Import Giving

Importing giving allows historical contribution records to be imported into Breeze. Users may want to do this to populate Breeze with data from a previous database or regularly import giving files received from a 3rd party online payment solution.

To Import Contributions

  1. Navigate to the Account Settings (mceclip3.png) > Bulk Tasks > Import Giving."
  2. In the bottom right, use the drop-down to select the format of the file you'll be providing Breeze.1
  3. Download the template file. Ensure that your import file matches the template format.
  4. Import your file. Your file will be verified prior to importing.

Following the import, we recommend checking that the sums match the original data. 

For importing pledges, see Import Pledges

1 If loading data from a previous church management system, we recommend using the Generic format. If you don't see your giving platform on the list, let us know via email and we can let you know if it can be added to the list. 

Import field information is case sensitive. (ex. If a fund name starts with a capital letter, then the fund listed in the fund field must also begin with a capital letter)

There is a limit to the number of batches that can be imported. If this is breached the batches will show to be the number 2,147,483,647. Once this number is reached all batches will reflect this number moving forward, and all batches beyond this will be linked together since they can't move past this limit. The likely scenario here is that an incorrect Batch number was imported by a file. To resolve this error simply delete the batches and re-import using the correct Batch number. 

Understanding Fields on the File

While different file formats have different columns, below you'll find the general categories used.

Field

Options

Examples

Breeze ID
If a person is not in the database, add them. If there’s a large number of people not in the database, bulk import them. Be sure that the person is not in the database with a slightly different name as creating them as a new person will create a duplicate person. If duplicates are created, they can be merged (individually).
Integer
"Anonymous"
102301231
194202391
Anonymous
140293123
Processor ID
If importing from a third party provider, this is the ID associated with the person in the third party system. Breeze will prompt you to associate this ID with the corresponding profile within Breeze (if not already associated). Some third-party providers will use their own unique ID while others will use a phone number or an address.
Integer
"Anonymous"
b2932kdfsf23
555-123-4567
123 Main Street Ave SE
First Name
Technically speaking, the first name field is ignored by the import (the Breeze ID is the only identifier used). The first name field is for the benefit of the person constructing the import file.
String (optional) Jack
Lisa
Sue
Craig
Last Name
Technically speaking, the last name field is ignored by the import (the Breeze ID is the only identifier used). The last name field is for the benefit of the person constructing the import file.
String (optional) Anderson
Smith
Rogers
Doe
Date mm/dd/yyyy 1/1/2012
3/15/2013
10/1/2014
Amount
Be sure to remove any text or currency symbols.
Float 100
100.01
100.10
100.1
Fund
If the fund name does not match an existing fund, a new fund with that name will be automatically created. Funds can be merged afterward if a new fund was accidentally created. When importing, rows can only contain one fund. Split funds should be entered as two separate contributions.
String General Fund
Student Ministries
Spring Fundraiser
Building Fund
Method
If the method name does not match an existing method name, a new method with that name will be automatically created. Methods can be merged afterward if a new method was accidentally created.
String Check
Cash
Credit/Debit Online
Credit/Debit Offline
Donated Goods (FMV)
Stocks (FMV)
Direct Deposit
Carrier Pigeon
Batch Number
We recommend adding batch numbers grouped by date (oldest to newest) starting at 100 and incrementing up by one for each subsequent date. For example:
Date Batch
1/1/2012 100
1/1/2012 100
1/8/2012 101
1/8/2012 101
1/15/2012 102
Integer 100
100
101
101
102
Batch Name
If a batch name is already defined, names in subsequent rows with the same batch number will be ignored.
String (optional) Sunday 11:00 Giving
Wednesday PM Giving
Mid-July Fundraiser
Check Number Integer (optional) 100
5201
10042
Note String (optional) Part of bulk import
Import from old system

 

Manage Associations

Some import formats require you to link the ID of the 3rd party payment provider with the person within Breeze that number should associate with. You will be prompted to do this when importing the file for any associations that do not currently exist.

