# Module GF002: Audited Financial Statement Module

## Module Overview

In this module, agencies will manually enter their audited financial
statement data by agency line item for each required financial
statement. Agency line item descriptions were identified in the
Financial Statement Template Module (GF001).

Agencies will select the entity's reporting method and decimal point
location in this module. The reporting method and decimal place setting
is applied to all statements for that entity. The methods selected will
be used in the Agency Audited Financial Statements Module,
Reclassification Module, Intragovernmental Trading Partners Module and
other modules, as needed. The reporting method and decimal point
location assigned by the verifying agency are based upon the method used
for the published agency audited financial statements. The reporting
methods from which the user can select are hundreds, thousands,
millions, billions, and whole dollars. The user will also select the
number of decimal places from the right that the decimal point appears
in their reported financial statements. The user can select from three
options for decimal point location: one decimal place, two decimal
places or zero decimal places.

Any "Inactive" lines from Module GF001 will not be presented in Module
GF002.

For current period data, the user has the option to view the FACTS I
trial balance data, but must enter the actual amounts manually. The
system has a report available for the user to validate that all SGL's
used in the agency's FACTS I submission are also assigned to line items
in the template. The report is called the "SGL Report."

## Logging on to GF002

1.  Navigate to the GFRS menu screen.

2.  Type "GF002" into the "Go to" screen and press enter twice or open
    the screen by expanding the GFRS menu and placing the cursor on the
    GF002 selection. Double-clicking will open the module.

> ![](media/image1.png){width="4.791666666666667in" height="2.96875in"}

3.  The GF002 screen will open to the first record that the user has
    permission to view. All records that the user has permission to view
    will be ordered by entity number (starting from lowest to highest).
    The statement must already be flagged as FINAL in GF001 to view the
    statement in GF002.

> ![](media/image2.png){width="5.996527777777778in" height="3.0in"}

## Querying a Record

This section describes the steps necessary to query and retrieve a
financial statement in GF002. GFRS retrieves financial statements by
entity number. To run a query and retrieve a financial statement follow
the steps listed below:

1.  Place the cursor on the Entity field.

![](media/image3.png){width="5.996527777777778in"
height="3.4604166666666667in"}

2.  Press the ENTER QUERY icon
    ![](media/image4.png){width="0.2604166666666667in"
    height="0.23958333333333334in"} on the toolbar. If a record was
    already displayed on the screen before the user enters the query,
    the screen will be blank.

3.  Double-click on the entity field to open the list of values (LOV)
    for the entity field.

Option 1:

-   Scroll through the entities displayed and highlight the appropriate
    entity.

-   Press the "OK" button
    ![](media/image5.png){width="0.5520833333333334in"
    height="0.2708333333333333in"} in the LOV to select the highlighted
    entity.

> ![](media/image6.png){width="5.995138888888889in"
> height="3.473611111111111in"}

Option 2:

-   The entity number may also be manually entered into the ENTITY field
    after hitting the ENTER QUERY icon.

> ![](media/image7.png){width="5.996527777777778in"
> height="3.4680555555555554in"}

4.  Press the Execute Query
    ![](media/image8.png){width="0.2604166666666667in" height="0.25in"}
    icon on the toolbar and all agency statements for the selected
    entity will be returned.

> ![](media/image9.png){width="5.996527777777778in"
> height="3.0833333333333335in"}

5.  To view other statements for the selected entity, press the NEXT
    RECORD icon ![](media/image10.png){width="0.25in"
    height="0.23958333333333334in"} and for previous Record icon
    ![](media/image11.png){width="0.22916666666666666in"
    height="0.23958333333333334in"} on the tool bar to navigate to the
    next record. All financial statements that have been flagged as
    FINAL in GF001 for that entity will be available in GF002.

> The user can also navigate through the financial statements by using
> the UP and DOWN arrow keys on the keyboard.
>
> ![](media/image12.png){width="5.995833333333334in"
> height="3.6222222222222222in"}

## Assigning Reporting Method and Decimal Point Location

The reporting method and decimal point must be assigned for each agency.
Both are assigned using the Reporting Method screen in the GF002 module.
Reporting method defines how the agency financial data is displayed in
the Audit Transaction screen. The data can be displayed in Whole
Dollars, Hundreds, Thousands, Millions and Billions. Decimal place
determines if decimals are to be displayed and if so, how many places to
the right of the decimal point should appear. There are three possible
selections: Zero (No decimals), one digit to the right, and two digits
to the right.

