# Module GF004: Federal Trading Partner Note {#module-gf004-federal-trading-partner-note .unnumbered}

## Module Overview

The Federal Trading Partner Note module (GF004) is where agencies
identify trading partners for those Closing Package line items that hold
Intragovernmental balances.

For an entity to be displayed in module GF004, all of the entity's
financial statements must be marked final in module GF003,
Reclassification.

Users must select a specific Closing Package line and manually enter the
appropriate amounts for the desired trading partners. All Closing
Package lines with an F/N (Federal / Non-Federal) indicator of "F" must
be allocated to GFRS Trading Partners in their entirety. Module GF004
retrieves only these Federal Closing Package lines from module GF003,
Reclassification. Because the identification of trading partners and
related intragovernmental balances is a federal reporting requirement,
GFRS requires that verifying agencies complete the module GF004 for each
Closing Package statement that contains applicable lines.

Adjusted Trial Balance data can be viewed for each closing package line
item. ATB data can be viewed at the SGL Account, Bureau and ATB code
level.

## Retrieving a Record

1.  Open the main form by entering "GF004" into the "Go to" field and
    pressing \<enter\> twice. The module can be opened by
    double-clicking on the GFRS Financial Report System (GFRS) and
    Intragovernmental Transactions Trading Partners (GF004) links with
    the mouse as well.

> ![](media/image1.png){width="4.15625in" height="4.075694444444444in"}

2.  The GF004 screen is opened; all of the financial statements that the
    user has permission to see are displayed. To retrieve a specific
    financial statement click on the
    ![](media/image2.png){width="0.3333333333333333in"
    height="0.2916666666666667in"} Enter Query button on the toolbar.

    -   To be displayed in module GF004, all of an entity's financial
        statements must be flagged as final in module GF003,
        Reclassification.

3.  Place cursor in the Entity field and enter the entity number of the
    financial statement to be retrieved or double-click on the Entity
    field to open a List of Values (LOV). To select an entity from the
    LOV, select the desired entity and click the LOV's OK button.

4.  Click on the ![](media/image3.png){width="0.2604166666666667in"
    height="0.19791666666666666in"} Execute Query button on the toolbar
    to retrieve the Closing Package statements for the selected entity.
    The query will return all of the Closing Package statements for the
    selected entity. An entity's financial statements were reclassified
    to Closing Package statements in module GF003, Reclassification.

5.  The values for the Fiscal Year and PD (Period) fields default to the
    current fiscal year and the current period. These values are view
    only.

Closing Package line descriptions and amounts populate based on the
Closing Package lines that have amounts reclassified to them in module
GF003. Each Closing Package Line's amount is the total amount
reclassified to that particular line in module GF003, per period.

> ![](media/image4.png){width="5.852777777777778in"
> height="3.6868055555555554in"}

## Identifying Trading Partners

The identification of Trading Partners in module GF004 is the process of
allocating intragovernmental balances reported on the Closing Package
line item to GFRS Trading Partners.

The identification of trading partners is a two-step process. First, the
user must select a Closing Package line item for which he will identify
the trading partners and amounts. Once the Closing Package line has been
selected, the second step is to allocate the Closing Package line amount
to the appropriate Trading Partner/s. Each Closing Package line must be
allocated in its entirety and all lines must be allocated.

-   The Federal Trading Partner Note screen displays all of the federal
    Closing Package lines that had amounts reclassified to in module
    GF003, Reclassification.

-   Only Closing Package lines that had a "F/N" attribute setting of "F"
    (Federal) and a non-zero amount reclassified for either the current
    and prior periods are displayed with enabled (active)
    ![](media/image5.png){width="0.9791666666666666in"
    height="0.23958333333333334in"} Partners button.

### Inactive Trading Partners Line {#inactive-trading-partners-line .unnumbered}

To the left of the GFRS Entity column, you will see an "I". This
indicates that this entity has been "inactivated" in the system. If you
have previously reported amounts that were associated with the inactive
entity, you will see your previously reported amount, but because the
entity is no longer active, you will not be able to allocate TP dollars
to this entity. The Prior Period column will not populate any prior
amounts on first entering the screen for entities marked as inactive.

![](media/image6.png){width="5.9944444444444445in"
height="4.121527777777778in"}

**Detailed Instructions:**

1.  After retrieving the correct Entity statement, press the
    ![](media/image5.png){width="0.9791666666666666in"
    height="0.23958333333333334in"} Partners button for a Closing
    Package line in order to identify the Trading Partner/s and related
    amounts.

> ![](media/image4.png){width="5.852777777777778in"
> height="3.6868055555555554in"}

2.  The Trading Partner Note screen will open.

-   The Closing Package line description and the current and prior
    period amounts to be allocated are shown on the screen. These fields
    cannot be edited by the user.

