#  Module GF006: FR Notes

## Module Overview

The FR Notes module is the location where agencies enter Note data for
selected Balance Sheet Closing Package Line Items to be included in the
Financial Report of the United States. Users must complete the all Notes
assigned to their entity in order for the FR Notes module to be
finished. To be completed, all of the required fields designated must be
completed. Users enter data into four tabs: Line Item Notes, Other Notes
Info, Text Data, and Threshold. Once all of the necessary tabs have been
populated, the note is complete.

Notes are created and administered by the System Administrator in the FR
Notes Administration module (GF066). The System Administrator creates
Notes in their entirety. This includes the assignment of Notes to GFRS
entities, the selection of Closing Package Line Items assigned to Notes,
and the setting up of the Notes (columns, questions, thresholds, lines,
etc).

## Navigating to GF006

Users get to the FR Notes (GF006) module by one of two methods.

**Method 1**

1.  Go to the GFRS application menu. Double-click on the "Government
    Financial Reporting System (GFRS)" menu selection:

![](media/image1.png){width="4.802083333333333in"
height="2.9583333333333335in"}

2.  Double-click on the "FR Notes (GF006)" selection to open the
    program.

![](media/image2.png){width="4.8125in" height="2.9479166666666665in"}

The GF006 window will open displaying all the notes that the entity has
permission to access.

![](media/image3.png){width="1.5in" height="0.6354166666666666in"}

**Method 2**

1.  Enter "GF006" in the "Go to" field in the GFRS main menu.

2.  Press ENTER twice and the program will open.

![](media/image5.png){width="4.999305555555556in" height="3.1in"}

## Selecting Notes for an Entity

FR notes are displayed in the GF006 module by entity number. Users can
browse through the Notes module by entity number. Each entity displays
all of the notes that have been assigned by the System Administrator.

Users must first locate the desired entity before accessing its' notes.
Users may retrieve an entity by one of two methods.

**Method 1**

To select an entity, use the arrow keys
![](media/image6.png){width="1.0215277777777778in"
height="0.2548611111111111in"} on the tool bar to browse to the desired
entity.

![](media/image3.png){width="1.375in"
height="0.5826388888888889in"}![](media/image7.png){width="6.3125in"
height="4.572916666666667in"}

**Method 2**

1.  Place the cursor focus on the entity field.

2.  Press the enter query button.

![](media/image8.png){width="6.302083333333333in"
height="2.2916666666666665in"}

3.  Manually enter the four (4) character entity identifier into the
    entity field. or double-click on the entity field to open the entity
    list of values (LOV). Select the appropriate entity from the LOV and
    click the OK button.

![](media/image9.png){width="6.3125in" height="2.4791666666666665in"}

![](media/image10.png){width="3.5625in" height="2.3756944444444446in"}

4.  Press the execute query button
    ![](media/image11.png){width="0.2708333333333333in"
    height="0.2708333333333333in"} to display the entity.

    ![](media/image12.png){width="6.322916666666667in"
    height="2.2916666666666665in"}

When the entity is retrieved, the user will see the list of notes that
the entity is required to complete. Once the GF006 program is displaying
the appropriate entity in the FR Notes Selection screen, individual
notes for the entity may be navigated to by using one of two possible
methods.

**Method 1**

A note can be selected by placing the cursor focus on the desired note
and double-clicking. ![](media/image13.png){width="6.333333333333333in"
height="2.5104166666666665in"}

**Method 2**

A note can be selected by placing the cursor focus on the desired note
clicking the "Open" button at the bottom of the screen.

![](media/image3.png){width="1.375in" height="0.5in"}

Once the note has been opened from the FR Notes selection screen the
Closing Package Notes screen is opened.

![](media/image15.png){width="5.497222222222222in"
height="3.2819444444444446in"}

## Completing a Note

To complete a note follow the steps listed below. Users must complete
header information, Line Item Notes, Other Notes Info, Text Data, and
Threshold tabs (when necessary).

**Note Header and Footer:**

The note header and footer provide the user with basic information about
the current note being viewed. The Closing Package Note header and
footer consist of the following fields:

-   Note ID -- this will display the identifier of the current note.

-   Note Title -- this will display the title of the current note.

-   Fiscal Year -- this will display the current fiscal year.

-   Period (PD) -- this will display the current period (month).

