Importing Data Into FECFile

(Individuals and Organizations, Schedules A, B, and H4, only)

The FECFile import feature allows users to import the following data sets into the software:

-Individuals and organizations (IND/ORG)

-Schedule A transactions (SA)

-Schedule B transactions (SB)

-Schedule H4 transactions (H4)

To successfully import a data set, the data set must be formatted properly into an "import format"-- an ASCII character (28) delimited text file.

Contained on this page you will find a link to download the FECFile Import Format and the ASCII 28 data converter tool, followed by step-by-step instructions on how to import your data sets.

Download FECFile Import Format and Data Converter:

Click the following link: ImportFormatFEC

This will open a download session window. Left click onceon the "Save" button, select the desired location for saving the file, your Desktop for instance, and start the download.

Once the zipped file has downloaded and the files extracted, open MSExcel and click “File” from the Menu; click “Open”, and browse to find the import format spreadsheetin the location where you saved it, and open it.The workbookcontainsa format for the IND/ORG, SchA, SchB, SchH4 and worksheets for each. The workbook also contains a Legend (title tabs are on the bottom).

NOTE: One of the files extracted from the zipped download is the Data Converter. Usage of this tool will be explained in the next section.

Enter your data into the worksheet. Take note of what fields are importable and what fields are required.

Once your data entry is complete, delete the header line in the worksheet. Click on “File”; “Save As”, and save the worksheet as a comma separated variable (*.csv) file. Example (myfile.csv.).

Converting data from your Import Format into the ASCII 28 delimited text file.

NOTE: FECFile requires a special delimiter to separate data fields in your Import Format. The following steps will convert your csv text file into an ASCII 28 delimited file.

Left click, drop and drag your csv file onto the Data Converter, release the mouse button.

A new file will appear with the same name, only the extension now has changed to *.fs (myfile.fs). This is your ASCII 28 converted file. The file is now ready to be imported by FECFile.

Importing your ASCII 28 delimited text file into FECFile.

NOTE: The procedures for importing individuals and organizations differ a bit from importing Schedules. Both instructions follow below.

Importing Schedules (A, B, and H4):

Open the software as normal, load your DCF File, and click on the “Reports” icon.

Click the left mouse button to highlight the report in which you intend to import your transaction data.

NOTE: All transactions dates must fall within the selected report’s coverage date range.

At the top left of your screen, select “Tools” then “Import Transactions”. An “Import From” window will appear.

Locate your import file; highlight it by clicking the left mouse button and select “Open”. The “Import Window” will appear.

NOTE: Remember your import file will have the extension (*.fs).

Left mouse click on the “Start” button and your data will import into the software.

NOTE: If your file has duplicate individual or organization entries the “Merge” window will appear. The Merge feature is discussed in more detail in the FECFile User Manual. In short, this tool allows you to merge two like records into one. You can merge the entire record or individual fields. Left mouse click the Merge button and the Left record will be added.

Click “Ok” and take note of the status logging that appears now in your “Import Window”.

NOTES: Status logging shows you the following:

-Import results

-Number of transactions imported

-Any errors that occurred during the import process

Any transaction that failed the import process must be fixed in the MSExcel .csv file, re-converted to the ASCII .fs file, and re-imported. You must also delete any transactions that were previously imported, as they will create duplicates when re-imported.

Click the “Close” button and click on the FECFile “Save” icon to save your imported data and your database.

Note/Tip: If you find that you have imported large data sets that contain many errors, you may find that it is easier to close down FECFile without saving your import and starting over the import process (once you have corrected the data in the csv file).

Importing Individuals and Organizations:

Open the software as normal, load your database.

At the top left of your screen, select “Tools” then “Import Names”. An “Import Names From” window will appear.

Locate your import file; highlight it by clicking the left mouse button and select “Open”.

NOTE: Remember your import file will have the extension (*.fs).

If your file has duplicate entries the “Merge” window will appear. The Merge feature is discussed in more detail in the FECFile User Manual. In short, this tool allows you to merge two like records into one. You can merge the entire record or individual fields.

Left mouse click the Merge button and the Left record will be added. Upon the last entry, the import process is finished and the “Merge” window disappears.

NOTE: The “Continue” button in the Merge window allows you to skip a particular record and move to the next without the merge occurring.

The “Individuals/Organizations” window should now be open in your software. Confirm that your new entities have been imported. The “Individuals/Organizations” window contains all of the profiles you have created in alphabetical order.

Click on the FECFile “Save” icon to save your imported data and your database.

If you have questions regarding importing, please call the FEC Electronic Filing Office at (202) 694-1642 opt# 2.

Page Modified October 4, 2011