Continued Vanco Service for Servant Keeper Clients - File Drop Integration

Vanco is here to assist you: Our file drop integration with Servant Keeper 8 (and higher) is designed to help you maintain continuity for your donors. This integration offers a straightforward and efficient method to ensure that your giving data continues to flow seamlessly into Servant Keeper, without affecting the giving experience of your donors.

Every Monday, Vanco is capable of emailing a file that includes the donation activity from the previous week. Kindly reach out to client services to initiate the activation of this file. Below, you will find instructions on how to process your file into Servant Keeper.

Importing Contributions by Individual Name

To import contributions into Servant Keeper you must first export the contributions from another program or online giving service to an Excel file, CSV file or text file.

To import Contributions by Individual Namer:

1. In the Contribution Manager, click the ▼ below  [Import] button and select the Import Contributions from File option. The Import Contributions From File window will appear.

2. Click the [Select Import File] button, locate the file that you want to import and click [Open].

3. Under Import Data By...: select the Individual Name option.

4. The Import tool will automatically try to map the column in the spreadsheet with the Servant Keeper contribution entry fields. You can manually match the appropriate column name/letter in Import preview with the field name in Servant Keeper using the drop down menus. When a field is matched the Servant Keeper field name will appear next to the column letter in the Import File Preview area. When Finished you have the option to save the file layout by clicking the [Save File Layout] button.

5. Click [Next].

6. During the import process if contributions are rejected for any reason a window will appear where you will have the option to fix or delete any rejected transactions. If there are no rejected contributions skip to step 11.

For first time users, to minimize the number of rejected transactions when importing, Servant PC Resources recommends that you set up matching account names in the Contribution Manager prior to importing contributions.

A similar process can also be managed within Classic (GivePlus) MyVanco. For assistance, please contact Vanco Client Services ([e-mail]) and inquire about the "move master file" to increase member matching during import. 

7. To fix a rejected transaction, double click on the transaction and a Fix rejected Import Contribution window will appear. In that window it will tell you why the contribution was rejected.

Common reasons for rejected contributions during import are:

7. 1. • No envelope number Found

      • No Account Name Found

      • Inactive Account Name

      • No Tax Indicator

8. When fixing transactions rejected because of account name, batch date or tax indicator you will have the option to apply the changes to all records with the same information. Check the apply changes to all records... check box and when you click [Save] the import tool will go through the list of rejected  transactions and apply the changes to any other transactions that are rejected for the same reason(s) and contain the same information.

9. Fix any rejected contributions and click [Save].   Repeat this procedure for any other rejected contributions.

10.  If there are any contributions that do not need to be fixed and imported, click the [Delete] or [Delete All] button to delete any rejected contributions that you do not want to import.

    • You can use the [Save As] button to save the rejected contributions to a separate Excel file and then click the [Delete All] button to clear the rejected transactions. This will allow you to complete the import process for the transactions that were not rejected and go back and just work on imported the rejected transactions later.

11. After you have fixed the rejected contributions that you want to import, click [Next].

12. Once the import file is processed and any rejected contributions are fixed you will see a list of all the batches by date that will be imported. In the Map Batch Dates window you have two options: [Edit Batch Information] allows you to change the batch name and add batch comments or [Map to Existing Batch] allows you to choose an unposted batch that has already been created in Servant Keeper to map the transaction(s) to.

13. Once you have completed any changes needed in the Batch Mapping window, click [Next].

14. In the Map Pay types window, click on the drop down menu in the System Pay Type column and map the Servant Keeper pay types to the pay types in your import file.

15. Once all pay types are successfully mapped, click [Next].

16. A message will appear saying "Are you sure you want to import contributions from the selected file?" Check the "Yes, I want to import the contributions" check box and click [Import].

17. Once the import process completes you will need to post the imported batches.