Online Transactions Duplicate Checking

All new online transaction data appears in the New Transactions tab. Before importing this data, you need to check to see which of these names are already in your ExceedFurther data so you do not create duplicate records. In this process, each name, address, email and phone in your imported data is compared to names and addresses in ExceedFurther. There are three possible outcomes for each name:

1. No Match - There is no match found. This is an entirely new name and importing it creates a new Household or Organization. If you are importing gifts or guest requests, these are added to the new Household or Organization. These transactions are removed from the New Transactions list and moved to the No Match list
2. Matched - There is a match found, based on the criteria listed when you click on the Automatic Match button. These transactions are removed from the New Transactions list and moved to the Matched list. When these are imported, new names are not created. If you are importing addresses and other bio information, these are added to the existing matched record. If you are importing gifts, event registrations, volunteer applications, or guest requests, these are added to the record for the matched name.
3. Potential Matches - It is not clear whether there is a match or not. These transactions are removed from the New Transactions list and moved to the Potential Matches list. You need to review these names and determine if they are indeed a match to an existing record or whether they are new.

To check for duplicates and then import the information into ExceedFurther, follow these steps:

1. Select Online Transactions from the Navigator.
2. Open the Online Transactions tab.
3. Select the type of transactions you wish to import: Gift, Membership, Event, Guest Request, Join Mailing List, or Volunteer.
4. Open the New Transactions tab.
5. Scan through the list of transactions to check for obvious errors, such as typos or misspellings in names. If you find an error, select that row and click on Edit. You can make changes to the name and address information.  
6. If you wish to clean up addresses before proceeding, you can select a transaction that includes an address and click on the Verify Address or Show on Map.
7. If there are transactions that should not be imported, perhaps because they are inaccurate or messy, select them and click on Reject. This moves them to the Rejected list.
8. Select the transactions to be checked for matches. You probably will select all transactions for the first round. To select all, click on the check box that is in the header row for the list of new transactions.
9. Click on the Automatic Match button.
10. A list of criteria used to find matches is displayed. Click on OK to continue.
    1. A count of records in each category is displayed:
    2. Total Matched Records - these are moved to the Matched list.
    3. Total Potential Matches - these are moved to the Potential Matches list.
    4. No Match - these are moved to the No Match list.
11. At this point nothing has yet been imported into ExceedFurther. If you have transactions in the Potential Matches List, you should first clear those names by following these steps:
12. Open the Potential Matches tab.
13. Select a name in the list on the left.
    1. A list of potential duplicate names from ExceedFurther appears on the right.
    2. You have the following choices:
       1. If you see the correct matching name in the list on the right, select it and click on Match at the top of the list on the right.
       2. If you need more information to make the decision about what name matches, you can use the Search box at the top of the screen to look up any names to review in more detail.
       3. If you are sure that none of the names match, click on Send to New Transactions at the top of the list on the left. This puts it in the list with other transactions that did not match any names in ExceedFurther.
       4. If you want to reject the transaction and not import it, click on Reject at the top of the list on the left. This moves the transaction to the Rejected list.
       5. If you wish to import the transaction from this tab, click on the Import button on the top of the list on the left. Note that this assumes it does not match any name in the list on the right.
       6. Repeat Step 13 until the list of Potential Matches is empty.
14. The No Match list contains transactions that are entirely new, that is without matching names in ExceedFurther. Nevertheless, it is a good idea to scroll through the list to see if you recognize any names that might be duplicates that were not identified by the matching process. Otherwise these are ready to be imported. Each creates a new Household or Organization as it is imported. To import these, follow these steps:
15. Scan through the list to see if any names look familiar. If you find a familiar name, highlight it and click on Look Up. This allows you to look up a record in your ExceedFurther data that you think might be a match. If you find a match, you can move the transaction from the No Match list to the Matched list.
16. Once you have removed the matched records, select the remaining rows to be imported.
17. Click on the Import button.
18. Click on OK to complete the import.
19. Click on OK after you review the new counts of matched and unmatched records.
    1. The imported transactions are now in ExceedFurther. In addition, they appear in the Imported list.
20. The Matched list contains transactions that involve updating bio information or adding gifts or guest requests to existing records in ExceedFurther.
    For Bio information, the addresses, phone numbers, and email addresses are added to the existing record if they are not already there. You have the choice of adding these and marking them as preferred, or simply adding them and leaving the preferred address, email and phone as they were before the import. To import these, follow these steps:
21. To add the new information without making it preferred, select the transactions to import and click on Import New.
22. To add the new information, making the addresses preferred, select the transactions to import and click on Update Preferred.
23. If there are transactions on the Matched list that you are not sure of, you can select them and move them to one of the other lists: Rejected or New Transactions.