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How do I upload offline pledges not recorded by a participant?

When you receive offline cash or cheque donations from a participant, your staff will normally record receipt in the GiftTool BackOffice which automatically moves these donations from the Pending list to the Confirmed list. Regardless of the pending or confirmed status, the contribution amount will already be tracked in the participant'sĀ and team's fundraising thermometer.

However, if a participant has failed to enter the offline pledges into their account, you can upload these offline pledges as follows:

  1. Click Pledge-a-thon to view the Main Menu of this service.
  2. From the Administration section, choose Pledges.
  3. Select the Import Pledges tab.
  4. Click to open the Pledge Import Template Excel and save the Excel file to your hard drive.
    • Begin by creating your list of pledges in the 2nd row.
    • You will need to know the Participant ID number in order to complete the file (search for a participant profile to find their ID number)
    • Do NOT delete or modify the first header row.
    • Do NOT change the order of the columns.
    • The email, phone, street, city, state/province, country and zipcode are optional and can be left blank.
    • Type "yes" in the Payment Received column if you have already received the funds.
    • Save the file as an Excel (*.XLS) file (Excel 97, 2000 or 2003 compatible).
  5. To import the Excel file into the GiftTool database:
    • Choose the file from your desktop by clicking Browse.
    • Choose the file you want to import and click Open.
  6. Click the Import button to import your data into the GiftTool BackOffice database and execute the transactions.
    • The transactions may take a few moments to be processed.
    • GiftTool analyzes the file for errors, and will NOT import any of the transactions if there are errors (e.g. associated participant IDs not matching, contribution amounts not present or formatted incorrectly, payment method or payment received missing or misspelt).
  7. Once you have uploaded your list of offline donations received by your organization, you may use the GiftTool system to issue tax receipts.



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