Financial Management Service

![](media/image1.png){width="1.1298611111111112in"
height="1.1118055555555555in"}GFRS

User Manual

![](media/image2.png){width="4.166666666666667in" height="0.75in"}

[**Objective 6**](#objective)

[1.1 GFRS Overview 6](#gfrs-overview)

[1.2 GOALS II Information Access System Screen for GFRS
7](#goals-ii-information-access-system-screen-for-gfrs)

[1.3 GFRS Applications 8](#gfrs-applications)

[1.4 GFRS Elements 8](#gfrs-elements)

[1.5 GFRS Design Types 9](#gfrs-design-types)

[Main Form 9](#main-form)

[Sub - Form 10](#sub---form)

[Single-Block screen 10](#single-block-screen)

[Multiple-Block Screen 11](#multiple-block-screen)

[Multiple-Tab Screens 12](#multiple-tab-screens)

[Displaying Multiple GFRS Screens 13](#displaying-multiple-gfrs-screens)

[GFRS Screen Standards and Conventions
14](#gfrs-screen-standards-and-conventions)

[1.6 GFRS Navigation 17](#gfrs-navigation)

[Using the Locator 18](#using-the-locator)

[Keyboard Commands 21](#keyboard-commands)

[Tool Bar 22](#tool-bar)

[Inserting a Record 23](#inserting-a-record)

[Querying a Record 24](#querying-a-record)

[Deleting a Record 25](#deleting-a-record)

[Message and Report 26](#message-and-report)

[Help: Questions Regarding Access or Functionality
27](#help-questions-regarding-access-or-functionality)

# Objective {#objective .unnumbered}

The objective of this manual is to provide a comprehensive understanding
of the Governmentwide Financial Report System (GFRS) application.
Specifically, users will be able to reference this guide for assistance
when processing data in the system, running standard system reports, and
trouble-shooting when system issues occur.

-   Access and Navigate within GFRS Desktop

-   Create Financial Statement Templates

-   Enter Audited Financial Statement data

-   Reclassify Audited Financial Statement data to Closing Package Line
    Items

-   Identify Intragovernmental Trading Partners

-   Enter Closing Package Note Data and Other Info Data

-   Approve modules

-   View ATB data in standard report format

-   Generate and Print Reports

## GFRS Overview 

The Governmentwide Financial Report System (GFRS) Desktop User Manual
was designed for the Department of Treasury, Financial Management
Service (FMS) users and all subsequent agency users across the United
States Government. GFRS is a straightforward, easy-to-use, easy-to-train
product.

GFRS was built to grant certain permissions to different user roles that
will allow each user to navigate to separate locations within in the
system. Further, only certain roles have permission to input data,
modify data, and approve data. This manual will focus on the Federal
Program Agency (FPA) role and all approval roles required for accurate
entry and review of Financial Statement Data by the entities. These
roles include Federal Program Agency -- Verifying, Federal Program
Agency -- Non Verifying, Chief Financial Officer, Inspector General and
Agency Approver.

## GOALS II Information Access System Screen for GFRS

Once the user logs on to GOALS II IAS to input current year audited
financial statement data into the GFRS system, be certain to select the
GFRS Production link and **[NOT GFRS Beta.]{.underline}** GFRS Beta
region exists for agencies to view prior year data with "Read Only"
access.

![](media/image3.png){width="4.9375in" height="4.489583333333333in"}

## GFRS Applications

GFRS is an integrated financial consolidation and reporting tool that is
composed of the following modules:

-   **[GF001]{.underline}**: Financial Statement Template Module enables
    the individual agencies to create financial statement templates for
    entry of the audited financial statement data. The agency has the
    flexibility to manually create line item descriptions, assign line
    attributes, and create a USSGL crosswalk to each relevant line item
    for access to ATB data in subsequent modules.

