Note : Before you proceed with the following instructions, back up the database. If your organization integrates multiple Blackbaud products, refer to the Additional Requirements section of the backup article. If you are new to importing, review How to import (BB58904) before proceeding.
- Create a data file or use an existing file.
View a sample data file (7Installments.CSV) which creates a pledge for $600 with twelve installments on Phillip Keller's constituent record. The installments start on 1/1/2003 with monthly payments due on the fifth day of every other month. It also creates an open-ended monthly recurring gift with payments of $1000 on AAA concrete's record.
Although headers are not required in The Raiser's Edge 7, we recommend using them. Otherwise, you must manually map the fields in the data file to the corresponding fields in The Raiser's Edge. You can save the file in any delimited format or in fixed length. However, this example and the sample data file are in CSV format.
- Include the following fields in the data file (for a sample file, refer to step 1 above):
ImportID*, BAImpID**, GFTAmt, GFDate, FundID, GFType, GiftID, GFInsNumPay, GFInsFreq, GFInsFreqOpt, GFInsStartDate, GFInsNumDay, GFInsFreqNum****, GFGiftAidQualifyMethod***
Import ID*, Bank Import ID**, Gift Amount, Gift Date, Fund ID, Gift Type, Gift ID, Gift Installment Number of Payments, Gift Installment Frequency Option, Gift Installment Start Date, Gift Installment Numeric Day, Gift Installment Frequency Number****, Gift Aid Qualification Method***
Note: In Excel, use Text as the column type for all fields beginning with 0 such as the Import ID. Otherwise, Excel drops the leading zeros.
- If necessary, include other fields in the data file that are available for this import type.
Note: Not all fields can be imported with all import types; for example, gifts cannot be imported with constituent information. Refer to the Primary Address Import Fields and Constituent Import Fields sections of the Import Guide for a list of available fields (layout table) and for what each is used. In version 7.5 and above, you can also access the layout table from the Fields tab in the import parameters.
- In Import, select Gift from the Gift node. Click New and select the following parameters. For more information on what these parameters mean, refer to How to import in The Raiser's Edge 7 - The Basics of Importing (BB58904).
- What do you want to do? Import new records
- Options Automatically add installments for new pledges
- What file to you wish to import? Browse to the import file
- How do you want the system to identify existing constituents? Use the Import ID*
- What is the format of this import file? Delimited
- Field Separators and Text Qualifiers: Comma, Quotation
- Import Field Names: Field names are on the first line of the import file
- Sample Import Format: Verify the first few rows of the import file
Note: In Excel, use Text as the column type for Import ID or Social Security number. Otherwise, Excel drops the leading zeros.
For further information on importing gifts, refer to How to import gifts (BB15593).
In the Import Fields frame, verify that all rows in the Field to Import column are correctly mapped to the corresponding field in the Raiser's Edge Field column. Also, pay attention to the Extensions column. Groupings of phone number fields in the import file must share the same extension.
We recommend marking all available checkboxes. At the very least, mark the Create control report option.
* When creating a data file (steps 1 and 2), you can use the constituent ID or Social Security number instead of the import ID for the unique identifier. Use the same field in the How do you want the system to identify existing constituents? frame in Step 4.
** If import recurring gifts or pledges with a payment method of Direct Debit or Standing Order, the Bank Import ID is required.
**** The Gift Installment Frequency Number is required for the following scheduling frequencies: Monthly, Semi-Monthly and Weekly.