PSFS Offering - Import: How to import online giving contributions

How to import online giving contributions

Importing pledges through this process is discouraged. Instead, manage your pledges through the Family Suite, Offering module.

Who can use this feature?

In order to import contributions into ParishSOFT Family Suite, Offering, each of the following must be set up correctly:

Access Rights:  you must have Access Rights for Offering tied to your login credentials

Permissions: you must have Fund Permissions for each fund you are importing as well as the following permissions in Offering:

View → Add/Edit

View → Print

View → Import

 Funds: each fund must be enabled for import

 

How to upload the file

  1. Click the Offering tab. Then, click Import. 
  2. If necessary, select your Organization from the List.
  3. Upload the file by clicking the Browse Button.
  4. In the Open window, navigate to the location where you saved the .csv file. Select the file and click Open.
    • The name of the file displays in the field to the left of the Browse button.
    • A green progress bar displays to show the progress of the upload.
  5. The application processes the uploaded file, and then takes the following actions depending on if the import was a success or if the import had a problem.
      • Success: If it successfully read the contents of the file, it displays the Import Summary page (see an example illustration below).
        • Use this information to preview the contents of the file and verify its accuracy before selecting import.
        • The summary includes information only from records in funds for which you have permissions to access
        • If the Import Summary is displayed with the correct information, click here to learn the steps to complete the import.
        • If the wrong information is displayed, click Cancel and then start the process over again, importing the correct file.

     

    • Problem: If it detects a problem with the file, it displays an error message or warning.
      • Note the error message.
      • Click here for information on how to fix the specific problem mentioned in the message.
      • After you fix the problem, start the process over again, importing the new, corrected file.

 

How to complete the import

Step 1: Choose and make note of the Batch Name:

  • The Import Summary has a field under Batch Information called Batch Name.
  • You may keep the Batch Name assigned by the application, or replace it with one of your choice.
  • Make a note of the Batch Name: Once you import the file, the Batch Name will be used as an identifier on the Batch Management page where you can find it and view its details.

Step 2: Manage Anonymous Contributions:

  • The Import Summary has a section called Anonymous Contributions. 
  • The number of anonymous gifts in the import file is noted in this section.
  • When the total number of anonymous gifts is 1 or more, click the drop down arrow A in the Family Name field to select your organization's anonymous family.
    • If you do not have an anonymous or fictitious family set up in Family Directory for this purpose, you can quickly create one by selecting the drop-down option, (Add New Anonymous Family).
    • If you selected an incorrect family or an incorrect family is populating the field, select the gear icon B in the upper right corner of the section to clear the field.
    • Once you select the fictitious family, the Family ID field will be automatically populated with the family DUID associated with the anonymous family name you select.

Step 3: Import the file

  • Click the Import Button at the bottom of the Import Summary.
  • If the Import is successful, you will see the Import Summary (see example illustration below). The Import Summary includes details about the import including the number of successfully imported records, the total dollar amount for the contributions in the file, and the reasons the application failed to import certain records in the file.

Step 4: Final Options

  • Click the Import Report links in the summary, CSV | PDF to view the import report.
  • Click the Import Another File button.
  • Exit the summary by selecting a different option from the tabs or application options at the top of the screen or by signing out of ParishSOFT Family Suite.

 

How to resolve errors for online giving file imports

Common Import Errors

If the application cannot import the file, it issues a message. If one of these messages or warnings is displayed, follow the suggestions in the Corrective Action column to resolve the issue.

 

Message

Corrective Action

The file exceeds maximum file size limit of 2 MB.

The maximum size of the import file is limited to 2 MB. To resolve this issue, go back to Online Giving and export the file with fewer records. Then, retry the import.

One method you can use to create a smaller export file is to decrease the number of funds in the file. Another method is to specify a shorter date range.

The file you are trying to import is of an incorrect file type. Please verify the file is correct and retry.

The system recognizes and imports .csv files only.

Make sure that the file ends with .csv as the extension. Then, retry the import.

The file does not contain the standard 
export data.

If the file has no data or contains unrecognized elements, such as unreadable characters or columns, the system cannot process it. This issue can occur if the file was edited and the change is unreadable, or if changes took place during processing that caused the file to become corrupted. To resolve this issue, go back to Online Giving and export the file again. Do not edit the contents of the export file. Then, retry the import.

The file you are trying to import belongs to <organization name>. Please verify the file organization ID and retry.

The system cannot accept the file if the organization ID in the file you are importing does not match the ID of the organization you are importing the file into. Check that the organization ID in the file matches the organization ID for your organization. Then, retry the import.

You do not have permissions to <number of funds> of the <total number of funds> funds.

This is an information-only message. If you have permissions for at least one fund in the file, the system allows you to proceed with the import, but be aware that the system imports data only for the funds you have permission to access. 

Pledge does not belong to family.

The pledge ID must match a pledge that currently exists for a family. If the envelope number or sdiocesan ID in the contribution record does not match the envelope number or sdiocesan ID in the pledge record, the contribution is rejected and this message is displayed. Make sure the envelope number or diocesan IDs in both records match. Then, retry the import.

<number of funds> of the <total number of funds> are not enabled for import. Any data for <number of funds> will not be imported.

If at least one fund in the file is enabled for import, the system allows you to import the file, but be aware that the system imports data only enabled funds. If you need instructions on how to enable a fund for import, go to How to Enable a Fund for Import. After you enable the funds in the file for import, retry the import.

 

Export Report

After an import, the system generates an export report summarizing which records failed and succeeded. To download the report, select the CSV or PDF link in The last import occurred on section A. Failed records are listed in the report along with a message describing the problem. Consult the table below for corrective actions.

 

Message

Corrective Action

Fund requires pledges

The fund that the contribution is being imported into accepts pledges only. Remove any contribution records from the file and re-import the file.

Invalid or nonexistent family envelope number.

The family envelope number associated with the pledge or contribution record does not exist in the ParishSOFT system. Go back to the Online Giving application, correct the family envelope number, and then re-export the file.

Invalid or nonexistent fund ID

The fund ID associated with the contribution record does not exist in the ParishSOFT system. Go back to the Online Giving application and fix the fund ID. Then re-export the file.

Insufficient Fund Permissions

The user does not have the appropriate permissions to the ParishSOFT fund into which he or she is trying to import contribution records. Contact your administrator to obtain the required fund permissions.

Duplicate Contribution Records

The contribution external contribution ID already exists in the ParishSOFT system. The system probably imported the duplicate record. You can either leave the duplicate record in your system (not recommended) or display the Contribution List page, locate the duplicate record, and delete it.

 

Related Articles

How to enable funds for import

 

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