-   **[GF002]{.underline}**: Agency Audited Financial Statement Module
    enables the user to enter the actual audited financial statement
    amounts into the system using the template format created in GF001.
    The user will also assign a reporting method and decimal point
    location to instruct the system how to translate the amounts from
    the financial statements to whole dollars in the database.

-   **[GF003]{.underline}**: Reclassification Module enables the user to
    reclassify the agency financial statement line items to Closing
    Package line items (established by FMS).

-   **[GF004]{.underline}**: Trading Partner Note Module enables the
    agency to identify Trading Partners for each federal line item to
    which an agency line item was reclassified.

-   **[GF005]{.underline}**: Non-Verifying Intragovernmental Trading
    Partner Identification Module enables users from non-verifying
    agencies to view trading partner information from ATB FACTS I
    submission in standard GFRS screens.

-   **[GF006]{.underline}**: Closing Package Notes Module enables the
    user to enter closing package note data for all notes set up by the
    System Administrator.

-   **[GF007]{.underline}**: Other Data Module enables the user to enter
    Other Data related to the Consolidated Financial Statements in the
    format created by the System Administrator.

-   **[GF008]{.underline}**: Completions and Approvals Module enables
    the user and all roles as designated as such in the module to
    complete and approve the financial statements by individual module.

-   **[GF010]{.underline}**: USSGL-Based Financial Statements Module
    enables all users to view their ATB FACTS I data in standard Closing
    Package template format.

## GFRS Elements

Maintenance screens contain information the system requires to process
transactions, reports, and programs. For example, in order to assign an
account type for a line item in GF001, the system administrator must
first create account types and all relative attributes in the database
administration module. Access to maintenance screens is limited to
assigned FMS personnel.

Transaction screens allow users to process individual transactions or
data entry. These are front-end screens that capture the data from the
agencies which is later used for standard reporting.

Standard reports are predefined templates the system uses when
processing a report. When a report is selected for processing, the
system uses the template to query the database for specific information
and create report output. The output can both be viewed on the user\'s
screen and/or printed.

## GFRS Design Types

GFRS is a series of modules that contain a main module form and
sub-forms within those modules. See below for example:

###  Main Form {#main-form .unnumbered}

![](media/image4.png){width="5.03125in" height="3.6354166666666665in"}

###  Sub - Form {#sub---form .unnumbered}

![](media/image5.png){width="5.041666666666667in"
height="3.5729166666666665in"}

GFRS consists of customized screen designs developed through use of
Oracle Forms Builder. There are three basic screen designs in the GFRS:

1.  Single-Block Screen

2.  Multiple-Block Screen

3.  Multiple-Tabs Screen

### Single-Block screen {#single-block-screen .unnumbered}

A Single-Block screen is a one-page screen containing and displaying all
associated fields which do not associate with any header fields.

Navigation: In the GFRS software, navigation follows a logical order of
fields, usually moving from left to right, and up to down. In a
single-canvas/single-block screen, the NEXT RECORD \<SHIFT + DOWN\> or
PREVIOUS RECORD \<SHIFT + UP\> keys move the cursor to the previous
record or next record, respectively. Users can navigate through a screen
by using the mouse to click from field to field or by pressing NEXT
FIELD \<TAB\>.

Example: USSGL-Based Financial Statements (GF010)

![](media/image6.png){width="3.709722222222222in"
height="4.054861111111111in"}

### Multiple-Block Screen {#multiple-block-screen .unnumbered}

The Multiple-Block screen consists of more than one block of
information. This type of screen is used when a group of data elements
has a one-to-many relationship with another group. Usually, the first
block represents a set of controlling data elements and the subsequent
blocks contain a lower level of detail associated with the preceding
block.

Information recorded in multiple tables can exist in multiple blocks on
a screen. This occurs when a one-to-many relationship exists. See the
figure below for an example of a Multiple-Block screen.

Navigation: To move from block to block within a tab, use the mouse to
click in each block or the PREVIOUS BLOCK \<CTRL + PAGE UP\> and the
NEXT BLOCK \<CTRL + PAGE DOWN\> key commands.

