Donation Upload

This feature allows for the upload of donations using a csv file.


When a file has been successfully uploaded, the data is displayed in a screen based table that highlights any inconsistencies, duplicates or missing items. Amendments may be made. Where necessary it is also possible to map incoming field names to system required names.

Technical Specifications

File Format

The donations upload requires that data is presented in a standard csv file. Please note the following points carefully and take care to ensure that your file is properly formatted.

When using MS Excel to generate csv files you are advised to select the full area of the dataset and format the cells as "Text" before saving as a csv file. This will help to ensure that the file is consistently formatted.

Liberty Accounts reserves the right to charge for any support required following a failure to adhere to the guidelines in this specification.

Field Names

The first line of the file should contain valid field names from the list below. Note the underscore character in place of spaces. It is not necessary to include every field in your upload file, just include those for which you have data. Note that where field data exceeds the maximum permitted size it will be truncated. Required fields are indicated with required.

Right click link to save CSV starter file containing all headings

donor_code (text: max 20 characters) - Required

The donation is referenced to a donor via a donor code. The code is previously set on the Donor Maintenance record.

Donors - Donors - List Donors - EDIT the relevant donor to add a code.

date_transacted (date formatted text) - Required

The date associated with the donation. It may used for gift aid purposes.

The default format for the date is: d/m/yyyy e.g. 25/1/2007
If an alternative date format is used the date_format pattern should be included in every line of the import file - see below.

fund_code (text: max 20 characters) - Required

The Fund benefiting from the donation. The code is previously set on the Fund Maintenance record.

Lists - Funds and Activities - List Funds - the relevant Fund to add a code

activity_code (text: max 20 characters) - Optional

The Activity benefiting from the donation. The code is previously set on the Activity Maintenance record.

Lists - Funds and Activities - List Activities - the relevant Activity to add a code

deposit_to_account_code (text: max 20 characters) - Required

This field should contain a user defined code for the bank/credit card account to which you wish to record the receipt. The code may be defined on the account record and allows users to cross-reference an account in Liberty Accounts with a code from an external system.

Note if the code is not found on an account during an upload the user will be able to select the account from a mapping screen.

A code is set on the account maintenance record.

Accounts - Bank Accounts/Credit Cards - Action Box - Configure the relevant account to add a cross reference code

Use the Cross References tab and enter a suitable code in the Import Cross Reference field

income_account_code (text: max 20 characters) - Required

This field should contain a user defined cross reference code for the income account to which you wish to record the donation. The code may be defined on the account record and allows users to cross-reference an account in Liberty Accounts with a code from an external system.

Note if the code is not found on an account during an upload the user will be able to select the account from a mapping screen.

A cross reference code is set on the account maintenance record.

Accounts - Income - Action Box - Configure the relevant account to add a cross reference code

Use the Cross References tab and enter a suitable code in the Import Cross Reference field.

donation_amount (numeric) - Required

The amount of the donation. Numeric values must not include comma formatting.

fee_amount (numeric)

The amount of fees charged by donation processor. Numeric values must not include comma formatting.

fee_account_code (text: max 20 characters) - Required if fee_amount > 0

This field should contain a user defined code for the fee account to which you wish to record the donation collection fee. The code may be defined on the account record and allows users to cross-reference an account in Liberty Accounts with a code from an external system.

gift_aid_claimed_externally (text: max 5 characters) - Optional

Should only contain either 'True','False','T','F','yes','no', 'y', 'n'.

Used to indicate that gift aid has already been claimed for this donation in another system. If this is set true the donation will be excluded from Gift Aid claims prepared in Liberty Accounts.

sponsored_event_code (text: max 20 characters) - Optional

The sponsored event generating the donation. The event information is used for gift-aid claim purposes. The code is previously set on a Sponsored Event Maintenance record.

Donors - Sponsored Events - List Events - the relevant Event to add a code

donation_benefit_value (numeric) - Optional

The value of any benefit the donor has received as a result of the donation. The value is used for gift-aid claim purposes. Numeric values must not include comma formatting.

reference (text: max 25 characters) - Optional

A free form reference field.

memo (text: max 200 characters) - Optional

A free form memo field.


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