-   Users must select a decimal place setting and a reporting method
    before entering amounts into the Audit Transaction screen for any
    statement.

-   The reporting method and decimal point selection made in the GF002
    module are valid for [all statements]{.underline} in subsequent
    modules, and for GF006 Notes on the Notes Line Item Tab.

**Note: Once module GF002 is Final Flagged the "Reporting Method" can
not be changed.**

1.  Press the "Reporting Method" button on the main GF002 form. The
    reporting method screen will be displayed.

> ![](media/image12.png){width="5.995833333333334in"
> height="3.9243055555555557in"}

2.  Select one of the reporting method radio buttons (the default
    setting is "Whole Dollars"). There are five possible selections:
    Whole Dollars, Hundreds, Thousands, Millions & Billions.

3.  Click one radio button to select a decimal point setting. The
    default setting is "Zero." There are three possible settings: Zero,
    One and Two.

> ![](media/image13.png){width="5.53125in"
> height="3.2708333333333335in"}

-   Only one reporting method and one decimal location can be selected
    for each entity.

```{=html}
<!-- -->
```
-   The reporting method selected is also used in the Reclassification
    Module, the Intragovernmental Transaction Trading Partner Module,
    Closing Package Notes, and Other Data Modules.

4.  Press the "Submit" button
    ![](media/image14.png){width="0.6458333333333334in" height="0.25in"}
    to save the radio button settings.

5.  After selections are made for the decimal point and reporting method
    selections, "Reported In:" and "Decimal Point:" fields in the Audit
    Transaction Screen will be populated and will display the new
    settings.

-   Selections made for Reporting Method and Decimal place are applied
    to all of the financial statements for a given entity. Should the
    Reporting Method or Decimal Position be changed in a financial
    statement, the same changes will be applied to all of the financial
    statements for the selected entity.

> .
>
> ![](media/image15.png){width="5.995833333333334in"
> height="3.4611111111111112in"}

## Entering Prior Period Information

Upon setting the reporting method in GF002, data is populated for the
Prior Period column. These amounts are what the entity reported in the
prior year Financial Statement. Prior period amounts can be modified if
needed.

1.  Click mouse to move the cursor to the prior period field.

2.  Change desired amount(s) in the prior period field.

    -   The user must use the mouse or the down arrow on the keyboard to
        move the cursor to a new line.

    -   The REFRESH button in the header of the form will update prior
        period calculations.

    -   All lines with the exception of lines with account type "C" or
        "T" must have a value entered. Template lines that have zero as
        an amount must have "0" entered, and cannot be left blank.

> ![](media/image15.png){width="5.995833333333334in"
> height="3.4611111111111112in"}

##  Entering the Current Period Information

1.  Current period agency line balances should be entered into the
    current period field.

> ![](media/image15.png){width="5.995833333333334in"
> height="3.4611111111111112in"}

2.  Enter the balance of a line item from the Agency Audited Financial
    Statement into the corresponding field for the current open period.

    -   Balances cannot be entered for lines that have account types of
        "T" (Title) and "C" (Calculation).

> ![](media/image16.png){width="5.872222222222222in"
> height="2.8541666666666665in"}

3.  As balances are entered for each line item, the user must refresh
    the screen to updated calculations. To view updated calculations,
    the "Refresh" ![](media/image17.png){width="1.2708333333333333in"
    height="0.19791666666666666in"} push button must be pressed.

> ![](media/image18.png){width="5.833333333333333in" height="2.65625in"}

## Other Cost Basis of Accounting (OCBOA)

Other Cost Basis of Accounting (OCBOA) agencies are treated differently
in Module GF002: Audited Financial Statement Module. If an agency is
unsure of if they are an OCBOA agency please contact your Financial
Report Division (FRD) contact for information.

1.  Navigate to the GF002 screen. The OCBOA push button will be enabled.

2.  Press the "OCBOA" ![](media/image19.png){width="0.65625in"
    height="0.25in"} button to access the OCBOA Adjustment Screen.

-   When the OCBOA button is enabled, users must press the OCBOA screen
    to populate the OCBOA fields with data from the Audit Transaction
    screen.

