There is often a need to import donations from another source. For example, if you collect checks over the weekend for trips, entering them one-by-one would be tedious. Or perhaps there is another accounting tool that you need to extract from to enter in to ServiceReef so that trip participants can see updated totals from the past few days.
The Import Donations Tool was written to help you insert donations from another source using Microsoft Excel. To access this functionality, go to Organization Settings > Financial > Import Donations. There are instructions on the page and an example file format to help you get started.
Please note, the data needs to match the example file format.
To Import Donations:
Download the sample file using the link in the screenshot (in the "Sample Format" section). If exporting from another system, export your transactions from your other system and view the columns. ServiceReef allows you to map the associated columns after you upload to ease this process. Additionally, if there are errors in the process, the system will alert you before inserting any transactions into the database. Please note, the system cannot determine accuracy of data (e.g. participant name, trip name, amount of donation, etc). We will only be able to validate the correct information (e.g. "This trip does not exist").
The sample file looks like this (field definitions are below):
Once the file is ready, simply click the "Choose File" button to upload the saved file from your system, then click the "Import File and Review" button. You will then be asked to map the columns in your spreadsheet to the necessary data fields in the system to ensure accuracy. Once mapped and uploaded, the transactions should show immediately for participants.
Pro Tip: If any transaction is imported incorrectly, you can go to that transaction on the participant donation area and edit the amount, etc. You cannot edit any transactions that flow through a payment provider, but since these are created/imported by your organization, you can edit them at a later time.
Field Definitions and Considerations:
| Field Name | Status | Notes |
| Participant First Name | Required | Max Length: 50 |
| Participant Last Name | Required | Max Length: 50 |
| Payment Type | Required | Credit Card|CreditCard|Check|Cash |
| Trip Name / Code | Required | Max Length: 100 |
| Amount | Required | |
| Description | Recommended | Max Length: 1000 |
| Donor First Name | Recommended | Max Length: 50 |
| Donor Last Name | Recommended | Max Length: 50 |
| Donor Email | Recommended | Max Length: 100 |
| Donor Phone | Optional | Max Length: 25 |
| Donor Street Address | Optional | Max Length: 100 |
| Donor Apt / Suite | Optional | Max Length: 100 |
| Donor City | Optional | Max Length: 50 |
| Donor State | Optional | Max Length: 50 |
| Donor Zip | Optional | Max Length: 10 |
| Donor Country | Optional | Max Length: 2 |
| Anonymous Donation | Recommended | Boolean (True|Yes|False|No|<empty>) |
| Donation Date | Recommended | Defaults to "now" if left empty |
| External Identifier | Optional | Max Length: 512 |
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