Import Gifts

Import Gifts

Import gifts from an external source directly into FIMS by using a comma-separated (.csv) file. Unposted gift records are created using the values defined in the input file and/or specified when you run the import. This process reduces the amount of manual data entry and reduces the potential for errors.

Note: Once you configure your import, you can click the Defaults button and save your configuration for use in future imports. If you name a configuration Default, it is loaded automatically each time you run the Gift Import. You can still choose to run the import based on a different configuration, but the one named Default will be your first choice

Tip: You can create a .csv file by opening the data you want to import in a spreadsheet, selecting File > Save As, and then selecting the .csv file type.

1. In the Gift Management module, select File Maintenance > Gift Import.

2. In the Import File field, enter the path and file name of the spreadsheet file that includes your gift information.

3. (Optional) To limit the number of rows that you import, enter a range of row numbers in the Import Row From > Through fields. The default values for these fields are 1 though 99999, which imports all rows.

4. In each drop-down, select one of the following. The available options vary depending on the field.

• Select: Select this option if you did not include the data in the spreadsheet, and you want to apply the same information to all Gifts in this file. Once you choose Select, you will be able to enter the desired information or select it from a lookup.
• Column #: If you included the data in your spreadsheet, and your columns are numbered, select this option and then enter the desired number.
• Column Letter: If you included the data in your spreadsheet, select the letter associated with the appropriate column.
• Dup Chk: Select this option if there are Donors in your spreadsheet that may already be in FIMS. When the import process runs, the system will check for duplicates before creating new Donor Profiles.

Note: This option is only available in the Donor ID Code field, and your data file must include name and address information for each Donor in order to use this function.

• Default Rep: Select this option if you want to apply the default Fund ID code to the Gifts based on the Default Donor Fund Rep Type. Refer to System Options – Donor and Gift Managementfor more information.

  Note: This option is only available in the Fund ID field.

• Use Class:Select this option if you want FIMS to automatically choose the appropriate account based on the Fund Class.

  Note: This option is only available in the Asset / Debit Account, Revenue / Credit Account, and Principal fields.

• From Donor:Select this option if you want to use the information from the current Donor record in FIMS to populate the field.

  Note: This option is only available in the Solicitor, Source, Match Code, Match ID, and Anonymous fields.

• From Profile:Select this option if you want to use the information from the current Donor record in FIMS to populate the field.

  Note: This option is only available in the County field and in the Acknowledgement fields (under Ack radio button).

• From Org Name:Select this option if you want to set the Ind / Org field for the Profile based on whether there is data in the Organization Name field.

  Note: This option is only available in the Ind / Org field. You should use this option if you are importing a mix of individual and organization Profiles. This is particularly important if you are using the duplicate checking feature – FIMS will check for both individual and organization Profiles that are potential duplicates of the Profile in your spreadsheet. If you choose Organization or Individual, the duplicate check only searches the selected type of record.

• None:Select this option if you do not want to include the field.

  Note: This option is only available in the Other fields (under Other radio button).

5. (Optional) Click the Defaults button and save your settings for use in future imports.

Note: If you enter the name Default in the Description field for your import settings, those settings will automatically be loaded the next time you run the utility.

6. When you are finished, click the Import button. Once FIMS confirms that all State codes in the records are valid, a confirmation report opens in the FIMS Viewer, displaying information about the Profiles and Gifts that will be imported.

7. Verify the Gift and Profile information in the confirmation report.

Note: If Profiles in your data file have potential duplicates in FIMS, the potential duplicates and their IDs will be displayed to the right of the Profile information from your data file. You can choose to use the suggested Profile, create a new Profile, or use a different Profile. Refer to Updating Profile ID Codes for Imported Gifts for more information.

8. Once you have confirmed the information on the report, click Create Gifts. The system will add the appropriate Profile, Donor, and Gift records to FIMS.

Updating Profile ID Codes for Imported Gifts

When you run Gift Import using the duplicate checking option, the system displays potential duplicates on the confirmation report. The system uses the existing Profile by default rather than creating a new Profile. However, if you want the system to create a new Profile, or use a different Profile than the one listed, you can make that change before importing your Gifts.

1. Configure and run the Gift Import. The Gift Import Confirmation Report opens.
2. Review the list of Profiles and any potential duplicates (the data from your spreadsheet is listed on the left, and potential duplicate Profiles are listed on the right).

3. If you want to make changes, click Update Profile ID Codes on the FIMS Viewer menu bar. The Update Profile ID Codes window opens.

• If the ID Code field is blank or says NextID, the system creates a new Profile and Donor record when the Gifts are imported.
• If the ID Code field has an ID code, the system associates the imported Gift with the selected Profile.

Note: If you run the import using the Dupe Check option, and the system finds a potential duplicate, it will automatically add the ID code of the potential duplicate to the ID Code field, but you can change it, if necessary.

4. In the ID Code field, do one of the following for each record you want to update:

• If you want to create a new Profile and Donor record, clear the field.
• If you want to use an existing Profile, select the appropriate record and click the drop-down in the ID Code field to select the Profile you want to use.

5. When you are finished, click the Done button, and then proceed with your import.

Importing Gifts Soft Credits

To import Gifts soft credits, launch the Gift Import form and click the Other button to display the form illustrated below.  The import process works as described above but enables you to specify criteria for importing soft credits as explained below.

Imports will allow for a Soft Credit per gift. Each column in the Soft Credit Entry will be available to the import. Credit Name will have an option that allows it to be used from the profile record. Partner will automatically set to a value of “Exclude” if no partner exists regardless of selected value.

The criteria you select for each of the fields above will enable the Import utility to map the data appropriate for the indicated field from either a given column in the external file or from the Profile record (when applicable.)

The options available are:

Column Number - If you select Column Number, an edit field will open next to the field with the number 0 for you to override.  The number you enter should be a valid column number (starting from the left) For example: 5 means ‘take the data from column 5 of the csv and put it in the designated soft-credit-related field of the imported record’.

From ProfileIf you select From Profile the import utility will use the corresponding profile record to fill in the data in the Partner field (From Profile is only available for the Partner field.)

A, B, C, D or E - If you select A, B, C, D or E, the import utility will use the data from whatever is specified as column A, B, C, D or E of the csv and put it in the designated soft-credit-related field of the imported record.

Additionally, the following considerations should be noted for the respective fields:

Soft Credit ID - The magnifying glass is available next to the Soft Credit ID to set a specific record Soft Credit Code ID from the FIMS database as opposed to the corresponding field in the import file.

Amt/Pct - A drop-down is available to indicate whether the imported figure is an actual soft credit amount or percentage of the gift amount.  The default is Amt (Amount).  Whatever selection is made will be applied to all imported records.

Credit - If Credit is specified then the text entered will be used to import data to the credit field instead of from the import file (thus, all imported records will have the same Credit.)

Partner - For the Partner field you can specify the include/exclude option based on the drop down to the right of the field instead of having the option set from the import file (thus, all imported records will have the same Include/Exclude field.)

Credit Type - You can select a credit type to be used by clicking the down arrow of the drop down to the right of the Credit Type field.  If Credit Type is specified then the selected credit type will be used to import data to the credit type field instead of from the import file (thus, all imported records will have the same Credit Type.)

Gift XRef - You can specify a Gift cross reference by entering it in the field to the right of the Gift XRef field.  If Gift XRef is specified then the entered value will be used to import data to the Gift XRef field instead of from the import file (thus, all imported records will have the same Gift XRef.)