> ![](media/image20.png){width="5.996527777777778in"
> height="3.4604166666666667in"}

-   The first time the OCBOA button is clicked, this form will populate
    with the same numbers in the FEDERAL GAAP columns as those in the
    grayed out columns.

-   The user will manually adjust the Federal GAAP numbers as necessary.

> ![](media/image21.png){width="5.999305555555556in"
> height="3.6618055555555555in"}

3.  Data entered into the OCBOA fields have the following validations
    that take place when the FINAL FLAG is checked.

-   All lines with the exception of lines with account type "C" or "T"
    must have a value entered. "Zero" must be entered into template
    lines have zero as an amount to report.

-   If the financial statement is a balance sheet, both the OCBOA
    statement and the Audit Template must be in balance (Debit Lines =
    Credit Lines).

4.  Press the "Refresh" button
    ![](media/image17.png){width="1.2708333333333333in"
    height="0.19791666666666666in"} to update calculated fields with
    updated OCBOA amounts.

> ![](media/image22.png){width="5.999305555555556in"
> height="3.6569444444444446in"}

5.  Once the final flag is checked, the Federal GAAP amounts entered in
    the GF002 module are eligible for reclassification in the GF003.
    Only Federal GAAP amounts will be displayed in the GF003 module.

6.  Press the "Return to the Previous Screen"
    ![](media/image23.png){width="1.5208333333333333in"
    height="0.2708333333333333in"} to save all changes and return the
    Audit Transaction screen. To exit the screen without saving changes
    press the "Cancel"
    ![](media/image24.png){width="0.6770833333333334in"
    height="0.23958333333333334in"} button

7.  Users may also view ATB data that was submitted in the FACTSI
    submission by pressing the "View ATB Data"
    ![](media/image25.png){width="1.28125in"
    height="0.20833333333333334in"} push button.

## Normal Balance Settings

**[Understanding Normal Balances]{.underline}**

When entering agency financial statement line amounts, users must be
cognizant of the normal balance of both the Agency Financial Statement
Line Items as it was selected in GF001. The rules for entering amounts
is as follows:

1.  If the balance of the line item is the same as the normal balance of
    the line item (as assigned in GF001) then the amount should be
    entered as a positive number.

2.  If the balance of the line item is the opposite of the normal
    balance of the line item (as assigned in GF001) then the amount
    should be entered as a negative number.

    -   Calculations will be performed in the system using the true
        balance of the account.

    -   All calculations resulting in a debit balance will be displayed
        as positive numbers. All calculations resulting in a credit
        balance will be displayed as negative numbers*.*

    -   Debits are treated as positive numbers and credits are treated
        as negative numbers, for purposes of calculations.

        A.  **Total Debit Calculation**

> ![](media/image26.png){width="5.675in" height="2.0527777777777776in"}

B.  **Total Credit Calculation**

> ![](media/image27.png){width="5.689583333333333in"
> height="2.2381944444444444in"}

## Saving Changes

1.  The template can be saved at any time by pressing the "Submit"
    button ![](media/image14.png){width="0.6458333333333334in"
    height="0.25in"} at the bottom of the form. The changes will be
    saved and the form will close.

2.  "Cancel" ![](media/image28.png){width="0.6145833333333334in"
    height="0.2708333333333333in"} should be pressed to close the form
    and avoid saving changes.

3.  The changes to the template may also be saved by pressing the "Save"
    ![](media/image29.png){width="0.23958333333333334in"
    height="0.21875in"} icon in the toolbar or selecting FORM -\> FILE.

> ![](media/image30.png){width="5.995138888888889in"
> height="3.9208333333333334in"}

## Running the SGL Report

An SGL report is available to the user to compare the USSGL accounts
assigned in the crosswalk to the financial statements in GF001 to the
USSGL accounts used in the FACTS I file submission for that entity.

1.  To run the SGL report, press the "SGL Report" push button
    ![](media/image31.png){width="1.28125in"
    height="0.20833333333333334in"} on the Audit Transaction Screen.

> ![](media/image32.png){width="5.996527777777778in"
> height="3.126388888888889in"}

2.  A confirmation message will be displayed confirming that the report
    has been run and prompting the user to retrieve the report. Press
    "OK" ![](media/image33.png){width="0.41944444444444445in"
    height="0.21944444444444444in"} to acknowledge the message.

