Gift Import

The Excel Gift Import feature is an optional and often faster method for creating gift records in Denari. It allows you to enter the gift information into a spreadsheet and then upload that spreadsheet to Denari. The process creates a batch and gift records. Some users find this method faster because they can copy down codes that are common among the gifts in the batch and work through a spreadsheet more quickly than the Denari gift form. It works best when you are using some type of bounce-back or return form that the donor sends with their gift that includes their account number and possibly the fund and appeal code that generated the gift.

 

It can also be used to import gifts from another source like PayPal. You can download the gifts from that source, rearrange the spreadsheet to match the Denari requirements, then upload the gifts into a batch.

 

There are three models available for the import process. Click on the Gear icon then Setup. Here you see the Gift Import Model field. The drop down shows three options. You can select the model here that best meets your needs.

 

 

You can choose the option that best fits your needs.

 

The General Model is the simplest and most popular method.

 

Go to the Gifts/Pledges button on the left then Gift Import. When you click the Import XLS Documenatation  link, Denari will give you a sample spreadsheet. It shows the fields that are both required and available for your import spreadsheet for each model. Lets jump down to the third option that shows us the Required Fields for the General Model. Below is a sample of what your spreadsheet might look like.

 

 

We see from the documentation that there are five fields that are required. They are Account, Amount, Appeal, Fund, and Letter. Those five field names must be in the first row of your spreadsheet and must be typed exactly as you see them here. So you will have a column with ACCOUNT in the first cell, a second column with AMOUNT, one for APPEAL, etc. The other fields you see here, like Check Number, Notes, Premium, Charitable, etc.  are optional fields and can be used if you need them. They can be entered in any order.

 

The values entered into the cells like Letter, Appeal, Fund, Premium, etc. must be the code, not the Description. For example, if you look at the Appeal Code setup form for one of your appeals you'll see that there is a Description field and a Code field. It is the Code that Denari needs here to identify which appeal code is which. Denari will also not create the codes on the fly. You will need to create the appeal code prior to uploading the spreadsheet.

 

If you have a Split Gift, that is one gift meant to be split between two or more funds, pledges, etc., you will enter each split in it's own row. However, both rows should have the same account number. Denari will recognize the duplicate account numbers and create one gift with multiple splits. See the No_Split field below for more information.

 

Most of the fields here are fairly self-explanatory but there are some that need some explanation.

 

Pledge: Denari assumes that all gifts will be linked to a pledge if that donor has an open pledge. But, if there is more than one open pledge Denari doesn't know what to do with that so it will do nothing. It will not import the gift during the upload process and it will give you a report in your In Box letting you know that.

 

Since Denari makes the assumption that all gifts will be linked to a pledge, placing an X in the cell, as you see above, tells Denari that you don't want this linked to any pledge. That is probably backwards from what you expect so it is important to remember.

 

Notes: Text that you enter into this field will be imported to the Notes field in the gift record.

 

Premium: Allows you to assign a Premium to the gift. Use the Part Number value from the Premium setup record in this field.

 

Quantity: Goes along with the Premium field. It is the number of premium items.

 

Status: This field also goes with the Premium field. The values for this field will be either 'Pending' or 'Shipped'. This allows you to create gift records for Premiums  that may have already been shipped out as well as those that need to be shipped.

 

Pay_Type: The values for this field should match exactly the way they show in the Payment Method field in the gift record. Examples are: 'check', 'MasterCard', 'Cash', etc.

 

Sales: It is possible to mark a gift as 'sales' related, meaning that it is a purchase rather than a donation. Denari will consider the amount to be non-charitable and you can get a list of sales gifts using Gift Segmenter.

 

Charitable: This field may be backwards from what you expect. Denari assumes that all gifts entered are charitable so if the gift is, in fact, charitable you don't need to put anything in this field and you don't even have to have this column in your spreadsheet. But if the gift is considered non-charitable, then you can put an X in this field.

 

DetailNote: This is really the Split Note field. Any text you enter here will be added to the note field in the split.

 

No-Split: As mentioned above, Denari assumes that gifts entered on multiple rows but having the same donor account number are split gifts and will create them in that way. However, there may be times when a donor sends two checks and you want to enter them as two separate gifts. Put an X in this field and Denari will ignore the fact that there are two or more rows with the same account number and will create separate gifts.

 

Below are the fields available for this model. 

 

 

There are only two fields required, Account and Amount. However, your donors must have a Jurisdiction selected for this model. When you run the upload, Denari will use the account number to find the Jurisdiction associated with that name. It then looks at that Jurisdiction set up record to find the Fund and Appeal selected there and it will then use that to create the gift record. All of the other fields are optional and you can use the optional Appeal and Fund fields to overwrite those selected in the Jurisdiction set up record.

 

The values entered into the cells like Letter, Appeal, Fund, Premium, etc. must be the code, not the Description. For example, if you look at the Appeal Code setup form for one of your appeals you'll see that there is a Description field and a Code field. It is the Code that Denari needs here to identify which appeal code is which. Denari will also not create the codes on the fly. You will need to create the appeal code prior to uploading the spreadsheet.

 

If you have a Split Gift, that is one gift meant to be split between two or more funds, pledges, etc., you will enter each split in it's own row. However, both rows should have the same account number. Denari will recognize the duplicate account numbers and create one gift with multiple splits. See the No_Split field below for more information.

 

Most of the fields here are fairly self-explanatory. Definitions for these fields can be found above in the General Model instructions.

 

Below are the fields available for this model.

 

 

There are three fields required for this model, Account, Amount, and Appeal. When you run the upload, Denari will look at the Appeal Code selected in the spreadsheet to find the Campaign that is linked to that Appeal. That Campaign setup form must have a Fund Code and Letter selected. Denari will use those to create the gift record. All other fields are optional. You can use the Fund and Letter fields to overwrite those selected in the Campaign set up form if you wish.

 

The values entered into the cells like Letter, Appeal, Fund, Premium, etc. must be the code, not the Description. For example, if you look at the Appeal Code setup form for one of your appeals you'll see that there is a Description field and a Code field. It is the Code that Denari needs here to identify which appeal code is which. Denari will also not create the codes on the fly. You will need to create the appeal code prior to uploading the spreadsheet.

 

If you have a Split Gift, that is one gift meant to be split between two or more funds, pledges, etc., you will enter each split in it's own row. However, both rows should have the same account number. Denari will recognize the duplicate account numbers and create one gift with multiple splits. See the No_Split field below for more information.

 

Most of the fields here are fairly self-explanatory. Definitions for these fields can be found above in the General Model instructions.

 

Once you have selected the best model for your organization and have built your spreadsheet you can save it to your computer. Now click the Upload Excel Spreadsheet button. That will allow you to browse and select your spreadsheet. Now click the Import Spreadsheet Gifts button on the right in the Quick Actions section of the page. Denari will upload the gifts and create a batch using "today's" date. You can change the date if you wish. The batch will be open so that you can review it. Once you are satisfied that the upload is correct, you can close the batch as you normally would for any other type of batch.

 

Note: It is a good idea to test the upload with one or two gifts before uploading a huge batch just to be sure it is working the way you expect. However, batches can be deleted if needed.