⚠️Important: Updates made using the File Uploader cannot be undone. Always prepare and test carefully before uploading.
Each transaction in Donorfy consists of:
One Payment part.
One or more Allocation parts.
Each part has its own Transaction Number:
The Payment Transaction Number is the one usually visible on the constituent timeline.
Allocation Transaction Numbers are visible via Transaction Lists.
Update the Payment Part
You can update the following fields on the Payment part of a transaction:
Campaign.
Amount Paid.
Payment Method.
Processing Costs.
Received.
Bank Account.
Currency (required).
Channel.
Reference.
Update the Allocation Part
You can update the following fields on the Allocation part of a transaction:
Product.
Quantity.
Amount Due.
Fund.
Department.
Date Due.
Accounting Date.
Comments.
Choose the Correct Transaction Number
How you update depends on which transaction number you use.
Payment Transaction Number:
Updates both Payment and Allocation parts.
Only works if the payment has one allocation.
Allocation Transaction Number:
Updates only the Allocation part.
📌Note: Allocation Transaction Numbers are required when a payment has multiple allocations.
Important Rules and Limitations
Read this section carefully before uploading:
Updates cannot be undone.
Keep a downloaded copy of original data in case you need to reverse changes with another upload.
Remove any columns you do not want to update.
Blank cells are treated as instructions to clear the field in Donorfy.
Each transaction can only be updated once per upload.
Duplicate transaction numbers will cause the upload to fail.
Mixing Payment and Allocation transaction numbers for the same donation will cause errors.
The maximum file size is 1,000 rows, including headers.
Transactions Linked to Recurring Payment Instructions
Transactions linked to RPIs behave differently:
RPI transactions do not have their own Campaign.
Campaigns are inherited from the RPI.
An RPI can have multiple campaigns if it has been upgraded.
📌Note: If you update the Campaign of a transaction linked to an RPI, all campaigns on the RPI will be changed to the specified campaign.
Perform the Update Using the Template
This is the safest recommended approach.
Download the Donation Update Data Preparation Template.
Read and then remove the guidance text.
Remove any columns you do not want to update.
Enter Payment or Allocation Transaction Numbers in TransactionNumber.
Enter the new values for the selected fields.
Ensure the Campaign column is included.
If you are not changing campaigns, enter the current campaign value.
Save the file as .xlsx.
Upload the file via Data Management, then File Upload.
Perform the Update Using a List
You can also start from a Transaction List.
Create a Transaction List containing the transactions to update.
Ensure the Transaction Number column is included.
Download the list as a spreadsheet.
Remove or rename columns not present in the update template.
Remove transactions you do not need to update.
Keep the Campaign column, even if unchanged.
Save the file as .xlsx.
Upload the file via Data Management, then File Upload.
Correct Errors
After you upload a file Donorfy will check it. If there are problems that prevent the data in the file from being imported, a message will be displayed. To correct errors please see Fix Problems in an Uploaded File.