![](media/image34.png){width="4.260416666666667in"
height="1.6666666666666667in"}

3.  To view the SGL report, press the Message Retrieval
    ![](media/image35.png){width="0.3020833333333333in"
    height="0.2708333333333333in"} button on the tool bar to display the
    reports in the queue.

> ![](media/image36.png){width="4.739583333333333in"
> height="3.1979166666666665in"}

4.  The Message Retrieval screen (WF003) will open and display all of
    the reports that the user has requested. By default, the most recent
    report requested by that user will be the first report displayed.
    The message screen will provide a status of the report. To view the
    SGL report press the "View"
    ![](media/image37.png){width="0.6041666666666666in"
    height="0.17708333333333334in"} push button and the report will be
    displayed.

5.  After pressing the view button, the report will be displayed in
    preview mode in PDF format. To print the report, press the print
    button ![](media/image38.png){width="0.2916666666666667in"
    height="0.22916666666666666in"} on the PDF tool bar.

> ![](media/image39.png){width="5.135416666666667in"
> height="2.8854166666666665in"}

6.  The report can also be saved locally by pressing the save icon
    ![](media/image40.png){width="0.2604166666666667in"
    height="0.22847222222222222in"}on the tool bar. When the save icon
    is pressed, the system will prompt the user with a screen to save
    the report in a designated folder. Select the location to save the
    report in the "Save in"
    ![](media/image41.png){width="2.1256944444444446in"
    height="0.20833333333333334in"} field and press the "Save"
    ![](media/image42.png){width="0.5194444444444445in"
    height="0.17083333333333334in"} button.

> ![](media/image43.png){width="4.75in" height="3.1666666666666665in"}

## Viewing ATB Data

ATB data can be viewed for all template lines using the USSGL crosswalk
defined by the agency in GF001. All agency lines with ATB data are
displayed in the ATB data screen. Each selected agency line with ATB
data can be detailed further by SGL account, Bureau and ATB code levels.

-   To view the ATB data press the "View ATB data"
    ![](media/image44.png){width="1.2604166666666667in"
    height="0.17708333333333334in"} button in the header of the form.
    The ATB data screen will open displaying all of the financial
    statement line items with ATB balances from the FACTS I submission.
    Only template lines with ATB data will be displayed.

    -   All of the ATB data screens are view only.

    -   The ROUNDED amounts on the form are displayed using the method
        assigned by the entity on the main GF002 form.

> ![](media/image45.png){width="5.996527777777778in"
> height="3.472916666666667in"}

-   To view the SGL data for any template line, press the SGL Detail
    button ![](media/image46.png){width="0.8645833333333334in"
    height="0.1875in"}. ATB data is displayed for each line by SGL
    account number.

![](media/image47.png){width="4.989583333333333in" height="3.125in"}

-   To view ATB data at the bureau level for a selected SGL account,
    press the "Bureau" ![](media/image48.png){width="0.71875in"
    height="0.1875in"} button to the right of the SGL line. The bureau
    screen will open and display all of the related bureaus and
    corresponding ATB balances for the selected SGL account.

![](media/image49.png){width="5.010416666666667in" height="3.53125in"}

-   From the Bureau screen ATB data for a selected bureau code can be
    viewed by pressing the ATB data
    ![](media/image50.png){width="0.9375in"
    height="0.20833333333333334in"} button. The ATB code detail screen
    displays the ATB data for a selected bureau.

> ![](media/image51.png){width="5.010416666666667in" height="3.5625in"}

-   Each ATB data screen has two push buttons, "Close" and "Return to
    Audit Transaction Screen." Pressing the "Close" button
    ![](media/image52.png){width="0.7604166666666666in"
    height="0.17708333333333334in"} will close the screen and return the
    user to the previous screen. The "Return to Audit Transaction
    Screen" button ![](media/image53.png){width="2.0520833333333335in"
    height="0.20833333333333334in"} will return the user to the main
    form of the module.

> ![](media/image54.png){width="5.010416666666667in"
> height="3.7708333333333335in"}

## 

## Flagging the Financial Statement as Final

Once all current period data and prior year data has been entered, the
final flag must be checked to finalize the agency audited financial
statement and to allow the user to proceed to the GF003. The data
entered into GF002 cannot be used in other modules until the final flag
button is checked.

