Data Migration: Overview of Importing Your Data

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Most MonkeyPod users are coming from some other platform/s, where they may have years or decades of historical financial and relationship data. Fortunately, migrating to MonkeyPod doesn't mean letting go of all that institutional history.

In general, the the process works by having you put all of your existing data into a collection of spreadsheets, then sending those through our importer to bring all your data into MonkeyPod!

Data coming together

To make the process as simple as possible, we have provided a step-by-step site where you can upload your sheets as .csv files. You can find it by going to " Your Company Name"  Then click on "CSV Data" 

Where to find the imports

Then follow the instructions on the sheets to upload your data.

Need a little extra help? Check out our article on Using the Data Import Templates!

Best Practices - Migrating Accounting Data

When it comes to migrating your accounting information , it is best to make a "clean break" if possible. That's because most legacy accounting systems (e.g. Quickbooks) don't support non-profit accounting concepts, so anything you bring over will inevitably copy over the various workarounds that are no longer necessary in MonkeyPod. 

Making a Clean Break (Recommended)

Making a "clean break" means two things:

  1. Switch to MonkeyPod for bookkeeping at the start of a new fiscal year. That means that any financial reporting from prior fiscal years will need to be run from your old system, but everything going forward can be done with MonkeyPod. This approach allows you to make a fresh start with a clean, streamlined chart of accounts that is consistent with nonprofit accounting principles and best practices.
  2. Import only those legacy transactions that are useful from a relationship management standpoint. That usually means importing your legacy donations and any legacy sales, so that donor and customer relationships are enriched with that full historical context. You can probably skip bills, checks, or other expense-related transactions. 
Switching to MonkeyPod for bookkeeping at the start of a new fiscal year

To start using MonkeyPod bookkeeping at the beginning of a new fiscal year, the first step is to set up a clean chart of accounts, entering opening balances as of the last day of the previous fiscal year. From that point on, just record your transactions as they happen, reconcile your bank and credit card accounts monthly, and you should be in good shape.

Importing legacy transactions for relationship management purposes

The goal here is to (1) capture all historical transactions that can help you understand the full context of your relationships with donors and other stakeholders, and (2) do so in a way that does not distort your financial records going forward.

  1. First, create an Asset Account called "Legacy Transactions". This can be any subtype of asset account that you like, although we generally recommend making it a "Bank" account. 
  2. Next, make sure you have already imported or created (in MonkeyPod) any and all relationships that might show up in a legacy transaction. If you miss one it's not a big deal; they'll be created automatically as needed. But creating these records in advance allows you to attach many more details, such as contact information, etc. 
  3. Then, use the CSV import tool to bring in all your historical (i.e. before the start of your bookkeeping in MonkeyPod) donations, sales, and other relevant transactions. Whenever the importer asks for an asset account, make sure you use the Legacy Transactions account and not a real bank account. 
  4. Finally, after everything has been imported, you'll need an adjusting entry to offset the accounting impact. Create a journal entry with these lines:
    1. Credit Legacy Transactions for the full balance as of the last day of the prior fiscal year
    2. Debit each income account that you used in your imports for the combined amount of the associated transactions

Once that's done, your Legacy Transactions account should have a $0 balance at the start of your MonkeyPod bookkeeping. You won't need it going forward, so you can go ahead and de-activate it so that it doesn't show up in reports or as an option when recording new transactions.

Importing Everything (Optional)

If you're dead set on importing your entire financial history, MonkeyPod makes that possible. There are CSV templates for most transaction types. Just make sure you follow the order that they're laid out on the CSV imports page:

  • First import accounts and relationships (entities)
  • Then import "primary transactions" (e.g., donations, sales, etc.)
  • Finally, import "secondary transactions" that refer to a previously imported primary transaction (e.g., deposits, bill payments, etc.)

Best Practices - Migrating Relationship Data

To begin bringing in people into the Relationships or CRM portion of MonkeyPod, you have to first determine four very important things

  1. What TYPES of account am I going to have in MonkeyPod?
  2. What ROLES am I going to have in MonkeyPod 
  3. Am I going to have custom attributes for any roles? 
  4. Are any of these accounts related to each other?

Not sure what these would be for your organization? Make sure to check out these articles in the knowledgebase to learn more about them!

  1. Help Center article on Entity Types: This article helps you learn the types of entities MonkeyPod provides you so you can determine how to best import your data
  2. Help Center article on Roles: This article helps you explore how Roles work our system, they are highly customizeable so you will want to decide which roles you want your fresh new MonkeyPod accounts to have!
  3. Help Center article on Custom Attributes: This article helps you to explore the way that MonkeyPod handles Custom Attributes
  4. Help Center article on Householding: This article will help you understand how householding works in MonkeyPod

Once you have determined this information, you can begin importing what you need!

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