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Preparing Donation Data

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Bethany Lang
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Required Fields

As noted in the Available Fields section of this guide, the following fields are required when importing donation data:

  • Amount - must be greater than 0
  • Donation Date
  • Donation Type - donation or pledge

Available Fields

The following fields are available for donation import using the Import Manager:

Field Name Explanation Example Configure in NeonCRM before importing? Required for Importing? Required Values? Field Selection Type Type of Data Max Characters
Amount Donation amount 200.50   Yes Positive number Free-entry Text 100
Batch Number The number of the batch to which the donation belongs (usually only applies to batches entered through the NeonCRM system itself)         Free-entry Text 100
Campaign Campaign   Yes     Drop-down Text 100
Check # The number on the check used in a donation of Check tender.         Free-entry Text 100
Description of non-cash contribution Describes the goods or services donated in an In-Kind donation. Box seats       Free-entry Text 65000
Donation Date Date of the donation. 01/01/2010   Yes   Date Date  
Donation Status Status of the donation (whether or not the transaction was successful) Succeed     Succeed, Pending, Declined, Cancelled, Deferred Drop-down Text 100
Donation Type Is this a donation or a pledge? Donation   Yes Donation, Pledge Drop-down Text 100
Donor Note Any note about the donation provided by the donor.         Free-entry Text 100
Donor Name "From" name provided by the donor. This populates the "Donor Name" field in NeonCRM. The Team       Free-entry Text 100
Fair Market Value The value of In-Kind donations. Donation Amount is required when importing, so this column can be identical to the Donation Amount column when importing In-Kind donations. 100     Positive number Free-entry Text 100
Fund Fund   Yes     Drop-down Text 100
Honor Memory Person Name Name of the person this donation was made in Honor/Memory of. Harold Example       Free-entry Text 100
Honor Memory Type Is this an Honor donation or a Memorial donation? Honor     Honor, Memory Drop-down Text 100
Tender Type Tender type was used for this transaction Check Yes     Drop-down Text 100
Purpose Purpose   Yes     Drop-down Text 100
Source What is the Source of the donation? Community Event       Drop-down Text 100
 

Donation Custom Fields

In addition to the standard fields listed in the Available Fields section of this guide, you can also import to donation custom fields using the Import Manager. More information on how to manage and create donation custom fields is available here.

Data Structure

Donation data should be structured where each donation is on a row and each column is a NeonCRM donation field:

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Acknowledgement Letter

Donations added through the Import Manager can add a Donation Appreciation System Letter to the Mail Merge queue. This would be appropriate for importing donations that have yet to be acknowledged by your organization. You can preview & customize the content of these letters by navigating to Settings cog > Global Settings > System Letters > Donation Appreciation.

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This option is available when importing new accounts or adding new donations to existing Neon accounts.

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If you elect to add a letter to the queue for each donation, you will be notified at the end of the import about the number of successful letters.

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Note: An account must have Address Line 1 populated in order to be added to the mail merge queue.

After the import is complete, these letters are available to be merged and printed from the Mail Merge Queue.

mail_merge_queue.png

Limitations

Certain types of data are not able to imported using the Import Manager. These include (but are not limited to):

  • Recurring donations
  • Payments linked to pledges
  • Pledge write-off amounts
  • Soft credits

Sample Import Template (Donations only)

This template can be used to import donations to existing accounts in NeonCRM via a linking ID.

Click here to download the sample template.

Import Assistance

Assistance with troubleshooting imports as well as formatting data for import is only provided via consultation. For more information and to fill out a form requesting a consultation, please visit our NeonCRM Consultation page here. If the Import Manager limitations include data that you need to import, we can do a full custom import for you. For more information, please contact your account manager.

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