Uploading Gifts

To upload the information about offline gift payments you have received and enter them into the gift list of the appropriate participant or team, or to the event itself, you can create and upload a CSV file that contains specific information about the gifts and donors. You can set options that specify if you want to create a constituent record for each new donor or simply record the gift, or to compare gifts to existing unconfirmed gifts to confirm them instead of adding them as new gifts.

Before you actually upload the file, you can test it to resolve any errors that may occur.

Click one of the following for more information about:

• Understanding the Gifts Upload File Format
• Downloading a Sample Gifts Upload CSV File
• Testing Your Gifts Upload File
• Uploading the File and Processing the Gifts

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Understanding the Gifts Upload File Format

Your Gifts Upload file must contain certain columns with valid values and others may be optional depending on settings in the TeamRaiser event configuration. Note that you cannot change any soft credits with this upload file.

The following table lists all of the valid columns for this Upload file and any important notes about the values entered in them.

Note: For your convenience, you can access and download a sample CSV file to use as your guide. Refer to Downloading the Sample Gifts CSV File.

  ¹ If no participant or team ID is provided and the Allow Event Gifts option is enabled in the configuration options, this will be processed as event gift. If the Allow Event Gifts option is not enabled and no participant or team ID is provided, an error will occur for the row.

It is important to be sure data is entered properly to avoid common errors, such as spacing and capitalization errors that can cause:

• The gift payment to be recorded as the default, cash.
• Payments made by check must be recorded as check in lowercase letters.
• Misspellings of donor names as they appear in Honor Rolls on pages throughout the event.

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Downloading the Sample Gifts Upload CSV File

For your convenience, you can an access and download a sample CSV file to use as a guide to entering the required information and other information in the appropriate format.

To download the Sample Gifts Upload CSV file:

1. On the Upload List page, click Upload Registrations from the Related Actions area. The Configure Parameters page displays.
2. In the Process Navigator, click step 2. Upload File. The Upload File page displays.
3. Click the SampleGiftsUpload.csv file link. The sample file opens.
   
   Note: If you are using Microsoft Internet Explorer 6 as your Web browser, a warning message may display (on the Administrator Login page) that tells you the file may not display properly. To clear the message, click the Back button on the browser window.
   
   To avoid the problem completely, right-click and select the Open in New Window option so you can work directly with the file. Or, right-click, select the Save Target As option, and save it to your desktop where you can then open it in an appropriate application (such as Microsoft EXCEL or OpenOffice Calc) or right-click and open it in a new Window.
4. Save the file to your local computer with a meaningful name (for example, FunRun07_GiftUpload_Week3).

Note: Contact Convio Support if you have questions about adding a new column to a file to be sure it will match the information for a TeamRaiser item.

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Testing Your Gift Upload File

You can upload a file of gifts to resolve any errors before you actually process the file. You can look at the error codes and fix your file before uploading it again.

To test your upload file:

1. On the TeamRaiser List page, click the Uploads tab. The Upload List page displays.
2. In the Related Actions, click Upload Gifts. The Configure Parameters page displays.
3. On this page, for:
   1. Upload Name, enter a new label for this file to make it easier for administrators to identify in the Upload List. If you do not enter a new label, the system will assign the timestamp that corresponds to the date and time you uploaded the file.
   2. Test Mode Only, click the checkbox to add a checkmark.
   3. Allow Event Gifts
      • Leave the checkbox unselected if gifts may only be recorded in a participant record or a team record. An error message next to each gift not recorded will be displayed in the Download Errors file that you can view.
      • Or, click the checkbox to add a gift directly to the event if it does not have valid participant or team information associated with it.
   4. Relaxed Duplicate Checking, leave the checkbox unselected unless your site has a method for reconciling duplicate gifts. Contact Convio Support for more information about this option.
   5. Confirm Existing Gifts
      • Leave the checkbox unselected to process each gift without attempting to match it to an existing gift that has not been confirmed.
      • Or, click the checkbox to have the system determine if a gift matches an existing unconfirmed gift and make the gift confirmed.
4. Click the Next button. The Upload File page displays.
5. To select the file to upload from your personal computer or shared network resource, click the Browse button, navigate to the file, and click the Open button. The file name displays in the field.
   
   Note: Click the Preview button to load the file into a small area that will open on the page.
6. Click the Finish button. The Upload List page displays again with your file in the list and Uploading as the Status.
7. Click the Refresh this page link until Complete displays as the Status.
8. To determine the number of records that were uploaded and new constituents that were created:
   1. Click Review from the Actions column. The Upload Results page displays.
   2. When you are done, click the Finish button. This page closes.

If your uploaded file contains errors (for example, the Status is Complete with Errors), refer to Viewing and Fixing Upload File Errors.

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Uploading and Processing Gifts

When you are ready, you can upload your file and process the gifts so they are recorded in the TeamRaiser profiles online.

To upload your file:

1. On the TeamRaiser List page, click the Uploads tab. The Upload List page displays.
2. In the Related Actions, click Upload Registrations. The Configure Parameters page displays.
3. On this page, for:
   1. Upload Name, enter a new label for this file to make it easier for administrators to identify in the Upload List. If you do not enter a new label, the system will assign the timestamp that corresponds to the date and time you uploaded the file.
   2. Test Mode Only, leave the No, do not process records checkbox unselected.
   3. Add New Donors:
      • Leave the checkbox selected to process each gift and create a new constituent record for each donor if the system finds a match to an existing record for a gift donor.
      • Or, click the checkbox to ignore the gift if an existing constituent record for a donor is not found.
   4. Allow Event Gifts
      • Leave the checkbox unselected if gifts may only be recorded in a participant record or a team record. An error message next to each gift not recorded will be displayed in the Download Errors file that you can view.
      • Or, click the checkbox to add a gift directly to the event if it does not have valid participant or team information associated with it.
   5. Relaxed Duplicate Checking, leave the checkbox unselected unless your site has a method for reconciling duplicate gifts. Contact Convio Support for more information about this option.
   6. Confirm Existing Gifts
      • Leave the checkbox unselected to process each gift without attempting to match it to an existing gift that has not been confirmed.
      • Or, click the checkbox to have the system determine if a gift matches an existing unconfirmed gift and make the gift confirmed.
4. Click the Next button. The Upload File page displays.
5. To select the file to upload from your personal computer or shared network resource, click the Browse button, navigate to the file, and click the Open button. The file name displays in the field.
   
   Note: Click the Preview button to load the file into a small area that will open on the page.
6. Click the Finish button. This page closes and the Upload List page displays again with your file in the list and Uploading as the Status.
7. Click the Refresh this page link until Complete displays as the Status.
8. To determine the number of records that were uploaded and new constituents that were created:
   1. Click Review from the Actions column. The Upload Results page displays.
   2. When you are done, click the Finish button. This page closes.

If your uploaded file contains errors (for example, the Status is Complete with Errors), refer to Viewing and Fixing Upload File Errors.

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