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13.1 Warnings and Reports

EFS will provide you with certain warning messages if an entry that you make does not comply with the Maryland Campaign Finance laws--for example, if you enter a contribution that exceeds $4,000. In addition, EFS creates error reports that you can look at any time by selecting Errors Report from the Report Entry window. EFS will also generate error messages whenever you export a report.

13.2 Errors Report

Once a report has been completed, and all income, expenditures, obligations and summary sheet data is entered, you may perform a check for potential errors in your report. EFS has been programmed to apply some of the Maryland State campaign finance laws to determine whether any of these laws have potentially been violated. If the Errors Report identifies any potential errors, you should review the questionable data and modify the selected report before exporting the data.

To bring up the Errors Report, access the Report Entry window and click on the Errors Report button. From the window that pops up, you can print or view the Errors Report, or file the Errors Report on your hard drive.

• To send the report to a printer, simply click on this button:
• To view the report, click on this button:
  
  If potential errors exist, EFS will then display the error reports.

A series of windows will pop up. If necessary, change the information in these windows so that your Errors Report will be saved in a file format that suits you. The system will then display a Choose Export File window, where you may choose which directory you want to save to and change the file name, if you like.

If EFS detects no errors, the system will display a message to that effect.

13.3 Error Messages

Below is a list of frequent error messages followed by the solution. The text in quotes are the messages that will pop up when an error occurs.

"Are you certain you want to replace the contribution lookup table?" The capability exists to recreate your contribution lookup table, but if you do, you need to make sure that you remove all the duplicates. This is not a normal recommended step.

"Are you certain you want to replace the expenditure lookup table?" Just as with the contribution lookup, the capability exists to recreate your expenditure lookup table, but if you do, you need to make sure that you remove all the duplicates. This is not a normal recommended step.

"Cannot create export database!" This is a general error. For some reason the program could not create the database where you asked to put it. If it is on a network drive, the program may not have create rights, or there may be a space issue. Try creating it on another drive or use a different path. Unless your contributions and expenditures are extremely large, it should fit on a floppy disk in the A drive.

"Contact SBE. Databases earlier than Version 3.0 may not be converted/imported for Version 4.0 or later." If you see this message, you have somehow loaded a very old version of EFS. Please call SBE for assistance.

"Could not open administrative tables database!" You are trying to import new administrative tables and the program can't open the file. Make sure the name is correct and the file has data in it. If you copied it down from the SBE Web site, see if it is marked as having a non-zero size. Downloading again may fix the problem.

"Database does not exist in this path!" Using the path to the administrative tables you specified, the program did not find them. Check the location of the data and make sure that the entry you have used is correct.

"'Entity' may not have a contributor type of individual." Making the contributor an entity, EFS will recognize the contributor as not being an individual. If you made a mistake and want to change its type, you can change it from a PAC to a Slate for example, but you cannot change it into an individual.

"Error encountered in Import Old or Restore. Database is no longer ready for use. Please import or restore from another file." You have tried to restore or import old data and it hasn't worked. If you have another copy go ahead and try, but if there are any questions, call SBE before you continue.

"Export Path must be specified." Exporting to disk and not to FTP, the program needs a location where to put the data.

"'Individuals' may not change their contributor type." There is only one contributor type for an individual. See comments on " 'Entity' may not have a contributor type of individual" and also "Unable to Change an 'Individual' into an 'Entity'" and "Unable to Change an 'Entity' into an 'Individual'."

"No prior data has been found. If this is not a new account, contact SBE for assistance. Would you like to Continue?" This message comes up during the installation process for a new version of the software. If you expected the installation process to use data from a prior version, you should not continue. If you did continue, contact SBE for assistance. The process didn't find data, but it also didn't destroy any data.

"Note: In-Kind contribution for <Person or Organization Name> was automatically entered. Please return to this screen to update it if this amount changes." You have recorded a loan from someone other than the candidate and noted that the granter of the loan has determined not to require interest payments. The value of the interest is computed and charged as an in-kind contribution.

"Old database must be different than the current one." When you look for a database to import, you can't point to the regular one where the data is going to end up. You need two databases for this function.

"Please amend your prior report when this loan was first entered to modify the prior In-Kind contribution." The terms of the loan have changed and the in-kind contribution needs to be updated.

"Please enter an additional In-Kind contribution of $<amount> using the Receipt entry process." The terms of the loan have changed and the in-kind contribution needs to be updated.

