To allow you to import data from a wide range of sources we provide a template that can be used for preparing your data. For many systems all that will be required is to re-label the columns in an export file and save the file as a CSV.
Attached at the bottom of this article is a template for the upload format.
The steps below will guide you through the process of re-formatting your data.
- Step 1. Export and download the data from your other system(s)
- Step 2. Open your file and remove any data not required import.
- Step 3. Rename columns to match the Pushpay format template.
- Step 4. Ready for import
Step 1. Export and download the data from your other system(s)
To import transactions from another system first find the function on your other system that allows you to export a record of received gifts or payments.
Choose a date range for your export - you may want to choose a period that matches your financial reporting calendar.
| Please Note: If you use listings in Pushpay to represent campuses you should export a separate file for each campus, otherwise you can include all transactions in a single file. |
One file or two?
Now look at your files, on each row are the full details of the people making the payments included such as name, email address, etc? If they are, you are good to move on to the next step.
If all that your file includes for each payer is a reference ID, then you should also find the option to export a separate file containing a list of all your people.
When you go to import your files you will be asked for both files and we will match up the payers with their transactions based on their IDs.
Step 2. Open your file and remove any data not required for the import.
Open your file in a spreadsheet tool such as Microsoft Excel or Google sheets.
We recommend any transactions that were subsequently refunded are either removed from your file now or removed once you’ve completed your import via the Pushpay portal. At present we can’t automatically detect refunds in your uploaded files.
Step 3. Rename columns to match the Pushpay format template.
For your import to be successful the column labels in your file must match the specific Pushpay template. If your file doesn’t include labels then insert a row at the top and add them there.
For example if in your file you have a column labeled $ value this should be changed to Amount, if you have a column called Gift ID this should be renamed to be Payment ID.
|
IMPORTANT:All columns must be present on your file, including those with no data (e.g., the Time column must be present in the file, even if there is no time entered in the column). Columns that require data must have that data present on every row in your file. See the table below for all required columns. |
Transactions file (required)
|
Column Label |
Data Required? |
Notes |
|
Payment ID |
Yes |
This is a unique ID for the transaction, we use this ID to check you aren’t importing a transaction you’re already uploaded |
|
Date |
Yes |
The date the payment was made (can also include the time), using the format MM/DD/YYYY |
|
Time |
No |
The time the payment was made |
|
Amount |
Yes |
The amount of the transaction, should not be zero or negative, these will be rejected. |
|
Routing Number |
No |
US, 9-digit number MICR format. Stored against transaction used for pre-allocation for check deposit. |
|
Account Number |
No |
US, 4-17 digit number format. Stored against transaction used for pre-allocation for check deposit. |
|
Check Number |
No |
1-15 digit number. Stored against transaction for record keeping purposes. |
|
Method |
Yes |
The transaction method, for example "Credit Card" or "ACH." Click here to see a full list of available values.
|
|
Source |
No |
The payment source, for example "Web" or "Text." Note: the source for imported transactions is currently "Transaction Import," but the values for these transactions will be retained for future use. |
|
Memo |
No |
Used for notes against the transaction. This should not include any payment method info such as card numbers or bank account details. |
|
Fund Code |
Yes, if Fund Name is not provided |
You must provided Fund Code, Fund Name, or both. Used for Fund mapping during import. |
|
Fund Name |
Yes, if Fund Code is not provided |
You must provided Fund Code, Fund Name, or both. Used for Fund mapping during import. |
|
Person ID |
Recommended Required if you are also uploading a separate people file |
Used to identify and link the same donor within the import file. Is not used to match to an existing Pushpay account and is not stored on the account (see "Your ID").
