Importing Offline Batch Contributions

Offline batch contributions (cash, checks, or other manually-recorded gifts) are brought into Site Stacker using three separate import files, in a specific order. Each file links to the one before it through an external ID field. This guide walks through the process end to end.

Before You Start

1. In the admin view, go to the Import component.
2. Click the Documentation tab. This lists every import template available in Site Stacker.
3. Check the box next to a template to see its columns on the right-hand panel, along with a description of each column.
   • Bold columns are required.
4. Click Download Selected to download the CSV template you need.

You will need three templates for this process:

⚠️ Import them in this exact order. Each file depends on IDs created by the one before it.

Step 1: Import the Offline Batch

This creates the batch that your transactions will be grouped under.

• Already have a batch? Skip this step — but make note of that batch's External ID. You'll need it in Step 2.
• New batch? Fill in and import the Offline Batch file. Site Stacker will generate/track an External ID for it.

Step 2: Import the Offline Transaction

This is the actual gift record (amount, date, payment type, etc.).

How it links to Step 1: Use the external_contribution_bundle_id field on the Offline Transaction file, and set it equal to the External ID of the Offline Batch from Step 1.

Think of it as: "This transaction belongs to that batch."

Optional shortcut: If a transaction is designated to only one campaign, you can skip Step 3 entirely. Just fill in the external campaign ID field directly on the Offline Transaction file.

Step 3: Import the Offline Designation

This tells Site Stacker which fund(s) or campaign(s) the gift should be credited to. Use this step if a transaction needs to be split across multiple designations (or you didn't use the single-campaign shortcut above).

How it links to Step 2: Use the external_contribution_batch_draft_id field on the Offline Designation file, and set it equal to the External ID of the Offline Transaction from Step 2.

Think of it as: "This designation belongs to that transaction."

The Linking Chain (Visual Summary)

Offline Batch (External ID)       │       │  external_contribution_bundle_id       ▼ Offline Transaction (External ID)       │       │  external_contribution_batch_draft_id       ▼ Offline Designation

(Or skip the last hop by using the "external campaign ID" field directly on the Transaction, if there's only one campaign.)

Important: File Naming

When importing the files back into Site Stacker, do not rename them — keep the number prefix intact (e.g., 04. Person Address).

Site Stacker uses that number to identify which type of import it's processing. Renaming or removing it can cause the import to fail or be misread.

Quick Checklist

• [ ] Downloaded the 3 templates: Offline Batch, Offline Transaction, Offline Designation
• [ ] Confirmed required (bold) columns are filled in for each file
• [ ] Imported Offline Batch first (or noted existing batch's External ID)
• [ ] Imported Offline Transaction, linking external_contribution_bundle_id → Batch External ID
• [ ] Decided: single campaign (use shortcut field) or multiple (import Offline Designation)
• [ ] If multiple: imported Offline Designation, linking external_contribution_batch_draft_id → Transaction External ID
• [ ] Kept original file name numbering on all imports