Donation imports in Fundraising and Engagement

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  • 10 minutes to read

The donation import tool represents a staging table in Dynamics 365 from which a custom process runs when triggered. This import is a two-step process: the data is populated in the staging table and then a second process triggers. This second process creates or retrieves the existing donor records and creates the associated transactions.

This second process takes details from the staging table and attempts to locate or create associated contact, organization account or household account records, if applicable. If gift information is associated to the contact, that information will also be posted. It's recommended that gift entry and development operations staff use the provided Donation Import template to import data and files into Fundraising and Engagement.

Donation import is a full Fundraising and Engagement function where you import the data to the donation import entity, and Fundraising and Engagement receives this information and converts it into a transaction record. A donor record is required.

If the donor doesn’t already exist, Fundraising and Engagement will create the contact and the transaction record. The transaction record is completed but isn’t processed to prevent duplicates.

The donation import functionality is used to easily create transactions and donors in Fundraising and Engagement or post updated data to existing records using the provided template.

To access the donation import section:

  1. In the navigation pane, select Gifts from the Change Data menu.
  2. Under External Data select Donation Imports.

To import data, use the Donation Import Tool to create an import template.

Create a donation import template

  1. Select the cog wheel in the navigation bar, and then select Advanced Settings.
  2. On the Settings menu select Data Management.
  3. Select Templates for Data Import.
  4. Select Donation Import from the dropdown menu, and then select Download.
  5. An Excel file opens, and turns each line item into a column header. Copy and paste data to the worksheet as necessary, then save the file and close Excel.

Create a donation import

  1. On the Fundraising and Engagement navigation bar select Advanced Settings.
  2. Select Settings, and then under System select Data Management.
  3. Select Imports.
  4. Select Import Data.
  5. Follow the dialog prompts to upload the data, and then select Finish.

Process a donation import

When the import finishes, you'll have a new donation import record. To work with the new data, you'll want to process it to integrate it into your solution.

  1. On the navigation pane, select Gifts from the Change area menu.

  2. Under External Data select Donation Imports.

  3. In the Active Imports view, use the Created On column to sort the records from newest to oldest.

  4. Your import is now listed first. Select its Identifier to open the record.

  5. Review the data on each of the tabs:

  6. When you've finished reviewing, On the General tab, change Status Updated to Ready.

  7. On the action pane, select Save.

General

Review the fields on the donation import record's General tab.

  1. Identifier: READ-ONLY. Automatically generated when the donation import record is created.
  2. Source Name: A name to indicate where the data is coming from.
  3. Donor: The constituent who gave the gift.
  4. Configuration: Indicates the configuration record to use. Affects various processes required to complete credit card transactions, donations, and integrations within Fundraising and Engagement.
  5. Constituent: If the donor is an organization, this is the related contact giving the gift.
  6. Apply Ownership To: Represents the owning team for this record. The Apply Ownership To team should have the proper privileges to create and read transactions and payment schedule records. If you aren't sure that your team has the correct privileges, check with the solution administrator.
  7. Import Result: The result of the import process.
  8. Status Updated: Triggers the donation import plugin on status change.
  9. Gift Created: A lookup to a gift record if a gift record that isn't a recurring donation is created.

Gift details

Review the donation record's Gift Details tab.

  1. Date: Book date of the donation.
  2. Gift Type: How the gift was given.

Donor

Review the donation record's Donor tab.

  1. Organization Name: The organization record represents companies, facilities, vendors, and commercial entities making this donation.

  2. First Name: First name of the contact/donor making this donation.

  3. Last Name: Last name of the contact/donor making this donation.

    Note

    When an organization is created, donor records are also created with the associated values. The solution will check for a contact and create a new contact if one doesn’t already exist.

  4. Line 1: Address of the contact/organization.

  5. Phone: Phone number of the contact/organization.

  6. Email: Email address of the contact/organization.

  7. Auto Create Contact?: You can set this field to YES (auto create a contact) or NO (don't auto create a contact). When set to YES, the Donor name will be filled in on the Lookups and Coding tab in the Donor field. When set to NO, the solution will search for existing contacts but won't create new contacts, giving users more control over data.

  8. Household Name of the household account associated with the contact.

  9. Household Relationship: A dropdown menu to define the type of relationship the contact has with the Household.

    • Primary Household Member – Individual connected to the household who is the main contact for the household.
    • Member – Individual connected to the household, but not the main contact.
    • Minor – Individual connected to the household who is 17 years old or younger.
    • Deceased – Individual who was connected to the household while alive but has now passed away.

    When the selected contact (Donor) is linked to a household account, the dropdown menu is used to confirm or update the contact’s relationship with the household.

    When the selected contact (donor) does not have a household account linked to their contact record, the household relationship selected from the dropdown menu will be added to the contact and household records if a new household record is generated by the solution.

  10. Auto Create Household?: You can set this field to YES (auto create a household account) or NO (don't auto create a household account). When set to YES, the household name will be filled in on the Lookups and Coding tab in the Household field. If a household with that name already exists, the solution will generate a number after the household name to differentiate it from the existing household record. When set to NO, the solution will search for existing household records but won't create new records, giving users more control over data.

