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3.1 Entering your data in the correct report

From the Main Window click on the "Create/Edit a Report" button. The "Report Entry" window opens up with pre-populated account information you entered during your Account Initialization process (see Part 2.3).

The Report Entry window allows you to accomplish multiple aspects of a single reporting requirement. First, you must select a report to work in. To do this, complete the following fields:

• Report Year: Type in or select from the drop -down list the year in which your report is due.
• Report Type field: Click on the search button (magnifying glass) next to the field and select the appropriate report. (NOTE: The default Transaction Beginning Date and the Transaction Ending Date fields will automatically be filled with pre-populated data based on the reporting requirements dates programmed by the SBE. You can change the Transaction Beginning Date but not the Ending Date. (Changing the Beginning Date will not affect the ending date.)
• Save: The "save" button on the toolbar may be mute, this means that the information is already saved. If you change an entry, the save button will become active.

Now, you have selected the appropriate campaign finance report, proceed by selecting one of the transaction buttons located in the bottom half of the window.

3.2 Entering Receipts

After clicking on the Receipt button the Receipt window pops up.

Receipts are the funds that the campaign finance entity receives. (Most income received will be entered here. The income may be a contribution (Schedule 1), Transfers (Schedule 1A) or in-kind contributions (Schedule 1B). For receipts not listed, select the "Other Income" button from the Report Entry window.) Click on the appropriate "Transaction Mode" as follows:

• Find/Add - allows you to find previous donors who have given again or to enter new receipts from new donors
• Lump Sum - allows you to enter a lump sum contribution
• Edit - allows you to edit an existing receipt record

EFS defaults to the "Find/Add" transaction mode so if you are entering new receipts you can simply begin entering your record.

When adding a new entry, you must begin by entering the receipt information in the "Lookup Name" field. If you are entering an individual, start by typing the last name and if you are entering an entity, start by typing the beginning of the entity's name.

Once you have typed the first three letters of the name, EFS will bring up the Search Lookup Table window showing the three letters you entered and, a list of matches, if any, in the space below.

If any of the contributors in the Search Lookup Table match the contributor that you entered, highlight it and then click on the "Select" button or press the enter key of your computer keypad.

The contributor's name, address and previous aggregate will be automatically entered. You will then only need to enter the current transaction amount and select the form of the transaction (i.e., cash, check, charge, or other).

If there are no matches after typing the first three letters or none of the matches are the contributor you are entering, click on the "Add New" button. You will then be asked, "Is this transaction related to an individual?"

If you answer yes, the data you entered in the Lookup Name field will now be displayed in the Last Name field. Then continue typing the contributor's name, address and other transaction information.

If you answer no, a window will open requesting Organization Type?

Depending on what you select, EFS will classify the type of receipt based on your selection.

Once you have made your selection, the data you entered in the Lookup Name field will be displayed in the entity name field. Then continue typing the contributor's name, address, and other transaction information.

3.3 Entering Other Income

To enter interest, refunds, rebates, or other miscellaneous income do the following:

• From the Report Entry window click on the "Other Income" button which will open the "Other Receipt" window (see below). You must select either "Add/Find" or "Edit" depending on what you want to do.



• Find/Add - Allows you to find previous transaction or to add a new one
• Edit - Allows you to edit a previously entered transaction

EFS defaults to Find/Add, so if you are entering a new transaction you can just simply begin at the "Lookup Name" field.

• If entering an individual, type the last name
• If you are entering an entity, type the beginning of the entity's name.

Once you have typed the first three letters EFS will bring up the "Search Lookup Table" window where matches based on the first three letters, if any, will be displayed.

If the entity you are searching for is listed, click on that name and then click on the "Select" button or press the Enter (return key) of your keyboard. The name, address and previous aggregate will be automatically entered in the fields and you will then only need to enter the current transaction amount.

If the entity name for which you are searching is not listed, click on the "Add New" button. A message window will open with "Is this transaction related to an individual?"

