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Data Import

Import Checks or Payments

CAUTION: You must set up the associated fund, fund periods, and fund activities in your PDS Office program before importing check/payment information. If funds aren't set up, the checks/payments won't import into the program.

You are not required to import any family or member data before running this process. You will have the opportunity to add new families or match existing families when you import the information. But, make sure your file contains a value that connects the check/payment to a family or member.

You have the option to select one fund or include the fund number as a column in your .csv file. If you include the fund number, you can import to multiple funds using a single import file. You also have the option to select one activity name or include the activity name as a column in your file. If you include the activity name, it must match exactly with the activity name in PDS.

If you run this process multiple times, the records that don't match the activities in the selected fund are not posted. Duplicate records will not be created.

Note: To import terms and rates, use the Import Pledge Information process.

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 Finish 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 Checks/Payments process to import fund history information for checks/payments that are scanned at your bank from a .csv file into your PDS Office program.

  1. On the File menu in your PDS program, click Import Data > Import Checks/Payments.
  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 import. If you understand and want to proceed, click I Agree.
  4. The Import Checks 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 "Check/Payment Import Field Information".
  6. On the final tab, review the information from your file and the matching records in PDS. Scroll through the items you're going to import to see if you need to make any adjustments.
    • To manually match a family, click Match to Family and select the appropriate record.
    • If no match is found, you can click Add as New Family to create a record in PDS.
  7. When you're ready to import the data into your PDS Office program, click Finish.
  8. Once the import is complete, click Yes if you want to print the information that was imported.
  9. To close the import window, click OK.

Check/Payment Import Field Information

Fund

Select the Fund
You can select whether to import the fund numbers from your file or to assign a fund for all checks/payments. If you assign the fund, the Fund Number defaults to the first fund listed in PDS, but you can change it.
CAUTION: The fund must already be set up in your PDS Office program in order for this information to import correctly.
Select the Activity Name
You can select whether to import the activity names from your file or to assign an activity name for all checks/payments. If you assign the activity, the Activity Name defaults to the first activity listed for the fund in PDS, but you can change it.
CAUTION: The activity name must already be set up in your PDS Office program in order for this information to import correctly.

Identification Information

This information is used to match the family record in PDS before you import the information from your file. The program attempts to match families based on the following information, in this order: phone number, email address, last name and numbers in the address. If no match is found, you can manually match each family or add a new record.

Name
Select the column in your file that corresponds to the name of the person who gave the check/payment.
Address / City or City, State / State
Select the column in your file that corresponds to the person's address, if applicable. Select the city and state if separated in your file, or select the field that corresponds to the city and state if listed together in the same column in your file.
Phone Number
Select the column in your file that corresponds to the person's phone number, if applicable.
Email Address
Select the column in your file that corresponds to the person's email address, if applicable.

Check/Payment

Transaction Date
Only dates formatted as MM/DD/YYYY are recognized.
Amount
Select the column in your file that corresponds to the check/payment amount.
Check Number
Select the column in your file that corresponds to the check number, if applicable.
Church Office
Formation Office

Last updated: March 3, 2026

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