Contents - Index

Exporting Donors and Donations

You can transfer donor and donation data to other programs by exporting them to delimited text files.  This can be used for mail-merges, transferring data to a spreadsheet program or QuickBooks, and much more. Follow these steps to export data from Donarius®:

1. Decide what you want to export.  You have a choice of exporting:
a) all donors
b) all donations
c) selected donors
d) selected donations

To export all donors or all donations, click the word Export near the bottom left of the main window  To export only selected donors or donations, first view some donors or donations by choosing a report from the View menu.  (Click here to see what can be exported from each view.) Then click on [Export] in the menu bar.

2. Choose whether to export all donors/donations or just those shown in the view.

3. Choose the delimiter to use in the text file.  You have a choice of using a comma (,), semi-colon (;) or TAB character.  If a field that is being exported has the delimiter character then the field will be enclosed in double quotes.  You can also export to QuickBooks or Manager Accounting.  (See below for more details about these.)

4. Choose which fields you want to export by clicking on the list of fields.  An x beside the field means it will be exported.  (Click here for a list of fields Donarius® will export.)  If you choose a field with a date then also pick a format for the date. (Click here to see the available date formats.)

5. If you want the first line of the text file to have the field names then click on the Include Field Names in First Line checkbox.

6. When you are exporting the donations in a report, you can also add the totals at the bottom of the report to the bottom of the exported file.  Put a checkmark on Append Totals.

7. Click the Export button or press the Enter key.

8. Choose the file to save the data to, then click OK.

You can create a custom export by making a letter with only one line and have several fields separated by semi-colons. When you display it, choose [Save to text file] instead of [Export]. Then choose the option: "spreadsheet without page breaks".  It will then convert each semi-colon to a comma and enclose each field in quotes.

Note: You must convert the demo version of Donarius® to a full version to export more than 10 donors or donations at a time.

Creating a file to export to QuickBooks:

To export to QuickBooks you need to first setup the name of the bank account where the donations go.  You need to associate each donation category with a bank account.  Click here for how to do this.

When you export to QuickBooks you have some options for how donors and donations are exported.
When exporting donors, they will be converted into customers in QuickBooks.

When exporting donations, you have two ways of indicating the donor who made the donation:
a) as a sub-account of an income account in QuickBooks In this case you should enter the account to use. The category and donor name will be added as sub accounts.  For example, if the income account is called 'Contribution Income' and John Doe donated to Missions the donation would go to the account:
 Contribution Income:Missions:John Doe

b) as a customer.  If you want all donations to go into a specfic income account then indicate which one.

If the income account is blank, a new income account matching the Donarius category name will be created.

When you do a Donations by Date report with Each donation for all donors selected, all the donations on each date will be exported as one entry with the donors as splits.
When you do any other Donations by Date report, each donation by one donor will become one entry in QuickBooks.

You also have a option of exporting totals from a bank deposit.  Display the bank deposit, then click [Export].  (If you have multiple banks, display the last page before exporting.)
There are three ways of exporting:
a) Deposit the total received into one income account.  Enter the name of the income account.

b) Create a sub-account of the income account with the category name then each category becomes a split in the deposit.  Enter the name of the income account that has sub-accounts.

c) The income accounts in Quickbooks are main accounts (i.e. not a sub-account of another account).  And their name matches the category name in Donarius.

Quickbook income accounts usually match the Donarius category names.  The only difference you can have is that the Quickbooks accounts can have some text added at the end.  In this case type the text you need to add in the Append to category box.

Before the data is exported, you will be shown the bank name and category names.  You should check the spelling to make sure they match the account names in QuickBooks.  If they don't match a new account will be created in QuickBooks.

Importing the file into QuickBooks:

To import the donors or donations into Quickbooks, do this:
a) Start QuickBooks.

b) Go the File menu, move to Utilities, move to Import, click on IIF Files...
     Note: a fast way to get to this window, is to press and hold the Alt key then press F U I I.

c) Find and double-click the file you created in Donarius.

d) You will get a message: Your data has been imported.
    If you get an error message about the date format then go back
    to Donarius and do the export with a different date format.

e) Do a report to check what was imported.

Creating a file to export to Manager Accounting:

Donarius will only export a bank deposit to Manager Accounting. First display a bank deposit. (If you have multiple banks show the page you want to export - only that page will be exported.) Then click [Export] in the menu bar.  Put a checkmark on Manager CSV.  Then indicate if you want to export just the total deposited or the amounts for each category and click the Export button.

Importing the file into Manager Accounting:

Follow these steps:
a) Start Manager.
b) Click on the Bank Accounts tab.
c) Click on the statement balance.
d) Click the Import bank statement button.
e) Click the Choose File button and pick the file.
f) Click the Next button.
g) Click the Import button.
h) Check the account that each deposit was assigned to.  If necessary add a bank rule to automtically select the correct account next time.
i) Put a checkmark on the selection box at the top, then click the Bulk Update button to save them.







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