![](media/image7.png){width="5.25in" height="3.40625in"}

### Multiple-Tab Screens {#multiple-tab-screens .unnumbered}

A Multiple-Tab screen contains more than one tab and each tab could
contain more than one block. Typically, this type of screen is used for
GFRS screens requiring more than one page of data and/or data with
multiple functions, i.e., Closing Package Notes.

Navigation: To navigate from tab to tab, simply click on the desired
graphical tab. To move from block to block within a tab, use the
PREVIOUS BLOCK \<CTRL + PAGE UP\> and the NEXT BLOCK \<CTRL + PAGE
DOWN\> key commands.

![](media/image8.png){width="4.959722222222222in"
height="3.5006944444444446in"}

###  {#section .unnumbered}

### Displaying Multiple GFRS Screens {#displaying-multiple-gfrs-screens .unnumbered}

Users can display all open screens within one module simultaneously by
selecting an arrangement method from the Window pull down menu. These
methods include Cascade or Tile displays. See the figure below for an
example of a cascade display. The active screen is indicated by the
highlighted title bar.

![](media/image9.png){width="4.833333333333333in" height="3.40625in"}

### GFRS Screen Standards and Conventions {#gfrs-screen-standards-and-conventions .unnumbered}

Before getting started, it is important for the user to understand basic
Oracle user conventions required for operating in GFRS. Each GFRS screen
uses the same classification conventions as Oracle FORMS®:

-   FORM (SCREEN) - A fill-in-the blank arrangement that facilitates
    data entry, update, delete, and/or query of the database. The terms
    SCREEN and FORM are used interchangeably.

-   BLOCK - A section of a form that presents information from a single
    table in the database. A block can contain one or more records from
    the table.

-   RECORD - Data from one row in one table in the database.

-   FIELD - A column in a database table. A field is displayed as a
    highlighted area on the screen that can either contain an existing
    value from the database or accept a new value from the user.

-   **[TABLE]{.underline}** - A table is a logical grouping of related
    records (e.g., customers, purchase orders). A table is arranged like
    a spreadsheet with each row corresponding to an individual record
    and each column corresponding to a particular field. (See Field and
    Record.)

-   **[DATE FIELDS]{.underline}** - All date fields use the Oracle
    default format of DD-MON-YYYY, e.g., 12-JUN-2004.

-   **[POP-UPS]{.underline}** - Pop-up screens are denoted by a push
    button on a screen and are accessed by clicking on the push button.
    The pop-up screen can be an entire screen or a small screen
    depending on the information recorded/displayed.

-   **[DRILL-DOWNS]{.underline}** - The drill-down functionality allows
    users to access a detail source of a transaction they are currently
    viewing screen and allows the user to view further information

-   **[CURSOR MOVEMENT]{.underline}** - Cursor movement through a screen
    is always left to right.

-   **[TEXT]{.underline}** - All text recorded in any field is in upper
    case for ease in querying data.

-   **[COUNT]{.underline}** - The count appears in the lower left hand
    corner of the screen and indicates the number of records retrieved
    from executing a query or the number of records displayed on the
    screen. An \"\*\" next to the count value (e.g., \"Count: \*1\")
    indicates only record was retrieved.

The screen below displays a block, field, and set of records that all
belong to a form.

![](media/image10.png){width="4.75in" height="3.3645833333333335in"}

-   LIST OF VALUES (LOV) -- Certain fields have several options for
    selection. To view the options, the user should double-click on the
    field or use the CTRL + L key combination on the keyboard to display
    the list of values available for selection.

![](media/image11.png){width="4.78125in" height="3.2604166666666665in"}

-   OPTION CODE -- The option code follows the screen name and is an
    alphanumeric means for referencing each screen. For example, GF002
    is the option code for the Agency Audited Financial Statement
    module. Each report also has its own code.

