Crimson: Expenditures - Import Guide

The expenditure module import option allows you to add lists of Disbursements and/or Other Receipts into the database.

**Please note: The main difference between importing Receipts versus Expenditures would be the different Line Numbers for the FEC report.

Required Fields for New Transactions include:

COLUMNS TO INCLUDE

DESCRIPTION

Vendor Type

For example, ORG=Organization or IND=Individual. Please see the Crimson FAQ - Vendor and Payment Type Codes on the HelpDesk for the full list.

Org Name

Name of Vendor

Org ID*

This field is optional and should be used if the vendor already exists in Crimson.  This is suggested to avoid duplicate issues.

Txn Date

Date the expenditure was made. This will be the date reported to the FEC.

Amount

The amount spent on this expense.

FEC Description

Description of expenditure that shows up on the FEC report.

Fund Code

The election cycle and period. Examples: P2016 and G2016.  **This is for categorization in the database only, there’s a separate field for Election CD if you wish to display this on the FEC report.

Bank Account

If you are distinguishing which bank account the expenditure is being made from, then enter the correct code here. If not, then exclude this column and the import will default to “N/A” for this field.

Line No

Enter the correct line number for the expense. **There’s a list of the line numbers in the Crimson help desk titled FEC Line #’s by FEC Reports.

GL Account

If you aren’t using a GL Code, the system will automatically assign an “N/A” code. Otherwise, enter the breakdown of the expenditure by GL Code here. 

Ready to Import:

Click the   menu and select .

Step 1: Upload File

Select the file you’ve saved to your computer for import.

Step 2: Import File

When entering new vendor lists select the import type New Transactions, select the Transaction Type, and enter the Default Fund Code, Bank Acc Code, and Line No.

**Please note: Transactions imported of New Vendors don't need all required fields (need Vendor/Entity Type and Vendor Name). Address isn't required, but would have to be manually entered later for reporting so we suggest including it in the import.

Step 3: Map Fields

The first column is the header field from your file. The second column contains fields available in Crimson. Use the drop-downs to map fields between your file and Crimson.

**Please note: you can save the mapping for future imports. Click Save Mapping once all fields have been mapped and name the mapping.

Step 4: Validation

Click  to scan your file for possible errors.  It will display a result if any occur or display a ready to import result if no errors are present.

Step 5: Validation

Click Import Now for final import.

Step 6: Result

The result of your import will display.  If any errors occurred you would see them in the Status column.  You may save your results here. If there were any errors in your load, this file will explain the errors.

Entering and Linking Memo Transactions:

Used for credit card payment or staff reimbursement. The credit card payment or reimbursement is entered first. Details of the charges made on the card or by an individual are entered as memo entries after as a separate import. 

If the entry is a memo linked back to an Ultimate Vendor, additional fields required are:

COLUMNS TO INCLUDE

DESCRIPTION

Is Memo

Indicates whether an entry is a memo. More information on entering memos and linked transactions below.

Linked Txn

Original payment’s Transaction ID (assigned by Crimson).

If you are creating ultimate vendor entries for a payment you must do the following:

  • Enter the payment to the individual or credit card company payment first
  • Include the regular fields for Expenses plus the two additional fields above in your file
  • To signify a memo entry, include a column for Is Memo
  • Enter a “X” in the Is Memo field to signify it is a memo entry
  • Enter the corresponding payment’s Linked Txn ID for each memo entry
  • Import the ultimate vendors after payment entries have been made
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