Importing Canada Helps Donations

Importing Canada Helps donations

  1. Canada Helps disburses us the money every week on Friday or its next business day.
  2. Go to the Vancity bank account and take note of the Canada Helps deposit which we’ll match to the data in Canada Helps.
  3. Log into Canada Helps
  4. Go to the Donations tab>Web Reports and click a disbursement date to take note of the start date and end date of disbursement period.
    1. Click Data Download and enter the Date Range noticed above to download the file.
    1. Save the original file to Scanned Doc for Deposit folder in Box in a TCF or TCI folder using deposit date in the file name.
    2. We’ll manipulate the data to import the contacts first in order the get the contact ID and the import the opportunities second.

    Importing Contact Records

    1. Sort file by Donor Company Name and then Donor Title. We’ll not import the contact info of organization donations because the donations will be hard credited to the Canada Helps’ account.
    2. Clean up data values, i.e. removing anonymous contact values, fixing upper and lower case, and spell out the country. Save the file.
    3. Open a separate spreadsheet and copy and paste the following columns. Note the column names matche the Salesforce vule
    1. Save file as csv
    2. Go to Apsona>Contacts and select the following values:
    1. Click Next and will bring you to confirm the fields matching. Ensure it’s matching to the right fields in Salesforce.
    2. Select "Stop and Show Errors" and click Next to preview the duplicates.  Because you’ve selected to import new records, Apsona will identify the exisiting duplicate records and ony import the new records.
    1. Select "Omit Erroneous Records" and click Next
    1. Click Import and download all records.
    1. The output file will spill out the Contact ID. When there are more than one records with the same name in Salesforce or when the email address is not provided in the source file, the Contact ID will be null.
    2. Search the contact in Salesforce and paste the ID in the file. This highlighted part is the ID (last 15 characters - alphanumeric).  If there is a ? behind it, don’t include it.

     

    1. Paste the contact ID next to the name columns in the original file.

    Importing Opportunity Records

    1. Use these columns:
    Column Name Value Note
    Account: Account ID 0016100000gJSMYAA4 Canada Helps’ account ID
    Primary Contact: Contact ID
    		The is the contact ID you just identified
    Import Source Apsona
    Name ABC1 Opportunity Name
    No Receipt TRUE
    Stage Closed Won
    Close Date
    		Originally the Disbursement Date but Use the bank deposit date.
    Primary Fund
    		This is the fund ID, which is based on the value of the Page Title column and then the Fund Designation column
    Recognition Name

    Use the Company Name. If there is no company name, use First Name and Last Name. Anonymous donors use “Anonymous”.
    Amount
    		Originally the Total Disbursed column. Make sure the amount is matching the amount deposited into the bank.
    Tribute Type In Honor/In Memory Originally from the In Honour of and In Memory of columns. Remove the false values. Replace with either In Honor or In Memory.
    Tribute Contact Name
    		Originally the Honouree column
    Description
    		Originally the Message to Charity column

    The end product looks like this:

    1. Save it as CSV format. Split in to multiple files with one file for 20 rows, because more may create Workato errors.
    2.  Use Apsona and choose Opportunities to import:

     

    1. After you finish the import, run the Canada Helps report https://tidescanada.my.salesforce.com/00O610000046hPm to ensure the data is correct.