    ![](media/image12.png){width="4.604166666666667in" height="3.125in"}

## GFRS Navigation

**GFRS Locator**

The GFRS Locator screen is a multi-level menu containing the module and
report names and other options in the GFRS application. The Locator is a
GUI screen that allows access to any screen with a click of the mouse.
However, if the module number or code is known (i.e. GF001), the Locator
also allows the user to directly access the screen by typing it in the
"Go To:" field. This administrator-definable Locator screen ensures that
users can only access the screens, reports, and programs to which the
System Administrator has granted them access.

![](media/image13.png){width="4.822916666666667in" height="3.9375in"}

### Using the Locator {#using-the-locator .unnumbered}

There are three methods for using the Locator. The first two methods are
helpful if the module number or option code of the screen/report is
unknown, while the third method is most useful when the user knows the
module number or option code. Following is a description of the three
methods.

Method 1:

Scrolling Through the Locator - From the Locator screen, press DOWN
\<**↓**\> to scroll through the main menu of applications to the desired
application group, and press RETURN \<**ENTER**\>. Next, scroll through
the sub-menu to the desired screen group, highlight it, and press RETURN
\<**ENTER**\>. Finally, scroll to the desired user screen, highlight it,
and press RETURN \<**ENTER**\>.\
\
\
Or, instead of scrolling, double-click on the desired application group,
sub-menu, or user screen with the mouse.

![](media/image14.png){width="4.811805555555556in"
height="3.957638888888889in"}

**Method 2**:

**Expand** - The Expand/Collapse buttons are located on the left side of
the Locator screen and contain icons that allow users to perform
functions by simply clicking on the selected icon with the mouse. The
Expand Buttons, (+) and (++), allow users to view a more detailed
listing of screens within an application. The Collapse Buttons, (-) and
(\--), allow users to close the detailed lists and return to the higher
application list. The following provides a list of the available icons
and their functions:\
\
![](media/image15.png){width="0.46875in" height="0.46875in"} Expand\
\
![](media/image16.png){width="0.46875in" height="0.46875in"} Collapse\
\
![](media/image17.png){width="0.46875in" height="0.46875in"} Expand All\
\
![](media/image18.png){width="0.46875in" height="0.46875in"} Collapse
All\
To expand the list, highlight the desired application group and click on
the (+) Expand button. Next, highlight the desired screen group (for
example Lookup Screens) and click the (+) Expand button again to access
a more detailed list of Lookup screens. Finally, highlight the desired
Lookup screen and press RETURN \<**ENTER**\>, or double click to open
the screen.\
\
To collapse the detailed listing, highlight the screen group Lookup
Screens, and click the (-) Collapse button. This returns the user to the
main menu. At the lowest level of detailed list on the Locator, the
Collapse All (\--) button closes all opened detailed lists at once.

![](media/image14.png){width="4.811805555555556in"
height="3.957638888888889in"}

**Method 3**:

**The "Go To" Field** - The "Go To" field
![](media/image19.png){width="1.3958333333333333in"
height="0.2916666666666667in"} at the top of the Locator screen provides
a short cut for users to locate a desired screen. In the Go To field,
simply type the code of the desired screen and press RETURN
\<**ENTER**\>twice.

From the Locator screen (GFRS) users can access any detail or
application menu for which they have privileges.

IMPORTANT! The menus displayed in these example screens are the default
menus delivered with GFRS. Each user will see slight modification to
this menu based on the role type. Your System Administrator can modify
and create menus for you.

