Introduction
Whether you are a new customer and bringing over your revenue data from another system, or collected cash revenues at an event and need to log them in Keela, importing revenues is an easy way to bulk update Keela with new data.
Remember that Keela provides data preparation and import professional services for a fee. Just let us know how we can help!
Step 1: Gather your Data
If this is your first import, you may have data spread across many different sources (spreadsheets, petitions, data stored in other CRMs), so take this opportunity to bring all your revenue data together to import to one place - Keela! You can consolidate all your revenues into one spreadsheet OR you can import each revenue data set separately, it's up to you!
Step 2: Import Contacts
We highly recommend importing the contact data before moving forward with the revenue data for easy contact matching.
When contacts already exist in Keela, Keela will automatically match the revenues to the correct contact during the import using the Duplicate Management Rules. If revenues are imported without an existing contact record in Keela, Keela will create a separate contact record for each revenue. As a result, you will see duplicate contacts in your contact database which you can resolve by Managing Duplicate Contacts.
Step 3: Audit your Data
- Ensure that your data is consistent in each column. For example, if the column header is “First Name”, you’ll want to make sure that column contains only first names - not last names, company names etc.
- To create a revenue record for a company or other organization (an entity - not a person), make sure that you fill in Organization Name under Company Name and enter Company in the Contact Type. More details provided below in the chart.
- Create one row per revenue record and make sure each row has a contact's name or email. For contacts that have made multiple revenue payments over the years, that means there will be several rows for each person, like this:
Step 4: Compare Data to Keela Requirements
The next step is to refer to the template at the bottom of this page and the chart below to see what fits with the Keela criteria.
During the import process, Keela will ask you to match each column in your file with a field in Keela, so you'll want to prepare your files so the header and data in each column correspond with a Keela field. We recommend matching the headers exactly. This is because we have a magic tool (okay, it's not magic) that is able to match up these headers during the Import process. If you ensure that these headers match exactly, you'll save yourself a bunch of time later on!
Depending on your data, you may also need to do some cleanup such as:
- removing columns you don't need
- adding missing columns
- splitting or consolidating data into columns
If you're using Excel to prepare your data, you can find some helpful instructions for these functions in the Office Help portal here.
Note that unlike contacts, it's not possible to create custom fields for revenue records. If you have data that does not belong in one of the fields below, we recommend storing this data in "Revenue -Notes" or "Keywords".
Accepted Fields
| FIELD NAME | DESCRIPTION | FORMAT NOTES | EXAMPLE |
|
Contact Type |
Use this field to specify company revenue records |
By default, Keela will import a contact as an 'individual' If the contact record is for a company, write 'Company' Note: 'Company' must be capitalized |
Company |
| Origin ID | Keela's unique ID for existing contacts OR an ID that you provide from a previous CRM |
When importing new data for contacts that already exist in Keela, you can add the Origin ID to allow Keela to match the new data with the existing record. Only strings of numbers and letters will be accepted. No special characters. If you imported your own Origin ID to Keela, we will keep that number in the background, so Keela can match any future records with that ID |
NFDM8KXX4mvm2GsRP |
| Full Name | The contact's full name | Use this column if your contact's name isn't separated into First, Middle and Last. | John Michael Smith |
| First Name | The contact's first name | Johnny |
|
| Middle Name | The contact's middle name | Michael | |
| Last Name | The contact's last name |
Smith |
|
| Company - Name | Name of the Company for a Company record | Any format will be accepted |
ABC Corp |
| The contact's email address | john@abc.com | ||
| Revenue Category | The type of revenue. | Accepted values: Grant, Sponsorship, Purchase, Membership, Other | Grant |
| Date of Gift | The date of the gift | 2018-06-30 | |
| Total Amount of Gift | Total amount of the revenue | With or without currency sign or decimals (eg. 200, 200.00, $200) | $200 |
| Transaction ID | Your receipt number or internal reference number | Free form text | KL123456 |
| Payment Method | The payment method for the revenue | Accepted values: Cash, Check, Cheque, Bank Transfer/EFT, Credit Card, Online, Externally via Stripe, Externally via PayPal, Other | Cheque |
|
Check/Cheque Number *only accepted if Payment Method is Check/Cheque |
The check/cheque number (if applicable) | Free form text | 1234 |
|
Check/Cheque Date *only accepted if Payment Method is Check/Cheque |
The date the check/cheque was written | Please refer to accepted date formats here | 2018-06-30 |
| Notes | Additional information for revenue record | Free form text | In memory of Joe Jackson |
| Recurring | Is the revenue recurring? | (Y/N) | Y |
| Receipted Status |
Did this revenue already receive a receipt?
|
Ignored [ignore for receipting in Keela], Unreceipted [Also the default if column isn't imported], Receipted [cannot re-receipt in Keela]. |
Unreceipted |
| Delivery Status | Has this receipt been delivered? |
Delivered/ Yes / Y Undelivered / No / N Delivered via Email / Email / via Email Delivered via Mail / mail / via mail / letter |
Delivered - method unknown |
| Foreign Exchange Original Amount | Amount of revenue in foreign currency. Please also complete the Total Amount of Gift column with the converted amount | With or without currency sign or decimals (eg. 200, 200.00, $200) | $500 |
| Foreign Exchange Original Currency | Currency of foreign amount | Free Form Text | CAD |
| Dedicated | Name of whom the revenue was dedicated to | Free Form Test | Margaret Thomas |
| Campaign | Campaign or event that resulted in the revenue |
Free Form Text |
2020 Fundraising Gala |
| Impact Area | Program or cause area that will benefit from the revenue | Free form text | Plant A Tree |
| Source | Source attributed to the revenue | Free form text | Wilford Foundation Trust |
| Keywords | Any keywords you'd like to add to the revenue | Separated by a semicolon | Donor Perfect; Referred by Jonny |
Convert dates to accepted format
Please ensure your revenue dates match one of the accepted formats below. Dates in other formats will not be rendered accurately in Keela.
- 2018/1/20 (YYYY/M/DD)
- 2018/08/05 (YYYY/MM/DD)
- 2018-03-06 (YYYY-MM-DD)
- 2/25/2018 (MM/DD/YYYY)
- 09-04-2001 (MM-DD-YYYY)
- 08-05-30 (MM-DD-YY)
- 8/5 (M/D)
- 08-05 (MM-DD)
- Friday, January 5, 2018
- Fri, Jan 5, 2018
- Friday 05 January 2018
- March 3, 2018
- Feb 10, 2018
- 01 Nov 2018
- 05 January 2018
- 05 July
- June
- 2018
- 5-Aug-1930
- August 5
To separate the day, month and year in your dates, you may use any of the following separators:
- Dash: "-" Example: "2018-01-31"
- Forward slash: "/" Example: "2018/01/31"
- Period: "." Example: "2018.01.31"
- Comma: "," Example "2018,01,31"
Note, if your dates do not have the full 4-digit year, a 2-digit year will be interpreted as follows:
- 00-49 as 20xx (2000 - 2049)
- 50 - 99 as 19xx (1950 - 1999)
Step 6: Convert your Data to CSV
Keela accepts only CSV (Comma Separated Values) files for import. If you're working with a different file type, such as XLS, you can save your file to CSV format using Excel, Numbers, Google Sheets or other spreadsheet programs. Just look for the "Save As" or "Export" function in your spreadsheet program to find the option to save it as a CSV.
What's Next?
Check out our Importing Your Data article to see how you'll be able to upload your spreadsheet/s into Keela!