How to Import Offline Batches

To import Offline Batches into Contributions, you will need to import a series of file imports and should be in this order (Offline Batches, Offline Transaction, Offline Designation).

Here are the steps to import your Offline Batch:

1. OFFLINE BATCH

In the /admin > Import > Documentation tab, search for 'Offline Batch', check the checkbox next to it and click the 'Download Selected' button located on top. It will let you download the import file you will use as a template for your import. From the Documentation tab, take note of the ones in bold. Those are the required fields in order for your import to go through successfully. For the ones that are not in bold, you can leave it blank. Take note of the Notes/Description in the documentation as well. It explains what values are needed to be under each column in the import file.

NOTE: If you will rename the file import, keep the numeric value in the file name. For example, if the file name downloads as '12. Offline_Batch', keep the '12.' in the file name as it is what the system uses to connect the import to the correct data. Do the same for the downloaded import files. Each downloaded file should have their own unique numeric value in the file name.

Alternative option: Add a Batch in the /admin side > Contributions > Batches. Assign an External ID for the batch and take note of it, it will be used to associate the Offline Transactions in it later. Once you have saved it, you should now have a batch without any transactions in it yet.

2. OFFLINE TRANSACTION

In /admin > Import > Documentation tab, look for 'Offline Transaction' and download it. If you have a transaction that has just one designation, it can be specified directly in the Offline Transaction import file (with fields external_campaign_id, amount). By doing this, you can skip the next import file (Offline Designation) for that transaction. If the offline transaction needs to be split into multiple designations (Ex. Donor A sent 1 check for $20, but needs to be split to $10 to Campaign A and $10 to Campaign B), you will need to import the Offline Designation file after importing the Offline Transaction file (see Step 4).

3. IMPORTING the Import File

Once you have all data you need for importing, you can now upload the file into the system. To do this, in the /admin side > Import > Imports tab. Click the 'Upload' button and select your import file. After uploading, right-click on the uploaded file and click 'Run Import In The Background'. The system will then let you know if the import is Successful, if it failed, you can right-click on the import and click 'Show Errors'. It will provide you information on why the import failed.

4. OFFLINE DESIGNATION

From the Documentation tab, search and download for 'Offline Designation'. Offline Designations link to Offline Transactions via external_contribution_batch_draft_id (external_id on Offline Transaction). When you have all data added, proceed with importing the file.