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Importing earmarked or conduit donations

Go to Import->User Import

Check this page for general instructions about user-defined imports.

Always back up your database before doing an import.  Go to Tools->Backup->Filpac System.

This process can be "rewound" if necessary.  Go to Import->Rewind.

Basic routine

Here's a checklist for importing earmarked or "conduit" donations:

1. Enter the total amount of the earmarked donation as a single contribution entry from the organization, i.e. WinRed, that is bundling the contributions. The type should be entered as EA.

2. Go to Import->User Import. Enter the receipt code. Select the import file and then click Check import file.

3. On the Earmark tab select the receipt transaction that was entered in Step 1.

4. On the Expense tab enter the disbursement code for online or credit-card processing, along with the appropriate vendor.  Choose how the expenses are to be aggregated.  (Hint: it's simplest to total them all in one transaction with the date of the latest contribution to be imported.)

5. On the Parameters tab enter the latest date of the contributions to be imported.  The default form should be Online.

6. On the Import File tab, make sure that all crucial fields in the right column have been matched in the left column.

7. Start the import.

Example

In the following example we'll import from a file generated by the online donation site WinRed.

Import File Name: Choose your import file. The default "look-in" folder is C:\FR\Transfer. Copy your import file to that folder and the program will recognize it.

Once your file is selected, click on Check and Prepare Import File. The system will check the file.

Earmark Import
If the import file is successfully evaluated, the field (label) names will appear in the first row. Click Close to continue.

Default Codes: Since these are all donations, the Receipt code should be entered.  In the example above we've established WINRED as the code for WinRed receipts.

Parameters tab

Import parameters
Lower-Case Conversion: is checked by default and in most cases you should choose it.
Item Defaults: The Form (i.e. cash, check) should be Online. If a transaction's date is missing, the system will apply the Date entered in this section.

Earmark tab

Earmark tab
Actually the first step is to enter a single receipt transaction representing the total of the contributions to be imported.
(Hint: Open the import file in Excel and highlight the Amount column. The total will appear in the bar at the bottom-right of the worksheet.)
The Type of that receipt must be EA to appear on the selection screen above.
Enter the donor committee (example: Winred) and the earmarked donations and dates will appear on the selection screen.

Expense tab

Expense tab
If there's a column in the import file itemizing the fee amount for each transaction, you can import the aggregate fees, either by day or in one transaction. If you choose the former, go to the Expense tab, check the second box and enter the appropriate date. You must also supply the disbursement code and vendor.

Import File tab

Import field matchup
If you choose the Import File Tab, you'll see a list of the import-file fields on the right and the Filpac fields on the left. You can drag fields from the right and drop each into the Filpac structure on the left. In the example above, the Filpac system has recognized the appropriate fields from the import file and placed them in the proper Filpac field.
If you're using an import file with fields the program hasn't recognized, send the file to us and we'll "train" the program so you can skip the drag-and-drop routine.

Once your fields are in place, click Start for the import process to begin.

Duplicates are inevitable when you're importing someone else's data entry. So at some point it will be a good idea to check for and merge duplicates. The Filpac system makes it easy.