Donor Upload

This feature allows for the upload of donor standing data using a csv file.

The donor_code is used as the reference for updates. A user may want to update the donor data from an import file in the future, then is it crucial that a unique donor code is defined.

The organisations' own codes can be used or if not type + in the donor_code column in your initial data file and the system will create a unique donor code.

Upload Mode

When uploading data using csv files an "Upload Mode" must be selected:

Add new data :- (**Currently only available on the Donor Upload)

When this mode is selected the upload file must contain only new items. If any item in the upload file matches name of an existing item, the entire upload will be rejected and you will see a notification of the first item which caused the failure. Typically the issue is resolved by either removing the item from the upload if it is a duplicate of an existing item, or by adding a middle name to distinguish between two people who happen to have the same name.

Delete all prior upload data and add new data :-

When this mode is selected the application will try to delete all previously uploaded data before adding data from the new file. If previously uploaded data has been edited, or has additional related data that has been added since the upload, the item will not be deleted and will not be replaced by any new data in the upload file.

Replace any matching prior upload data and add new data :-

When this mode is selected the application will try to add all the data in the new file using the donor_code as the unique identifier defining which record to update. If any item in the new upload matches an existing record the existing record will be replaced unless the previously uploaded data has been edited, or has additional related data that has been added since the upload.

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 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_type_code (text: max 1 character) - Required

The validation rules vary according to donor type. More fields are required for gift aid donors. The donor name field will be used for corporate donors, but for the other donor types the donor name is constructed using the first, middle and last names to prevent duplicate donor records being created.

Donors are classified as:

donor_name (text: max 60 characters) - Required but only needs to be provided for corporate donors

This field only needs to be provided for corporate donors, otherwise it is constructed using the first, middle and last names in the upload data. If you have no corporate donors in your upload you do not need to include this field.

donor_code (text: max 20 characters) - Optional

A unique code that may be used to refer to the donor.

The code is normally issued by an external system that will later provide transactions relating to the donor for upload with the code being used to identify the donor in Liberty during the upload.

In some circumstances you may want Liberty to generate a code during the upload of a new donor. This can be achieved by entering a "+" in this field and Liberty will present the record ID as the code.

title (text: max 15 characters) - Optional

The donor's title or honorific. A free format field for maximum flexibility, but you will need to take care to ensure consistency if that is important to you.

first_name (text: max 30 characters) - Required (but not for corporate donors)

The first name of a donor.

middle_name (text: max 30 characters) - Optional

The middle name of a donor - useful for distinguishing donors with the same name.

last_name (text: max 30 characters) - Required (but not for corporate donors)

The last name of a donors.

address_line1 (text: max 40 characters) - Required (but not for corporate donors)

First line of donor address.

address_line2 (text: max 40 characters) - Optional

Second line of donor address.

address_line3 (text: max 40 characters) - Optional

Third line of donor address.

town (text: max 25 characters) - Optional

Town of donor address.

county (text: max 25 characters) - Optional

County of donor address.

postcode (text: max 25 characters) - Required (but not for corporate donors)

Postcode of donor address.

iso_country_code (text: max 2 characters) - Optional

If present this field should contain a valid ISO country code. If the field is not defined the record will default to GB.

Example ISO Country Codes
Country Country Code
UK GB
USA US
Belgium BE
France FR
Germany DE
Netherlands NL

A full list of country codes is available from www.nationsonline.org/oneworld/countrycodes.htm

email (text: max 50 characters) - Optional

An email address.

phone (text: max 20 characters) - Optional

A phone number.

is_member (text: max 5 characters) - Optional

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

Used to indicate a status of membership where relevant for Gift Aid purposes. Defaults to false if not provided.

membership_start (date formatted text) - Optional

A date from which current membership or subscription starts

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.

membership_end (date formatted text) - Optional

A date from which current membership or subscription is valid to

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.

membership_memo (text: max 200 characters) - Optional

Notes relating to membership or subscription as required.

date_taxpayer_status_confirmed (date formatted text) - Optional

A date from which the donor is treated a taxpayer 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.

date_taxpayer_status_ended (date formatted text) - Optional

A date from which the donor is treated as a non - taxpayer; gift aid will not be claimed on any future donations.

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.

date_format (text: no max specified) - Optional

If using date formats different from the expected default a pattern must be supplied using the date format patterns as specified for Java SimpleDateFormat class.
d - day
M - month - N.B. Capital M for month (small m for minutes)
y - year

e.g.
ddMMyyyy - 25022007
d/M/yyyy e.g. 25/1/2007

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