Crimson: Contributions - Data Entry (Beta)

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 Beta, click on the Import/Data Entry left side menu in Crimson, and then select Data Entry (beta). Please note, the original version of Data Entry is still accessible.

Data Entry Menu Features

  • A list of open batches will display by default or select the other checkbox options.
    • Opened – Shows all open, unloaded batches only.
    • Balanced – Shows all open, balanced batches that are potentially ready to load.
    • Loaded – Shows all loaded batches only.
  • To view/edit an existing batch, click the green pencil button next to the Batch #.
  • To delete an existing batch (if it contains no gifts), click the red “X” button next to the batch #.
  • Export the batches listed on the screen by clicking the blue Export button in the left hand footer.
  • Search for a data entry batch with the Quick Search option at the top or use Search Filters.
  • ONLY Data Entry batches are viewable here. Use Batch Search for ones created by other load options.

Creating a New Batch

  1. To create a new batch, click  and a batch header will appear with the fields described below:

*Batch Number

Enter the batch number you want assigned to all of these gifts. Please note: Batch # is limited to 4 characters (alphanumeric) and the same batch # cannot be used more than once on a single date. For more information, see the Batch # FAQ.

Use the red arrow next to the Batch Number field to auto assign a batch # in numeric order. The auto assigned numbers will start with 1001 and each time it is used, it will look at the last batch number and numerically add 1 to it.

*Batch Date

Batch date is the gift’s date used in 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 contributions that will be loaded in this batch. A single check split between two donors should count as one gift. You can only load the batch when the number of items and total amount $ equal to what was keyed.

*Total Amount $

Enter the total dollar amount for all receipts you expect to enter into this batch.

*Default Fund Code

Fund Code represents the election or committee. Each batch may have multiple Fund Codes, though only one will be listed as a default on the header. Examples: P2018 (Primary 2018), G2018 (General 2018), PAC, etc. 

*Default Source Code

If an entire batch (or most of it) uses the same source code, select it as the default to save time so it auto populates that code during data entry. Manually change this code should it differ throughout the batch. This is a required field.

Default Account Code

Used to track the bank account each gift is deposited into. This is not a required field.

Default Channel

Used to identify the channel a gift was received through. It can be used in addition to the Program, Initiative, and Source Codes, but is not a required field.  (Ex: Web)

  1. Once all batch header information has been entered, click Save (you can click Cancel to clear the information entered). You can now begin entering your receipts into the batch.

OPTIONAL: Upload documents related to the batch, like check images or contribution forms, by using the   button.  See Attachments guide.

Entering Receipts for a Batch

  1. After saving the batch header, click  to start entering receipts.
  2. The Receipt Data Entry window will open. Options to start include:
    1. Search for the donor’s PID, if you know it, to pull up their existing profile.
    2. Search for an existing donor by using the blue fields (Name and Address). Click Enter on the keyboard. Select the donor from your results, by clicking the green check button. 



    3. Key in the new donor and contribution. Crimson will perform an auto match for existing records and will prompt you if any are found. If no match is found, the record will be saved as new.
  3. Existing donors display a summary of receipt totals per Fund to the right of this screen. It will note how much they have available to give based on Fund Code limits.
  4. Complete the receipt information. See Data Entry Fields at the end of this guide for details on each field.
  5. When you have completed the receipt data entry, click  or click  at any time to undo changes and close the receipt data entry window.
  6. After clicking Save, the receipt will be added to the batch and the screen will reset for the next receipt. Continue to enter receipts until the batch is completed. NOTE: A batch can be left open as needed. The details of that batch can only be seen from the open batch details until the batch has been loaded.

Loading a Batch

  1. The black Batch Summary box to the right will track what has been entered so far in that particular batch. Once this is balanced with the Batch Header, the batch is complete and ready to be loaded.



  2. When the batch is complete, the  button will become active. 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 have successfully completed data entry.

Data Entry Fields

Below are the field options available when keying a contribution.

  • Fields highlighted in blue can be used to search for existing donor records.
  • Fields with “*” are required.

People Information

Auto Case?

Auto Case is enabled by default. Uncheck this box to disable it. The last used setting for this field will be saved for each subsequent receipt until you exit data entry.

Enter PID

Look up an existing donor’s record using the unique Crimson PID.

*Donor Type

This field defaults to “Individual”. Use the drop-down to change it to other types such as Multi-Candidate PAC, Candidate Campaign, etc.

*People Code

This field defaults to “Donor”. Use the drop down to change it, if needed.

Prefix

This is the Prefix field for an individual. Ex: Mr., Mrs., etc.

