Crimson 3: Expenditures - Data Entry

Expenditure Data Entry is the process of manually adding disbursements and vendors into the database. This can be completed in all databases via the Treasury Dashboard and if applicable to your database, also in the PAC and JFC Dashboards.

To learn more about the other dashboards, see the Crimson 3 – JFC Dashboard guide and the Crimson 3 – PAC Dashboard guide on the HelpDesk.

Expenditures Data Entry

  1. Click the New Expenditure action button on the Treasury Dashboard.

 

  1. Search for an existing Payee or click  to add a new one to Crimson. ­Once you have selected or created a new payee, the New Disbursement Search window will open.

 

  1. Enter the new expenditure’s information.

 

Required Fields for Expenditure Data Entry

Date

Date the expenditure was made. This date is used to report to the FEC.

Amount

The amount spent on this expense.

Fund Code

The election cycle and period. Examples: P2018 and G2018.  NOTE: This is for categorization in the database only, there are separate fields for Election Code, Year, and CD to display those on the FEC report.

Bank Account

Use this field to distinguish which bank account the expenditure is being made from by selecting the correct code here. If not, then skip this field and it will default to “N/A” for this field. NOTE: setup bank account codes under Fundraising Settings.

Line No

Select 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.

FEC Description

Description of expenditure that shows up on the FEC report.

General Ledger

The box below is the G/L Account field.  Enter the breakdown of the expenditure by G/L code here. If you are not using a G/L code, the system will automatically assign a "UD – Undefined code".

 

Additional Fields include

Check No

Enter the check number for the expense check written. This is an optional field.

Payment

Select the payment type from the drop-down menu. This is an optional field.

Comment (Invoice #)

Use for internal purposes only. Will not appear on FEC reports.

 

Include an attachment of the expenditure check or related images by selecting the file from your computer or dragging and dropping it here.

Memo Text

Used for additional text related to memo items. More information on entering memos and linked transactions is below.

Transaction Category

Optional FEC categorization of expenditures.

Transaction Code

Optional FEC coding for expenditures.

Election Code

This is the field you use to indicate if the expenditure is for a particular election (e.g. P = Primary, G = General, etc).

Year

This is the field used to define the year of the election code reference above (e.g. 2018).

Other Election

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

Adjustment Type/Date

These fields are used to record expenditure adjustments.

Memo Indicator

Indicates whether the expenditure is a memo item or not.

1099

Indicates when a 1099 form will be needed.

Ultimate Vendor

See below for more information about Ultimate Vendors.

Entering and Linking Memo Transactions

  1. When creating memo entries for an Ultimate Vendor payment, enter the Ultimate Vendor (e.g. staff or credit card) disbursement first.
  2. Add each linked memo entry to this payment.
  3. When memo entries are linked to an Ultimate Vendor payment, the Memo Indicator box will automatically be checked. You may enter additional text in the Memo Text field if needed.

For more detailed information about managing ultimate vendors and linked memo items in Crimson, see the Crimson 3 - Ultimate Vendors guide on the HelpDesk.

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