-   Delete Data Button -- this is used to clear all data entered by a
    user for the current note (see section 1.7 *Deleting All Note
    Data*).

-   Entity ID -- this will display the entity identifier of the current
    entity.

-   Entity Name -- this will display the name of the current entity.

-   Status -- this is used to identify the data entry status of the note
    per the user.

-   Agency Notes -- this is used to identify the agency note(s) that
    contributes to data entered in the current note.

-   Submit Button -- this is used to close the Closing Package Notes
    window, saving changes made.

-   Cancel Button -- this is used to close the Closing Package Notes
    window.

Most of the fields in the header and footer (with the exception of the
buttons) are display only and therefore are not editable. However, the
following tasks should be considered in order to complete a note:

1.  Enter 'Agency Notes' data. Each entity must reference their agency
    specific note(s) that were used to compile the information entered
    in this FR Note. If there is no specific agency note reference,
    please enter "NA" or "None". There is a 50 character limit on this
    field. This is a required field for all agencies.

2.  Once all note data is entered into this FR Note, change the note
    'Status' from "In-Progress" to "Completed" (see section 1.6
    *Flagging a Note Complete*).

![](media/image16.png){width="6.497916666666667in" height="1.625in"}

**Line Item Notes Tab**:

The Line Item Notes tab is where a user enters information that may be
directly related to their agency's Closing Package data. The Line Item
Notes tab consists of the following fields:

-   Closing Package Line Description -- this field will display the FR
    Balance Sheet Closing Package line that is associated to the current
    note.

-   Normal Balance (NB) -- this field will display the normal balance of
    the Closing Package line associated with the current note.

-   Account Type -- this field will display the account type of the
    Closing Package line associated with the current note.

-   Closing Package Line Totals -- these fields display the total
    current period and prior period data associated to the Closing
    Package line selected. For verifying agencies, data will come from
    reclassification(s) made in GF003. For non-verifying agencies, data
    will come from ATB data associated with the Closing Package line.

-   Variances -- these fields display the difference between the Closing
    Package Line Totals and data entered in the note detail of this tab.

-   Reported In and Decimal Point -- these fields will display the
    agency's reporting method that is pre-defined (via GF002 selection
    for verifying agencies and FRD selection for non-verifying
    agencies).

-   Column Headings -- these fields display the pre-set column headings
    in the note detail of this tab.

-   Inactive Indicator -- these fields will display an "I" in bold to
    the far left of a line that is inactive for the current period.

-   Line No. -- these fields will display the line number that is
    associated to the adjacent line.

-   Line Descriptions -- these fields will display the line descriptions
    for the tab. Line descriptions can be pre-defined or \<blank\>.

-   Data Entry Fields -- these fields are used to enter data in order to
    complete the note.

-   Column Totals -- these fields display the sum of all the data
    entered in the data entry fields for an associated column.

-   Closing Package Definition Button - this is used to view the Closing
    Package line definition for the associated Closing Package line.

-   View ATB Data Button - this is used to view ATB data associated to
    the current note (see section 1.5 *Viewing ATB Data*).

Some of the fields on the Line Item Notes tab (with the exception of the
buttons) are display only and therefore are not editable. However, the
line description and data entry fields need to be considered in order to
complete a note. Here are the actions that need to be taken:

1.  \<Blank\> lines are identified by lines that have a line number
    without a line description. If line descriptions are \<blank\>,
    enter line descriptions for any lines that user will use to enter
    data.

2.  Enter data for all lines that require entry per the entity. Be sure
    to enter the data in the proper column.

3.  If data entry field turns gray in color, the field's threshold
    setting has been exceeded and an explanation is required (see
    *Threshold Tab*)

![](media/image17.png){width="5.875694444444444in"
height="1.5631944444444446in"}

*Key Facts to Remember about Line Item Notes Tab:*

-   Inactive lines cannot accept data. Only a previously reported number
    may be displayed in the "Previously Rptd." column for an inactive
    line.

-   Columns that are set up as formulas will not accept user data. These
    columns will only display formula totals.

-   Columns with "Previously Rptd." and "Line Item Changes" as their
    heading will not accept user data. "Previously Rptd." will display
    user data entered during the previous year in the current year
    column of the associated line. "Line Item Changes" will display the
    total of the following equation: Line Item Changes = Prior Period --
    Previously Rptd.

