Setting up CSV receipt upload (the CSV receipt method)¶
In short: Before the CSV Receipt Uploader can read a file, one active receipt method must have a CSV File Type attached that matches the bank or provider the file comes from. Set this in Settings → Receipts → Receipt Methods. Until you do, the uploader shows "Link a CSV template" and has nothing to upload against.
Overview¶
The CSV Receipt Uploader turns a bank statement or payment-provider export into receipts in bulk, instead of capturing donations one at a time. Before it can do that, it needs one thing: a receipt method that's linked to a CSV file format.
A receipt method records how a donation was received (for example a particular bank account). Attaching a CSV File Type to it tells ActiveDonor how to read the file that bank or provider produces. Until at least one active receipt method has a CSV File Type attached, the uploader has nothing to choose from and shows a "Link a CSV template" message. This article covers that one-time setup.
Before you start¶
You'll need:
- The Manage Settings permission to add or edit receipt methods.
- To know which bank account or payment provider the file comes from, and which built-in format matches it. See Supported bank and CSV file formats (the full list of banks and providers ActiveDonor can read, including the Generic layout).
⚠️ Important: The CSV File Type must match the file you'll actually upload. Each format reads specific columns in specific positions, so attaching the wrong one means the uploader reads the wrong columns — reporting that no transactions could be read, or producing wrong amounts and dates.
Adding a receipt method with a CSV format¶
Step 1: Open Receipt Methods settings¶
From the gear/cog dropdown in the top navigation bar, choose Settings. In the left-hand menu click Receipts, then click the Receipt Methods tab.
Step 2: Add a new method¶
Click the green Add Receipt Method button (top right of the Receipt Methods panel). A form opens in a pop-up.
Step 3: Fill in the form¶
- Name — a short label for this method, for example
FNB Business AccountorStandard Bank Donations. - Description — the account number or any extra detail, for example
62812345678. - CSV File Type — this is the key field. Choose the built-in format that matches the file this account or provider produces (for example Standard Bank Cheque, FNB Business, Xero, or Generic). See Supported bank and CSV file formats for every option.
- Active — tick this so the method is usable.
- 18A Donation Type — optional. Maps this method to a Section 18A donation nature for bulk certificate issuance (see the field reference below).
- Set as Default Receipt Method — optional; controls which method is pre-selected when capturing a single receipt.
📌 Note: Leaving CSV File Type on -- NONE -- means this method will not appear in the CSV uploader. The uploader only lists active methods whose CSV File Type is a real built-in format.
Step 4: Save¶
Click Add Receipt Method to save. You'll see a confirmation that the method has been added. Head to the CSV Receipt Uploader and your new method now appears in the Method dropdown.
Adding a CSV format to a method you already have¶
If you already have a receipt method for the account (for example a "Standard Bank" method you use for manual receipts), attach a format to it instead of creating a new one:
Step 1: Open Receipt Methods¶
Go to Settings → Receipts → Receipt Methods.
Step 2: Edit the method¶
Click the blue pencil (edit) icon in the Manage column of the method's row.
Step 3: Set the format and save¶
Set the CSV File Type dropdown to the matching format, make sure Active is ticked, then click Update Receipt Method.
Why the format must match the file¶
Each CSV File Type is a fixed rule that reads specific columns in specific positions for that bank or provider. If you attach the wrong format, the uploader reads the wrong columns and either reports that no transactions could be read, or produces wrong amounts and dates. Always match the CSV File Type to the exact bank account and export type that produces the file — for example a savings-account export needs a savings format, not a business format. See Supported bank and CSV file formats.
What this does not do¶
- It does not upload anything by itself. This setup only makes a method available in the uploader; the actual import happens in Uploading receipts via CSV (upload the file, match donors, issue receipts).
- It does not change how you capture single receipts by hand. The CSV File Type only matters for bulk CSV upload.
Field reference¶
| Field | Required? | What to enter |
|---|---|---|
| Name | Yes (max 40 characters) | A clear label for the method, e.g. FNB Business. |
| Description | Yes (max 40 characters) | The account number or other identifying detail. |
| CSV File Type | Required for CSV upload | The built-in format matching the file source. Choosing -- NONE -- keeps the method out of the CSV uploader. |
| Active | Recommended | Tick to make the method selectable. Only active methods with a CSV File Type appear in the uploader. |
| 18A Donation Type | Optional | One of: Cash, Cash Deposit, Bank Transfer, Card Payment, Cheque Deposit, Goods in Kind. Maps the method to a Section 18A donation nature. Choosing Goods in Kind marks receipts captured with this method as in-kind and makes a description mandatory. |
| Set as Default Receipt Method | Optional | Makes this the pre-selected method when capturing a single receipt. |
Common issues & solutions¶
| What you see | What it means | How to fix it |
|---|---|---|
| "Link a CSV template" with "Please set up a csv type on a receipt method then return to this page." | No active receipt method has a CSV File Type attached, so the uploader has nothing to offer. | Add one using the steps above, then return to the uploader. The Setup CSV Type button on that message takes you straight to Receipt Methods settings. |
| My new method isn't in the uploader's Method dropdown. | The method is inactive or has no real format attached. | Confirm the method is Active and that its CSV File Type is a real format (not -- NONE --). The uploader only lists active methods with a working built-in format. |
FAQ¶
The uploader says "Link a CSV template" — what do I do? No receipt method has a CSV File Type attached yet. Go to Settings → Receipts → Receipt Methods (or click Setup CSV Type on that message), edit or add a method, set its CSV File Type to the format that matches your file, tick Active, and save.
Where do I tell ActiveDonor which bank my statement is from? On the receipt method, in the CSV File Type field. That field is what maps the method to a bank or provider format. See Supported bank and CSV file formats.
Why isn't my receipt method showing in the uploader? It only appears if it is Active and its CSV File Type is set to a real built-in format (not -- NONE --).
Do I need a separate method for each bank account? Yes, if the accounts produce different file layouts. Each receipt method carries one CSV File Type, so use one method per bank account or export type you upload from.
Related¶
- Supported bank and CSV file formats
- Uploading receipts via CSV
- Receipt methods (what they are and managing them)
- Exporting from Xero for CSV upload
- Fixing CSV upload errors
Need a hand?¶
If your file still won't read after matching the format, contact ActiveDonor support and include the bank/provider and a sample of the file's column headings.