Help guides

Custom codes bulk uploads

Our custom code bulk upload function makes it quick and easy for you to update lots of records at once. You can still allocate codes manually if you prefer, or if you only have a few to do, but we know many charities prefer to allocate codes outside of the Virgin Money Giving website and then upload them to our database.

Here’s a summary of the bulk upload process:

  • Sign into the Virgin Money Giving website, access reporting and run one of our new custom code upload reports to see your existing data.
  • Save the report as a CSV file to your PC.
  • Import this file into our Excel template using the macro provided.
  • At this stage, you can add, remove or amend the custom code data within the spreadsheet.
  • Export the data from the spreadsheet using the macro provided and save it to your own computer as a CSV file.
  • Sign into the Virgin Money Giving website and upload the file you’ve just exported.
  • Assuming no errors are found, your codes will be updated in the Virgin Money Giving database and will appear in your reports the following day.

Please note, to use our custom code bulk upload function you’ll need to be using Excel version 2003 or above.

Here are some step-by-step guides:

Custom code reports

 

We have three reports designed for you to transfer your existing data to the custom code spreadsheet and allocate your codes. There are reports for fundraisers, fundraising pages, and donors. You can use as many or as few of these reports as you want, whenever you want.

Step 1
Sign into your charity’s account.
Step 1
Go to 'Reporting', then 'Reports’.
Step 3
Expand the ‘Custom code upload’ folder and click on the ‘Source data’ folder. Choose which report you want to run and select the date range when prompted.
Step 4
When the report is displayed, click on the CSV icon (top right). Then save this report to your own computer. This report is now ready to be imported into the custom code spreadsheet.
Step 5
Close the reporting tool when you’ve finished with it.

Downloading the spreadsheet

 

To use our bulk upload function, you need to download the custom code spreadsheet from our website. You only need to download this once and save it to your own computer. It’s also worth checking the version number on the download page to make sure you’re using the latest one.

Step 1
Sign into your charity’s account.
Step 1
Go to 'Reporting', then 'Reports’.
Step 3
Click on the ‘Download’ Excel image above the ‘next’ button. Depending on which version of web browser you’re using this will either prompt you to save it or open Excel automatically as a ‘read only’ file. Rename this file and save it to your own computer.

Using the spreadsheet

 

The spreadsheet uses macros to import, format and export data, so it’s important to enable macros every time you use this file. The spreadsheet automatically detects whether you have enabled macros and if not, will either prompt you to or tell you how to change your settings.

The following steps assume you’ve downloaded the spreadsheet and saved it to your computer, and you’ve run one of our custom code reports and saved it to your computer as a CSV file.

Step 1
Open the spreadsheet and enable macros when prompted. If you’re not prompted follow the on-screen instructions.
Step 2
The spreadsheet will open with the ‘Instructions’ tab displayed. You’ll use the macro buttons on this page to import and export your data.
Step 3
Click on ‘Import data’ to select the custom code report you want to import. This checks the file is valid and then opens it before copying the data into the template. This only takes a few seconds.

NB. You can hide any columns you don’t want by clicking ‘Select columns’ on the instructions tab. Remember to save your selection and import the data again.

Step 4
At this stage you can edit the custom code columns in any way you like. You can enter custom codes of up to 20 characters, or you can insert formulae to link to the ‘Spare’ tabs we’ve provided (these are completely unprotected, so you can use them how you want e.g. to import data from other systems or use VLOOKUP functions). We’ve protected the rest of the cells to ensure they stay in the correct format.
Step 5
Once you’ve edited the custom code columns, export the spreadsheet using the ‘Export’ button on the instructions tab. You’ll be asked to save the file to your computer as a CSV. You’ll need to make a note of the file name and where you save it. You’re now ready to upload your codes to the Virgin Money Giving database.

Uploading your data

 

Your exported data is now ready for uploading. Here’s how to do it:

Step 1
Sign into your charity’s account.
Step 2
Go to 'Reporting' and then 'Bulk upload for reporting codes’.
Step 3
Click on ‘Next’.
Step 4
Click on the browse button to find the CSV file you exported from the spreadsheet. Select the file and then click on the ‘Open’ button.
Step 5
Now click ‘Upload’. After a few seconds you’ll see how many rows of data have uploaded. If this number is correct, click on ‘Process files’. If you think it’s incorrect, check you selected the correct CSV file and try again.
Step 6
If no errors are found all your data will then be saved to the Virgin Money Giving database.

If we can’t process any of the data the update process will pause and we’ll tell you the affected rows and why we can’t update them. You’ll be asked if you want to ‘Cancel’ the update (this means none of your data will be saved) or ‘Continue’ processing (this means we’ll update the data we can). Either way you’ll be able to download a CSV file that you can use to fix the records we couldn’t process. You can fix them either by manually allocating the codes or by amending the spreadsheet and extracting another file for uploading.
Step 7
All details of processed and cancelled uploads can be found by selecting ‘Upload history’ from the ‘Reporting’ menu.

 

Header - Last updated 
25 February 2010