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Import Manager Version 1.0  

Instructions

Import Manager Version 1.0 is designed as a tool to allow Income Manager users to import simple data from Excel files and delimited Text files only, into Income Manager 5.4 databases. Delimited text files are usually comma or tab separated; meaning that data is separated by a commas or a tab, and are denoted by ‘.csv’ or ‘.txt’ file extensions.

 Use Import Manager Version 1.0 to import data from the following or similar data sources:

• Telemarketing files

• On-line donation files

• Bookkeeping export files

What Import Manager can do?

Import Manager Version 1.0 is not a complete data conversion utility and does not import the following types of data:  

1) data related to fundraising events such as event registrations, ticket sales, sponsorships, pledges, etc, (revenue or income  related to an event can be imported) 

2) data related to volunteers, volunteer projects, assignments, time logs.

            3) campaign pledge data. 

            4) client data and service delivery data.

            5) Import Manager Version 1.0 can not clean up data from your import file.

            6) Import Manager Version 1.0 can not import data from related tables in a relational                  database.

7) Import Manager cannot rename column or field names in your source file.

            8) Import Manager cannot parse data from one field into multiple fields.

For more complex data structures, Income Manager Inc. offers complete data conversion services.

For information about Income Manager Inc. Data Conversion services contact: Teresa at teresa@incomemnager.net or call 416-322-3922

File requirements: Preparing files for import. 

1)      All files must contain field or column names. Import Manager Version 1.0 can not import files which do not contain field or column names. You will need to map data fields from your import file to the pre-defined fields in Income Manager.

2)      All files must be flat files. In other words, all data must be in rows within one file.

        3)      All data must be consistent. In other words, like data must be in one column…
        all cities in the city field, all state or province data in the state or province field, all last
        names in the last name field.

4)      If files contain information on companies or organizations, the company or organization name must be in the Last Name Field. Income Manager’s data structure does not support a Company Name field. Contacts for companies or organization can be placed in a Contact field.

        5)      If files contain information on companies or organizations, your import file
        | should        contain a field denoted with an “I” for individual records or an “O” for
        organization records. Income Manager’s data structure contains a field ‘EntityCode’
        to denote individuals and organizations. This field is required in Income Manager.
       If there is no field in your import file Import Manager Version 1.0 will default the
       EntityCode field to “I” for all imported records.

6)      If import files contain phone number data, then area codes and extension numbers must be parsed into separate fields. The phone number field itself should be characterized solely by 3 digits, a hyphen, followed by 4 digits. E.g. 654-2121(not this 416-737-4747 ext 674).

7)      Check postal code fields. Canadian postal code fields should be formatted as;    character, number, character, SPACE, number,  character, number.

         8)      If you are importing financial data, Income Manager requires that all
         transaction   amounts be allocated to at least one Income Type and one Fund. If
         your file does not provide this information Import Manager will create these
         fields and populate them with default values ‘D’ for donation, and ‘GF’ for General
         Fund. You can change these default values if you wish.

Importing Files. Importing data involves several steps.

1)      Launch Import Manager and read the notes from the main form then click Continue.

2)      The Database Connection form displays the address for Import Manager to link to

your Income Manager backend database. Click the Browse button to locate the drive, path, and file name, of the file you wish to import. For example: C:\My Documents\sample.xls. Upon selecting the file you wish to import, Import Manager will copy the data from this file into a local table within Import Manager. Your original file will not be altered in any way by Import Manager (Note: at this point the data has not been imported into Income Manager.)

Check for Duplicates

3)      After creating an internal copy of the data, Import Manager will display a form to help you identify duplicate records that may exist within your file.  Use the Duplicate Identifier form to select the fields within your file which you believe best define possible duplicates within your file. You may select up to 5 fields to make up a combination that define duplicate records.

For example: you may wish to select a combination of Last Name and Postal Code     or Zip Code fields. Your file may contain two similar records:

Prefix,   First Name,   Last Name,   Address,                       Postal Code,             Amount,           Date,                Fund

Mr.        Joe                Smith            123 Main Street            M4S 1P2                   $25.00               Jul-01-2005      GF

Mr.        J.                   Smith            123 Main Street            M4S 1P2                   $35.00               Aug-01-2005    SP

4)      Click the Check Duplicates button. Based on the criteria above, Import Manager will flag the second record in the example as a duplicate of the first record. The name and address of only the first record will be imported into Income Manager. The name and address of the second record will be ignored. However, the donations or income from both records will be imported to Income Manager but assigned to the one imported record.

