Crimson: Expenditures - Ultimate Vendors

Entering & Linking Memo Transactions to Ultimate Vendors with Expenditure Data Entry:

Used for credit card payments or staff reimbursements. The credit card payment or reimbursement is entered first. Then the details of the charges made on the card or by an individual are entered as memo entries.

  • Under the Treasury section, select Disbursements and click the Add button to enter the credit card payment or reimbursement expenditure first.
  • You can use the Quick Search to see if the vendor already exists in Crimson or press the Add New Vendor button and complete the profile for the new vendor record then click Save.

  • After you click Save, a new Disbursement window will appear. Enter the required information for the credit card payment or reimbursement expenditure, then click Save.

**Please note: G/L Code will remain “Undefined” if not used by the committee.

  • To add the linked memo entries to the Ultimate Vendor record, click the  button in the bottom left corner. That will allow you to use the button to start adding the memo entries under the Ultimate Vendor section.
  • When you click the  button, a new window will appear that allows you to either search for an existing vendor or create a new vendor to add as a memo entry.
  • After you’ve either selected the existing vendor or created a new vendor, the Disbursement window will appear. Enter the information for the linked memo entries like regular expenditures and then click Save. Continue the steps above until all memo entries are linked to the Ultimate Vendor’s disbursement.

**Please note: This memo entry disbursement will already have the Memo Indicator box checked off. Above the Memo Indicator box is where you can add your FEC Memo Text.

Additional fields available for memo entries include:

Memo Indicator

   Indicates whether an entry is a memo.

Election

   This is the field you use to indicate if the expenditure is for a particular election

   (Primary = P, General = G, etc).

Transaction Category

   Optional FEC categorization of expenditures.

Transaction Code

   Additional optional FEC codes.

Year

   This is the field used to define the year of the election code referenced above          (i.e., 2016).

Other Election

   If the election is not standard – such as a Convention or a Recall – use this field      to define the appropriate election.

**Please note: For the complete list of required fields for adding disbursements, refer back to the Crimson Expenditure Module Data Entry guide.

Entering & Linking Memo Transactions to Ultimate Vendors Using the Expenditure Import:

The expenditure module import option allows you to add lists of disbursements into the database.  If the payments you import have ultimate vendor transactions as well, you can do a second import to enter and link them to the original payments.

Columns to Include in Import File when Linking Memo Transactions:

Memo Indicator

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

Link Transaction ID

Original Payment Transaction ID (assigned by Crimson)

**Please note: For the complete list of required fields for importing vendors or disbursements, refer back to the Crimson: Expenditure Import guide.

What to Do in Your File when Linking Memo Transactions:

  1. Make sure you’ve already entered the payment to the individual or Credit Card Company first.
  2. Include the regular fields for expenses plus the two additional fields above in your Excel file.
  3. To signify a memo entry, include a column for Memo Indicator and enter an “X” in that field.
  4. Enter the corresponding payment’s Link Transaction ID for each memo entry. This can be found in the result file of first import or within the transaction window in Crimson (see image below).
  5. Enter the FEC Description for the payment made to the vendor.
  6. Import like normal using the Import module under the Treasury menu.

Here is an example of how your file should appear before importing ultimate vendors with memo entries.

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