### Keyboard Commands {#keyboard-commands .unnumbered}

  ------------------- ---------------- ------------------ ----------------
  The following table                                     
  lists the default                                       
  Oracle FORMS®                                           
  keyboard functions                                      
  available in the                                        
  GFRS application.                                       
  Users can access                                        
  this information by                                     
  selecting the Key                                       
  options from the                                        
  Help drop-down menu                                     
  on the main                                             
  toolbar.                                                

  **Function**        **Key**          **Function**       **Key**

  Accept              F10              Left               Left Arrow

  Block Menu          F5               List of Values     F9

  Cancel              Esc              New Record         F6

  Clear Block         Shift + F5       Next Block         Ctrl + Page Down

  Clear Field/Item    Ctrl + u         Next Field/Item    Ctrl + Tab

  Clear Form          Shift + F7       Next Field/Item    Tab

  Clear Record        Shift + F4       Next Primary Key   Shift + F3

  Copy Existing       F4               Next Record        Shift + Down
  Record                                                  Arrow

  Count Matching      Shift + F2       Next Set of        Ctrl + \>
  Records                              Records            

  Delete Backward     Backspace        Previous Block     Ctrl + Page Up

  Delete Backward     Delete           Previous           Shift + Tab
                                       Field/Item         

  Delete Record       Shift + F6       Previous           Shift + Ctrl +
                                       Field/Item         Tab

  Display Error       Shift + F1       Previous Menu      Ctrl + Enter

  Down                Ctrl + i         Previous Record    Shift + Up Arrow

  Down                Down Arrow       Print (Screen)     Shift + F8

  Duplicate           F3               Return             Enter
  Field/Item                                              

  Duplicate Record    F4               Right              Right Arrow

  Edit                Ctrl + e         Scroll Down        Page Down

  Enter Query         F7               Scroll Up          Page Up

  Execute Query       F8               Show Keys          Ctrl + F1

  Exit                Ctrl + q         Up                 Ctrl + p

  Help                F1               Up                 Up Arrow
  ------------------- ---------------- ------------------ ----------------

### Tool Bar {#tool-bar .unnumbered}

The TOOL BAR menu, located at the top of the GFRS screens, contains
icons that allow users to perform functions by simply clicking on the
selected icon with the mouse. The following table provides a list of the
available icons, their function, and (where applicable) their keyboard
equivalent.

