You can import donations, called Transactions in Donorfy,

using the Data Preparation Template. This process allows you to add new donations, link them to existing constituents, or create new constituents when needed.

📌Note:

Negative donation amounts cannot be uploaded using the Donations File Uploader.
The following items must already exist and be active in Donorfy before uploading: Campaign, Product, Fund, and Payment Method.
Large uploads should be kept under 1000 rows per file to avoid performance issues.

Prepare the Data Preparation Template

Go to Data Management, then select File Uploader.
Click Update Template to refresh the workbook.
Download the Data Preparation Template.
Delete any tabs you are not using, leaving only the Donations tab.
Make a copy of the tab into a new workbook and ensure the worksheet name remains unchanged.

Your workbook is now ready for data entry.

Add Constituent Data

Donorfy needs enough information to match donations to existing constituents or create new ones when no match is found.

Matching to Existing Constituents

Provide at least one identifier so Donorfy can attempt a match:

Email Address (minimum).
Constituent Number.
External Key.
Phone Number.

Donorfy checks in the above order. Once a match is found, lower-priority fields are not checked.

📌 Note: Contact details are not updated during a Donation upload. To update constituents, use the Constituent Update process.

Adding New Constituents

If your file includes donors not currently in Donorfy, include the minimum information required to create them:

Constituent Type (e.g., Individual)
Email Address
Additional information such as names and address details, if available.

📌 Note: Preferred Channel cannot be set during a Donation upload. New constituents are automatically set to Do Not Mail. To update channel settings, use Updating Channels & Purposes with the File Uploader.

Add Financial Data

The following fields are required for each donation:

Date Paid.
Amount.
Campaign.
Payment Method.
Product.
Exclude from Gift Aid Claim.
Fund.

You may also include optional details to support reporting or acknowledgements.

Add Acknowledgement Information (Optional)

You can upload acknowledgement details using these columns:

Acknowledgement Doc: The name of the acknowledgement document in Donorfy.
Acknowledged On: The date the acknowledgement was sent. Leave blank to treat as pending.
Acknowledgement Text: Custom text to include in the acknowledgement.

Link Donations to Recurring Payment Instructions (Optional)

If you want to link donations to existing RPIs, enter the RPI number in the RPI Number column.

Uploads made outside the EFT process do not update RPI summary statistics. Expected payments will not be marked as paid and the RPI may show as Overdue.

Upload Your File

Save your file with a clear name, like DonationUpload_SummerAppeal_01082025.xlsx.
Go to Data Management, click File Uploader.
Drag and drop your file into the upload area or browse to select it.
Donorfy will validate the file by checking for:
- Missing required fields.
- Invalid formatting.
- Duplicate matches.
- Incorrect tab names.
When validation completes, review the upload summary.
Download the reviewed file to confirm match results.