CSFP Data Management
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      How to Resolve Common Issues in Your CSFP Data

      Because of the scale and complexity of many states' CSFP programs, it's common that certain data points require regular cleaning in PantrySoft. The following will walk you through likely scenarios.

      If you have questions about any of these scenarios, or are running into an issue not listed here, please reach out to our Support team! We're happy to help.

      Table of Contents: 

      Participants with Multiple Active CSFP Records

      Participants With Multiple Visits in One Month

      Sites/Subsites Don't Have a Food Bank Associated

      Participants Don't Have a Site/Subsite, or the Site/Subsite is Incorrect

      Visits Missing Sites/Subsites

      Participants with Multiple Active CSFP Records

      Issue: Multiple active CSFP records exist for a single participant

      Solution: Ensure that the primary record is up to date and accurate and delete the duplicate record.

      1. Go to Dynamic Reports.
      2. Run the report 'Household Members With Duplicate CSFP Records'
      3. Each row is an active CSFP record for a client
      4. Click the participant's name to open the client record page
      5. Select the older or inaccurate CSFP record under the CSFP widget
      6. Expire or delete it

      Please note that PantrySoft is designed to only show the most recent record on the CSFP and CSFP Visit Dashboards.

      Participants With Multiple Visits in One Month

      Issue: More than one visit has been recorded on single participant for a given month as a result of duplicate participant records

      Solution: Edit the visit and select the desired Site/Subsite.

      Note that this is the recommended solution when the participant has only actually received one distribution in the month, but because visits were recorded in bulk across duplicate client records on the Visit Dashboard, multiple visits were recorded for them in PantrySoft. If the client has actually received multiple distributions in one month, follow the adverse action required by your state procedures (Discontinuance or Disqualification).

      1. Go to Dynamic Reports
      2. Run the report 'Visiting Clients by Location'
      3. Set a date range of a single month (This is important! If multiple months are selected, we expect that multiple visits are recorded.)
      4. Sort by ‘Visits to this location in range’ descending
      5. The clients with more than 1 in this have duplicate visits recorded
      6. Click the client name to open them
      7. Reference the visits in the left column under activity
      8. Click the edit icon next to the visit you’d like to delete
      9. Click delete and follow the instructions

      Please note that cleaning these up will change historical visit counts so make sure everyone knows that and proceed with caution. This is likely to be an ongoing problem as people just make mistakes on the ground and may enter multiple visits without realizing it. Especially when doing data entry after the fact. We’ve created another report to help audit this and see which users specifically did the double entry. That way you can offer training or review their workflows. 

      Audit Users Recording Duplicate Visits 

      1. Go to Dynamic Reports
      2. Run Multiple Visits in Range
      3. Sort by Client Name or Client Account Number.
      4. Reference who created the visits.

      Sites/Subsites Don't Have a Food Bank Associated

      Issue: Some of the sites or subsites in my reporting don't have food banks associated with them, which results in inaccurate overall food bank numbers reported.

      Solution: This is because the location group is missing from the site or subsite's settings. To assign a location group to a site or subsite, follow these steps: 

      1. Go to Dynamic Reports
      2. Run Visit Counts by Site/Sub-Site for the desired period
      3. Sort ascending by ‘Food Bank’
      4. In another tab go to Account Settings (click the carrot next to your username in the top right, you'll see Account Settings in the dropdown)
      5. Scroll through the list of locations
      6. Look for locations missing a location group (food bank)
      7. Edit the location and assign it to the correct location group (food bank)

      Participants Don't Have a Site/Subsite

      Issue: Some clients don't have a Site or Subsite assigned to them.

      Solution: Sometimes clients are not assigned a Site or Subsite upon creation, so any visits recorded on their record will not be correctly assigned to the site and food bank. To fix this, follow these steps:

      1. Go to Dynamic Reports
      2. Select the report named Clients Missing Subsites
      3. Click the name of the client
      4. On the client record click the edit icon next to Site or Subsite
      5. Set the correct subsite

      If you find that you have many client records that need reassigning, reach out to Support and we can review whether a bulk reassignment via our technical team would is warranted.

      Clients with an Assigned Site/Subsite That is Different From the Visit Site/Subsite

      Issue: Clients have a different Site/Subsite assigned to their Visits than they are assigned to.

      Solution: Note that this may not be a data issue (sometimes participant visits will happen at a different location from where they're assigned), although if you're seeing this is large numbers it can indicate an issue.

      1. Go to Dynamic Reports
      2. Run the report 'Visits with Client-Visit Site' or 'Subsite Mismatch'
      3. Sort by Client Location Ascending.

      Visits Missing Sites/Subsites

      Issue: The client's Site/Subsite is correctly assigned on their record, but there are visits without a Site/Subsite attached.

      Solution: Edit the visit and select the desired Site/Subsite.

      1. Go to Dynamic Reports.
      2. Run Visit Counts by Site/Sub-Site - Oct 2024 - Mar 2025
      3. Sort by Subsite Descending
      4. The rows with no subsite listed are the problems. Click into the individual visits and select the desired Site/Subsite.

      Sites/Subsites with Missing Visit Counts 

      Issue: If the visits from a specific Site or Subsite are not recorded in PantrySoft, it will create inaccuracies in your Food Bank reporting. This is often a result of offline visits being recorded on paper and someone forgetting to replicate the visits in PantrySoft.

      Solution: Record visits for the missing month(s) in PantrySoft.

      1. Go to Dynamic Reports
      2. Run the report 'Visit Counts by Site/Sub-Site' for the desired period
      3. Sort the previous month descending 
        1. (Ex: December for January counts)
      4. Sort the current month descending 
        1. (Ex: January for January counts)
      5. Scroll down the report and look for anomalies 
        1. (Ex: Distribution Site has 163 visits in January but 0 visits in December
      6. These sites must be contacted to see why they did not enter data into PantrySoft.

      Duplicate Participant Records

      Issue: Sometimes duplicate client records will be created, either via human error or as the result of a data import. 

      Solution: Indicate which record is the duplicate and ensure that the primary client record is up to date and accurate per the participant. PantrySoft can help clean up duplicate records.

      1. Go to Dynamic Reports
      2. Run the report 'All Duplicate Client Records'
      3. Sort by Last Name to see them most logically
      4. Click the client you want to indicate is a duplicate and needs removal
      5. On the new tab click the edit icon next to their name under Household Members
      6. Add (DUPE) to their first name