Crimson 3: Importing New Expenditures or Treasury Receipts

To import new Expenditures or Treasury Receipts, click the  icon in the Dashboard Navigation Bar on the Treasury Dashboard.  Use the Importing List of New Expenditures at the end of this guide for an Excel template.  

**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’ Import Include:

Entity Type

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

First and Last Name or        Org Name

Vendor’s Name. Use the First and Last Name fields for Individuals and Org Name for non-Individual payees.

Entity 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 date  is used to report 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: P2018 and G2018.  **This is for categorization in the database only, there are separate fields, Election Code and Year, 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 is a list of FEC line numbers in our HelpDesk titled FEC Line #’s by FEC Reports.

GL Account #1 - #3

Enter the breakdown of the expenditure by GL Code here. If you do not use GL Codes, the system will automatically assign an “N/A” code.

 

Importing the File:

  1. Click the  button in the Navigation Dashboard Bar on the Treasury Dashboard to import new Expenditures or Treasury Receipts.

 

  1. In Step 1: Upload File, click the white box to choose a file from your computer or click and drag your file into the white box. Then, select the worksheet that you want to import from your file and click Next or Step 2: Import Type.

 

  1. In Step 2: Import Type, choose the import type of New Transactions

 

  • Select the Transaction Type of Receipt or Disbursement and select the default Fund Code, Bank Acc Code, and Line No. from the drop-down menus. Then, click Next or Step 3: Mapping. For importing new payees, select the import type of New Vendor. For more information about importing new payees, see the Crimson 3 – Importing New Payees guide on our HelpDesk.

 

  1. In Step 3: Mapping, the fields in the first column are the headers from the selected file. The drop-down fields in the second column are fields available in the Crimson database. Use these drop-down options to map fields between the file and Crimson. Make sure to map all of the required fields and then click Next or Step 4: Validate and Import.

 

  • Use Auto Mapping and Crimson will attempt to auto map the columns in the file to the columns in the database. If any fields are not auto mapped or are auto mapped incorrectly, you can manually update the mapped fields.

 

  • Save the mapping for future use by clicking Save. Choose Save to Selected Mapping (to select a previously saved mapping to overwrite) or Save to New Mapping (to create a brand new saved mapping). Load Mapping loads previously saved mapping and Delete Mapping deletes any saved mapping. Click Reset to wipe out all mapped fields and start over.

**Please note: Transactions imported under New Vendors or Payees do not need all required fields (only require Entity Type and Vendor Name). Address is not required, but would have to be manually entered for each payee later on for FEC reporting so we suggest including it in the original import.

  1. In Step 4: Validate and Import, click . This step validates that all required fields are included and that the file’s format is correct.
    • If the import fails, a message will appear saying why the file was not validated and imported. Fix the listed errors, and then attempt the import again.
    • If successful, a confirmation message will appear confirming how many records were validated and imported. Another message will appear saying whether the import was successful with a preview of the output results.
    • Click  to see the import’s results which you can save.

Entering and Linking Memo Transactions:

Used for credit card payments or staff reimbursements. 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, then these additional fields required are:

Is Memo

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

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

 

To learn more about Ultimate Vendors, see the Crimson 3 – Expenditures – Ultimate Vendors guide on our HelpDesk.

 

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