To Import Anonymous Giving from PayPal you will need to create an Anonymous person in your database to record all this giving under, as there is no Breeze ID or Processor ID field in the PayPal template.


To view or delete associations that already exist:

  1. Navigate to the Account Settings (mceclip3.png)> Bulk Tasks > Import Giving."
  2. Click "Manage Associations" in the bottom left.
  3. Delete any associations you'd like to remove by clicking the "X" to the right of the row.
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Comments

13 comments
  • when importing giving on credit cards - does the auto deductions continue to run? 

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  • @revdrdavidalexander

    I believe I would need a little bit more clarity here to know exactly what you mean. If you have a recurring gift set up in another payment processor and then import that information into breeze, then your recurring gift would still be active through whatever platform it initiated from. Prayerfully, this answers your question… However, if it doesn't please let us know!

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    • You show "Processor ID" as an integer, but all your examples are text (varchar). 
    • Also, seems like this field is optional? 
    • How is "Batch Number" used by the database, or is it also optional?
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  • Can I import bank statement transactions using Breeze ID and record Envelope Number?

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  • @diosecpa To better serve you, do you mind sending our support team an email? You can reach us at support@breezechms.com. I want to make sure we are understanding your questions and believe we can serve you better that way. 

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  • What permissions do I give to the user roles with contributions? They don't see bulk task options. 

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  • @fondachang

    Great question! If you would like your users to be able to perform import giving tasks as well, then you will want to make sure that their role has access for permission to bulk tasks. This will give him the ability to import giving along with the other Contribution functions that they already have.

    Please let us know if there's anything else we can do to assist you!

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  • What does "Anonymous" do when used as a Breeze ID?  Does it create a new member, or does it just tag the entry as needing Association with an existing member at a later time.  I am frustrated by having to make Associations during the Import for hundreds of entries.

    To answer my own question:  I was using the Generic .csv import format which requires me to make people associations on the fly.  I was trying to add a column called Breeze ID with the ids, but Generic did not accept it.  It turns out that the Breeze import file format accepts the Breeze ID column.  (And I assume "Anonymous" as a Breeze ID means the ID is unknown.)

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  • Hey @ridumac!

    I know that importing giving information can be a frustrating process and I know how tedious this can be when you have to do weekly associations. That's why we have some Automatic Third Party Online Giving Integration options to help you out here! My apologies if your processor is not on this list, but I thought I would mention it just in case.

    Marking a gift as "Anonymous" will not associate it with any profile. It would be the same thing as going to "Add Contributions" and checking the box "Anonymous." It will show up in your batches and reporting but will be clear to say that it does not belong to any profile and that it was given anonymously.

    I hope that helps!

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  • Hi-

    Your Vanco template doesn't match my date file from Vanco. 

    The data file has this:

    24418640,135.00,"20210203","0001"  and opens into one cell.

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  • Hi @secretary.

    So sorry for the headache this has caused. Here are some more specific instructions for Vanco that should do the trick! If you have any more questions, don't hesitate to reach out to us at support@breezechms.com and we'd be happy to help!

    Exporting Contribution Data from Vanco

    1. Contact Vanco, ask for the “EFT Weekly Data File” that Breeze Friendly
    2. Sign in to your Vanco account
    3. Click the Reports tab
    4. Click Processing Reports
    5. Click the most recent EFT Weekly Data File
    6. Click View
    7. Select Save File, naming it and placing it in a location easy to find

    Importing Contribution Data to Breeze

    1. Sign in to your Breeze account
    2. From the dashboard, navigate to More > Tasks
    3. Select Import Giving
    4. Bottom right, from the format dropdown, select Vanco
    5. Click Import Giving File
    6. Select Click to Browse for File
    7. Choose your file (that you just saved) and Open
    Import Now

    Hope this helps!

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  • When importing members giving from Givelify, the import is not placing the amounts under the right envelope. For example, majority of the Tithes are being placed under General Offering. Is there something I need to fix on the import file?

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  • Hi @info! I'm going to pull your question into our support channel so we can best serve you. Please be looking for an email from me shortly.

    Thanks!

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