• If yes, the data you entered in the "Lookup Name" field will be displayed in the "Last Name" field. Then continue typing the name, address and other transaction information.
• If no, another window will open with the question "Organization Type?"

Select an Organization Type. Once you have made your selection, the data you previously entered in the "Lookup Name" field will be displayed in the "Entity Name" field. Continue typing the name, address, and other transaction information.

3.4 Entering a Loan

From the Report Entry window when you click on the "Loan" button the "Loan Transaction" window will open. EFS defaults to the "Edit" mode.

To "Add" a new loan transaction, you MUST switch over to the "Add" mode. When you switch over, a message pops up "Was this transaction made by an individual?"

If you answer "No" another window will open prompting you to select the "Organization Type?"

After you make your selection, click "Select Done" and the window will close allowing you to enter the name of the organization/entity and other related information in the fields.

If you answer "Yes" the message window will close automatically and you can begin putting in the name of the individual.

NOTE: If you answer "Yes" the "Entity Name" field will become mute. If you answer "No" the "Last, First, Middle, and Suffix" fields will become mute. When fields are mute you cannot enter information in them. This helps in reducing data entry errors.

If a loan is from someone other than the candidate, a written consent must be issued when the loan is first created. Accordingly, when entering a new loan click the "Written Consent Filed Herewith" button and if it is an existing loan, click the "Written Consent Previously Filed" button.

If a candidate (or spouse) makes loans to the campaign finance entity, click on the "Informal Candidate Loan." Such a loan has no interest and there is no requirement to record the in-kind contribution of the difference from prime rate.

For an existing loan, select "Written Consent Previously Filed." For a new loan, select "Written Consent Herewith." For a candidate (or spouse) loan, select "Informal Candidate Loan." (See below)

Interest on the loan must be accounted for in the "Interest Rate Charged" field. If the interest charged amount is less than the prime rate amount (as entered by you), the "In-kind Interest Contribution Amount" field will become enabled and you will need to calculate and manually enter the in-kind interest amount.

EFS will then automatically list the in-kind interest as an "in-kind contribution" on Schedule 1B of your report. (Please refer to the Summary Guide if you require a greater explanation for the laws governing loans.)

The Edit mode will allow the user to change an existing loan in the system.

To edit a loan, enter the Item Number (i.e., enter directly into field if you already know it, or make your selection from the drop-down list, or by utilizing the search capability).

When you have selected the loan that you wish to modify, you may change any of the following fields:

• Entity Name (If the creditor was not an individual)
• First, Middle, Last, Suffix (if the obligation was incurred from an individual)
• Address 1, Address 2, City, State, Zip (self-explanatory)
• Interest rate charged
• Prime rate
• In-Kind Interest Amount

EFS does not compute interest, so at the end of the reporting period you will need to adjust the balance for any portion of the payments that went toward interest. Loan repayments are entered in the Expenditure field, not through editing a loan. See section 3.6c on repaying a loan.

3.5 Entering a Bill

A bill is any long-term expenditure that is unpaid at the end of a reporting period.

From the "Report Entry" window, click on the "Bill" button. The Bill Transaction window will open. It will default to the "Edit" mode in the "Update Transaction" portion of the window.

If you want to edit a previously recorded bill transaction click on the down arrow in the "Item Number" box or click on the "Search (magnifying glass)" button next the item number box. This allows you to conduct a search and to utilize the wildcard function by entering in the * after the first few letters of the name you are searching for. (See Below)

If you want to "Add" a new bill, click on the "Add" mode and a message window will appear "Was this transaction made by an individual?"

Answering either "Yes" or "No" will render the appropriate fields mute and you will only be able to enter information in the active field that corresponds with your answer. Enter all required information and click the Save button at the bottom of the window or on the toolbar.

3.6 Entering Expenditures

a. Expenditures Made by a Campaign Finance Entity

From the Report Entry window, click on the "Expenditure" button. Once the "Expenditure" window opens to you, you must select which of the following Transaction Mode you want to begin work in.

