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Adding a new Record

Article ID: 580
Last updated: 11 Mar, 2010
Creating New Records

There are several ways to create a new Master Record.
 • Manually: You can manually create a new Record by following the instructions below.
•  Search and Create: You can create a new Record using the Name Search feature (creating a new Record when the name is not found).
•  Copy: You can create a new Record by copying an existing Record using the Quick Entry feature.
CM helps you avoid creating duplicate Records by scanning the Dataset for Records with identical spellings in the First Name and Last Name fields prior to creating a new Record. If an apparent duplicate is found, you will be given the option to use the pre-existing Record. It is a good idea to get into the habit of carefully examining any potential duplicates prior to creating a new Record. Duplicate Records can wreak havoc to your Dataset!
   ADVISORY: For accurate financial disclosure reports, Individuals, Vendors, PAC’s, and additional Organization or Committees should each have their own Master Record.
Creating a New Record
1. From the Main Menu Bar, select Records > New (or press Ctrl+N, or click the Add New Record icon).
2. Enter Last Name.
    NOTE: Name fields will automatically capitalize the first letter—it is not
necessary to hold down the Shift key.
3. Enter First Name
TIP: After entering the First Name hit the Enter key. A new Master Record will be created and a new Master Edit Screen will open. Press the Enter key two more times and the First Name and Last Name will auto-fill onto the Mail Name line. At this point you may simply add the prefix (e.g., “Mr.”, “Mrs.”). This will speed up data entry.
4. Enter Mail Name if different from a combination of the first and last name.
5. Click New or press the Enter key.
 NOTE: When a New Record is added, the entire Dataset is scanned for the existence of the new Record. If any Records are found with the same name, they are displayed with addresses. You will then have the choice of selecting the existing record or creating a new one.
Entering Contact Information
Now you need to enter the Record’s address(s). CM can store up to three addresses for each Record: Home, Work, and Mail. Each address also has three lines plus the city, state, and zip code line. You can move among the three address options by repeatedly clicking the address button.

Available Record Types:

 Authorized Committee: Any political committee, including prinical campaign committee, authorized in writing by a federal (some states) candidate to receive contributions amd make expenditures on his or her behalf. There are more specific Record types in CM to identify most Authorized Committees.  Use this record type to identify committees that participate with your committee in a joint fundraiser.    

Bank/Lender: Bank or lender that might make a loan to the John Doe for Congress Committee. 

 Candidate:    This is your Candidate, i.e. John Doe. 

Candidate Committee: This the official committee for dandidate running for office.  In this case, John Doe for Congress.  Your committee may also received contributions from or donate contributions to other official candidate committees. You will want to classify these records with the Record type Candidate Committee. 

  Corporation: Any separately incorporated entity including both for profit and no-profit corporations.  Including corporations without stock, incorporated membership organizations and incorporated cooperatives.   

Advisory: Contributions and disbursements from a Record with Corporation selected as the REcord Type will not appear anywhwere on the FEC report. 

Individual : One person. The Record type field of a new Record defaults to Individual. 

PAC: Political Action Committee

Partnership : This is a business that has a partnership. Usually a lawfirm or LLC. 

Political Party Committee: A political committee that represents a political party and is part of the official party structure at the national, state, or local level. 

Senator: This is a Senator.  In most cases, you should select the either Candidate or Individual in the Record type field and use the profile Subfile to identify the office sought or current office of a candidate for office. 

Vendor: This is a business that the John Doe for Congress pays for services rendered. 

Advisory: If the committee pays an employee or other person for services, select Individual, just in case this person is or becomes a contributor to the committee.  

Volunteer: An individual that volunteers for the John Doe for Congress Committee. 

Advisory: It is better to use the Issues Subfile to tag a person as a volunteer.  The Volunteer may also be a contributor, in which case type would need to be changed to individual.                                                                                                                                                                                                

1. Enter Addresses.
 2. Enter Zip Code.
 NOTE: The City, State, County, and Congressional District are auto-filled when the Zip Code is entered. The State Senate, Assembly and Precinct Districts are auto-filled when a nine-digit Zip Code is entered. CM5 will attempt to correct your addresses to post office standards if you have
installed the Mailers+4 software provided.
3. Select the Precinct from the list of defined precincts. If you do not see the one you want, click Add in the dialog box to set it up. You may also modify the State Assembly and State Senate fields.
 4. There are four fields for Local Districts. You may use these if the State Districts or Precincts are further divided into local sectors, like wards.
 5. Enter Phone Numbers.
 6. Enter E-mail Address.
 7. Modify Salutation (informal greeting). You can use this field to record a less formal salutation; e.g., change “William” to “Billy”.
NOTE: The Salutation is auto-filled with the text contained in the First Name field when you hit TAB twice to move your cursor from the Last Name field to the Mail Name field.
8. Enter Employee and Occupation information. If an exact match is found, the field will be auto-filled. You can also click the List Button to select from a list of occupations.
 TIP: To quickly move through a list, type the first letter of the entry for which you are looking or use the Page Up or Page Down keys. If you place a space in front of the field entry, the entry will not alpha sort (disabling this fast entry access).
 ADVISORY: It is very easy to duplicate the entries in this field. While we will discuss ways to clean up and organize entries in the List Boxes, it is a good idea to check for duplicates as you enter the data. For example, before entering Administrative Assistant in the Occupation field, check to see that Admin. Asst., Administrative Asst. or any other variants or misspellings are not in the list before you do so.