-   If a prior period and a "Previously Rptd." column exist, the prior
    period column will also display user data entered during the
    previous year in the current year column of the associated line. The
    figures in the prior period column however can be edited.

-   Note that the variance is decreased as amounts are allocated to the
    lines. Closing Package line total amounts for the current and prior
    periods must be fully allocated to the line items in the note.
    **[Current and prior period variances MUST be Zero before note can
    be completed.]{.underline}**

![](media/image18.png){width="6.498611111111111in"
height="4.245833333333334in"}

![](media/image18.png){width="6.498611111111111in"
height="3.876388888888889in"}

**Other Notes Info Tab**:

The Other Notes Info tab provides the ability to breakout Closing
Package Line items at second level. The Other Notes Info tab consists of
the following fields:

-   Section ID -- this field will display the current section that is
    associated to the current note.

-   Section Title -- this field will display the title of the section
    that is associated to the current note.

-   Type -- this field will display the data type that will be entered
    in the data entry fields by the user.

-   Reported In and Decimal Point -- these fields will display the
    reporting method that will be used on this section.

-   Section Selection Scroll Bar -- this scrollbar allow user to
    navigate between sections of the tab.

-   Column Headings -- these fields display the pre-set column headings
    in the note detail of this tab.

-   Inactive Indicator -- these fields will display an "I" in bold to
    the far left of a line that is inactive for the current period.

-   Line No. -- these fields will display the line number that is
    associated to the adjacent line.

-   Line Descriptions -- these fields will display the line descriptions
    for the tab. Line descriptions can be pre-defined or \<blank\>.

-   Line Normal Balance (NB) -- these fields will display the normal
    balance of the adjacent line.

-   Data Entry Fields -- these fields are used to enter data in order to
    complete the note.

-   Column Normal Balance -- these fields will display the normal
    balance of the associated column.

-   No Data Indicator -- this box is available to be checked by the user
    if there is no data needed in the data entry fields for the current
    section.

Some of the fields on the Other Notes Info tab are display only and
therefore are not editable. However, the no data, reporting method, line
description, and data entry fields need to be considered in order to
complete a section. Here are the actions that need to be taken:

1.  Navigate to the desired section using the section selection scroll
    bar or UP and DOWN arrows on the keyboard.

2.  Select reporting method in the "Reported In" and/or "Decimal Point"
    fields if necessary.

3.  \<Blank\> lines are identified by lines that have a line number
    without a line description. If line descriptions are \<blank\>,
    enter line descriptions for any lines that user will use to enter
    data.

4.  Enter data for all lines that require entry per the entity. Be sure
    to enter the data in the proper column.

5.  If data entry field turns gray in color, the field's threshold
    setting has been exceeded and an explanation is required (see
    *Threshold Tab*).

6.  Click "No Data" checkbox if there is no data to be entered in the
    current section.

![](media/image19.png){width="6.497916666666667in"
height="3.8243055555555556in"}

*Key Facts to Remember about Other Notes Info Tab:*

-   Inactive lines cannot accept data. Only a previously reported number
    may be displayed in the "Previously Rptd." column for an inactive
    line.

-   Lines that are set up as calculations will not accept user data.
    These lines will only display calculation totals.

-   Columns that are set up as calculations will not accept user data.
    These columns will only display calculation totals.

-   Calculated lines and columns populate and/or update once a user
    click the SAVE icon.

-   Columns with "Previously Rptd." and "Line Item Changes" as their
    heading will not accept user data. "Previously Rptd." will display
    user data entered during the previous year in the current year
    column of the associated line. "Line Item Changes" will display the
    total of the following equation: Line Item Changes = Prior Period --
    Previously Rptd.

-   If a prior period and a "Previously Rptd." column exist, the prior
    period column will also display user data entered during the
    previous year in the current year column of the associated line. The
    figures in the prior period column however can be edited.

-   Notice that normal balance is either by line OR by column, not both.
    Normal balance can only be set when 'Type' is "Dollars".

-   Reporting method is NOT needed when the section's 'Type' is "Units",
    "Percent", or "Year". Only "Dollars" data type requires a reporting
    method.

-   Data entered in each section is controlled by the data type. If
    'Type' is "Dollars", then format cannot exceed
    -###,###,###,###,###.##. If 'Type' is "Units", then format cannot
    exceed -###,###,###,###.####. If 'Type' is "Percent", then format
    cannot exceed -###.####. If 'Type' is "Year", then format cannot
    exceed YYYY.