• Find/Add - Allows you to find a previously entered transaction or to create a new transaction
• Loan - Allows you to enter a loan repayment expenditure
• Bill - Allows you to enter a bill repayment expenditure
• Edit - Allows you to edit a previously entered expenditure record

EFS defaults to the "Find/Add" mode so if you are entering a new record, simply begin entering your expenditure record.

In Lookup name field type the first three letters of the individual's last name or the the first three letters of the entity's name.

EFS will bring up the "Search Lookup Table" window that will display all, if any, matches. If the payee you are searching for is among this list, select it and then click on the "Select" button or press the Enter (return) key on your keyboard. The payee's name and address will be automatically entered into the appropriate fields in the window.

Proceed to the Details portion (bottom half) of the Expenditure window. Here you will see that the current "Transaction Date" is already entered. All you need to do is to enter the current Transaction Amount and then go to the drop-down menu and select the Form of Transaction (i.e., check or other), followed by Type and Remarks, if any. Click the "New" button.

If the payee is not listed, click on the "Add New" button. A message window will appear "Is this transaction related to an individual?"

• If you answer yes, the data you entered in the "Lookup Name" field will be displayed in the "Last Name" field. At this point, continue typing the payee's name, address and other transaction information.

If you answer no, the data you entered in the "Lookup Name" field will be displayed in the "Entity Name" field. Again, at this point, continue typing the payee's name, address, and other transaction information.

• If your campaign finance entity is a political action committee (PAC) or a party central committee (PCC) you have the option of indicating that the expenditure was for administrative purposes. For these committees only, there is a check box to the right of the check number asking if it is "Administrative?" Check the box to indicate an administrative expense.

You must select the expenditure "Type" that best describes the expenditure you entered. For example, if the expenditure was for the purpose of returning a contribution to a contributor, you would select "Returned Contribution" from the drop-down list at the "Type" field.

b. Expenditures - Reimbursement

If an authorized campaign worker made an expenditure on behalf of the campaign finance entity, that individual may be reimbursed from campaign funds. To report this type of expenditure, do the following:

• Enter in the "Entity Name" field the name of the person or entity that received the payment from the campaign worker (If you don't have all the information, follow the lookup procedures on page 18.) Once the name of the individual or entity appears, then
• Go to the "Details" portion of the "Expenditure" window and enter in the requested information all the Details fields.
• When you come to the "Reimbursement" field Click on the down arrow for the drop-down list. (For the purpose of this illustration the campaign worker's name we are looking for is Orphan Annie.)

If the campaign worker's name is not on the list, you will add it now, as follows BEFORE saving and exiting the Expenditure window:

Go to the Menu Bar, click on "Maintenance" and then select "Expenditure" and then select "Update Lookup Table."

The "Expenditure's Lookup Maintenance" window will open. Type in the first three letters of the campaign worker's last name in the "Lookup Name" field. Select Add/New (because it will not be there). A message will appear "Was this transaction made by an individual?"

Select yes (because the campaign worker made the expenditure on behalf of the campaign entity).

The window will default to allow you to now add Orphan Annie's information. When completed, check the box next to "Staff member for reimbursements." Save and close.

Return to the Expenditure window. Complete the "Type" field, and "Remarks" field, if applicable. Save and close out of the Expenditure window.

Now, go back to the Report Entry window, select Expenditure, and then click in the Edit mode. From the Item Number drop down list, select the number that corresponds with the entity or individual's name to which Orphan Annie's reimbursement relates. AT THIS TIME, go to the Reimbursement drop down list and Orphan Annie's name will appear. Select it and save.

c. Expenditure to Pay a Loan or a Bill

In order to process expenditures for loans or bills you must first have already entered those transactions. See page 13 for "Entering a Loan" and page 16 for "Entering a Bill." Let's now proceed to the "Expenditure" window to pay that bill or loan, the same operation applies for both.

• From the "Transaction Mode" section of the window, select "Bill." A list of all bills you have entered thus far will appear. Select "Loan" to repay a loan.