|
|
Your ID |
Recommended |
Your ID will be used to populate the Your ID field if either a new person is created or transactions are matched to an existing person for whom the "Your ID" field is blank. The Your ID field is a reference field used to identify the ID for the person in an external system. It is often, but not always, the same as the Person ID. This ID is used to match an imported person with an existing Pushpay account (whether to an existing giver or the same person in another imported file), so it is highly recommended this field is not left blank. |
|
First Name |
Yes, unless you are also uploading a separate people file |
First name of your donor |
|
Last Name |
Yes, unless you are also uploading a separate people file |
Last name of your donor |
|
|
No, but recommended |
Email address for the donor. This is used for matching to existing donors in your Community and will be added to the new profiles created during the process. |
|
Mobile Number |
No, but recommended |
Mobile Number for the donor. This is only used for matching to existing donors in your Community; the information will not be transferred to new Community Members. |
|
Address 1 |
No |
Your donor's street address |
|
Address 2 |
No |
|
|
City |
No |
Your donor's city |
|
State |
No |
Your donor's state |
|
Zip |
No |
Your donor's zip |
|
Country |
No |
Your donor's country |
|
DOB* |
No |
The format MM/DD/YYYY will be accepted |
|
Gender* |
No |
Your donor's gender |
** This data will be stored against the Community Member in our database, but will not be visible in the admin portal at this time. However, it may be useful at a later date as we build out our Community Member feature.
How does the import handle payment methods?
The Pushpay import format will accept and map many different values from the Method column to the method field in Pushpay.
The following CSV values will be mapped as Card:
- Card
- Bank Card
- Credit
- CC
- Credit Card
- Debit Card
- Visa
- Mastercard
- AMEX
- Diners Club
The following CSV values will be mapped as ACH
- Bank Transfer
- ACH
- EFT
- ACH/EFT
- Direct Debit
Other available values include:
- Cash
- Check
- Cheque
If any other value is used, it will be accepted and mapped to an "Other" method. However, the value used in the import will be saved as a reference and used on Giving Statements.
People file (optional)
If you are also uploading an optional people file column labels should be as follows:
|
Column Label |
Data Required? |
Notes |
|
Your ID |
Recommended |
Your ID will be used to populate the Your ID field if either a new person is created or transactions are matched to an existing person for whom the "Your ID" field is blank. The Your ID field is a reference field used to identify the ID for the person in an external system. It is often, but not always, the same as the Person ID. This ID is used to match an imported person with an existing Pushpay account (whether to an existing giver or the same person in another imported file), so it is highly recommended this field is not left blank. |
|
Person ID |
Yes |
Used to identify and link the same donor within the import file. Is not used to match to an existing Pushpay account and is not stored on the account (see "Your ID"). |
|
First Name |
Yes |
First name of your donor |
|
Last Name |
Yes |
Last name of your donor |
|
|
No, but recommended |
Email address for the donor. This is used for matching to existing donors in your Community and will be added to the new profiles created during the process. |
|
Mobile Number |
No |
Mobile Number for the donor. This is used for matching to existing donors in your Community. |
|
Address 1 |
No |
Your donor's street address |
|
Address 2 |
No |
|
|
City |
No |
Your donor's city |
|
State |
No |
Your donor's state |
|
Zip |
No |
Your donor's zip |
|
Country |
No |
Your donor's country |
|
DOB* |
No |
The format MM/DD/YYYY will be accepted |
|
Gender* |
No |
Your donor's gender |
Only people that have payments in the transaction file will be imported, all other people in this file will be ignored.
* This data will be stored against the Community Member in our database, but will not be visible in the admin portal at this time. However, it may be useful at a later date as we build out our Community Member feature.
Step 3. Check for missing data & export your files
Now you should have one or two files with the column labels renamed to match the Pushpay format.
Before you export these files ready for uploading you should check that all the required data is included for every row:
- Payment ID
- Date (MM/DD/YYYY)
- Amount
- Method
- Fund Code or Fund Name
- Person ID or First Name & Last Name
You should also check that the recommended data is included for every possible row:
| Please Note: The recommended data is used for matching and consolidating of transactional data under a single Pushpay account. We recommend using at least two of these fields. If less than two fields are used the data will most likely not match to an account. |
- Your ID
- Person ID
- Mobile
Any gaps should be fixed now or you can delete an entire row if you don’t wish to import these transactions.
Now export your update file(s) as .CSV files.
Step 4. Ready for import
You file(s) are now ready to be imported. Head over to the Pushpay portal and find Transaction Imports to get started, on the first step choose “Other sources (Pushpay format)” as your data file type, you’ll then be guided through the process.
- For more on the overall process please see our Transaction Import Overview
- If you have other questions you may find an answer on our Transaction Import FAQ