Importing Recurring Payment Instructions

The Donorfy File Upload template allows you to import new Recurring Payment Instructions (RPIs) and upgrades to existing RPIs. The template can found in Actions | File Upload - please see this article for an overview.

Importing New RPIs

Each row imported will create a new RPI on the corresponding Constituent record - it does not create new constituents, so these need to be created first.

Open the data preparation template and remove all the worksheets except the one called 'Recurring Payment Instruction' - the available columns are:

  • ConstituentNumber, Email Address, Phone Number and External Key - these are used to find the constituent that the RPI belongs to
  • RPI Type - this must be set to either 'Recurring Donation' or 'Membership' to indicate what the RPI is for
  • Frequency - enter one of Month, Year, Quarter or Half Year to indicate how often the payments are expected
  • Collection Method - enter the description of a collection method you have set up or enter Standing Orders
  • Collection Day - enter 1 to 31 to indicate the day you expect the payments to be made
  • Start Month - enter the name of the month (i.e. January, February etc) when payments will start - for monthly paid RPIs this can be the current month - for other frequencies this month and the start date below will control when payments are expected
  • Start Date -  the date payments are expected to begin
  • End Date - the date payments are expected to end - enter 31/12/2099 if the RPI does not have an end date
  • Amount - amount that will be paid each time a payment is collected - e.g. if the payment frequency is Month then this would be the monthly amount
  • Campaign - the name of the campaign associated with the RPI - this must be entered
  • RPI Status - enter Active if payments are expected straight away or To be Lodged if account details have to be lodged (e.g. with BACS) before payments can be collected 
  • Collection Reference 1 to 5 - populate these according to definition of those fields for the collection method - for GoCardless RPIs this must be the GoCardless mandate id - not the customer id
  • PotentialGiftAid - enter Yes if donations under this instruction can potentially have tax reclaimed under gift aid
  • Comments - text that can be stored for the RPI
  • Channel - optional - channel by which the RPI was signed up - e.g. website, face to face etc
  • Product - mandatory - the product - e.g. donation - for the RPI
  • Department - optional - enter a valid department if the RPI 'belongs' to a department in your organisation 
  • Currency - optional 
  • Bank Account - optional - the bank account into which donations collected under the RPI will be paid 
  • Fund - mandatory - the fund which donations collected under the RPI will be allocated to
  • Acknowledgment Doc - optional - the acknowledgement document that will be sent to the constituent
  • Acknowledgement Text - optional - any additional text to include in the acknowledgement document
  • Reference - optional - reference for the RPI - e.g. from external agency
  • Beneficiary ConstituentNumber, External Key or Email - if provided this information will be used to find an existing constituent who is the beneficiary of the RPI
  • Connected ConstituentNumber, External Key or Email if provided this information will be used to find an existing constituent who is connected to the RPI
  • Optional Fields to create Gift Aid Declaration 
    • Create Gift Aid Declaration - Enter Yes to create a gift aid declaration - 
    • Declaration Date -enter the date the declaration was made - if you leave this blank the donation date paid will be used 
    • Declaration Start Date - enter the date the declaration started, if a date is not provided the start date will be set to 4 years before the declaration date
    • Declaration End Date - enter the date the declaration will end, if a date is not provided the end date will be set to 99 years after the declaration date
    • Declaration Method - his should be a valid gift aid declaration method - as set up in your settings
    • Confirmation Required? Enter Yes if a confirmation must be sent before you can claim using the new declaration - see this article for more info
    • Tax Payer Title, First Name, Last Name - name of the person making the declaration - if these are not provided the title and name from the constituent will be used
    • AttachedDocument - this allows you link a document (e.g. scan of a gift aid declaration) to the gift aid declaration - please see this article for more information

 

Upgrades to RPIs

There purpose of this type of import is to increase the amount people are paying under their RPI - e.g. following a campaign to ask people to give more.

The RPIs (and by implication the constituents) must already exist in the database.

Open the data preparation template and remove all the worksheets except the one called 'RPI Upgrade' - the available columns are:

  • RPI Number - this is the number of the existing RPI in Donorfy that you want to upgrade - this must be entered
  • Campaign - the name of the campaign associated with the upgrade - this must be entered
  • Amount - the extra or upgrade amount that will be paid following the upgrade each time a payment is collected - e.g. if the payment frequency is Month then this would be a monthly amount. Note that the existing amount(s) on the RPI will still be collected so if someone was giving £10 per month and they upgraded to give an additional £5 the amount column would contain £5 - giving a total for the RPI of £15
  • Start Date -  the date payments are expected to begin
  • End Date - the date payments are expected to end - enter 31/12/2099 if the upgrade does not have an end date
  • Reference
  • Channel
  • Product
  • Department
  • Fund
  • PotentialGiftAid - enter Yes if donations under this instruction can potentially have tax reclaimed under gift aid
  • Comments - text that can be stored for the RPI
  • Beneficiary ConstituentNumber, External Key or Email - if provided this information will be used to find an existing constituent who is the beneficiary of the RPI
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