Expenditures

Adding Expenditures
Entering In-Kind Contributions (Given)
Modifying Expenditures
Deleting Expenditures
Searching Expenditures
Printing Expenditures List
Exporting Expenditures
Repeat Expenditure Entry
Entering a Lump Sum Expenditure
Independent Expenditures
Entering a Loan Made

Adding Expenditures
If the recipient is not already in the Entities List, you must add them before entering the expenditure.
1. Click the Expenditures icon Expenditures.
2. In the Expenditure Type field, select the type using the drop down box.
3. Enter the date the expense was made, amount, and check number if applicable.
4. In the Expended To field, type the last name or business name of the recipient, click on the recipient's name once it appears.
5. In the Purpose field, type in or use the drop down box to enter the purpose.
6. Click Save*.

* If the date of the expenditure fell in a prior reporting period , a warning will appear stating that the transaction may trigger an amendment report. Click Yes to confirm the date entered. This may trigger an amended report for that period.

Entering In-Kind Contributions (Given)
If the recipient is not already in the Entities List, you must add them before entering the expenditure.
1. Click the Expenditures icon Expenditures.
2. In the Expenditure Type field, select "Expenditure" using the drop down box.
3. Enter the date the In-Kind was made, amount, and check number if applicable.
4. In the Expended To field, type the business name of the vendor, click on the vendor's name once it appears.
5. In the Purpose field, type in or use the drop down box to enter the purpose.
6. In the Beneficiary field, type the name of the committee that is receiving the contribution, click on that committee�s name once it appears.
7. Click Save.

* If an expenditure benefited multiple committees, break down the transaction into multiple expenditures to disclose all the benefiting committees (i.e. $1000 for printing that benefited two committees would be entered as two separate $500 expenditures).

Modifying Expenditures
1. Click the Expenditures icon Expenditures.
2. Select/highlight the expenditure to be changed by clicking on the Date of the expenditure you want to change highlighted in blue.
3. Perform changes in the window below in the Expenditure details tab, click Save.

NOTE: Changes may require the filing of an amended report.

Deleting Expenditures
1. Click the Expenditures icon Expenditures.
2. Select/highlight the expenditure to be deleted.
3. Click Edit in the top menu, click Delete Expenditure. You may also click the Delete button at the bottom of the page.
4. On the next page, a warning �Are you sure you want to permanently delete this expenditure to�� will appear. Click �Delete� to delete the expenditure and �Cancel� to return to the Expenditures Screen.
* An expenditure deleted from a prior reporting period may trigger an amended report for that period.

Searching Expenditures
Quick Expenditure Search
Advanced Expenditure Search

Quick Expenditure Search
1. Click on the Home Page icon Home.
2. Click the Expenditures icon Expenditures.
3. Enable the search by clicking Enable Filter.
4. Using the blank fields on the top of the Expenditures page, type in your search criteria:
Quick Expenditures Search
5. Click Filter located to the right of the search box to perform the search. The results will be located below the search box.
6. Click Clear located at the right of the search box to clear your search and restore all Expenditures.

Advanced Expenditure Search
1. Click on the Home Page icon Home.
2. Click the Expenditures icon Expenditures.
3. On the top menu, click Search, then Search Expenditures. (You can also click the Search icon Search located in the top left of the screen.)
4. Enter specific search criteria using the Expenditure, Payee, and Beneficiary tabs, click Search on the bottom of the page. You may title the search results by using the Title of Search Result field. (Note � to display the entire expenditure list; perform a search leaving all the fields blank).
5. Your search Results will be displayed. On the top menu click Search to access the print and export list options.

Printing Expenditures List

1. Perform an Expenditures Search.
2. On the top menu of the �Search Expenditures Results� page click Search, click Print and choose Print Entity List. The list will be formatted into an Adobe .pdf document on a separate window..
3. In the "Report Viewer" window click the Print icon Print.

Exporting Expenditures

1. Perform an Expenditures Search. (Note � to export the entire receipt list; perform a search leaving all the fields blank).
2. In the top menu, click Search, click Export.
3. The �Export Expenditures� page appears. In the �Data Selection� choose from All data fields or Name, address, date and amount only options. �Format Selection� box choose from the Comma-delimited text (.txt) or Extensible markup language, click Export.

Comma � delimited (txt) � Organizes data in a list as a Text Document in .txt format. A comma-delimited text file surrounds each item of data with quotes and ends each record with a carriage-return/ line feed. These files may be opened using Notepad or WordPad and may also be imported into Word, Excel and Access.

