#  Module GF007: Other FR Data

## Module Overview

The Other FR Data module is the location where agencies enter Other Data
information for the Financial Report of the United States. Users must
complete the all Other Data notes assigned to their entity in order for
the Other FR Data module to be finished. To be completed, all of the
required fields designated must be completed. Users enter data into
three index tabs: Other Data Info, Other Text Data, and Threshold. Once
all of the necessary tabs have been populated, the note is complete.

Other Data notes are created and administered by the System
Administrator in the Other Data Administration module (GF067). The
System Administrator creates Other Data notes in their entirety. This
includes the assignment of Other Data notes to GFRS entities and the
setting up of the Other Data notes (columns, questions, thresholds,
lines, etc).

## Navigating to GF007

Users get to the Other FR Data (GF007) 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="4.624305555555556in"
height="2.848611111111111in"}

2.  Double-click on the "Other FR Data (GF007)" selection to open the
    program.

![](media/image2.png){width="4.802083333333333in"
height="3.9270833333333335in"}

The GF007 window will open displaying all the notes that the entity has
permission to access.

![](media/image3.png){width="1.1875in" height="0.2916666666666667in"}

**Method 2**

1.  Enter "GF007" in the "Go to" field in the GFRS main menu.

2.  Press ENTER twice and the program will open.

![](media/image5.png){width="4.790972222222222in"
height="2.9680555555555554in"}

## Selecting Other Data Notes for an Entity

Other FR data notes are displayed in the GF007 module by entity number.
Users can browse through the other data notes module by entity number.
Each entity displays all of the other data notes that have been assigned
by the System Administrator.

Users must first locate the desired entity before accessing its' other
data 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="1.4583333333333333in"
height="0.35833333333333334in"}![](media/image7.png){width="6.3125in"
height="4.583333333333333in"}

**Method 2**

1.  Place the cursor focus on the entity field.

2.  Press the enter query button.

![](media/image8.png){width="6.333333333333333in"
height="2.4791666666666665in"}

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="6.291666666666667in" height="2.46875in"}

![](media/image10.png){width="3.5902777777777777in" height="2.5875in"}

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="2.4895833333333335in"}

When the entity is retrieved, the user will see the list of other data
notes that the entity is required to complete. Once the GF007 program is
displaying the appropriate entity in the Other FR Data Selection screen,
individual other data notes for the entity may be navigated to by using
one of two possible methods.

**Method 1**

An other data note can be selected by placing the cursor focus on the
desired other data note and double-clicking.

![](media/image13.png){width="6.322916666666667in" height="2.28125in"}

**Method 2**

An other data 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="1.4583333333333333in"
height="0.35833333333333334in"}

Once the other data note has been opened from the Other FR Data
selection screen the Other User Data screen is opened.

![](media/image15.png){width="6.126388888888889in"
height="3.6243055555555554in"}

## Completing an Other Data Note

To complete an other data note follow the steps listed below. Users must
complete header information, Other Data Info, Other Text Data, and
Threshold tabs (when necessary).

**Other Data Header and Footer:**

The other data note header and footer provide the user with basic
information about the current other data note being viewed. The Other
User Data header and footer consist of the following fields:

-   Other Data ID -- this will display the identifier of the current
    other data note.

-   Other Data Title -- this will display the title of the current other
    data 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 other data note (see section 1.6 *Deleting All
    Other Data 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
    other data note per the user.

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

-   Submit Button -- this is used to close the Other User Data window,
    saving changes made.

-   Cancel Button -- this is used to close the Other User Data 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 an other data
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 Other Data 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 other data note data is entered into this Other Data note,
    change the other data note 'Status' from "In-Progress" to
    "Completed" (see section 1.5 *Flagging an Other Data Note
    Complete*).

![](media/image16.png){width="6.498611111111111in"
height="1.698611111111111in"}

**Other Data Info Tab**:

The Other Data Info tab provides the ability to enter necessary data for
the financial report. The Other Data Info tab consists of the following
fields:

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

-   Section Title -- this field will display the title of the section
    that is associated to the current other data 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 other data 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 other data 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 Data 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/image17.png){width="6.497222222222222in"
height="3.9381944444444446in"}

*Key Facts to Remember about Other Data 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/image18.png){width="3.625in"
    height="1.4145833333333333in"}

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

**Other Text Data Tab:**

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

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

```{=html}
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```
-   Section Title -- this field will display the title of the section
    that is associated to the current other data note.

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

-   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 are no answers needed for the current section.

Here are 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.  Answer question that is asked.

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

*Key Facts to Remember about Other Text Data Tab:*

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

-   **[All sections of the Other 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/image19.png){width="6.497222222222222in"
height="3.9166666666666665in"}

**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 are asked.

    ![](media/image20.png){width="5.496527777777778in"
    height="0.9604166666666667in"}

    ![](media/image21.png){width="6.498611111111111in"
    height="3.8722222222222222in"}

*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/image22.png){width="6.498611111111111in"
height="1.9784722222222222in"}

![](media/image23.png){width="6.498611111111111in"
height="1.9784722222222222in"}

## Flagging an Other Data Note as Complete

Once all of the other data note information has been entered into an
other data note, users may change a other data note status from
"In-Progress" to "Complete" in the status field
![](media/image24.png){width="1.6875in" height="0.20833333333333334in"}
in the header of the other data note. When the status is changed to
"Complete" the program initiates a series of validations of the data
entered into the other data note:

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

![](media/image25.png){width="4.177083333333333in"
height="1.6666666666666667in"}

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

![](media/image26.png){width="4.251388888888889in"
height="2.2194444444444446in"}

The Other Data 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/image27.png){width="4.373611111111111in"
height="1.645138888888889in"}

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/image28.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/image29.png){width="1.6770833333333333in"
height="0.19791666666666666in"}.

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

Once completed, the status of the other data note is displayed as
"Submitted" in the Other FR Data Selection screen status field.

![](media/image30.png){width="5.579861111111111in"
height="2.6020833333333333in"}

Once all other data notes assigned to any entity are completed, FPA can
complete the Other Data module in the Completion and Approval module
(GF008). If the Other Data module is completed in GF008, and a user
needs to make modifications to one or more other data notes, the Other
Data module will need to be reopened in GF008 before other data note
status can be changed to "In-Progress" in GF007.

## Deleting All Other Data Note Data

The GF007 module has the capability of deleting all data for an other
data note by the "Delete Data"
![](media/image31.png){width="1.3854166666666667in"
height="0.19791666666666666in"} button. The "Delete Data" button is
located in the header of the Other User Data screen for the currently
opened other data note. The "Delete Data" button is enabled only when
the other data note status is set to "In-Progress".

![](media/image32.png){width="6.497916666666667in"
height="0.7055555555555556in"}

![](media/image33.png){width="6.497222222222222in"
height="0.7402777777777778in"}

User may need to delete *ALL* of the data entered into an other data
note in order to update the other data note setup with changes made by
the System Administrator in the other data setup module (GF067). If a
Systems Administrator makes a necessary change to an other data note's
setup, and a user DOES NOT use the "Delete Data" button functionality,
the other data 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 other data note (example other data note BEFORE deleting
    data).

![](media/image34.png){width="5.875in" height="3.498611111111111in"}

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

![](media/image35.png){width="3.46875in" height="1.65625in"}

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

![](media/image3.png){width="1.4583333333333333in"
height="0.35833333333333334in"}

4.  The GF007 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/image15.png){width="6.126388888888889in"
height="3.6243055555555554in"}