This article shows you how to import refund and shortfall records. If you want to add refund records individually to a fund, refer to How to Record Refunds to Parishes.

The Refunds Import Feature lets you transfer multiple refund and shortfall payment records from an Excel spreadsheet into a fund. You can import new records as well as import records to update (overwrite) existing ones.

Use the steps below to create a data file containing the refund and shortfall payment records you want to import. If you already have a file containing your records, you can skip to Creating a Data File Containing Refund Records.

Enable Local ID Reference for Refunds and Shortfalls

If desired, diocesan administrators can import refunds to a fund by referencing the parish’s local Organization ID (internal ID assigned by the diocese). By default, the system imports refunds by referencing the ParishSOFT ID (external ID assigned by ParishSOFT). If you want to configure your system to reference the local organization ID, complete the following:

1. In DDM, open the Settings page.
2. On the Administration tab, select the Local Org ID setting in the Organization ID dropdown list, as shown below:
   
3. Click .

When importing refunds, your organization is now set up to reference the parish’s Local Organization ID. You should enter this value into the Organization ID field when creating the data file.

Create a Data File Containing Refund Records

For the data file to import successfully, it must be set up correctly. To ensure success, we recommend that you complete this step by downloading the spreadsheet template and copying data from the matching columns in your existing file into the template.   

1. Open the Funds page.
2. Locate the fund to which you want to import refund and shortfall payment records. To quickly find the desired fund, use the Search or Filter function.
3. Select the fund's name link to open the fund's record.
4. Click the Refunds tab.
5. Create a data file. To do this:
   • Click (Import Refunds) to open the Fund Refund Import window.
   • In the Fund Refund Import window, click the Download Spreadsheet Template link.
     
   • Open the downloaded template. The template is an Excel file.
6. For each record, enter information into the following fields:
   • Organization ID*: unique number that identifies the parish. If you set up your system (in Step 1) to reference the organization's local ID, enter that number into the field.
   • Refund Date*: date the refund was issued or the shortfall payment was paid.
   • Amount*: amount of the refund or shortfall in dollars (0.00). Refund payments are amounts owed to a parish and are displayed as positive values. Shortfall payments are amounts owed by a parish and are displayed as negative values.
   • Memo: use this field to add notes pertaining to the refund or shortfall payment.
   • Check #: check number on the refund check or the shortfall payment check.
   • Check Date: date on the refund check or the shortfall payment check.
7. Save the Excel file to your computer.

You can now import the records in the file into the fund.

Import the Payment Records into the Fund

1. Open the Funds page.
2. Locate the fund to which you want to import refund and shortfall payment records. To quickly find the desired fund, use the Search or Filter function.
3. Select the fund's name link to open the fund's record.
4. Click the Refunds tab.
5. Use one of these methods to import the records:
   • Drag and Drop: find the file on your computer that you want to import. Select the file, but do not release the mouse button. Then, while pressing the button, drag the file to the Drop file here area. Finally, release the mouse button to begin the import process.
   • Browse: click and navigate to the location on your computer where the file is saved. Select the file. Then, follow the steps in your browser to complete the import.
6. The contents of the import file are displayed. Do one of the following:
   • If the file has errors, correct them and then re-import the file, starting at step 5.
   • If the file has no errors, click Import to import the payment records into the fund. You can see the records in the grid on the Refunds tab.

Updated September 29, 2025 16:36