  11. Receipt Preference: Indicates the receipt preference of the contact.

  12. Send Donor Bulk Email: Select whether the contact accepts bulk email sent through Dynamics 365 marketing campaigns, Dynamics 365 quick campaigns, or external email platforms. If you select Do Not Allow, the contact can be added to Dynamics 365 marketing lists but will be excluded from the email; contact should be excluded from lists for external email systems as set from the contact record.

  13. Send Donor Phone: Select whether the contact accepts phone calls. If you select Do Not Allow, the contact will be excluded from any phone call activities distributed in Dynamics 365 marketing campaigns.

  14. Send Donor Email: Select whether the contact allows direct email sent from Dynamics 365. If you select Do Not Allow, Dynamics 365 won't send the email.

  15. Send Donor Postal Mail: Select whether the contact allows direct mail. If you select Do Not Allow, the contact will be excluded from letter activities distributed via Dynamics 365 marketing campaigns.

  16. Send Donor Marketing Updates: Select whether the contact allows marketing updates. If you select Do Not Allow, the contact will be excluded from letter activities distributed in Dynamics 365 marketing campaigns.

Note

The communications preferences flags captured via the Donation Import Tool will be reflected on the Contact Record. It is important that these values are set correctly. If they are unknown, it is advised not to set the flags or values, and then Fundraising and Engagement won't not automatically set these values.

Constituent

Review the donation record's Constituent tab.

  1. Create Constituent: When set to YES, and when an individual donor isn't found during the search process, flags the process and will then create a new constituent record related to the contact.
  2. Create Household: When set to YES, and when a household isn't found during the search process, flags the process and will then create a new household record related to the contact. Incompatible when the donor is an organization.

Bank Account Attribute

Review the donation record's Bank Account Attribute tab.

Check Number: This field represents the location to add check numbers if users are processing a check.

Bulk edit all imported records

To process all the donation import records at once:

  1. In the Active Donation Imports view, select the check box in the column header row.

    Select the check box in the column header row to select all records.

  2. On the action pane, select Edit.

  3. Change the Status Updated to Ready, and then select Save.

    Set Status Updated to Ready.

