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8.1 Overview

BEFORE entering a receipt, other income, or expenditure you must FIRST complete the "Lookup Name" field of the respective window. This function allows the user to determine whether a person or entity has previously been entered into the system. The lookup process helps to reduce the amount of data entry, duplication of data, and most importantly helps the user to keep track of aggregate contribution amounts. See graphic in section 3.3 for "how to" initiate a lookup.

8.2 Creating Look-Up Tables

Generally the look-up tables are created automatically. Each new entry that you make is added to the look-up table. However, if you need to create (or re-create) the contribution, other income, or expenditure look-up table, you can do so by clicking on "Maintenance" from the Menu Bar, then selecting subject table and then selecting "Build Look-up Table."

8.3 Removing Duplicates

If you have recreated your look-up table, or if you are concerned that you have duplicates with your data entry you should do the following:

• Contributions

Select "Maintenance" from the Menu Bar, then select "Contributions", then select "Maintain Lookup Duplicates", and then select " Remove By Name" (see graphic below).



If there are duplicates, this will give you matches where the name is the same but different address. For example, if the same person was entered as John Doe, 555 East St., Baltimore, Maryland 21225 and John Doe, 555 East Street, Baltimore, MD 21225, EFS will treat them as separate records. A close review reveals that both records pertain to the same person. You would then remove one and keep one establishing only one look-up record with one aggregate amount.

A black arrow next to the record indicates that record will be retained and stored in the look-up table. You can switch to any of the other listed records if they are correct. If none are exactly correct, you can edit any of the data fields in the center of the window. Once you have selected the correct record and made any necessary edits, click on the "Merge All Records" button.

You can remove someone from the list of items to be merged if they don't belong (a second Frank Smith for example, who really lives at a different address). To do so, click on the Frank Smith that you want to remove and then click on the "Remove from Merge" button.

For contributions you need to do both Name and Address merges to get the aggregate totals correct in the records. Merges solely based on address matches will give you, for example, Frank J. Smith and Frank Smith and F. J. Smith, all with the same address on record. The merge might give you individuals you want to keep separate, such as a wife or husband who made a contribution as well.

Remember, the committee has a responsibility to ensure that no one goes over the contribution limit.

• Expenditures

Combining Expenditure Look-ups will make your job a bit easier, but not required since you do not have to keep aggregate-to-date information for payees. Follow the same steps as mentioned in a, above.

8.4 Update Look-up Table

The update look-up table feature allows the user to edit look-up records, print or view a listing of look-up records, and delete look-up records. Select the "Maintenance" from the Menu Bar, then select "Contributions" or "Expenditures" and then select "Update Look-up Table."

To locate a particular record, type the first three letters into the look-up name field and then select the appropriate record from the list. You can then edit the record and save it. Your change will only affect the look-up table. If you want the change to apply to campaign report data that has already been entered, you will have to edit that record as well (see Part 3.8). However, the next contribution or expenditure that is entered that relates to the edited record will contain the new information.

To delete a particular record, type the first three letters into the look-up name field then select the appropriate record from the list. Click on the delete button to delete record from the look-up table. Remember, the record is only deleted from the look-up table (not from your campaign report data).

To print or view the look-up table, simply click on the "Print" or "Print Preview" button when the look-up window is blank. You can then indicate whether you want the list printed alphabetically or by address.

In addition, you can update or edit a look-up table while you are entering a contribution or expenditure. For example, Bob Jones contributed to your campaign while living at "address A." When he contributes again, he is living at "address B." When you enter the second contribution (see Section 3.2), select his name from the search look-up table list. The "address A" information will be displayed. Change the address to B and then enter the contribution information and save. The look-up table will now have Bob Jones at "address B."

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