"Please Enter Import Path name!" Importing a file to disk or diskette, you need to specify where it will be placed or you may need to specify where the administrative tables you are trying to import can be found on your system.

"Staff Member must be an individual." You have indicated that an organization is to be treated as a staff member. This function allows you to reimburse a staff member for an expenditure made on the behalf of the campaign finance entity. A business can not be reimbursed only individuals. In other words, the check is to John Doe (your staff member), but the money really went to pay for postage for something he mailed. The staff member is the person, not the post office.

"The specified path was not found. Please specify an existing directory or create a new one." In trying to create an export database, the program could not find the specified path. The most likely error is either a spelling mistake, or you added a directory that does not exist. The program will not create the directory. If you want to add one, create it in Windows Explorer.

"The Summary Sheet does not exist. Export is aborted." This message, and the similar message - "Summary Sheet is missing. Export is aborted" both indicate that you have no summary data for this report. While you can submit a report without contributions or expenditures, you do need to create a summary sheet.

"There is no Report Due Date for the current report. Unable to check if there are any outstanding loans and debts from prior report." Please go back to the report entry screen and enter the appropriate due date for the report.

"This item does not exist in the drop down list." You have used a code to try to pick an item in a list-box and it is not there. Highlight the entry, delete it, and then use the drop down arrow to open the list and select one that way.

"This item number is not available for this report form combination." The item number you are looking for is not in the data for this particular report on this form. For example you might be looking for a contribution from a business, but have looked in the contributions from PACs.

"This path <PATH NAME> is not accessible." You have specified a location to put the export data that the program can't get to. If you were trying to save it on a network drive, try saving it on your local drive and then copying it to the network.

"This Report has not received in Filing Status!" This message indicates that the report you are trying to access has not been created in the Report Filing Process. If you can access it there, then there is an error in your database and you need to contact SBE for assistance.

"This report type does not exist in the system or this account has not filed this report." You have tried to access an invalid report type for a particular year. Check to see if the year and type are correct. If it is for a future report, it may not be in the database. Contact SBE if you expected it to be valid.

"Unable to Access Data Tables" The export process is having troubles with the tables it uses to export data. Please call SBE for assistance.

"Unable to Change an 'Entity' into an 'Individual'" Because of the differences in the way their contributions are reported, if you make a mistake and enter an individual as an organization and make him a business or some other group, you must delete the contribution, remove the contributor, and start over.

"Unable to Change an 'Individual' into an 'Entity'" - Because of the differences in the way their contributions are reported, if you make a mistake and enter an organization as an individual, you must delete the contribution, remove the contributor, and start over.

"Year entered is not in the system." You have tried to pick a report year out of the range of the valid years in the system. If you are putting in a report for the current year and get this message, you need to contact SBE for assistance.

"You must designate all PACs as MD PACs or Out-of-State PACs. Please process ALL PACs or Press quit to complete installation later." This message was a one-time issue when PACs needed to be split into Maryland ones and out-of-state ones. If you are seeing it now you have reloaded very old data, and should contact SBE for assistance.

13.4 Additional Error Messages

These messages are self-explanatory and are reminders of campaign finance regulations. If you need any assistance contract the Help Desk at SBE.

"A Candidate Account may not give more than $6,000 to your account."

"A contributor may not give more than $4,000 to your account."

"A PAC may not give more than $6,000 to your account."

"A Party Central Committees may not give more than $6,000 to your account."

"A Personal Treasurer Account may not be a Continuing Committee!"

"A price per ticket must be provided for all ticket sales."

"A Slates may not give more than $6,000 to your account."

"Activation Code has not been set for this account. Cannot proceed."

"All transfers from a political committee must be by check."

"Amount cannot be greater than $ 1,000,000,000.00"

"Anonymous contributions should have the name of 'Anonymous' and be entered under OTHER (see help for details)."

"Changing the contributor type will change all contributions from this organization. If the contributor made contributions in a prior reporting period, then the reports will need to be resubmitted as amendments. Do you wish to proceed?"

"Contributions in excess of $100 must be made by check."

"Contributions in excess of $100(including ticket purchases) must be made by check."

"Data Exported (FTP) Was NOT Successful!" - This means the report was not properly exported to SBE and thus not received and considered not filed.

"Error: No item to select."

"Error: Selected item not found."

"Expenditure Type must be 10 digits maximum."

"Expenditures are required to be made by check. The check must be drawn from the campaign bank account and must be signed by treasurer. If a transaction occurred by other means, explain the circumstances under Remarks"

"Export database file already exists! Do you want to overwrite?"

