Create a Database Backup

From Reports, click System under Categories.

Under Tasks, click New Report.

Enter a name, such as "Account Export."

Enter a description.

Do not group the report and do not select any report options.

Select the account fields you want to export.

• Account Fields - Select account number, first name, last name, account name, sort name, persona type, primary persona type, and role, and all other account fields.

  Note: Use the account number that matches account data from this export with journal entry data and role on the journal export. With this information, you can tell whether an account is a constituent, tribute, user or team. Also, export all personas for each account because the persona type field helps you identify a persona for an account.

• Phone Types - Select all phone types.

• User-Defined Fields: Account - Select all account user-defined fields.

• User-Defined Fields: Persona - Select all persona user-defined fields

To reorder the information, drag and drop the columns.

To sort the export by account number or sort name, click the dots icon beside the field name.

Click Save and Run. The launch screen appears.

For the Query Category, select Base.

For the Query, select All Accounts.

For Personas Reported, select All.

For Report Format, select an Export File - Excel option.

Tip: If you have a large number of accounts, we recommend you use your Drop Box or receive the file by email, rather than downloading it. If you select to download the export, you cannot navigate away from the screen until after the export and download completes. This may take a significant amount of time.

If you have a large number of accounts, select Archive in Zip File.

Click Submit.

From Reports, click System under Categories.

Under Tasks, click New Report.

Enter a name, such as "Journal Export."

Enter a description.

Do not select any report options and do not group the report.

Select the fields you want to export.

• Account Fields - Select account number and any other account fields you want to include, such as first name, last name, account name, and sort name.

  Note: The account export already contains most account details. You do not need to include much account information in this export. You only need the account number to match account data from this export with the first account export.

• Journal Fields - Select all journal entry fields you want to include. We recommend you select these fields: date, journal entry type, transaction type, received, pledged, non-deductible amount, fund, contact method, contact subject, gift type, gift type information, and note. You can also select specific gift type fields, such as check number, check date, and credit/debit card number.

  If your organization uses these fields, you should also include: campaign, approach, letter, and receipt number.

  If your organization uses eReceipts, you should also include: generated receipt date issued, generated receipt number, generated receipt status, and generated voided receipt number.

  Tip: Before adding columns to the report from the User Defined Fields: Journal category, consider if the field is used on the type of transaction you are exporting. Also, you should choose to only export the field name, not each individual value, for multi-select fields.

• User-Defined Fields: Journal - Select all journal user-defined fields.

To reorder the information, drag and drop the columns.

To sort the export by account number or sort name, click the dots icon beside the field name.

Click Save and Run. The launch screen appears.

For the Query Category, select Base.

For the Query, select All Journal Entries.

Tip: To reduce the size of your export, run multiple exports bases on the type of journal entry. You can create a query using the Journal Entry Types criteria and select transaction types, such as Gifts and Pledges. When you create the report, you only need to include columns that relate to transactions. You can then repeat this process for non-transaction journal entries, such as Notes and Contacts.

For Personas Reported, select Personas Reported – Based on hierarchy.

For Report Format, select the CSV File - Drop Box option.

Tip: If you have a large number of accounts, we recommend you use your Drop Box or receive the file by email, rather than downloading it. If you select to download the export, you cannot navigate away from the screen until after the export and download completes. This may take a significant amount of time.

If you have a large number of accounts, select Archive in Zip File.

Click Submit.