Mr.        Joe                Smith            123 Main Street            M4S 1P2      

You may instead choose to use email addresses to identify duplicates, if your file contains email addresses for all records within your file.

Check for existing (Matching) records in Income Manager

5)      Next, Import Manager will display a Matching Records form. Similar to the process of identifying possible duplicates within your file as in step 3 above. The Matching Records form is used to now look for matching records between your import file and existing data in Income Manager. This process helps prevent importing duplicate information into Income Manager.

Use the Matching Records form to select the fields within your file which you believe best define possible matches with Income Manager records. You may select as many fields as you like to make up a combination to define matching records, but the more complex your definition the longer this process takes. Whatever fields you select Import Manager will only identify exact matches. Import Manager can not identify or match similar records. That is, records that would subjectively appear to you to be the same record. For example you may wish to select a combination of Last Name, Address, and Postal Code or Zip fields. From the sample data below, Import Manager would identify two matching records; the third record is similar but not a match:

Your import file

Prefix,   First Name,   Last Name,   Address,                       Postal Code,       

 Mr.        Joe                Smith            123 Main Street            M4S 1P2    

Income Manager existing data   

Prefix,   First Name,   Last Name,   Address,                       Postal Code,            

Mr.        Joe                Smith            123 Main Street            M4S 1P2         

             J.                   Smith            123 Main Street            M4S 1P2                  

Mr.        John              Smith            42 Main Street              M4C 1B5                  

6)      Click the Check Matching Records button. Based on the criteria above, Import Manager will identify the first two records in Income Manager as matching records to the record in the import file. Import Manager will then not import a new record from your import file but instead import only the donation or income from the import file and assigned the transactions to the first match that it finds. In this case;

  Mr.        Joe                Smith            123 Main Street            M4S 1P2      

  Mapping Fields

7)     Click Continue to display the Map Fields form. This is the critical part of the import process.

Select a field from your Source File list and select a field from the Income Manager field list and click ‘MAP’ to map your field to the Income manager field. Map as many of your fields as you wish. Each field in Income Manager can only be mapped to one field from your source file. You can however map the same field from your source file to different fields in Income Manager. For example, your source file may have a date which you might want to use for the Income Entry Date, Receipt Date, Payment Date or other dates in Income Manager. In many cases the mapping of your fields will be obvious…. First Name to First Name, Last Name to Last Name, Address to Address1, City to City1, Postal to PostalCode1 or Zip to PostalCode1, etc. In other cases the mapping of you fields may not be so obvious. In these cases it will incumbent upon you to know and understand the meaning of your data fields within you import file.

  Load mapping from an existing Template

8)                  If you previously saved your mapping to a template, you can recall that mapping schema by clicking the Load Template button. Select the template you wish to load from the drop-down list and click Load Template. Import Manager will check to see if all the mapped fields in the template schema correspond to the fields in your source file.

Save mapping to a Template

9)                   After you have mapped your fields you may wish to save this mapping schema to a template. To do so click Save Mapping to Template button and provide a template name.

Setting Defaults for Required fields.

10)               Click the Set Defaults for Required fields button. Change your defaults as you   like.

11)               Click Continue after you have complete mapping your fields. If you have not mapped to Required fields in Income Manager you will be prompted to create these required fields within your file. Import Manager will populate these Required fields with the Default values and automatically map them to Income Manager.

Import

12)               From The Import form click the ‘Complete the Import Process’ button. Import Manager will import all your data to Income Manager. During this process you will be prompted if you want to update matching (existing) Income Manager records with the data from the source file. If you believe that your source file contains more up-to-date information than the records in Income Manager and you want to update Income manager records select ‘Yes’. Otherwise choose ‘No‘, to instruct Import Manager not to update the existing Income Manager records. Import Manager will then import all non-matching records into Income Manager along with any financial data in your source file. Once completed Import Manager will display the

Field Mapping

Income Manager fields