+------------------+-------------------------+-------------------------+
| The TOOL BAR     |                         |                         |
| menu, located at |                         |                         |
| the top of the   |                         |                         |
| GFRS screens,    |                         |                         |
| contains icons   |                         |                         |
| that allow users |                         |                         |
| to perform       |                         |                         |
| functions by     |                         |                         |
| simply clicking  |                         |                         |
| on the selected  |                         |                         |
| icon with the    |                         |                         |
| mouse. The       |                         |                         |
| following table  |                         |                         |
| provides a list  |                         |                         |
| of the available |                         |                         |
| icons, their     |                         |                         |
| function, and    |                         |                         |
| (where           |                         |                         |
| applicable)      |                         |                         |
| their keyboard   |                         |                         |
| equivalent.      |                         |                         |
+------------------+-------------------------+-------------------------+
| **Icon**         | **Function**            | **Keyboard Command**    |
+------------------+-------------------------+-------------------------+
| ![](med          | Exit                    | Ctrl + q                |
| ia/image20.png){ |                         |                         |
| width="0.3125in" |                         |                         |
| he               |                         |                         |
| ight="0.3125in"} |                         |                         |
+------------------+-------------------------+-------------------------+
| ![](med          | Save/Accept             | ########                |
| ia/image21.png){ |                         |  F10 {#f10 .unnumbered} |
| width="0.3125in" |                         |                         |
| he               |                         |                         |
| ight="0.3125in"} |                         |                         |
| \*               |                         |                         |
+------------------+-------------------------+-------------------------+
| ![](med          | Rollback                | Shift + F7              |
| ia/image22.png){ |                         |                         |
| width="0.3125in" |                         |                         |
| he               |                         |                         |
| ight="0.3125in"} |                         |                         |
+------------------+-------------------------+-------------------------+
| ![](med          | Print (Screen)          | Shift + F8              |
| ia/image23.png){ |                         |                         |
| width="0.3125in" |                         |                         |
| he               |                         |                         |
| ight="0.3125in"} |                         |                         |
+------------------+-------------------------+-------------------------+
| ![](med          | Clear Form              | Shift + F7              |
| ia/image24.png){ |                         |                         |
| width="0.3125in" |                         |                         |
| he               |                         |                         |
| ight="0.3125in"} |                         |                         |
+------------------+-------------------------+-------------------------+
| ![](med          | Clear Block             | Shift + F5              |
| ia/image25.png){ |                         |                         |
| width="0.3125in" |                         |                         |
| he               |                         |                         |
| ight="0.3125in"} |                         |                         |
+------------------+-------------------------+-------------------------+
| ![](med          | Clear Record            | Shift + F4              |
| ia/image26.png){ |                         |                         |
| width="0.3125in" |                         |                         |
| he               |                         |                         |
| ight="0.3125in"} |                         |                         |
+------------------+-------------------------+-------------------------+
| ![](med          | Edit Field              | Ctrl + e                |
| ia/image27.png){ |                         |                         |
| width="0.3125in" |                         |                         |
| he               |                         |                         |
| ight="0.3125in"} |                         |                         |
+------------------+-------------------------+-------------------------+
| ![](med          | Insert Record           | F6                      |
| ia/image28.png){ |                         |                         |
| width="0.3125in" |                         |                         |
| he               |                         |                         |
| ight="0.3125in"} |                         |                         |
+------------------+-------------------------+-------------------------+
| ![](med          | Delete Record           | Shift + F6              |
| ia/image29.png){ |                         |                         |
| width="0.3125in" |                         |                         |
| he               |                         |                         |
| ight="0.3125in"} |                         |                         |
+------------------+-------------------------+-------------------------+
| ![](med          | Enter Query             | F7                      |
| ia/image30.png){ |                         |                         |
| width="0.3125in" |                         |                         |
| he               |                         |                         |
| ight="0.3125in"} |                         |                         |
+------------------+-------------------------+-------------------------+
| ![](med          | Execute Query           | F8                      |
| ia/image31.png){ |                         |                         |
| width="0.3125in" |                         |                         |
| he               |                         |                         |
| ight="0.3125in"} |                         |                         |
+------------------+-------------------------+-------------------------+
| ![](med          | Up (Previous Record)    | Shift + Up Arrow        |
| ia/image32.png){ |                         |                         |
| width="0.3125in" |                         |                         |
| he               |                         |                         |
| ight="0.3125in"} |                         |                         |
+------------------+-------------------------+-------------------------+
| ![](med          | Scroll Up (Previous     | Page Up                 |
| ia/image33.png){ | Record)                 |                         |
| width="0.3125in" |                         |                         |
| he               |                         |                         |
| ight="0.3125in"} |                         |                         |
+------------------+-------------------------+-------------------------+
| ![](med          | Scroll Down (Next       | Page Down               |
| ia/image34.png){ | Record)                 |                         |
| width="0.3125in" |                         |                         |
| he               |                         |                         |
| ight="0.3125in"} |                         |                         |
+------------------+-------------------------+-------------------------+
| ![](med          | Down (Next Record)      | Shift + Down Arrow      |
| ia/image35.png){ |                         |                         |
| width="0.3125in" |                         |                         |
| he               |                         |                         |
| ight="0.3125in"} |                         |                         |
+------------------+-------------------------+-------------------------+
| ![](med          | Document Approval       |                         |
| ia/image36.png){ |                         |                         |
| width="0.3125in" |                         |                         |
| he               |                         |                         |
| ight="0.3125in"} |                         |                         |
+------------------+-------------------------+-------------------------+
| ![](med          | Messages                |                         |
| ia/image37.png){ |                         |                         |
| width="0.3125in" |                         |                         |
| he               |                         |                         |
| ight="0.3125in"} |                         |                         |
+------------------+-------------------------+-------------------------+
| ![](med          | Help                    | F1                      |
| ia/image38.png){ |                         |                         |
| width="0.3125in" |                         |                         |
| he               |                         |                         |
| ight="0.3125in"} |                         |                         |
+------------------+-------------------------+-------------------------+

^\*^![](media/image21.png){width="0.25in" height="0.25in"} GFRS
automatically saves changes as the user navigates from section to
section within one form, and prompts the user to save changes if he
attempts to exit a form without saving.

