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Data Import

Import Fund Information

To use this process, you must first import your family data and member data.

CAUTION: You must set up the fund, fund periods, and fund activities in your PDS Office program before importing this information. If the fund isn't set up, the information won't import into the program.

Before you import fund information, make sure your file contains a value that connects the fund information to the family or member. This is the value you selected during the Family and Member Import processes for the Family/Member Key or ID/Env Number fields.

Note: When importing pledge information, only the total pledge (mapped to an activity with a Charge function) is imported. To import terms and rates, use the Import Pledge Information process.

You can import information for multiple funds at the same time as long as there's a column in your file that indicates the fund number to use. Or, if you'd like, you can run the process multiple times using the same .csv file, but select a different fund each time you run the process. If you run the process multiple times, the records that don't match the activities in the selected fund are not posted. This information is recorded in the Pre-Import and Import logs.

CAUTION: Never run the import process more than once for the same fund. Otherwise, duplicate records are posted.

How this process works: Once you identify the .csv file, you will match the values in that file with your PDS Office program fields. There are a few required fields, but other than that, you only have to enter information for the data you want to import into your program. No data is imported until you click Begin Import on the final tab. Your selections are automatically saved on each tab, so you can come back to this process at another time if needed.

You can use the Import Fund Information process to import existing fund data from a .csv file into your PDS Office program.

  1. On the File menu in your PDS program, click Import Data > Import Fund Information.
  2. The backup dialog box displays if you haven't performed a daily backup.
    CAUTION: This process alters data. We recommend backing up your data before proceeding.
  3. Read the information about this process. If you understand and want to proceed, select the checkbox and click I Agree.
  4. The Create Fund Records dialog box displays. On the File Information tab, click Browse to locate the .csv file. After you select a file and click Open, your data displays.
    Note: We strongly recommend that you include field names/headers so it's easier to select the corresponding value from the drop-down lists on other tabs.
  5. On each tab, select the appropriate values from the drop-down lists. For more information about fields on these tabs, refer to the related topic "Fund Import Field Information".
  6. On the final tab, before you import your data, click Pre-Import Data Check. This creates a file called "PreImportContribErrors.txt" in the program's data folder.
  7. Scroll through the items you're going to import to see if you need to make any adjustments.
  8. When you're ready to import the data into your PDS Office program, click Begin Import.
  9. Once the import is complete, a summary displays. This creates a file named "ContribErrors.txt" in the program's data folder.
  10. When you're done, click Finish.

Fund Import Field Information

Key/Env Number

Use this Key from Import File
This value connects the contribution to the family or member. For Where is the Import Key in PDS?, select an option to match this key to the corresponding value in your program:
  • Family/Member ID/Envelope Number—Match contributions to family or member records using the PDS Family or Member ID/Envelope Number.
  • Family 2nd ID Number—If you have 2nd ID numbers set up in your PDS Office program, match contributions to family records using this value.
  • Family Unique Identifier—Match contributions to family records using the unique, internal number Fam Unique ID assigned to each family by the program. If you select this option, you must use an export report with the Family Unique ID field as your import file.
  • Family Key—Match contributions to family records using the value you selected as the Family Key.
  • Member Unique Identifier—Match contributions to member records using the unique, internal number Mem Unique ID assigned to each member by the program. If you select this option, you must use an export report with the Member Unique ID field as your import file.
  • Member Key—Match contributions to member records using the value you selected as the Member Key.
Assign contribution to member
If you select to match the key to the PDS Member Key or to the Member Unique Identifier, you can associate the contribution to a specific family member.
The Fund Number is in a Column in the Import File
If you're importing multiple funds from a single import file, select this option. You'll be able to select the corresponding column that contains the fund number on the Contribution Details tab.
Select the Fund to use in the Drop Down Field Below
If you're importing a single fund, select this option. Then, select the appropriate fund number from the drop-down menu. The fund information display in the grid for your reference.

Contribution Details

Fund Number
Only displays if you're importing multiple funds and selected The Fund Number is in a Column in the Import File on the Key/Env Number tab.
Transaction Date
Only dates formatted as MM/DD/YYYY are recognized.
Activity Name
CAUTION: The selected fund's activity name must already be set up in your PDS Office program in order for this information to import correctly.
Cash/Check Num
You can select whether to import the check number from your file or to assign the same check number to all payments/donations. If you select to assign one, enter the Check Num Value in the text box. For example, if you're noting all online transactions, you would enter "Online".
Batch
You can select whether to import the batch number from your file or to automatically assign the next available batch number in the program.
Church Office
Formation Office

Last updated: March 3, 2026

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