Donation import-mapping table

Donation import Transaction Contact or donor Contact or constituent Organization
Name
msnfp_name
Donor
msnfp_customerid		 Donor
msnfp_customerid
Amount (Receiptable)
msnfp_amount_receiptable		 Amount (Receiptable)
msnfp_amount_receipted
Total Paid
msnfp_amount		 Amount
msnfp_amount
Configuration
msnfp_configurationid		 Configuration
msnfp_configurationid
Appeal
msnfp_appealid		 Appeal
msnfp_appealid
Event
msnfp_eventid
Status Updated
msnfp_statusupdated
Status
statecode
Constituent
msnfp_constituentid		 Related Constituent
msnfp_constituentid
Amount (Membership)
msnfp_amount_membership		 Amount (Membership)
msnfp_amount_membership
Amount (Tax)
msnfp_amount_tax		 Amount (Tax)
msnfp_amount_tax
Apply Ownership To
msnfp_teamownerid		 Owner
ownerid		 Owner
ownerid		 Owner
ownerid		 Owner
ownerid
Package
msnfp_packageid		 Package
msnfp_packageid
Status Reason
statuscode
Gift Created
msnfp_transactionid
Amount (Non-Receiptable)
msnfp_amount_nonreceiptable		 Amount (Non-Receiptable)
msnfp_amount_nonreceiptable
Campaign/Event
msnfp_originatingcampaignid		 Originating Campaign
msnfp_originatingcampaignid
Fund
msnfp_designationid		 Primary Designation
msnfp_designationid
Transaction ID
msnfp_transactionidentifier		 Transaction ID
msnfp_transactionidentifier
Identifier
msnfp_identifier
Receipt Preference
msnfp_receiptpreferencecode		 Receipt Preference
msnfp_receiptpreferencecode		 Receipt Preference
msnfp_receiptpreferencecode		 Receipt Preference
msnfp_receiptpreferencecode		 Receipt Preference
msnfp_receiptpreferencecode
Import Result
msnfp_importresult
Source Invoice Identifier
msnfp_dataentryreference		 Data Entry Reference
msnfp_dataentryreference
Date
msnfp_bookdate		 Book Date
msnfp_bookdate
Gift Type
msnfp_paymenttypecode		 Payment Type
msnfp_paymenttypecode
Gift Aid Selected
msnfp_ga_applicablecode
Declaration Delivered
msnfp_ga_deliverycode
Donor Type
msnfp_donortype
Deposit Date
msnfp_receiveddate		 Deposit Date
msnfp_receiveddate
Third Party Receipt #
msnfp_thirdpartyreceipt
Source
msnfp_dataentrysource		 Data Entry Source
msnfp_dataentrysource
Check / Wire Date
msnfp_checkwiredate		 Check / Wire Date
msnfp_wiredate
Anonymous
msnfp_anonymity		 Anonymity
msnfp_anonymity		 Anonymous?
msnfp_anonymous		 Anonymous?
msnfp_anonymous		 Mark Donations as Anonymous?
msnfp_anonymous
Third Party Receipt Identifier
msnfp_thirdpartyreceiptidentifier
Organization Name
msnfp_organizationname		 Account Name
name
Salutation
msnfp_salutation		 Salutation
salutation
First Name
msnfp_firstname		 First Name
msnfp_firstname		 First Name
firstname
Middle Name
msnfp_middlename		 Middle Name
middlename
Last Name
msnfp_lastname		 Last Name
msnfp_lastname		 Last Name
lastname
Birthdate
msnfp_birthdate		 Birthdate
birthdate
Gender
msnfp_gender
Line 1
 Street 1
msnfp_billing_line1		 Address 1: Street 1
address1_line1
Line 2
msnfp_billing_line2		 Street 2
msnfp_billing_line2		 Address 1: Street 2
address1_line2
Line 3
msnfp_billing_line3		 Street 2
msnfp_billing_line3		 Address 1: Street 2
address1_line3
City
msnfp_billing_city		 City
msnfp_billing_city		 Address 1: City
address1_city
State
msnfp_billing_stateorprovince		 State/Province
msnfp_billing_stateorprovince		 Address 1: State/Province
address1_stateorprovince
ZIP/Postalcode
msnfp_billing_postalcode		 ZIP/Postalcode
msnfp_billing_postalcode
 Address 1: ZIP/Postal Code
address1_postalcode
Country
msnfp_billing_country		 Country/Region
msnfp_billing_country		 Address 1: Country/Region
address1_country
Phone
msnfp_telephone1		 Phone
msnfp_telephone1		 Telephone 1
telephone1
Email
msnfp_emailaddress1		 Email
msnfp_emailaddress1		 Email
msnfp_emailaddress1
Auto Create Contact?
msnfp_createdonor
Household
msnfp_household
Household Relationship
msnfp_householdrelationship
Auto Create Household?
msnfp_createhousehold
Send Donor Bulk Emails
msnfp_donotbulkemail		 Do not allow Bulk Emails
donotbulkemail		 Do not allow Bulk Emails
donotbulkemail
Send Donor Phone
msnfp_donotphone		 Do not allow Phone Calls
donotphone		 Do not allow Phone Calls
donotphone
Send Donor Email
msnfp_donotemail		 Do not allow Emails
donotemail		 Do not allow Emails
donotemail
Send Donor Postal Mail
msnfp_donotpostalmail		 Do not allow Mails
donotpostalmail		 Do not allow Mails
donotpostalmail
Send Donor Marketing Updates
msnfp_donotsendmm		 Do not allow Bulk Mails
donotbulkpostalmail		 Do not allow Bulk Mails
donotbulkpostalmail
Constituent Salutation
msnfp_constituent_salutation		 Salutation
salutation
Constituent First Name
msnfp_constituent_firstname		 First Name
firstname
Constituent Middle Name
msnfp_constituent_middlename		 Middle Name
middlename
Constituent Last Name
msnfp_constituent_lastname		 Last Name
lastname
Constituent Line 1
msnfp_constituent_billing_line1		 Address 1: Street 1
address1_line1
Constituent Line 2
msnfp_constituent_billing_line2		 Address 1: Street 2
address1_line2
Constituent Line 3
msnfp_constituent_billing_line3		 Address 1: Street 3
address1_line3
Constituent City
msnfp_constituent_billing_city		 Address 1: City
address1_city
Constituent State
msnfp_constituent_billing_stateorprovince
Address 1: State/Province
msnfp_constituent_billing_stateorprovince		 Address 1: State/Province
address1_stateorprovince
Constituent ZIP/Postalcode
msnfp_constituent_billing_postalcode		 Address 1: ZIP/Postal Code
address1_postalcode
Constituent Country
msnfp_constituent_billing_country		 Address 1: Country/Region
address1_country
Constituent Phone
msnfp_constituent_telephone1
Constituent Email
msnfp_constituent_emailaddress1		 Email
emailaddress1
Create Constituent
msnfp_createconstituent
Send Constituent Bulk Emails
msnfp_constituent_donotbulkemail		 Do not allow Bulk Emails
donotbulkemail
Send Constituent Phone
msnfp_constituent_donotphone		 Do not allow Phone Calls
donotphone
Send Constituent Marketing Updates
msnfp_constituent_donotsendmm		 Do not allow Bulk Mails
donotbulkpostalmail
Send Constituent Postal Mail
msnfp_constituent_donotpostalmail		 Do not allow Mails
donotpostalmail
Send Constituent Email
msnfp_constituent_donotemail		 Do not allow Emails
donotemail
Card Type
msnfp_ccbrandcode		 Card Brand
msnfp_ccbrandcode
Check Number
msnfp_checknumber		 Check / Wire Number
msnfp_checknumber
Tribute or In Memory Of
msnfp_tributeid
Tribute or In Memory Of Code
msnfp_tributecode
Tribute or In Memory Of Email
msnfp_tributeacknowledgment
Tribute or In Memory Of Message
msnfp_tributemessage

See Also