• Click on the arrow to the left of the bill that you want to pay; it will automatically be highlighted
• Next, go to the "Select Highlighted" button and click on it. Once you do this the Entity Name, Address, City and State and Zip Code fields are automatically filled in and the "Details" portion of the "Expenditure" window is activated to allow you to enter the details of the expenditure.

Notice in the Details portion of the window the original amount of the bill and the balance due (if any) is shown, and cannot be altered. You can complete all the empty fields.

Once you enter the transaction amount, note that the Balance amount is reduced if the expenditure is not a payment in full.

Click Save. Note that the next check sequence number will automatically appear and the window defaults to the "Find/Add" mode in anticipation of the next expenditure.

3.7 Summary Sheet

EFS, utilizing the data previously entered by you, automatically fills out the majority of the Summary Sheet. However, you will need to enter certain additional information before your Summary Sheet is complete. So, from the Report Entry window, click on the "Summary Sheet" button and complete the required fields.

The following fields are located in the top portion of the Summary Sheet window.

• Final - Check this box only if the report is a final report AND the campaign finance entity intends to close.
• Checking Account - furnish the Bank Name and Bank Account Number and Balance along with the Total Account Balance for that bank.
• Other Account - furnish the Bank Name and Bank Account Number and Balance

In the bottom portion of the Summary Sheet window you will find the following fields

• Total Outstanding Balances
• Prior Balance
• Total Receipts
• Total Expenditures
• Cash Balance

The only field that will be active is the "Prior Balance" field. The other fields are inactive. You need only to change the "Prior Balance" field if it is different from the balance that was carried forward. If it is different you will get a warning message. REMEMBER to save your changes before exiting.

3.8 Editing and Deleting Entries

Any receipt, other income, expenditure, bill, and/or loan entries that you made can be edited or deleted. All of these transactions can be edited or deleted but you must be in the "Edit" mode of the respective window. For example, in the Transaction Mode function of the Receipt window below, the "Edit" mode must be selected. After you select the "Edit" mode, you will then need to bring up the item that you want to edit or delete.

To bring up the item you wish to edit or delete, enter the "Item Number" in the associated field.

If you do not know the "Item Number" click on the Search (magnifying glass) button next to the "Item Number" field and a "Search For Item" window will appear. In this window, you can search for the name of the entity or individual you wish to delete.

When searching either enter the entire name of the individual or entity or part of the name followed by the system's wildcard character * (the asterisk). Then click on either the Execute button at the bottom of the Search window or the purple exclamation point at the top on the toolbar. If you decide to exit your search you can do so by clicking on the Exit button at the bottom of the Search window or by clicking the open door icon on the toolbar.

Once you have brought up the record you can edit or delete, as appropriate. If you edit make the necessary changes and then click the Save button on the toolbar at the top of the page. If you delete the record, then you should click on the delete button on the toolbar. IMPORTANT: Once you delete a record, you can no longer retrieve it. You must reenter all the information again.

3.9 Creating an Amendment

When you need to correct deficiencies, add or change information in a previously exported report (i.e., one already sent to SBE), you MUST file an amendment.

In order to execute the amend option, the report which you want to amend MUST have been already created and exported (i.e., filed with SBE). This is what you need to do:

• Go to the EFS Main Window
• Click on the "Create or Edit a Report" button (which will open to you the "Report Entry" window)
• Click on the report that you want to amend (i.e., receipt, other income, expenditure, etc.).

REMEMBER, the report MUST have already been exported to SBE. When you select the report, a message will appear with the question "Has this report been sent to the State Board of Elections."

If you answer "yes" the amendment field will automatically display an amendment sequence number (i.e., if it is the first time amending the report, the number "1" will appear). Click on the save button.

If you answer "no", you will not be creating an amendment. Therefore, you should only indicate "no" if you have exported the report BUT have not sent it to SBE. This situation only occurs if you do not file the report via FTP but save it to a CD or disk and mail it to the SBE; and, it has not been entered into the SBE database.

NOTE: We HIGHLY recommend that you print a copy of the report BEFORE you amend it since EFS DOES NOT save prior versions of reports.

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