If you would like to learn how to add a transaction from the Individual or Org Record, click here.
If you would like to learn how to add a transaction from the Register, click here.
1. Click on the Add/Search menu, select Financial Transaction and the type of transaction you wish to add
2. You will be taken to a split screen with the register on left side and the Edit Transaction screen on the right side.
3. Start by putting the date of the transaction in the Date box.
3. In the transactee box (Contributor or Vendor) type the name of the transactee and click the Find button.
4. In a separate box, the Find Transactee screen will show you the choices from the name you typed in. Select the correct name and it will populate in the transactee box.
5. In the Amount area put the dollar amount of the transaction.
11. In the next section, you can select your Category. If you do not have any categories, your only option will be Uncategorized. Categories are not required for reporting. For more on categories, see here.
12. In the Election area, select the election this transaction pertains. For more about adding elections to your database, see here.
13. In Monetary Contributions, the Reporting Description is optional. However, in expenses, it is required. When it is required, a drop down menu will appear for you to select the appropriate reporting description for the transaction.
14. In Monetary Contributions you will be asked the Method you received the contributions. If you received it by check, you can add the Check and Bank Number for your records if you so desire. These areas are not required for Federal reporting. In an Expense, you will just be asked for the Check # that was used for the transaction.
15. Intermediary, Transfer and Original date appear when adding a Monetary Contributions. These sections are for Intermediary, 3rd Party or Earmarked Contributions. They are rarely used and you will probably simply leave this section blank. For information on this type of contribution, please click here.
16. For Monetary Contributions, Deposit No. will automatically fill in when you deposit your funds on the register.
17. For Monetary Contributions, the checkbox Thanked can be marked if you have already thanked the individual or organization. If you decide to send thank yous on a later date, you can search the database for those who have not been checked.
18. For Monetary Contributions, Date Thanked can be added if you are checking off the Thanked checkbox or it will be automatically added if you search for the unthanked contributors later.
19. Memo is any additional information you would like to add to the transaction. Use caution when adding information to this field. If it is information about the contribution, like what event it was obtained at, it may be more productive to add a category for later data retrieval.
20. For expenses, a Support/Oppose checkbox and field will be available. These are for expenses that went to support or oppose a political candidate. For more information on making political contributions to other candidate or committees, click here.
The following is a description of other fields you might find on the Add Transaction page:
Save and Save & Next
Save will save the transaction you are working on. Save & Next will save the transaction and bring up a blank screen for your next transaction.
The reversal option allows you to record the negation of a previous transaction. For example, a refund issued to your committee as a result of a previous expense would be entered as a reversal expense. Likewise, if your committee returns a contribution it has received, that return of funds would be recorded as a reversal contribution.
The Account drop-down menu appears if you have an account for reporting with more than one government agency. When entering a transaction you must select one account under which this expense will be listed on government reports.
Reporting Code and Secondary Code
These codes are associated with the Account you selected above. They are not customizable within the BackOffice system; they are predetermined by the Federal or state agency with which campaign finance reports are filed.
The Subvendors or Partners area allows you to specify several individual transactions that comprise a single larger transaction. For example, one check (one expense) is issued to pay a credit card statement, but within that one payment may be many individual charges (expenses with subvendors). Alternately, your committee may receive one check comprised of contributions from several individual contributors.
To add a Subvendor or Partner, click the Add Subvendor/Partner button, and use the pop-up window to locate the subvendor or partner. After selecting the appropriate entity, you'll be returned to the transaction screen where you should enter in additional information, such the amount attributed to this entity.
Contributions and Inkind transactions now support Soft Allocations. Soft Allocations are a way for a committee to attribute contributions to individuals or organization that facilitate the contribution. Soft Allocations are NOT itemized in government reports.
Adding a Soft Allocation to a monetary or inkind contribution is a similar process to adding a partner. Under Soft Allocations, enter the name of the individual or organization click Find and Add. The amount will default to the full amount of the contribution.
Example: A loyal campaign supporter, Donna Smith, agrees to fill a table of donors for a Saturday afternoon fundraising luncheon. One of the attendees at Donna’s table, Cal Worthington, writes a check to your campaign for the amount $125.00. Cal Worthington would be the contributor and reported as such, though you could track that the contribution was facilitated by the fundraiser Donna Smith by adding her name and the amount $125.00 under Soft Allocations for that transaction.