How do I bulk import contributions?
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To bulk import, a list of contributions, whether, from an existing spreadsheet you have or by using our contributions import template, follow the steps included below. Before you import, it's really important your file is in tip-top Numero import shape:
- Tip #1: Column Headers - If you work off of an existing spreadsheet, you can change your original column headers to match what is in our contribution import template but it's optional as you'll have the ability to remap your columns to the correct Numero profile when you're in the import mapping process
- Tip #2: Payment Method column header - You must include a column header titled Payment Method for each contribution being imported. The Payment Methods recognized are the following: Card, Check, Cash, In-Kind, Merch, Wire, and NGP
- Tip #3: Date column header - You must include a date from when the contribution was made
- Tip #4: Amount column header - You must include the contribution amount
- Tip #5: Contact Type column - Include a column titled Contact Type with each contact in the sheet or template either being labeled as an individual or organization. If you're importing individual contributions, label them as an individual. Individual contacts must have a First Name and Last Name to import successfully. If you're importing organization contributions, they must be labeled with a Contact Type of organization and the organization name needs to be included in the First Name column
- Tip #6: Matching Properties - Super important to include matching properties in all bulk imports you complete within your platform because it will: a) help complete profiles, b) help any new information to be appended to potentially already existing contact profiles within the platform, c) help prevent duplicates as much as possible. Matching properties for contribution imports are First Name, Last Name, Suffix, Primary Address, Primary Email, Primary Phone, Employer and Occupation.
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- For individuals, our system will look for a First Name, Last Name, plus additional matching properties. So if you only have a First Name and Last Name, we would recommend not importing that contact until you have additional matching properties to include. Same for organizations, if you only have a First Name (organization name), we would recommend not importing that contact until you have additional matching properties to include
- Tip #6: Member Coding your Contributions - If you're a campaign wanting to import prior cycle contributions, you can assign them a member code like 2020 Cycle so that you can differentiate contributions within a donor's profile. If you're a consultant who has a few candidates using your calltime app and you want to privatize their Contributions from the front end of the calltime app, make sure to assign the contributions with a Member Code of the candidate's name.
- Tip #7: Double-Max (Primary/ General) Contributions on Same Date - Sometimes donors have the capacity to double-max on the same date. And our algorithm will actually not import multiple contributions on a single contact profile if the contributions have the same date. This is a fail-safe to not creating dupe records upon bulk import. If your team records double-maxes as two rows (like a row for the Primary contribution of $6000 and a row for the General contribution of $6000, instead of a combined total of $12000) - to make sure double-max contributions are imported, make sure your file includes a column for Contribution ID/ Transaction ID and map that to the Transaction ID property. This will allow our system to see that they are unique contributions based on the unique Contribution/ Transaction ID.
Once your file is ready for import, save the file as a .csv then within your platform select either the Contributions tab or Imports tab both located on the left side of the platform.
- If you were to select the Contributions tab, you would then select the Import icon on the far right side of the table. Once selected you'll be able to drop your file into the uploader
- If you were to select the Imports tab, when you select the New Import option on the far right side of the table and Contributions from the dropdown, you'll be taken to that same uploader to drop your file into
After you drop the file into the uploader you'll be taken to the mapping process where you'll need to check that the column headers on the left are mapping to the correct Numero property on the right. You can exclude information by selecting the Exclude option on the far right side. If at any time you see a red warning symbol next to the Numero property, it is basically telling you that the system isn't sure what the original column header means on the left side. So from the Numero property dropdown select where you want that information to live. Select Next when you're ready to complete the contribution import
To confirm your import you have the option to update the Name, Description, and Timezone. Make sure the Timezone is as where the committee is located. Next, select the box at the bottom which notes that you understand that imports are irreversible. If at any time you import a file and you need assistance deleting that file, email us at support@numero.ai. Each case is different so we ask that you include some detail like the file name so we can help advise the next best steps on how to get that data out of your system.
Once your file has been imported, you can see what contributions potentially didn't import into the system by looking at the number of results compared to the rows count. If we imported a list with a rows count of 500 contacts and it resulted in 350 contributions, there are potentially 150 contributions that did not get into the platform so you can download the exceptions report located at the Download Report link to see which were not successfully imported.
The most common reasons that a contributions was not successfully imported are that:
- Contacts were not labeled with a Contact Type like Individual or Organization
- A date was missing
- An amount was not included
- A payment method was not included