-   When navigating from section to section, the system may prompt the
    user to save changes. Press "Yes" to save changes to a section
    before navigating to another section.
    ![](media/image20.png){width="3.625in"
    height="1.4145833333333333in"}

-   **[All sections of the Other Notes Info tab must be completed either
    by entering amounts into a least 1 field or by clicking the No Data
    checkbox.]{.underline}**

**Text Data Tab:**

The Text Data tab is used to collect answers to questions set up by the
System Administrator pertaining to the note. The Text Data tab consists
of the following fields:

-   Line No. -- these fields will display the line number that is
    associated to the adjacent line.

-   Questions -- these fields will display the questions that should be
    answered.

-   Answers -- these fields display the answers entered by the user.

-   No Data Indicator -- this box is available to be checked by the user
    if there is no data needed in the answer fields.

Here are actions that need to be taken:

1.  Answer questions that are asked.

2.  Click "No Data" checkbox if there are no answers to be entered in
    the tab.

*Key Facts to Remember about Text Data Tab:*

-   Answer fields can hold up to 4,000 characters.

-   **[Text Data tab must be completed either by entering an answer into
    a least 1 field or by clicking the No Data checkbox.]{.underline}**

![](media/image21.png){width="6.497916666666667in" height="3.825in"}

**Threshold Tab:**

The Threshold tab is used to collect explanations in the event that a
user exceeds a threshold set by a Systems Administrator. The Threshold
tab consists of the following fields:

-   Update Thresholds Button -- this button is used to update the
    threshold tab.

-   Line Descriptions -- these fields display the combination of tab
    name, line description, and column heading of the data entry field
    that threshold was exceeded.

-   Questions -- these fields display the question that should be
    answered.

-   Explanations -- these fields display the explanations entered by the
    user.

Here are actions that need to be taken:

1.  Click the Update Thresholds button if threshold line description and
    question do not appear in the tab.

2.  Answer question that is asked.

    ![](media/image22.png){width="5.499305555555556in"
    height="1.0486111111111112in"}

    ![](media/image23.png){width="5.489583333333333in"
    height="1.3125in"}

*Key Facts to Remember about Threshold Tab:*

-   Threshold tab can only be accessed if the user has their cursor
    placed in the line associated with the exceeded data entry field.

-   Answer fields can hold up to 4,000 characters.

-   **[Users must answer all questions asked in this tab.]{.underline}**

![](media/image24.png){width="5.376388888888889in"
height="1.1444444444444444in"}

![](media/image25.png){width="6.127777777777778in"
height="1.8652777777777778in"}

## Viewing ATB Data

Users may view ATB data for informational purposes in the note. ATB data
is based on the SGL mappings set up for the selected line in the GF066
screen by the System Administrator.

1.  To view ATB data for a Closing Package Line for a selected entity,
    press the "View ATB Data" button
    ![](media/image26.png){width="0.9479166666666666in"
    height="0.20833333333333334in"} on the Line Item Notes tab.

The ATB Screen will open and ATB amounts will be displayed for each note
line.

![](media/image27.png){width="5.527777777777778in"
height="3.814583333333333in"}

2.  To view the ATB data for a selected line press the SGL Detail button
    ![](media/image28.png){width="0.7395833333333334in"
    height="0.19791666666666666in"}.

![](media/image27.png){width="5.330555555555556in"
height="3.314583333333333in"}

The SGL Detail screen will open and display all of the ATB balances for
the Closing Package Line by SGL number.

3.  To view ATB data at the Bureau level for a selected SGL account
    number press the Bureau button
    ![](media/image29.png){width="0.5625in"
    height="0.19791666666666666in"}.

![](media/image30.png){width="5.436805555555556in"
height="3.1881944444444446in"}

4.  ATB data may be viewed at the ATB Code level by pressing the view
    ATB Code button ![](media/image31.png){width="0.9375in"
    height="0.1875in"}.

![](media/image32.png){width="5.436805555555556in"
height="3.2694444444444444in"}

![](media/image33.png){width="5.527083333333334in"
height="3.1777777777777776in"}

*Key Facts to Remember about Viewing ATB Data:*

-   To close any of the ATB screens and return to the previous ATB
    screen, press the "Close" button
    ![](media/image34.png){width="0.7395833333333334in"
    height="0.2708333333333333in"}.

