LII Contributions - Import Contributions

Import Contributions from a third party vendor

The Import Contributions routine (Utilities menu) lets you bring giving transactions into Logos II from a file created by a third party online giving program. This routine creates a new Contributions Batch that can be viewed and/or edited in the Enter Contributions routine which can then be posted to update donor records.

Please consider:

Member Identifier—The file that is imported must contain the Member ID Number or Envelope Number with each transaction.  

Transactions Have Been Processed—A file of donations made online reflects activity that has already been processed by the donor’s bank and your bank. Therefore, amounts, dates and donors must not be modified. In some cases, it may be necessary to edit the fund information if a donor notifies you that he or she selected the wrong fund.

This article contains the following sections:

How to format your spreadsheet

The import process

What happens after the import process is completed

 

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 Spreadsheet Format

For most efficient importing process, use the suggested column headers as shown in the examples below. If these headers are not used, you may run into some roadblocks.

The file format must be either csv or Microsoft 5.0 +:

  • membernum: this column must always be present even when using the envelope number as the member identifier. Format may be 1234.01 or 123401.
  • fenvelope: member envelope number (optional unless no membernum data exists for each member)
  • fdate: transaction date. The year in the fdate column must be in format yyyy— but fdate may be entered in the spreadsheet column as mm/dd/yyyy or mmddyyyy
  • famount: member donation amount for this transaction.
  • fcheck_number: (optional) the check number of the member's donation
  • ffundnumber: If the fund number is a sub fund, it must be formatted as f.ssss where f is the main fund number and s is the sub fund. The sub fund is four digits starting at the right and left-filled with zeroes. So fund 1 with sub fund 2 must be listed as 1.0002 while fund 1 with sub fund 10 must be listed as 1.0010.

When the Member Number is used

membernum fdate famount fcheck_number ffundnumber
8801 6/1/2017 500 100 700
82701 6/2/2017 200.5 101 700

 

 

 

 

To use the envelope number as the member identifier, all values in the membernum column must be cleared out before the file is imported. The column header for membernum must be present.

When the Envelope Number is used

membernum fenvelope fdate famount fcheck_number ffundnumber
  1010 6/1/2017 500 100 700
  200 6/2/2017 200.5 301 1.0003

 

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The import process

From the Contributions Tab go to Import/Export and Select Import Contributions. Follow the screen shots below. See linked section to learn how to Define the Import Fields.

   

Note: If your spreadsheet contains headers, mark the box in the lower left column when importing. When you mark the box which says, Ignore first line (contains header), the system will not try to import that line as a contribution.

        

Note: when using Envelope Number instead of member ID, the Import File looks like this:

Once the Import is Completed

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After Import is complete, go to Enter Contributions; change fund or date criteria in the batch entries if necessary by clicking on Magnifying glass in upper right corner. Make any changes then post the batch.

When you post the batch, if you are linked to the Logos GL application, the items will post there too using the Deposit Slip number and deposit date you enter here.

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DEFINE IMPORT FIELDS

When you import, if you haven't defined the column headers on your spreadsheet, you will need to define each one using the following process: 1) Click just below the column header in the grid. 2) Click the down-arrow under Define Grid Column as:. 3) Select the correct Column Header for that column.  If your spreadsheet has headers, mark the box to the left of Ignore first line (contains Header).

 

The columns that display on this screen will vary depending on the Import Option selected on the prior screen. If field titles were correctly defined in the data file, the column headers will be colored and display the matching Logos II field description. Any unmatched columns (Column_1, _2, and _4 in the example above) will not be imported until they are defined.

Define Grid Column as: If an unmatched column has data that you need to import, click into the column, then pull down the Define Grid Column list box and select the field definition that matches the data in the selected column. The Field Description will display at the top of that column. Repeat for each remaining column with data to import.

Buttons/Options

Restore — Once you have matched at least some of the fields, if you then exit from the routine, the next time you select the same file to import (or a new file of the same name), the Restore button to apply the field matching from the prior attempt.
ο Ignore first line (contains Header)Mark this check box if the first row in the data file contains header information.

OK – Select the OK button to proceed to the next screen.

Cancel – Select the Cancel button if you do not want to proceed with importing.

Contribution History Option – See Next Page

 

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