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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.
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Last updated: September 18, 2025

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