First Name

This is the First Name field for an individual. 

Middle Name

This is the Middle Name field for an individual.

*Last Name/Org Name

This doubles as the Last Name field for an individual or an Organization’s Name field.

Suffix

This is the Suffix field for an individual. Ex: Jr., Sr., etc.

Address Type

This field defaults to “Home”. Use the drop down to update it. Ex: “Business”.

Find Address

Begin typing the address in this field to look up the standardized version of it or go directly to the Street field to manually complete all address fields.

Street

This is the Street field, the first line of the address.

Address 1

This is Address 1, the second line of the address.

Address 2

This is Address 2, the third line of the address.

City

This is the City.

State

This is the State.

Zip Code

This is the Zip Code.

Occupation

This is the donor’s Occupation.

Employer

This is the donor’s Employer.

Flag(s)

Use these fields to add up to 6 Flags. Click in one of the fields, start typing the Flag code and select it from the drop-down. See People Settings on how to add new Flags.

Keyword(s)

Use these fields to add up to 6 Keywords. Click in one of the fields, start typing the Keyword code and select it from the drop-down. If that Keyword doesn’t exist, the code you typed will be added as a new Keyword to Crimson when saved.

Home Phone

This is the donor’s Home Phone number.

Business Phone

This is the donor’s Business Phone number.

Fax

This is the donor’s Fax number.

Cell Phone

This is the donor’s Cell Phone number.

Email Address

This is the donor’s primary Email Address.

Primary Mail Record

This is enabled by default and can be used for house holding purposes.

Spouse

This is the Spouse Name field.

Formal Salutations

This is 1 of 4 salutation fields available. The format of this field can be established by your organization. Ex: Mr. Banks.

Informal Salutations

This is 1 of 4 salutation fields available. The format of this field can be established by your organization. Ex: Joe.

Mail Salutations

This is 1 of 4 salutation fields available. The format of this field can be established by your organization. Ex: Mr. and Mrs. Banks.

Mail Name

This is 1 of 4 salutation fields available. The format of this field can be established by your organization. Ex: Joe and Ellen Banks.

Title

This can be used to describe the donor’s title, not the same as using Occupation.

DOB

Enter or use the calendar selector for the donor’s Date of Birth.

Donation Information

*Amount

This is the contribution’s amount. Enter the full amount received.

*Fund

Also known as the election or committee code. Ex: P2018, G2018, PAC, etc.

*Source Code

This is the Source Code.

Channel

Used to identify the channel a gift was received through. Can be used in addition to the Program, Initiative, and Source Codes, but is not a required field. Ex. Web, Email, etc.

Account Code

Used to track the bank account each gift is deposited into. This is not a required field.

Payment Type

This field defaults to “Check”, but can be changed using the drop-down menu. If any of the Credit Card options are selected you will see 3 additional fields including an option to Process CC Now? if credit card processing is enabled for your database.

Recurred end on/Monthly

Use to track recurring gift details. These fields will be used to setup future monthly recurring gift processing if the CC is processed in Crimson during data entry.

 

This button is available when CC processing is enabled. Contact CrimsonSupport@cmdi.com for help. Click this button to open the CC processing fields.

Check/CC Number

Enter the check number or first 4/last 4 of the donor’s CC for your reference.  This is NOT where you enter a full CC for processing. See “Process CC Now?”.

Card Exp Date

Enter the Card Expiration Date here for CCs not processed in Crimson.

Approval Code

Enter the Card Approval Code here for CCs not processed in Crimson. Crimson will auto-fill this field when the database processes the card.

CC Transaction ID

Enter the Card CC Transaction ID here for CCs not processed in Crimson. Crimson will auto-fill this field when the database processes the card.

Track #

If Bundler Tracking is enabled, use this field to search and assign an existing bundler ID to the gift. Start typing the bundler’s Name or ID to look them up and then select the bundler from the drop-down menu.

FEC Memo Text

Use to create specific memo text that will appear on your FEC report for a contribution.

Exception Code

Use the drop-down to apply Exception Codes.  Depending on the exception code used, Crimson will automatically apply memo text to your entry on the FEC report. For more info, see Crimson - Exception Codes on the HelpDesk.

Exception Date

This is the exception code date associated with the code assigned.

Adjustment Type

Split, Reattribute, or Redesignate a contribution by using the Adjustment drop-down. Follow the red text that appears on screen to complete the next portion of the adjustment. Crimson may auto apply memo text to your entry on the FEC report.

Comment

Use to save a comment for internal reference. This field will not pull on FEC reports.

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