NOTE: You may also use the Quick Data Entry feature to add Subfile information such as issues and Organizations to a Record.
1. Open an existing Record.
2. Click the Add to Quick Entry toolbar button . This adds the current
master Record information to the Quick Entry Manager.
3. Click OK.
4. Create a new Record: From the Main Menu Bar, select Records > New.
5. Click the Copy Saved Quick Entry toolbar button .
6. Overwrite the existing name with the new Record’s name.
7. Overwrite the Salutation with the new Record’s Salutation.
8. Close and Save.

2. Enter First Name and Last Name.
NOTE: The program will search for a Record with the exact information you type. Be careful not to make typos. We will discuss the Name Search dialog box in further detail in a later chapter.
3. Check option in the lower right corner: Create new record when not found. Selecting this option will first scan the Dataset for a record based on provided text. If no Record with the exact same infor mation is found, a new Record will be created and a new Master Edit screen with the provided first and last name will open on your desktop.
Creating a new Record with Quick Entry Toolbar
The Quick Data Entry feature allows you to create a duplicate Record from an existing Record so that shared information need not be entered separately.

1. Select correct Record Type from the List Box (   icon).
2. Select Record Status.
 Available Record Status Designations:
Status                        Definition
                  Active (default)                         Record is active with current address.
Moved, Forward, order has expired.               Current address unavailable.
Deceased                                          Record holder has passed away.
ADVISORY: Do not delete the record. Deceased person may still have financial data, which you must report.
Duplicate Record                               is a duplicate of another Record in the Dataset. 
    Registrar                         Removed Record holder has been moved from voter registration.

Other Record has been marked as inactive for another reason.  


Additional Record Options
1. If desired make entries for Affiliation, Birth Date, and Origin.
NOTE: The Affiliation and Origin fields have a List Box to the immediate right of the data entry field. You may type your entry or choose an entry from the list of previous data entered by selecting the List Box. You can create additional selections that can easily be modified.
2. Voter ID Number: Registered Voters have a unique Voter ID assigned to them by the city or county registrar or by the Secretary of State. If you have this information, you may enter it into the Voter ID field.
 ADVISORY: This field is also used to link records regarding information in the Contribution and Disbursement Subfiles for financial purposes. For additional information, refer to FEC Data Entry manuals and State Report Readme texts.
3. Title field: NEW!! Use the Title field to enter any distinguished title of the individual, such as “Dr.”, “Honorable”, “Congressman”, etc.
Saving and Closing
Click the Save button, then close the Master Record by clicking the X in the top right corner. Click Yes when asked if you want to save changes.
Creating a New Record with Name Search
You can also create a new record by selecting the Create a new record when not found checkbox on the Name Search screen. This method is especially handy if you have a lot of new entries and want to quickly create new Records that you are fairly certain do not already exist. It is also a great way to avoid duplicating an existing entry.
1. Generate a Name Search by selecting from the Main Menu Bar: Records
> Name Search, or click the Name Search button . The name search dialog box will appear: (Binoculars)

Setting Record Type and Status
The CM5 software application uses the Record Type to assign Contribution and Disbursement transactions to the correct Schedule and Line on Federal and State financial disclosure reports. Several pre-existing Record Types may be selected by clicking the list box adjacent to the Type field on the Master edit screen. If you enter a Contribution or a Disbursement into the Record’s Subfile and you have not coded the Master Record Type correctly, your financial disclosure data
will not be reported on the correct Schedule. It is imperative that you enter the correct Record Type to ensure accurate financial disclosure reporting. Please refer to our FEC Data Entry Manuals or State Report Readme texts to learn proper financial disclosure data entry.
Let’s assume that you work for the candidate John Doe, who is running for U.S. Congress. For the purposes of CM5 data entry, the table below defines the pre-existing Record Types.

Setting the Default Address: The thumbtack icon shown on the Home address button (above) means that the Home address has been designated the default address for the Record. To set an Address as the default, click the Address button until you reach the desired default Address and right-click to place a thumb tack on the button.
                Advisory: The Home Address is considered the Record's primary address.  CM   uses only the Home Address fields for financial disclosure reports. The primary address for a PAC, Vendor, Political Party Committee or any other entity reported on financial disclosure reports should be entered into the Home Address Fields.
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Article ID: 580
Last updated: 11 Mar, 2010
Revision: 1
Views: 452