-   To close any of the ATB screens and return to the Closing Package
    Notes screen, press the "Return to Note" button
    ![](media/image35.png){width="1.9270833333333333in"
    height="0.3020833333333333in"}.

## Flagging a Note as Complete

Once all of the note information has been entered into a note, users may
change a note status from "In-Progress" to "Complete" in the status
field ![](media/image36.png){width="1.6875in"
height="0.20833333333333334in"} in the header of the note. When the
status is changed to "Complete" the program initiates a series of
validations of the data entered into the note:

The program validates that both variances for the Closing Package Line
items are equal to zero. Should a variance exist for one or both amounts
the following error message will be displayed.

![](media/image37.png){width="3.8222222222222224in" height="1.65625in"}

The program also verifies that all Other Notes Info tab sections and
Text Data tab have been completed by data entry or by setting the No
Data field. All sections of Other Notes Info tab and Text Data tab must
be completed or have the No Data button checked. If the Other Notes Info
or Text Data tabs have not been completed nor have the No Data checked
the program displays the following error:

![](media/image38.png){width="4.145138888888889in"
height="1.6458333333333333in"}

If a user enters a line description without any associated data or data
without an associated line description, the program will display
following messages:

![](media/image39.png){width="3.998611111111111in"
height="2.1020833333333333in"}

(Message for Line Item Notes tab)

![](media/image40.png){width="3.998611111111111in"
height="2.0881944444444445in"}

(Message for Other Notes Info tab)

The Notes program also checks to see that all outstanding threshold
questions have been explained in the Threshold tab. If one or more
questions are un-answered, the following error message is displayed:

![](media/image41.png){width="4.082638888888889in" height="1.65625in"}

Lastly, the program checks to see that the Agency Notes field has been
answered. The following error message is displayed when no data is input
into the Agency Notes field:

![](media/image42.png){width="4.499305555555556in" height="1.65625in"}

Once the program has passed all validations, the status will be set to
complete by the user.
![](media/image43.png){width="1.6770833333333333in"
height="0.19791666666666666in"}.

When a note is complete, it is no longer modifiable. To modify a
completed note change the status from "Complete" to "In-Progress" and
make any necessary changes.

Once completed, the status of the note is displayed as "Submitted" in
the FR Notes Selection screen status field.

![](media/image44.png){width="5.527777777777778in"
height="2.4055555555555554in"}

Once all notes assigned to any entity are completed, FPA can complete
the Notes module in the Completion and Approval module (GF008). If the
Notes module is completed in GF008, and a user needs to make
modifications to one or more notes, the Notes module will need to be
reopened in GF008 before note status can be changed to "In-Progress" in
GF006.

## Deleting All Note Data

The GF006 module has the capability of deleting all data for a note by
the "Delete Data" ![](media/image45.png){width="1.3854166666666667in"
height="0.19791666666666666in"} button. The "Delete Data" button is
located in the header of the Closing Package Notes screen for the
currently opened note. The "Delete Data" button is enabled only when the
note status is set to "In-Progress".

![](media/image46.png){width="6.497916666666667in" height="0.5875in"}

![](media/image47.png){width="6.497916666666667in"
height="0.5881944444444445in"}

User may need to delete *ALL* of the data entered into a note in order
to update the note setup with changes made by the System Administrator
in the notes setup module (GF066). If a Systems Administrator makes a
necessary change to a note's setup, and a user DOES NOT use the "Delete
Data" button functionality, the note for that user WILL NOT reflect
setup changes made. This will adversely affect data that is used in the
Financial Statement of the United States Government.

1.  Open the note (example note BEFORE deleting data).

![](media/image19.png){width="4.998611111111111in"
height="2.9770833333333333in"}

2.  Click the "Delete Data" button. The following message will be
    displayed:

![](media/image48.png){width="3.4159722222222224in"
height="1.3840277777777779in"}

3.  Press "OK" to delete the note data. The note will close and all of
    the data entered will be deleted.

![](media/image49.png){width="4.626388888888889in"
height="2.9319444444444445in"}

4.  The GF006 window will appear with the note that had its data deleted
    and the status will change from "In-Progress" to "New".

5.  Reopen the note. All of the data will be deleted and any changes
    made by the System Administrator will be incorporated into the note
    (example note AFTER deleting data).

![](media/image50.png){width="5.746527777777778in"
height="3.2506944444444446in"}