"Export was Unsuccessful because ELECTrack could not contact the Maryland State Board of Elections' FTP server because:

1. The server may be temporarily unavailable;
2. The server may have reached its maximum user limit; or
3. You may have lost your Internet connection.

Please try connecting to the server later. If the problem continues, please contact the Maryland State Board of Elections."

"Export was unsuccessful because the Maryland State Board of Elections' FTP server could not verify your identity. Please make sure you are using the correct account number and password and try connecting again."

"Export was Unsuccessful because ELECTrack could not connect to the FTP site from your computer. Please check the export path and try again."

"Export was Unsuccessful because ELECTrack could not connect to the Internet from your computer. If you have an Internet connection please check:

1. whether your Internet connection is functioning;
2. your computer's Internet software configuration, for example Dial Up networking; or
3. your hardware setup, for example modem and phone connections.

If you do not have an Internet connection please use the ''export to disk'' option from the ELECTrack Export screen."

"Have you contacted SBE and received approval to run this tool?"

"In-Kind contributions may not be tickets."

"In-Kind Expenditures should be made as OTHER"

"Invalid Account Number (Do Not Enter the '-' Character)"

"Invalid Account Number"

"Invalid amount entered."

"Invalid date entered. The date format is: [mm/dd(/yyyy)], [mm dd (yyyy)], or [mmdd(yyyy)]."

"Invalid date specified."

"No additional PACs to separate."

"No check number should be specified for an In-Kind Expenditure"

"No receipt is printed unless there was an In-Kind Interest Contribution"

"Only voided checks may have an amount of zero. Continue with Save?"

"Please indicate how the Transaction was made."

"Please indicate that the Transaction was 'Other'."

"Reset Date for the <REPORT_YEAR> <DESCRIPTION> Report?"

"Selecting Final means you want to close your Campaign Account. Your Campaign Account can be closed Only If: (1) the account has no outstanding reports or late fees; and (2) the account does not have a cash balance or any outstanding loans or debt."

"System Information Is Unavailable At This Time"

"System unable to convert <ENTERED STRING> to a valid date."

"The Amount you entered is Not the total of the above entered items. Do you want to overwrite the total?"

"The Cash Balance from your Last Report of <AMOUNT> does not equal the current Prior Balance of $ <NEW AMOUNT>. Do you want to Replace the current Prior Balance?"

"The export process did not complete successfully" - You must repeat the export process otherwise the report will not be considered filed.

"The name and address of each purchaser of a ticket that cost $51.00 or more must be provided."

"The Report Year must be set up in Filing Status Maintenance for Account: <ACCOUNT> before you run Outstanding Obligation."

"This function must run independent of all other functions. " & _

"This report type was exported on <PRIOR DATE>. Would you like to continue exporting this data?"

"Tickets may not be in-kind contributions."

"To Amount should be greater than From Amount"

"To date should be greater than From date"

"Total Aggregate amount may not be more than $4,000."

"Total Bank Account Balances at the top of this form do not equal the Cash Balance computed."

"Total Cash Balance does not equal the Prior Balance plus the Total Receipts minus the Total Expenditures. Do you want to Recalculate the total Automatically by pressing Yes?"

"Total Cash Balance does not equal the Prior Balance plus the Total Receipts minus the Total Expenditures."

"Total Expenditures, on the expenditures tab, does not equal the sum of lines N thru Z. Do you want to Recalculate the total Automatically by pressing Yes? "

"Total Money Receipts, on the contribution tab, does not equal the sum of amounts on lines A thru K. Do you want to Recalculate the totals Automatically by pressing Yes? "

"Transaction / Loan Date is invalid"

"Transaction amount must be greater than zero."

"Transaction End Date has to be greater than the Transaction Beginning Date."

"Unable to Save : Transaction End Date <= Transaction Beginning Date."

"Use the Import from Old Data option because this version is earlier than 4.0"

"Warning -- Balance of loan not entered. Is loan fully paid?"

"Warning: Debt Date is from an earlier reporting period"

"Warning: Debt Date is past the given reporting period"

"Warning: Duplicate records exist for <NAME>"

"Warning: No lookup record exists for <NAME>"

"Warning: Transaction Date is from an earlier reporting period"

"Warning: Transaction Date is past the given reporting period"

"Warning: Unable to Locate <NAME and ADDRESS> as a Staff Member"

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