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Data Import

Import Fund Activities

You must have access to the Fund Setup window. If you're adding activities to a specific fund, you must have access to that fund in PDS. You are not required to import any other data before running this process. If your import file includes a fund number that has not been set up yet or if no funds have been set up in PDS yet, the fund will be added using default options.

Note: This process only imports activity names to the Fund Setup window. To import contributions for families, use the Import Fund process. To import pledges for families, use the Import Pledge 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 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 Activities process to import existing fund activity data from a .csv file into your PDS Office program.

  1. On the File menu in your PDS program, click Import Data > Import Fund Activities.
  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 Import Fund Activities 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 the Activity Details tab, select the appropriate values from the drop-down lists. For more information about fields on this tab, refer to the related topic "Fund Activity Import Field Information".
  6. On the final tab, before you import your data, click Pre-Import Data Check. This lets you know if there were any issues with the import file and if any existing data was found in PDS. If the activity already exists in the specified fund, it will not be imported.
  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, click OK in the message box. A summary displays at the bottom of the process window.
  10. When you're done, click Finish.

The activities and, if applicable, the functions are added to the specified fund(s). If you didn't import the fund number, activities are added to the first fund in your PDS program. To view these, go to Administration > Fund Setup.

If needed, you can clean up your fund activity list by editing any field information and/or transferring the activities to another fund.

Fund Activity Import Field Information

Activity Details

Fund Number
If your import file includes fund numbers that the activities belong to, you can import them as long as you have access to those funds in PDS. Otherwise, if no fund number is specified, the activities will be added to the first fund in your list. If there are no funds defined in PDS, one will be added with default values, and the activities will be added to it.
Tip: You can transfer the activities to another fund later, if needed.
Activity Name
Select the column in your import file that contains activity names. This would be names like "Initial Payment", "Deposit", "Pledge Payment", and so on, for example.
Activity Function
If your import file includes functions of the activities, you can import them. Otherwise, if no activity functions are specified, the activities will be assigned the function of Payment-Deductible.
Tip: You can edit these in the Fund Setup window later, if needed.
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Last updated: March 3, 2026

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