i.e., 0.01, etc.). Fields marked by an arrow (> – Items I-P, AE, CS-CU) are the same for every member of a family. If this data differs among family members, only the first person’s data will be imported.
Microsoft Excel The Col letters on each line indicate the Excel column if data is in the order in which Import Data Files lists fields. This order is not required, but will simplify the field matching process when importing. [Notes in brackets refer to related items.]
Member Data Continued…
Col Field Type/Size Description (Catholic) Example
Organization Type Changes ― Default Field Titles
The Organization Type list box (Organization tab in Preferences) makes multiple changes to field titles. If you manually change Field Tiles (Field Text tab in Preferences) and then change the Organization setting, all user-defined field titles are overwritten by the global definitions for the new Organization setting.
NOTE: The following data can either be imported at the same time as the Member data or be linked to the current Logos II Member data that has been previously imported or entered. The ID numbers in these tables must match those in the Member file being used.
Member Skills Data
Logos uses a three-level Skills (Talents/Ministry) structure plus an optional field for a comment. Data is only copied into a record if all three levels (Skillname, Category, Value) contain text. Thus, if converting from a one- or two-level system, use your word processor or spreadsheet program to insert appropriate text in each level.
After importing, Logos’ Quick Update routine lets you easily add, delete, or change entries in selected records. Also, the Skills tab in Preferences can be used to edit the descriptions for any items, to delete items from the system, and/or to add new items.
Fund Names Data
Fund Number and Description are the only required fields. If you import Contributions History but not Pledges, you do not need to import Fund Names. A fund table will be created automatically from History data. Then edit Fund records in Preferences > Contributions > Funds ― adding Descriptions and GL account numbers plus Pledge info if needed. Imported funds are automatically defined as “Regular” (Tax Deductible). Any funds that are Non-Deductible need to be manually defined as such after importing.
Contributions History Data
This file contains the detailed history on donor giving. Each record must have at least the ID Number, Fund Number, Date, and Amount. The Check Number field can contain a left-justified number, or it can be blank, or it can say “CASH”. The Bank Number field is optional. Fields must be in this order to import.
Contributions Pledge Data
All fields listed below (except for TOTAL_PLEDGE) are essential in every pledge record in order for pledge calculations to operate correctly. The TOTAL_PLEDGE field is needed only if Initial Deposit amounts have been added to the total pledged in installments.
Pledge Frequency is defined as W-Weekly, M-Monthly, Q-Quarterly, S-Semi Annually, A-Annually, L-Life of Pledge.
This file contains individuals’ enrollment (and attendance) data in groups. The first three fields are essential to create enrollment records. The Year entry is required to define when each individual attended the group. (In the Group record that is also created, the year will be set to “0”, as group records extend from year to year.) Logos can import a record for each year a person was enrolled in a group. Thus, a person could have an Attendance record for each year and each group. Level2, Level3 and Level4 entries are only needed to define subgroups under a Level1.
The Attendance field, if used, should consist of a character string with up to 52 weeks of data. Each week’s attendance is shown by a single character (P, etc.). A period indicates the person was absent. See example below.
This file contains narrative text about a person in up to five separate text boxes. The first two fields are required. The Pastoral and Counsel fields can be given separate security (Administrator menu > Maintain Users).
Event Registration Data
This file contains event registration data in up to 14 fields. The bold fields are required. The import routine looks for an exact match in your existing Logos II Event Registration data for columns A, B, C, D, E, F, G, and H. If an exact match is not found, that entry is not imported. For registrations that have multiple fees, create one line item in your import file for each fee.
Sacramental Register Data
This file contains data on sacraments received. The Member table in Logos has fields for sacrament dates, church names, plus address information on the Church of Baptism, which display on the Sacraments tab. This import function allows linking more extensive sacramental data to Logos II records. This data can then be imported into Logos Sacramental Register, maintaining the link to the member records in Logos II.