Since continuing political committees “close out” at the end of every calendar year, there is some extra work to be done in January to prepare for another year of reporting. 
 
You will need to know the “cash on hand” balance from Line 18 of the C-4 filed for December 2018. Please DO NOT use a beginning balance that does not match your bank balance. Doing this recreates any aggregation problems from previous years. Please contact PDC staff for guidance on correcting earlier reports. 
 

Instructions for PACS using ORCA

Backup your 2018 data

First, make a backup of your campaign data from 2018 and update your version of ORCA.  To update your ORCA, go here
 
To create a backup:
  1. At the home screen of ORCA, click BACKUP CAMPAIGN DATA icon
  2. Edit the “file name” field to remove the “*” leaving the “.zip” extension
  3. Choose the location where you want to save the zip file you created

Create a campaign for 2019

  1. Create a new committee using the setup wizard in ORCA
  2. Enter your beginning bank balance (should match the "cash on hand" from Line 18 of the December C-4) as carry forward cash; FILE>COMMITTEE INFORMATION>CARRY FORWARD CASH.  Click the green “plus” sign and enter the amount
  3. Be sure to select the election in which your committee is participating (FILE>COMMITTEE INFORMATION>C4 REPORTING PERIODS)
  4. Check the committee's last C-1pc and file an amendment if any information has changed (REPORTS>PREVIEW/PRINT C1PC>SUBMIT C1 REPORT)

Import your contacts

You can import your lists(s) of contacts from the 2018 ORCA data into your newly created 2019 ORCA campaign so you don’t have to re-type them. The import process will go smoothly if you don’t have any errors in your current list. In the 2018 campaign, use the “browse” button found in the bottom right corner of ACCOUNTS>CONTACTS>INDIVIDUALS (or the appropriate choice) to review your 2018 list. Delete any empty lines you find in your list. Be sure all your “couple” contacts have both an appropriate “couple name” and separate unique contact entries.
 
If you import contacts from 2018 to 2019 and errors exist in the 2018 campaign, ORCA will halt the import process. If you import a second time it will import the entire list again, subsequently duplicating the names from the first attempt. You can delete the duplicates after the import process is successful or choose to start over with a newly created 2019 campaign. 
  1. On ORCA desktop, click IMPORT AND EXPORT
  2. Click “IMPORT from another program or file”
  3. Click NEXT
  4. Click ORCA DATASET
  5. Click NEXT
  6. Select the closed campaign that has the names you wish to export FROM
  7. Click NEXT
  8. Double click the name of the new campaign committee you wish to import INTO
  9. Click NEXT
  10. Check items you wish to import
  11. Click IMPORT
  12. Click FINISH
Once you have imported your contacts, please review the list under ACCOUNTS>CONTACTS and remove duplicates. This step will ensure accurate aggregate totals for each contribution you attribute throughout the calendar year.