When the final flag is checked, the system validates that amounts have
been entered for all line items that are not "T" or "C." If a financial
statement line is blank, the system will display an error message and
the user will be required to enter a numerical value for the affected
line. The user must manually key a '0' for line items with no amount.
After the final flag is checked and the financial statement is complete,
the statement becomes available for reclassification in GF003.

To set the final flag for balance sheets, the debits and credits must be
in balance. If the balance sheet is set up for Other Cost Basis of
Accounting (OCBOA) reporting, the debits and credits must be in balance
in both the Audit Transaction screen and OCBOA Transaction screen.

1.  Check the Final Flag check box
    ![](media/image55.png){width="0.78125in" height="0.1875in"} once the
    GF002 Financial Statement is complete. You should receive the
    following messages if you do not meet the edit checks to Final Flag
    the module.

-   For the final flag for a balance sheet financial statement, the
    debits and credits must be in balance for both Audit and the OCBOA
    Transaction screens. Should either or both statements be out of
    balance an error message is displayed.

![](media/image56.png){width="4.270833333333333in" height="1.65625in"}

-   ![](media/image57.png){width="3.6458333333333335in"
    height="1.625in"}All statement lines (Except lines with account
    types "T" or "C" must have values entered. Statement lines that do
    not have values should have "0" entered as an amount. Should the
    final flag be checked for a statement that has an empty line, the
    following error message is displayed.

2.  The user should enter an amount for the empty line item before
    clicking the FINAL FLAG again.

-   Once the final flag is set in GF002, the reporting method cannot be
    changed. The GF002 will display a warning message telling the user
    that the Decimal Place and Reporting Method cannot be changed after
    the final flag is set.

> ![](media/image58.png){width="4.458333333333333in" height="1.78125in"}

-   The GF002 system will display a warning message asking the user if
    all of the data has been entered into the OCBOA screen. .

> ![](media/image59.png){width="3.7708333333333335in"
> height="1.5833333333333333in"}

-   Once all amounts have been entered properly, the system will allow
    the statement to be flagged as FINAL.

```{=html}
<!-- -->
```
-   Once all statements are flagged as final in the module, the user
    will receive the message below informing him that the module is
    ready for completion in the GF008 module by FPA. Press "OK"
    ![](media/image5.png){width="0.35in" height="0.17083333333333334in"}
    to acknowledge the message.

> ![](media/image60.png){width="4.302083333333333in" height="1.59375in"}

## Modification of Existing Records

The ability to edit agency audited financial statements depends on the
approval status of the statement. If the module has been approved and
locked by the CFO or IG in GF008, the statement will be un-modifiable
unless the CFO or IG unlocks the module for editing. (If the module has
not been approved in GF008 the current period balances and the prior
period balances can be changed). Modifications to the statement line
descriptions cannot be made in GF002. The addition and subtraction of
lines, the changing of line descriptions, and the changing of
calculations must be done in GF001 (refer to section 1.8).

To make changes, the final flag must be unchecked. Once the changes have
been made, the final flag must be re-checked and the Agency Financial
statement re-validated before the changes can be finalized and approved
in the GF008 module.

## Modifying a Statement Marked as Final

1.  If the FPA has marked all statements as FINAL
    ***[and]{.underline}*** marked the entire module as COMPLETE in
    GF008, the FPA must FIRST reopen the module in GF008 before making
    any changes within the GF002 module. If the FPA has not flagged all
    statements as final in GF008, he must only uncheck the final flag in
    GF002 to make edits.

2.  Once the module has been reopened from GF008 (if necessary), the
    user will uncheck the final flag in the GF002 main screen for the
    desired statement.

![](media/image61.png){width="5.996527777777778in"
height="3.4805555555555556in"}

3.  Make the required changes to the statement.

-   Values may be changed in both current and prior period fields.

4.  Check the final flag check box to finalize the financial statement
    and change the statement status to FINAL. By checking the final
    flag, the Audited Financial Statement is completed and is available
    in GF003.

-   Click on the "SAVE" icon
    ![](media/image29.png){width="0.23958333333333334in"
    height="0.21875in"} to save the changes and leave the screen open or
    press the "Submit"
    ![](media/image14.png){width="0.4895833333333333in"
    height="0.19791666666666666in"} button to save and exit.

The ![](media/image28.png){width="0.44930555555555557in"
height="0.19652777777777777in"} button is used to exit the screen
[without]{.underline} saving changes.