How To Clear Pending Imports for Contributions
When new contributions are added to your database (via manual upload or automated import), eCatholic ChMS may identify contributions that do not match with an existing fund or family record in your database. These unmatched contributions will appear in Batches in the Contribution Imports page and remain there until you match each contribution with an existing fund or family record, or delete the contribution from your import.
Matching contributions to the correct funds and families will help provide accurate reporting for Annual Statements as well as other customized reporting for your church, diocese or members.
Once contributions are matched to a fund or family, all future imports will automatically flow into the specified fund or family record.
NOTE: Only users with Church Admin Access and Fund Manager Access will be able to clear imported contributions.
To clear the Batches from your Contribution Imports page, watch the following video or follow the steps outlined below:
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Navigate to Contribution Imports & Choose Batch
After you log in to your eCatholic ChMS account, select Funds > Contribution Imports from your toolbar. When you open the Contribution Imports screen, you will see a list of Batches containing contributions that need to be matched with a particular fund or family. Click on any Batch number to begin matching contributions (pictured below).
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Identify Pending Imports
When you open a Batch, your screen will default to the Summary tab. There are two additional tabs where you can manage contributions: Unknown Families and Unknown Funds (pictured below). To begin matching contributions, select the Unknown Families or Unknown Funds tab.
PRO TIP: We suggest matching contributions in the Unknown Funds tab first, as this will often clear contributions in the Unknown Families tab automatically.
Note: The number listed between the parenthesis in each tab indicates the number of unknown funds and unknown families that need to be cleared from the selected batch.
Important Note: If you are unsure whether an Unknown Family has a family record in your database, first search Family Explorer for this family. If there is no family record, you can easily create a family record by clicking the + New Family button in the upper left corner.
This will display a new family record, auto-populated with the information from the import file.
Click Save in this family record. You will then be redirected to the View page for that Unknown Family. Now that you have created a family record for them, you can begin to type their name in the Enter Family Name field, select their name when it appears in the list, and click Save. This will pair their contribution(s) to the newly created family record.
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Match Unknown Funds
Click on the Unknown Funds tab (pictured below) and you will see a list of unknown funds that need to be matched to an existing fund in your database. With each fund, you are able to choose one of the following options:
- View - Allows you to match the unknown fund with an existing fund in your database.
- Delete - Prevents the data from being imported into your database.
To match an unknown fund to an existing fund, follow these steps:
- Choose a fund and click View.
- Use the Fund ID or Description search bar (pictured below) to type in the name of an existing fund listed in your Fund Maintenance library.
- Select the correct fund from the drop-down list.
- Click the orange Save button.
PRO TIP: If you have imported a fund that does not match any of your existing funds in the dropdown selection, here's how you can create a new fund within your database: Creating a New Fund
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Match Unknown Families
Click on the Unknown Families tab (pictured below) and you will see a list of contributions that need to be matched with an existing family in your database. With each family, you are able to choose one of the following options:
- View - Allows you to match the unknown family with an existing family in your database.
- Delete - Prevents the data from being imported into your database.
To match an unknown family to an existing family, follow these steps:
- Choose a family and click View.
- Use the Enter Family Name search bar (pictured below) to type in the name of an existing family listed in your database.
- Select the correct family from the drop-down list.
- Click the orange Save button.
What if I cannot find a family to match to the contribution?
If you cannot find an existing family to match to your contribution, here's what you can do:
- Check the Family Status - If the family exists in your database, be sure to update their status to Active or Contributor in order to match their contribution from the Batch import.
- Check the Family Church record - If the family record is currently registered at another church, add the family to your database in order to match their contribution from the Batch import.
- The Family does not exist - If the family does not exist in your database, add a new family record to your database in order to match the contribution from the Batch import.
Once you have resolved all of the Pending Imports for a single Batch, the Batch will no longer appear in your Contribution Imports upon refreshing your browser.