### Inserting a Record {#inserting-a-record .unnumbered}

Authorized users may create (insert) maintenance or transaction records
based on their user profile capabilities assigned by the System
Administrator.

To insert a record:

1.  Access the screen into which you wish to insert the record.

```{=html}
<!-- -->
```
1.  Click on the ![](media/image28.png){width="0.2298611111111111in"
    height="0.2298611111111111in"} (Insert Record) icon or press NEW
    RECORD \<**F6**\>.\
    \
    **Result:** The data fields clear and the new information can be
    entered.

2.  Click on the ![](media/image21.png){width="0.2298611111111111in"
    height="0.2298611111111111in"} (Save) icon or press ACCEPT
    \<**F10**\>.\
    \
    **Result:** The system responds, \"Transaction Completed.\"

### Querying a Record {#querying-a-record .unnumbered}

In GFRS, users can query the system to request previously entered
information. There are three methods to query on previously entered
records in GFRS. Query capability is applicable for maintenance,
transaction, and lookup screens.

Lookup Screens are designed to allow the user to query predefined
information for a particular field or form.

Maintenance and Transaction Screens are designed to allow the user to
query on most fields in the screen. For example, in the Department
Maintenance Screen, users can query all bureaus that roll up to a
department.

When a statement or record is retrieved from GFRS, the system displays
the latest version of the statement/record. When the system retrieves
records matching the search criteria, a \"1/?\" message at the bottom of
the screen indicates there is more than one record to be displayed. For
example, when the first of ten records is displayed, the user will see
\"1/10.\" Similarly, when the second record is displayed, the user will
see \"2/10.\"

The three methods a user can choose from to query a record are:

1.  **Query Buttons** - Using the menu bar, click on the
    ![](media/image30.png){width="0.2298611111111111in"
    height="0.2298611111111111in"} (Enter Query) icon. Enter the search
    criteria in the appropriate field. Next, click on the
    ![](media/image31.png){width="0.2298611111111111in"
    height="0.2298611111111111in"} (Execute Query) icon. If the system
    finds records matching the search criteria, the results are
    retrieved and displayed. If there are no matching records, the
    system will remain idle.

2.  **Keystrokes** - Using the keyboard, press ENTER QUERY \<**F7**\>.
    Enter the search criteria in the appropriate field, and press
    EXECUTE QUERY \<**F8**\>.

3.  **Pull Down Menus** - From the toolbar, click on the
    **[Q]{.underline}uery** pull down menu, select and click on the
    **E[n]{.underline}ter** option. Type the search criteria in the
    appropriate field. Re-access the **[Q]{.underline}uery** menu, and
    click on the **E[x]{.underline}ecute** option.

There are also several different types of queries a user can execute.
They are:

General Queries - Executing a general query retrieves all records from
the database for the particular screen.

To perform a general query:

Access the screen on which you wish to query records.

4.  Click on the ![](media/image30.png){width="0.2298611111111111in"
    height="0.2298611111111111in"} (Enter Query) icon.

5.  Click on the ![](media/image31.png){width="0.2298611111111111in"
    height="0.2298611111111111in"} (Execute Query) icon or press EXECUTE
    QUERY \<**F8**\>.

    **Result:** The system responds, \"Working. . .\" The result of the
    query is then displayed. The user may scroll through all record(s).

Specific Queries - Executing a specific query retrieves all records from
the database with the specific value(s) entered by the user. By entering
a value(s), the user is specifying to the system which record(s) he or
she wishes to view.