The Trading Partner section of the screen will display all designated
Trading Partner entities created by the system administrator. The entity
that is performing the allocation is excluded from the list of Trading
Partners.

3.  Select a Trading Partner by entering the related portion of the
    amount into the selected Trading Partner's current period field. The
    allocation identifies the entity as a trading partner and identifies
    the portion of the amount that is related to the Trading Partner.

> ![](media/image6.png){width="5.9944444444444445in"
> height="4.121527777777778in"}

-   As amounts are entered into the current period amount field of the
    identified trading partner, the current period variance is
    recalculated. The value displayed in the variance field is the
    amount of the Closing Package line item that still needs to be
    identified and allocated to a trading partner.

-   The variance is calculated by subtracting the total amount allocated
    to Trading Partners for the period from the Closing Package line
    item amount for the same period.

-   The module cannot be marked as Final until all Closing Package line
    items have been completely allocated and all variance fields equal
    zero.

4.  From the current period field, press the Tab key to navigate to the
    prior period amount field, and enter the prior period amount for the
    selected Trading Partner. The prior period amount field can also be
    accessed by using the mouse to click into the field.

-   The first time the user selects the
    ![](media/image5.png){width="0.9791666666666666in"
    height="0.23958333333333334in"} Partners button and enters the
    Federal Trading Partner Note screen for any accessible Closing
    Package line, the prior period field/s will automatically populate
    with the amounts reported by the entity for that Closing Package
    line during the previous year. The populated values are editable by
    the user.

5.  To select and allocate the remainder of the Closing Package line
    amounts to other Trading Partners, use the mouse to click into the
    current/prior period columns associated with other trading partners
    or use the up/down arrow key to navigate throughout the screen.

> ![](media/image7.png){width="5.9944444444444445in"
> height="4.121527777777778in"}

6.  The Previously Reported field/s will automatically populate with the
    amounts reported by the entity for that Closing Package line during
    the previous year.

-   The Line Item Changes column is a calculated column that displays
    the difference between the Prior Period amount field and the
    Previously Reported amount field.

-   Both the Previously Reported column and the Line Item Changes column
    are for display purposes only and cannot be edited.

7.  Click on the ![](media/image8.png){width="1.8333333333333333in"
    height="0.21875in"} Closing Package Line Definitions button to view
    a description of the selected Closing Package Line. The definitions
    are created by the system administrator for each line item and are
    maintained in a separate DBA module.

> ![](media/image9.jpeg){width="5.570833333333334in"
> height="3.9930555555555554in"}

8.  Press the ![](media/image10.png){width="1.96875in"
    height="0.20833333333333334in"} Trading Partner Identification
    Report button to run a report of the Trading Partner information
    displayed on the screen.

> ![](media/image11.jpeg){width="6.057638888888889in"
> height="3.3118055555555554in"}

-   To retrieve, view and print the report follow the instructions in
    the Message and Report Retrieval Screen WF003 section of the manual.

9.  Click on the ![](media/image12.png){width="0.75in"
    height="0.2708333333333333in"} Submit button to save changes and
    return to the main form. Click on the
    ![](media/image13.png){width="0.7604166666666666in"
    height="0.3020833333333333in"} Close button to exit the screen
    without saving changes.

10. To view all of the Closing Package Lines that require Trading
    Partner identification for the selected entity and financial
    statement, press the
    ![](media/image14.png){width="2.7604166666666665in"
    height="0.19791666666666666in"} Intragovernmental Trading Partners
    Screen Report button located on the main Trading Partner Notes
    screen.

-   To retrieve, view and print the report follow the instructions in
    the Message and Report Retrieval Screen WF003 section of the manual.

## Viewing and Printing ATB Data

ATB data can be viewed for each Trading Partner by SGL account, Bureau
and ATB Code. Each screen can be drilled down to the next level of ATB
detail.

The ATB data available in this module is from the Adjusted Trial Balance
information that was submitted via FACTS I. Data in these screens cannot
be changed and is for informational purposes only.

At each level of ATB data, reports are available to be run that
summarize the data displayed on the screen.

**Detailed Instructions:**

1.  Press the ![](media/image15.png){width="0.9270833333333334in"
    height="0.1875in"} View ATB Data button to view the Adjusted Trial
    Balance Data for the Trading Partners displayed on the screen.

> ![](media/image7.png){width="5.9944444444444445in"
> height="4.121527777777778in"}

-   The ATB data screen will open and display all of the ATB data that
    was submitted in the FACTS I ATB Submission for each Trading Partner
    (Entity).

-   ATB data is displayed by Trading Partner (FACTS I department) as
    specified in the FACTS I ATB file submission. Trading Partners are
    displayed in two-digit codes. The ATB Data Report is available to
    show the user how the ATB data should map to the GFRS four-digit
    entities.

-   All data displayed in the ATB Data screens is view only.

