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Migrate From Aplos

Welcome to ChMeetings! We are grateful for your decision to migrate your church data into our platform and are here to help make your transition as comfortable as possible.

If you have subscribed to a paid plan and prefer to leave this to us, please get in touch. If you choose any of our paid plans, our team will migrate your data at no additional cost.  

If you have a free account or want to do this process yourself, we provide various import tools to bring your data over as easily as possible.

This guide shows you how to retrieve your data from Aplos and import it into ChMeetings.

Export From Aplos

1. People / Contacts

We recommend exporting the Contact List Report so the export can include the available contact fields and custom fields.

  1. Log in to Aplos.
  2. Go to Reports.
  3. Open the Contact List report.
  4. Make sure the report is not restricted to a specific contact category, list, or group unless you intentionally want to migrate only those contacts.
  5. Under the report layout/columns, include all available contact information and custom fields that you would like migrated.
  6. Export or download the report in Excel format.

Aplos also provides a direct export from the Contact List screen using the download/down-arrow option. However, the Contact List Report is preferred when additional contact fields or custom fields need to be included.

 

2. Contributions / Donations

We recommend exporting the complete, detailed contribution history.

  1. Go to Reports.
  2. Open Donations by Contact.
  3. Change the date range to include the full history / all applicable dates.
  4. Use the detailed view so individual donations are shown rather than donor totals only.
  5. Do not limit the report to a specific donor, fund, purpose, or account unless necessary.
  6. Export/download the report in Excel or CSV format.

The Donations by Contact report contains donation activity by donor, and Aplos reports support exporting/downloading report data.

If your organization also uses Online Donations / AplosPay, please additionally export the Online Donations history:

Donations > Online Donations > Online Donations > Download/Export

This export contains information such as the donor, gross amount, processing fee, net amount, and payment information.

 

3. Accounting Data

Please export the following accounting exports.

A. Chart of Accounts

  1. Go to Fund Accounting.
  2. Open Accounts → Account List.
  3. On the Chart of Accounts screen, click the gear icon.
  4. Select an export format:
    • XLSX
    • XLS
    • CSV
  5. Click Export.

Aplos officially supports exporting the Chart of Accounts from this screen in XLSX, XLS, or CSV format.

B. Payees / Vendors

Aplos stores payees/vendors as contacts in its People database. Therefore, the People/Contacts export above should be provided without excluding accounting contacts or vendors.

Please also export the Expense by Payee report so we can identify the relationship between payees and their accounting activity:

  1. Go to Reports.
  2. Locate Expense by Payee.
  3. Set the date range to cover the complete accounting history.
  4. Do not restrict the report to selected payees unless necessary.
  5. Export the report to Excel.

Aplos describes Expense by Payee as the report used to display expense transactions by contact/payee for a selected timeframe.

C. Funds

Funds are maintained as part of the Aplos Chart of Accounts structure under Fund Accounting > Accounts > Account List.

Please make sure the exported accounting files contain the fund information.

As an additional reference, Aplos's transaction/journal-entry Excel templates maintain separate reference lists for both Accounts and Funds, confirming that funds are maintained separately from general ledger accounts.

If you have any funds that have never been used in a transaction, please verify that they appear in the exported Chart of Accounts/account information. If they do not appear, please provide a separate Excel file listing all funds exactly as they appear in Aplos.

D. Accounting Transactions

Please export the complete transaction history from the Aplos Registers.

  1. Go to Fund Accounting > Transactions > Registers.
  2. Select the appropriate register/account.
  3. Set the date range to cover the entire history being migrated.
  4. Remove any unnecessary Account, Fund, Tag, Amount, or Reconciliation filters.
  5. Click Export in the upper-right corner.
  6. Select Excel or CSV.
  7. If Aplos provides the option to include a separate row for splits, please enable it. This is important so transactions allocated across multiple accounts, funds, or tags can be migrated accurately.

Aplos supports CSV and Excel exports from the Register screen and specifically provides an option to output separate rows for split transactions.

If Aplos requires each bank/asset/liability register to be opened individually, please repeat the export for every register containing transaction history.

Please do not provide only summary financial reports such as an Income Statement or Balance Sheet in place of the detailed transaction exports.

Exported Files List Recommendation

Please ensure you have exported the following for a comprehensive migration::

  1. People / Contact List
  2. Contributions / Donations
  3. Online Donations - if applicable
  4. Chart of Accounts
  5. Funds - if they are not fully included in another accounting export
  6. Expense by Payee / Vendor activity
  7. All Accounting Transactions, including split transaction details

Import into ChMeetings

To import your data into ChMeetings, please use the corresponding Aplos export files along with the dedicated tool for each import:

  1. Import people. You can Merge duplicate people if needed.
  2. Import contributions.
  3. Import Accounting Transactions.

If you need any guidance or decide to let our team migrate your data, please don’t hesitate to contact us.


 

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