To perform a specific query:

6.  Access the screen on which you wish to query records.

7.  Click on the ![](media/image30.png){width="0.2298611111111111in"
    height="0.2298611111111111in"} (Enter Query) icon or press ENTER
    QUERY \<**F7**\>. The system responds \"Enter a query; press F8 to
    execute, Ctrl + q to cancel.\"

8.  Enter a value for the desired field(s).

9.  Click on the ![](media/image31.png){width="0.2298611111111111in"
    height="0.2298611111111111in"} (Execute Query) icon or press EXECUTE
    QUERY \<**F8**\>. The system responds, \"Working...\" The result of
    the query is then displayed. The user may scroll through the
    record(s) by pressing UP \<**↑**\> or DOWN \<**↓**\>.

Wildcard Queries - Wildcards can be used when a query is performed. They
are most often used when the user is unsure of a value for a field. The
percent sign (%) is used to execute the wildcard function. The wildcard
can be placed before or after the query, e.g., %‑May‑2003. Placing the
wildcard before the value indicates the user wants to view all records
that have a transaction date sometime in May 2003.

To perform a wildcard query:

10. Click on the ![](media/image30.png){width="0.2298611111111111in"
    height="0.2298611111111111in"} (Enter Query) icon or press ENTER
    QUERY \<**F7**\>.\
    \
    **Result:** The system responds, \"Enter a query; press F8 to
    execute, Ctrl + q to cancel.\"

11. Position the cursor on the field the user wants to perform a query
    on and enter a value containing a wildcard.

12. Click on the ![](media/image31.png){width="0.2298611111111111in"
    height="0.2298611111111111in"} (Execute Query) icon or press EXECUTE
    QUERY \<**F8**\>.

13. The use of wildcards tells the database to select and display
    records matching the values the user has indicated in the fields.
    The more information the user enters in a query, the more specific
    the query result is.

### Deleting a Record {#deleting-a-record .unnumbered}

Detail records on transaction screens may be deleted for an unapproved
statement/note. To delete a record from an unapproved statement:

3.  Click on the field or line number to delete from the system.

4.  Click on the ![](media/image29.png){width="0.2298611111111111in"
    height="0.2298611111111111in"} (Delete Record) icon or press DELETE
    RECORD \<**SHIFT + F6**\>.\
    \
    **Result:** The detail record is deleted.

```{=html}
<!-- -->
```
14. Click on the ![](media/image21.png){width="0.2298611111111111in"
    height="0.2298611111111111in"} (Save) icon or press ACCEPT
    \<**F10**\>.\
    \
    **Result:** The system responds, \"Transaction Completed.\"

### Message and Report {#message-and-report .unnumbered}

Standard reports are selections of pre-defined information in GFRS that
can either be printed or viewed on-line. All reports have a cover page
that specifies the time the report is processed, the title of the
report, the period covered by the report, and other pertinent
parameters.

![](media/image39.png){width="0.23958333333333334in"
height="0.22916666666666666in"}The system notifies the user that a
report process is complete when the user exits any screen by displaying
the message, "You have received \_\_ messages." at the bottom of the
screen. The user can then access the Message Retrieval Screen (WF003) to
view and/or print the report.

Access the Message Retrieval Screen (WF003), using the Locator screen or
the Message icon at the top the menu bar, to view, print, or receive
messages regarding the report. To view a report, click on the View push
button and the application displays the report in Adobe Acrobat® Reader
5.0. A user may retain multiple report requests on the Report Server.
The system will automatically purge any reports from the queue that are
four days old or more.

![](media/image40.png){width="4.46875in" height="3.4791666666666665in"}

### Help: Questions Regarding Access or Functionality {#help-questions-regarding-access-or-functionality .unnumbered}

All questions and issues regarding GFRS should be addressed to:

Additional Resources:

-   FMS Financial Reports Division, (202)-874-9910