Overview: How Financial Data Imports from Salsa to EveryAction
Moving your financial data from Salsa to EveryAction requires careful planning to ensure all your donation records transfer correctly. This guide walks you through the key steps.
Step 1: Check Your Salsa Data
Start by reviewing your donation records in Salsa for accuracy. Log into your Salsa account and run a donation history report. Look for and fix any problems like missing dates, incorrect amounts, or incomplete donor information. Pay special attention to recurring donations - make sure all schedules show the correct frequency and next payment dates. Remove any duplicate records that could cause confusion. Check that all your fund designations and donation categories are consistently applied.
Step 2: Set Up Your EveryAction Migration Settings
In your EveryAction account, go to the Admin section and find the Salsa Migration tool. In the Configuration tab, you'll need to match Salsa's data fields with the corresponding EveryAction fields. This ensures information goes to the right places. Pay attention to any custom fields you've created. Set up how you want donation categories to transfer between systems. Configure how recurring donations should move over, including payment methods and schedules. Establish rules for handling special donation types like tribute gifts and multi-fund donations.
Step 3: Test With a Small Sample
Before moving everything, test with a small group of donations. In the Migration Tool, choose the "Test Migration" option and select a sample that includes different types of donations. After the test runs, check how the data appears in EveryAction. Make sure donation amounts, dates, payment methods, and donor details transferred correctly. Verify that recurring donations show the right schedule and next payment dates. Check that special donation types moved over properly. If you find any problems, adjust your settings before continuing.
Step 4: Complete the Full Migration
When your test looks good, you're ready for the complete transfer. From the Migration Tool, select "Full Migration" and confirm your settings. The system will show you approximately how long the process will take based on your data size. You can monitor progress through the Status Dashboard, which updates as the process runs. After completion, run comparison reports to make sure the totals match between Salsa and EveryAction. Verify that donation counts and amounts are correct. Check that recurring donations are scheduled properly. Examine a random sample of individual transactions to confirm all details transferred accurately.
Step 5: Update Your Connected Systems
After confirming your financial data moved successfully, update any related systems or processes. Adjust your accounting procedures to work with EveryAction's reporting structure. If you use external payment processors, make sure recurring donation connections are working properly to prevent payment disruptions. Set up any regular reports you need using EveryAction's tools. Train your finance team on how to find and work with donation information in the new system. Document your new procedures for future reference.
The migration process takes time and attention to detail, but following these steps will help ensure your financial data transfers accurately. If you encounter any issues during migration, reach out to EveryAction support for assistance.
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