When you sync gifts from Almabase to Raiser's Edge NXT, the system validates each gift before pushing it. If something doesn't line up — a missing ID, an unmapped donor, a fund that RE NXT doesn't recognize — the gift won't sync, and you'll see an error on that gift in your gift list.
This article walks through how to find errors, what the most common ones mean, and how to resolve them so your gifts land in RE NXT as expected.
When and where errors appear
Errors show up in the Errors section of your gift list, and can surface in two ways:
When you click "Validate Gift List" — the system checks all unsynced gifts in the list to see if they're ready to push to RE NXT. Any gifts with issues appear in the Errors section. Use the Fix Errors button to review and resolve them, then revalidate.
When you click "Sync Gift Data" — validation runs automatically first. Gifts that pass are pushed to RE NXT; gifts with errors are held back and listed in the Errors section.
Either way, check the Errors section on your gift list to see what needs fixing.
Common errors and how to fix them
Here are the errors you're most likely to see, along with what to do about each one.
1. Missing or invalid System Record ID on the constituent
This is the most common gift sync error. It means the donor is mapped to a constituent in Almabase, but that constituent record either doesn't have a System Record ID, or the ID doesn't match a real record in RE NXT. The System Record ID is the unique identifier that links a constituent in Almabase to their record in RE NXT — if it's missing or wrong, the gift can't be pushed.
How to fix it:
Open the constituent's profile in Almabase
Check whether a System Record ID is present
If it's missing, locate the constituent in RE NXT, copy their System Record ID, and add it to their Almabase profile
If a System Record ID is already there, verify it matches the correct record in RE NXT — an outdated or incorrect ID causes the same error
Re-run the gift sync workflow
Why this happens: This typically occurs when a record for a new donor was created in Almabase but not yet added to RE NXT, or the record in Almabase simply doesn't have the corresponding RE NXT System Record ID. An invalid ID can happen if a constituent record was merged or deleted in RE NXT after the link was set up.
How to resolve each case:
New donor not in RE NXT yet: Go to Data Inbox and approve the record from the Basic Information tab. This pushes the constituent to RE NXT and assigns a System Record ID.
Record exists in RE NXT but ID is missing or wrong in Almabase: Look up the constituent in RE NXT, copy their System Record ID, and add or correct it on the Almabase profile.
2. Invalid or missing Fund External Database ID
Every fund in Almabase that receives gifts needs a valid External Database ID that matches a fund in RE NXT. If the ID is missing or doesn't match anything in RE NXT, the gift can't sync.
How to fix it:
Go to your fund settings in Almabase
Find the fund flagged in the error
Add or correct the External Database ID so it matches the corresponding fund in RE NXT
Re-run the gift sync workflow
3. Unmapped gifts
A gift can only sync if the donor is mapped to a constituent. If a gift's donor hasn't been mapped — either through auto-mapping or manually — the gift is skipped entirely during sync.
How to fix it:
Go to your donor mapping screen
Find the unmapped donor
Map them to the correct constituent (or create a new constituent if needed)
Re-run the gift sync workflow
4. Campaign or appeal date mismatch
If a gift is tied to a campaign or appeal in RE NXT, the gift date must fall within the campaign or appeal's start and end dates. If the gift date is outside that range, RE NXT rejects it.
How to fix it:
Check the campaign or appeal dates in RE NXT
Either adjust the campaign/appeal date range to cover the gift date, or update the gift's campaign/appeal assignment in Almabase
Re-run the gift sync workflow
Why this is tricky: This error may not always display a clear message in the gift list. If a gift fails with no obvious cause, check the campaign and appeal dates in RE NXT — this is often the culprit.
5. Insufficient permissions in RE NXT
Gift sync requires specific permissions in your RE NXT account. If the connected RE NXT user account doesn't have the right access, syncs may fail entirely or individual gifts may be rejected.
Required permissions:
Fundraising Module Permission: Full Rights
Security Group Permission: Full Rights
How to fix it:
Verify that the RE NXT user account connected to Almabase has both permissions listed above
If permissions were recently changed, try disconnecting and reconnecting the RE NXT integration, then re-run the sync
6. Sync stuck or spinning with no progress
Occasionally, a gift sync may appear to freeze — the progress indicator stays at 0% or spins indefinitely without completing, and no error messages appear.
What's happening: This is almost always caused by a temporary issue on Blackbaud's side — an API outage, heavy traffic, or scheduled maintenance. Almabase is waiting for a response from RE NXT that isn't coming.
How to fix it:
Wait 30–60 minutes and try again
Check Blackbaud's status page to see if there's a known outage
If the issue persists for more than a few hours, contact Almabase support
A frozen sync does not create partial or duplicate data. When you re-run the workflow, Almabase picks up where it left off and only syncs gifts that haven't already been pushed.
Re-running the sync after fixing errors
Once you've fixed the issue that caused an error, you can safely re-run the gift sync:
Go to your gift list
Click Validate Gift List to confirm the fixes, then click Sync Gift Data
Almabase processes only the gifts that haven't been synced yet — gifts that already synced successfully are automatically skipped
There is no risk of creating duplicate gifts in RE NXT. The system tracks which gifts have already been pushed and won't send them again.
FAQs
Can I sync the same gift list more than once without creating duplicates?
Yes. Almabase tracks which gifts have already synced. When you re-run the workflow, only unsynced gifts are processed. Already-synced gifts are automatically skipped.
A gift list synced but the batch in RE NXT has no gifts. What happened?
This usually means one or more gifts in the list are associated with a fund that has an incorrect System Record ID in Almabase. Go to Fund Settings, find the fund, and check that its System Record ID matches the fund's System Record ID in RE NXT. Correct the mismatch, then re-run the sync.
What happens to gifts that fail during a sync?
They stay in your gift list with their error status. Nothing is lost. Fix the underlying issue and re-run the sync — only the failed gifts will be retried.
Do I need to create a new gift list to re-sync failed gifts?
No. You can re-run the sync on the same gift list. Failed gifts are retried, and already-synced gifts are skipped automatically.
Can I add new gifts to a gift list that's already been synced?
Yes. If you add gifts to an existing list and run the sync again, only the new (unsynced) gifts are pushed to RE NXT. Previously synced gifts are not affected.
What permissions does the RE NXT user need for gift sync?
The connected RE NXT user account needs Fundraising Module Permission: Full Rights and Security Group Permission: Full Rights. Without these, gifts may fail to sync or the sync may not start at all.
I see "System Record ID missing" on a constituent who should be in RE NXT. What happened?
The constituent exists in Almabase but isn't linked to their RE NXT record. This can happen if the constituent was created in Almabase manually or if the sync between Almabase and RE NXT hasn't completed for that record. Find the constituent in RE NXT, copy their System Record ID, and add it to their Almabase profile.
Can I fix errors in bulk, or do I have to fix them one by one?
It depends on the error. If multiple gifts are failing because of the same fund ID issue, fixing that one fund resolves all of them at once. For constituent-level issues like missing System Record IDs, you'll need to update each constituent individually. After fixing the underlying causes, a single re-run of the sync retries all previously failed gifts.