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Import Payment Data

Lauren Neulinger
Updated

A user must have the following permissions in order to import payment data: 

  • Batch Edit Payments
  • At least one other permission that gives the user access to Admin Tools & Settings.

Data can be imported into your GivingData site from an external accounting system to update payment records in GivingData with payment information. Updated payments in GivingData are set to the Paid status after the import is complete.

The payment import tool is available in Admin Tools & Settings.

  1. Click the gear icon in the navigation menu.
  2. Click Payment Import.
    payment import option

Before importing payment data, configure the fields to include on the import template. These are the payment record fields that will be updated with data from an external system.

  1. Click Add Column.add column button
     
  2. Complete the fields, and then click Save.
    • Insert After Column - Determine where this column of data should be inserted in the template.
    • Column Data Options - Select Use column data to update a field in GivingData if the data entered into this column should update the corresponding field in the GivingData payment records. Select Ignore column data if the data in this column is simply for reference while completing the template. 
    • Check the box for the field in GivingData to add to the import template.save button
       
  3. Add as many additional columns as needed to the import template.

Once the import template is configured, download the template and prepare the data to import.

  1. Click Download Template.download template button
     
  2. Add the data from the external system into the template spreadsheet.
  3. Save the updated template spreadsheet to your computer in a .csv format.

The final step is to import the completed template spreadsheet into GivingData.

  1. Click Import Payment Data.
    import payment data button
     
  2. Select the file to upload, and then click Next.next button
     
  3. Review the data to verify that it aligns correctly with the GivingData fields, and then click Update Payments.
    • If there are errors, click Cancel and correct the data before restarting the steps. update payments button 

The system delivers a notification when the import is complete. The notification provides the number of payment records that were successfully updated, and lists any payments that were not updated. 

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