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Importing Pledge Updates, Payments & Cancellations

After pledges have been submitted, they can be changed individually or by bulk upload of data from another systemfrom the Pledges tab, you can import information such as updated pledge data, payment or cancellation information, or external reference numbers.

Information on importing leads can be found here https://waysact.zendesk.com/knowledge/articles/360003697395/en-us?brand_id=230874. The following relates to importing updates to pledges:

For all imports, you drag a drop a file and we'll then display a preview table which shows what the data looks like so you can check the data formats are correct, and we will highlight any invalid data formats in a separate table. You should review data before approving the import and initiating the import process, and cancel the import if some data needs to be fixed.

Importing Cancellations

For importing cancellations, head to Import -> Pledges https://manage.evergiving.com/en-AU/pledges/import and import a csv or xlsx file of up to 2500 records with 4 columns:

Pledge ID
Cancellation Date
Cancellation Reason
Cancellation Category

Cancellation Imported Week (optional import field formatted as YYYY-WW released through https://github.com/waysact/evergiving/issues/8250). Yet to be released is filter conditions https://github.com/waysact/evergiving/issues/8366.

Note:

  • the date format must be DD.MM.YYYY
  • the Cancellation Category is optional, you can leave this out of the import file. You can see your existing Cancellation Categories here https://manage.evergiving.com/en-AU/account/cancellationCategories
  • for the Cancellation Reasons, you can choose to import individual cancellation reasons for each donor (i.e. financial reasons, partner said no etc) however to make it easier for you to use the cancellation data for reporting, we recommend restricting the reasons to simply "Actively Cancelled" (the supporter contacted the charity and requested their donation stop); and "Passively Cancelled" (the supporter is considered canceled due to failed delinquency procedures and a period of time without payment). You can see your existing Cancellation Outcomes here https://manage.evergiving.com/en-AU/account/cancellationOutcomes
  • If you do decide to import individual cancellation reasons, it is best to come up with a preset list of reasons, and only use those because unless the value you import is identical to an existing cancellation reason, a new reason will be created and you will likely have multiple duplicate cancellation reasons. 

Once you have imported the cancellations, the pledge status will change to Cancelled and the cancel date and cancel reason will be recorded against the pledge.

Importing Payments

For importing payments, head to Retention-> Payments Import https://manage.evergiving.com/en-AU/retention/paymentsImport and import a csv or xlsx file of up to 2500 records with no header row but data in the following 4 columns:

Pledge ID
Amount
Payment Date only in format DD.MM.YYYY
Attempted Payment Date (optional)

Payment Imported Week (optional import field formatted as YYYY-WW released through https://github.com/waysact/evergiving/issues/8250). Yet to be released is filter conditions https://github.com/waysact/evergiving/issues/8366. 

Note:

  • you can also import an attempted payment date if the charity attempted the first debit but it failed. Attempted payment date is the date the first payment should have gone out. Failed payments are identified by their absence. E.g.

    Attempted first payment 15.01.2021
    Payment taken on 15.02.2021 (earn 0.5 at month 2))
    Payment taken on 15.03.2021 (earn 0.666 at month 3)
    No payment Apr (earn 0.5 at month 4)

    If we did not set attempted payment date in that example we would have considered Feb as the first payment and started with earn 1 at month 1.

Pledge Payment Updates via API

Via API you can also create a new payment record in a given pledge, for example because the payment was processed on your side and you wish to include the record on Evergiving. Currently there can be only one payment per calendar day per pledge. See https://jsapi.apiary.io/apis/waysact/reference/0/pledge-payments-collection.html for more information.

Importing Pledge Updates

For importing updates to pledges, head to Import -> Pledges https://manage.evergiving.com/en-AU/pledges/import and import a csv or xlsx file. The following fields can be updated via import:

  • Account Number
  • Amount
  • BSB
  • Campaign Name
  • Cancellation Date
  • Cancellation Reason
  • Date of Birth
  • Direct Debit Name
  • Email

  • External Reference Number

    The External reference number is used for recording a reference number in an external system (e.g. donor database). If a reference number is recorded, signatures will be exported with the format: [Pledge ID]-[External reference number].

  • Financial Institution

  • First Name
  • Frequency
  • Gender
  • IBAN
  • Last Name
  • Mobile Phone Number
  • Payment Day
  • Payment Month
  • Phone Number
  • Pledge ID
  • Profession
  • Reporting week & Reporting week year
  • Starting Date
  • SWIFT
  • Title
  • Validation Contact Made
  • Validation Detail By
  • Validation Detail Comment
  • Validation Detail Date
  • Validation Outcome

You can also import address data.

  • Primary Address Line 1 & 2 (new - Supporter primary address: line 1 and Address 2)

Note - the edit pledge preview will only display the imported address if it is set to display Address 1 instead of Street & House Number. This can change locale by locale. If the locale displays Street & House Number in the edit pledge view, then those fields should be updated via import instead as you can import Building Number, Street, City, Suburb and Postcode.

Other Imports

Lead imports & lead update imports https://waysact.zendesk.com/knowledge/articles/360003697395/en-us?brand_id=230874

Location imports https://waysact.zendesk.com/knowledge/articles/360002913015/en-us?brand_id=230874