Data Entry is the process of adding contributions into the database through batches. If you have not already done so, we recommend reading the Batching and Caging Best Practices solution before beginning data entry.
To access Data Entry, click on the Import/Data Entry left side menu option in Crimson, and then select Data Entry.
Data Entry Menu Features
- A list of open batches will display by default (if there are any).
- See all batches (open and loaded) by unchecking the Open Batch Only checkbox.
- View balanced open batches that are ready to load by checking the Balanced Batch Only checkbox.
- To view an existing batch, click on the green pencil button next to the batch #.
- To delete an existing batch (which you can only do if the batch contains no gifts), click the red "X" button next to the batch #.
- Export the batches listed on the screen by clicking the button.
- Search for a particular batch with the quick search option at the top of the screen or search for loaded batches under Batch Search.
Creating a New Batch
- To create a new batch, click and a batch header will appear with the fields described below:
Enter the batch number you have assigned to this group of gifts. Batch numbers can be in different series to provide information about the type of batch or where it was entered. For example, direct mail batches can be all numeric (0001, 0002, 0003…), major donor or special event batches can begin with a letter (S001, S002...), and exception batches can begin with a different letter (E001, E002), internet batches could begin with "I", etc.
**Please note: Batch # is limited to 4 characters and the same batch # cannot be used more than once in a single day.
Use the red arrow next to Batch Number to automatically assign a batch number in numeric order. The auto assigned numbers will start with 1001 and will add as it goes. Each time it is used, it will look at the last batch number and numerically add 1 to it. For example, if a client’s last batch # was 3456, then when they create a new batch and click on the arrow, it will automatically assign the new batch 3457.
Batch date is the date that will appear on your search output, FEC reports and is the primary date used in all Crimson reports. It is applied to all receipts for the batch.
Number of Items
Enter the number of items included in the batch so that balancing can be confirmed upon completion. This should correspond to the number of contributions received.
**Please note: A check split between two donors should count as one because it is one gift.
Total Amount $
Enter the total dollar amount of the batch you expect to enter.
Select Fund Code
Fund Code represents the election cycle and period. Each batch may have multiple Fund Codes, though only one will be listed as a default on the header. Examples: P2016 (Primary 201)6, G2016 (General 2016), etc.
Default Source Code
If an entire batch (or most of it) has the same source code, selecting the code here will save time because it will automatically populate during data entry. You are able to manually change this code should it differ throughout the batch. Each gift must be assigned a source code.
2. Once all batch header information has been entered click Save (you can click Cancel at anytime to clear the information entered). You’ll now be able to enter your receipts for the batch.
Entering Receipts for a Batch
1. After saving the batch header, use the Enter Transactions fields to start entering receipts. Below are the options available:
- Search for a donor’s First Name, Last Name, and/or Address Info if you believe they exist in Crimson. Select the donor from your results by clicking the green check button.
- Search for the donor's PID if you know it.
- Click New Donor if they do not have an existing record.
2. This will open the Receipt Data Entry screen.
- Existing donors will have a summary of their receipt totals per Fund Code listed to the right of this screen. It will note how much they have available to give based on Fund Code limits.
3. Complete the receipt information. Here are some helpful tips for receipt data entry:
- Be sure to correctly apply the payment type using the drop down menu for Payment Type.
- If you would like to create specific memo text that will appear on your FEC report for a contribution, use the FEC Memo Text field under Additional Information.
- If you are using Crimson’s Exception Codes or applying an adjustment, Crimson will automatically apply memo text to your entry on the FEC report. For more information please reference the Crimson - Exception Codes solution on the HelpDesk.
- It is possible to Split, Reattribute, or Redesignate a contribution (depending on which situation applies under FEC regulations) by using the Adjustment drop down menu.
- When you use the Split or Reattribution Adjustment, the next receipt you enter will be the other donor’s information. Complete the screen with the joint donors’ information.
4. For additional receipt fields like, FEC MEMO Text, click the Additional Information drop down.
5. When you have completed receipt data entry, click , or click at any time to undo changes and close the receipt data entry window.
Loading a Batch
1. The black So far you have entered… box at the bottom right corner of the batch screen will track what has been entered so far in that particular batch. Once this is balanced with the Batch Header, the batch is complete.
2. When the batch is complete, the button will become available. If this button is grayed out, continue entering receipts until your batch is balanced or adjust the header accordingly.
3. If you need to edit a record, click the green pencil icon to the left of the receipt.
4. Once you have balanced the batch, click Load Transactions. You will be asked Start to Load Batch? Click Yes, and the batch will load. You have now successfully completed data entry.