Extensible markup language � Organizes date in a list in .xml format. XML is a readable format that consists of an XML document. XML files may be opened in a browser.
(Internet Explorer) and may be imported into Word, Excel, and Access.
4. After clicking Export a �File Download� window will appear. You may open or save the file to your computer to use in other programs.

 Repeat Expenditure Entry

Use Repeat Entry to enter several similar or re-occurring transactions.
1. Click on the Expenditures icon Expenditures.
2. Click the Repeat Entry icon Repeat Entry on the top left of the page.
3. Enter the expenditure information; click Save.
4. The information entered in the �Expenditure Type�,"Amount" and �Purpose� fields will remain in the �Expenditure Detail� Tab. The �Date�, �Expended To� and �Check #� fields will be blank.
5. To enter the next expenditure, select a new entity by typing the entity last name or business name in the Expended To field.
6. Enter the �Date� and �Check #� if applicable.
7. Click Save to enter the repeated entry.
8. Continue entering the repeat expenditures as necessary.
9. When all repeated expenditures are entered, click the Repeat Entry icon Repeat Entry to disable this feature and click Clear Form to reset all fields.

Entering Lump Sum Expenditure

To enter lump sum expenditure, you need to create a new entity using the entity type of �Lump sum receipt, fundraiser, and lump sum expenditure�. This entity will be used for all lump sum transactions during the course of reporting. If an entity for the lump sum expenditure is already entered in the program, go to step 5.
1. Click the Entities icon Entity.
2. In the Details tab, in the �Type� field use the drop down box and select �Lump sum, receipt, fundraiser, lump sum expenditure�.
3. In the Last Name/ Business field enter in a name to identify this entry as a lump sum. For example Lump Sum Expenditure. This information is for internal records and will not appear on the report.
4. Click Save.
5. Click on the Expenditures icon Expenditures.
6. In the Expenditure Type field select the type using the drop down box.
7. Enter the date and total amount of the lump sum.
8. In the Expended To type the name of the lump sum entity you just created, click on the name once it appears.
9. In the Purpose field, use the drop down box to select a purpose. You may also type a more detailed purpose statement in this field.
10. Click Save.

Independent Expenditures

Independent expenditures are defined as any expenditure made to expressly advocate for or against the nomination or election of a clearly identified public official or candidate, provided that the spending is not made in coordination in any way with the candidate or their committee. If a committee makes independent expenditures in excess of $150 in an aggregate amount during the reporting period, they are reported (itemized) on a Schedule B-9.

NOTE: If the committee makes an Independent Expenditure of $1,000 or more within 30 days prior to the election, the committee must file a Schedule B-1 within 5 business days. See Schedule B-1 for instructions.

Adding Independent Expenditures

1. If you have not done so already, enter the vendor that paid for the expenditure as an Entity. 2. Click the Expenditures icon Expenditures .
3. In the Expenditure Type field, select Independent Expenditure using the drop down box.
4. Enter the date the expense was made, amount, and check number if applicable.
5. In the Expended To field, type the business name of the recipient, click on the business's name once it appears.
6. In the Purpose field, use the drop down box to enter the purpose. You may also type in a more detailed purpose statement in this field.
7. In the Candidate field, type in the name of the candidate(s) who the expenditure was made on behalf of.
8. In the Office field, type in the office the benefiting candidate is seeking.
9. Select if the expense is to support or oppose the benefitting candidate.
10. Click Save.


Entering a Loan Made

If the recipient is not already in the Entities List, you must add them before entering the expenditure.
1. Click the Expenditures icon Expenditures.
2. In the Expenditure Type field, select Loan Made using the drop down box.
* Upon selecting Loans Made from the expenditure type drop down box, a warning message "This will create an asset that will be reported as an investment until it is repaid or forgiven. Do you wish to proceed?" will appear.
3. To proceed, click Yes, otherwise click Cancel, to return to expenditures.
4. Enter the date the loan was made, amount, and check number if applicable.
5. In the Expended To field, type the last name or entity name, click on the name once it appears on the list below.
6. The purpose field will auto-fill to Loans Made, and will not be able to be changed.
7. In the Beneficiary field, the beneficiary will auto-fill to the name of the entity receiving the loan.
8. Click Save.

The Loan made will now be reflected on an investment schedule until the loan made is fully repaid or forgiven.