Import historical data and reconcile financial totals

After your members are imported, you can bring across their payment history, past membership periods, and event registration records. Historical data is imported for reference only — no charges are made and no renewals are triggered. This guide covers how to import each type and, for payments, how to verify your totals match your source system.

Who can do this: Any admin for tenure and event history. Financial reconciliation requires the Finance sub-role or equivalent permission.

Before you start

Import your members first. Historical payment and event records attach to existing member accounts. If the member doesn’t exist yet, those rows will fail.
Export each type of historical data from your current system as a separate file (payments, memberships, and events can’t be mixed in a single import).

Steps

Pick the type and upload your file

Go to Migration in the admin sidebar and select Import historical data.
Under What kind of historical data are you importing?, select the type:
- Payments — past dues, donations, and fees. Imported for records only; no charges are made.
- Membership tenure — past membership periods and “Member since” dates.
- Event registrations — past attendance records.
Upload your file the same way as a member import — drag it onto the drop zone, use Browse files, or paste from a spreadsheet.
If your file has multiple sheets, pick the sheet that matches the type you selected.
Map each column to the right field and select Preview import.

Review the preview

Check the preview for type-specific warnings:
- Payments: rows where the member can’t be found show a “Member not found” warning. Import your members first, then re-run the historical payment import.
- Memberships: rows with overlapping date ranges show an “Overlapping” warning. Choose to allow the overlap or merge the periods together.
- Events: past events import in archived status so they don’t appear on active calendars.

Reconcile financial totals (payments only)

For payment imports, select Reconcile before committing to run the reconciliation check in sandbox mode. No data is committed during this step.
Review the Source YTD vs This import side-by-side comparison. The difference is shown as a signed amount — for example, “$5 under source” means this import totals $5 less than your source system’s year-to-date figure — so you can see whether your import is over or under and by how much.
Drill into individual rows if the totals don’t match. Fix the source file and re-upload if needed.
When totals match (or you’re satisfied), select Commit import.

Verify

You’ll know the historical import worked when the summary screen shows the imported record counts with a “Historical” note. These records are tagged as historical in reports and excluded from your new-revenue totals by default.

If something goes wrong

“Member not found” rows — The member must exist before historical data can attach. Import your members first, then re-import the historical rows.
Non-USD currency rows are skipped — MapleGather currently supports USD historical records only. Rows in other currencies appear in the error report.
Totals don’t match in reconciliation — Check the error report for rows that failed, fix the source data, and re-import. Contact support if the discrepancy persists.