Gift Upload From a Spreadsheet
- Janine Anderson
- Chris Barrett
- Nate Parsell
About
If you receive lots of donations or receive them in a system other than Campus Cafe, you may wish to use a spreadsheet to upload them to Campus Cafe. This allows you to match gifts with constituents, including alumni.
Prerequisites
Configure transaction codes associated with gifts (donations).
Create donation fund codes that describes an initiative the gift was related to (e.g. Annual Fund) Funds.
Set up in STParm using Parameter Code MMCONS to define constituent codes, which broadly describe an organization or individual. For example, you may create codes of corporation, nonprofit, government, etc.
Create gift purposes.
Create gift appeals using STParm MNSRNO. For example, Athletic Complex Capital Campaign.
Create Project Expense Tracking codes.
Required permissions
Module | Number | Description |
|---|---|---|
Advancement/Development | 1168 | Upload gifts via a spreadsheet |
Prepare your spreadsheet
Using Microsoft Excel, Google sheets or another spreadsheet software, create a new spreadsheet with the below columns in order. Save the file in Excel (.xlxs or .xls) or Comma Separated Value (.csv) format.
This process will upload donation/gift records from a spreadsheet. The spreadsheet must be in xlsx, xls or csv format and contain the following columns in order. Please note including column headers are optional.
Column | Description | Format | Example |
|---|---|---|---|
ID NUMBER | The Campus Cafe ID number of the constituent (donor) | ###### (the length of your ID number depends on your institution) | 37454545 |
AMOUNT | The dollar value of the gift | #####.## | 1345.68 |
TRANSACTION CODE | The Campus Cafe transaction code associated with the gift | Text | GIFT |
DATE | The date associated with the gift | YYYY-MM-DD or | 2025-10-09 |
FUND | The Campus Cafe donation fund associated with the gift | Text | ANNUAL |
CONSTITUENT CODE | The Campus Cafe constituent code associated with the donor | Text | ALUMNI |
GIFT PURPOSE | The Campus Cafe gift purpose associated with the gift | Text | SCHOLAR |
APPEAL | The Campus Cafe appeal code associated with the gift | Text | AUCTION |
COMMENT 1 | Free form text to describe the gift | Text | Asked us to remind for another gift next year |
COMMENT 2 | Free form text to describe the gift | Text |
|
PET # | The Campus Cafe Project Expense Tracking code associated with the gift | Text | ACX |
Upload gifts
Once you’ve prepared the spreadsheet, you’ll upload it to Campus Cafe.
Go to Advancement > Gift Upload From Spreadsheet.
Click Browse and select your spreadsheet.
Click Submit. A screen will appear with all transactions. Green labeled transactions were successfully loaded into Campus Cafe. Those in red weren’t uploaded due to an error. Review the errors before proceeding.
All successfully loaded gifts will appear in a batch in Gift Cash Batch (Advancement > Gift Cash Batch) for posting to your general ledger.
Template file
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