Prepare the Excel file to be used to Import the Donations:

  • Make sure the Excel file has been converted to .CSV
  • Make sure that at a minimum the file includes the following fields:
   First Name
   Last Name
   E-mail
   Donation Amount
   Donation Date
   Fund Name (The fund to be credited for the donation in Sphere)
   Payment Type (cash, check, offline credit card,)
                *for Offline Credit Cards, include fields for: Credit Card number, Name on  card, expiration month, expiration year
                *for Checks, include fields for: Check Number, Name as it appears on check,  Check date

*NOTE* Your existing records will be "Updated" based on your Real-time Dedupe Settings which  are generally set to: Merge new records if First Name, Last Name, and E-Mail address match  exactly.  If the information specified to check for duplicates in the Real-time Dedupe does not match the information when it is uploaded in the batch, the system will create a new record for those donors.

*Make sure that if a Donor has multiple donations, there is a line item that includes the  above information for each donation they have made.

Importing the Donations is a two step process.
First import the file with the donor records (New and Existing can be in the  same file).
This will allow the system to create an output file appended with the letters .PRC
This file will have an added column labeled "Supporter ID"
The supporter IDs for existing records will be added to the file and new ones created for  donors that did not previously exist in the database.

Step 1: Importing the Donor Information:
  1. Go to: Control > Import Center
  2. Click "New Import"
  3. Select "Constituents Profile" from the Category dropdown
  4. Select either "Individual" or "Organization" from the Template dropdown
  5. Click Next
  6. Click Browse and find the .CSV file on your computer
  7. Click Upload. There will be a preview of the data when the upload completes
  8. Click Next 
  9. Choose an Identity field (Email is recommended)
  10. Map the following fields: First Name, Last Name, email address and any additional contact/profile information included in the .CSV file.
  11. Click Next
  12. Skip Default Values and click Next
  13. Select "Update existing Sphere records", update "Source Data Validation" as needed.
  14. Click Next
  15. Name the Import file
  16. Click Finish
  17. Wait for the import to complete.

Once the import has completed, Click the .PRC file under the Results column
It will open as an .CSV file
There is now a "Supporter ID" column added to the file with a unique ID for each donation record.
Save the file to your computer as a .CSV file.

Step 2: Uploading the donations as a Batch 

  1. Go to: Control > Import Center
  2. Click "New Import"
  3. Select "Constituents Financial" from the Category dropdown
  4. Select "Gift-Donation" from the Template dropdown
  5. Click Next
  6. Click Browse and find the .CSV file that was saved on your computer
  7. Click Upload. There will be a preview of the data when the upload completes
  8. Click Next
  9. Choose an Identity Field (Fund Name is recommended)
  10. Map the fields making sure to include: Supporter ID, Fund Name, Donation amount, reviewed  date and any additional Financial information that needs to be included from the .CSV file.
  11. Click Next
  12. Skip Default Values and click Next
  13. Update "Source Data Validation" as needed.
  14. Click Next
  15. Name the Import file
  16. Click Finish
  17. Wait for the import to complete.


*NOTES*

In either of these instances when importing Donor or Donation records, if records are rejected  a report will be generated for the offending records with a reason included.

Download and update the rejected record report accordingly and re-upload the file again for  processing.