Aristotle Support

Adding Contributions Data

Article ID: 613
Last updated: 11 Mar, 2010

Adding Contribution Data
 
To enter Contribution data you must first locate and open the Master Record or Create a new
Record.

Step-by-Step…

1.  Open Contributor’s Record.
2.  Select the Contributions Subfile by clicking on the Contributions tab or
pressing Alt+C.
3.  Open the Contributions Subfile by double-clicking in the gray area below
the Contributions tab (or press Ctrl+K).

4.  The Contribution Edit Screen appears as shown. Previously entered
contributions appear above the edit section on this Screen.

Note that there are List Boxes (...)  for Period, Type, Source, and Event.

5.  Insert a new entry by clicking the (+)  button, or pressing Ctrl+I. 
6.  Enter the Date if different from the auto-filled current date. 
 
ADVISORY: The date field is considered the date your committee received the
contribution. Information in the Contribution Subfile will be included or excluded from the
financial disclosure reports depending on the Date field. 
  
NOTE: If you want to use the current date, press the Tab key. Also, while
the date is highlighted on the screen, you can advance the date by pressing
the “+” key on your number pad. If you want to use another date, use the
format MMDDYYYY – you do not have to type the slashes.
 
7.  Enter the Amount. Do not enter a decimal point.
8.  Period is auto-filled as the period of the last contribution entered. change
or tab to the next field.
9.  Enter the Contribution Type.
10. Enter the Source.

 TIP: It is a good idea to use the detail in the Source field. You will use the Source Field
for running internal System Reports like an Event Contribution Report, Receipt
Transaction List, etc. Create a meaningful Source code such as 03/17/2004 E-mail
Fundraiser. For FEC reports and most state reports, the data in this field will not appear
on financial disclosure reports, so you can be as descriptive as you like.

11. Enter a Note if desired.

Processing Credit Card Contributions

This section covers the new credit card payment option in CM5. For instructions on paying
by check, skip a few steps to the heading “Processing Check Contributions.”
 
 12. If payment of contribution is by credit card, you can now process the
credit card on the Contribution Edit screen by clicking on the credit card
button.
 
13. Enter the Credit Card Number and the Expiration Date, and click Submit.

The program automatically brings forward all three addresses and allows you to choose the
one that is the proper billing address or to enter another one. You have the option of
charging the card only once or charging it monthly. If you charge it once the credit card
number is not saved.
 
 14. To complete the transaction, click the Process button.

NOTE: You must have an Internet connection to access this feature. If
you have problems with this feature, call Technical Support at 1-800-243-
4401.
 

 15: Declined credit card processing: If a credit card number or charge is
declined you will receive the following message:

This means that you need to check the credit card number, expiration date,
name, and address, and then resubmit the charge. If it is declined again,
check with the cardholder to determine the problem.
 
16. Settling: At the end of the day or at the end of the week, you will need to
Settle the Credit Card Batch. This option is found on the Accounting
menu. Choose this option and pick the batch to close out and this will set
up all of your fees and let you know if any of the transactions have been
rejected. See “Settling Credit Cards” on page 84.
Processing Check Contributions
17. Enter the Check Number.
 
18. Enter the Deposit Date.
Completing the Contribution
These final steps apply to all methods of payment.
 
NOTE: You can close and save your entry at this point if it suits your
situation. It may not be necessary for you to add information past the
deposit date.
 
19. Enter a Mail Merge Letter and Batch Identifier.

20. Enter Contact Field if necessary. Many of the state reports and some
sections of the FEC report require that you provide information that links
records together. The Contact field is often used for that linking. Please
refer to the FEC section of this manual for additional information on when
and how the Contact field may be used for such purposes.
 
21. Enter the Budget Account number if you want to track expenses.
Budgeting in CM5 is a very powerful feature. It allows your organization
to track specific types of expenses and keep you on track with your
financial plan.
 
 22. Enter Reported Bank Account if desired.

NOTE: Do not enter Reported Account information unless you have
consistently selected a bank account for all operating credits and debits. If
you have not used this as a Standard Data Entry Rule from the beginning
of the fiscal year, your reports will not be accurate. This step is not
required unless you want to assign credits and debits to a specific bank
account or unless your committee must file multiple financial disclosure
reports. For additional information, refer to the section on Bank Accounts. 
 
23. Close and save the entry.

 

This article was:   Helpful | Not helpful Report an issue


Article ID: 613
Last updated: 11 Mar, 2010
Revision: 1
Views: 415
Prev     Next
Accounting and Contribution Types       Bank Accounts