-   The ATB amounts displayed are reported in ATB Actual and Rounded
    amounts. The Rounded amount uses the reporting method and decimal
    point location specified by the agency in module GF002.

> ![](media/image16.png){width="5.997222222222222in"
> height="3.984027777777778in"}

2.  Click on the ![](media/image17.png){width="1.0833333333333333in"
    height="0.19791666666666666in"} ATB Data Report button to print the
    ATB information displayed on the screen and determine how the
    two-digit FACTS I departments should map to the four-digit GFRS
    entities.

> ![](media/image18.png){width="5.993055555555555in"
> height="3.4159722222222224in"}

-   To retrieve, view and print the ATB Data Report follow the
    instructions in the Message and Report Retrieval Screen WF003
    section of the manual.

```{=html}
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```
-   Press the ![](media/image13.png){width="0.7604166666666666in"
    height="0.3020833333333333in"} Close button to exit the screen and
    return to the previous screen.

3.  Press the ![](media/image19.png){width="0.7604166666666666in"
    height="0.19791666666666666in"} SGL Detail button on the ATB Data
    screen to view the ATB data of a specific trading partner by SGL
    account number.

> ![](media/image16.png){width="5.997222222222222in"
> height="3.984027777777778in"}

-   The SGL Detail screen will open and display Trading Partner data at
    the SGL level.

> ![](media/image20.png){width="5.996527777777778in"
> height="4.124305555555556in"}

4.  Click on the ![](media/image21.png){width="1.1666666666666667in"
    height="0.2604166666666667in"} SGL Detail Report button to print the
    ATB information displayed on the screen.

> ![](media/image22.png){width="5.997222222222222in"
> height="3.2368055555555557in"}

-   To retrieve, view and print the ATB Data Report follow the
    instructions in the Message and Report Retrieval Screen WF003
    section of the manual.

-   Press the ![](media/image13.png){width="0.7604166666666666in"
    height="0.3020833333333333in"} Close button to exit the screen and
    return to the previous screen.

```{=html}
<!-- -->
```
-   Press the ![](media/image23.png){width="1.78125in"
    height="0.2604166666666667in"} Return to Trading Partner Screen
    button to return to the Trading Partner Identification Screen.

5.  Press the ![](media/image24.png){width="0.7395833333333334in"
    height="0.20833333333333334in"} Bureau button to view the ATB data
    at the Bureau level for a selected SGL account.

-   The Bureau Detail screen will open and display the ATB data at the
    Bureau code level.

> ![](media/image25.png){width="5.993055555555555in"
> height="4.129166666666666in"}

6.  Click on the ![](media/image26.png){width="1.4375in"
    height="0.28125in"} Bureau SGL Detail Report button to print a
    report of the ATB information displayed on the screen.

![](media/image27.png){width="5.999305555555556in"
height="3.4694444444444446in"}

-   To retrieve, view and print the ATB Data Report follow the
    instructions in the Message and Report Retrieval Screen WF003
    section of the manual.

-   Press the ![](media/image13.png){width="0.7604166666666666in"
    height="0.3020833333333333in"} Close button to exit the screen and
    return to the previous screen.

```{=html}
<!-- -->
```
-   Press the ![](media/image23.png){width="1.78125in"
    height="0.2604166666666667in"} Return to Trading Partner Screen
    button to return to the Trading Partner Identification Screen.

7.  Press the ![](media/image28.png){width="0.9375in"
    height="0.21875in"} ATB Code button to view the ATB Data at the ATB
    code level for a selected bureau.

-   The ATB Code Detail screen will open and the ATB data will be
    displayed by ATB code for the selected Bureau.

> ![](media/image29.png){width="5.997222222222222in"
> height="4.2347222222222225in"}

8.  Click on the ![](media/image30.png){width="1.53125in"
    height="0.2604166666666667in"} ATB Code SGL Detail Report button to
    print a report of the ATB information displayed on the screen. .

> ![](media/image31.png){width="5.999305555555556in"
> height="3.845138888888889in"}

-   To retrieve, view and print the ATB Data Report follow the
    instructions in the Message and Report Retrieval Screen WF003
    section of the manual.

-   Press the ![](media/image13.png){width="0.7604166666666666in"
    height="0.3020833333333333in"} Close button to exit the screen and
    return to the previous screen.

-   Press the ![](media/image23.png){width="1.78125in"
    height="0.2604166666666667in"} Return to Trading Partner Screen
    button to return to the Trading Partner Identification Screen.

## Final Flag setting

> To complete the GF004 module, the final flag must to be checked for
> all statements for the entity. When the final flag is checked, the
> system initiates a validation that confirms that all Closing Package
> Line item amounts have been allocated to Trading Partners in their
> entirety.

-   The final flag cannot be checked if a variance exists for any
    Closing Package Line item in the financial statement.

-   The trading partner allocations cannot be modified while the final
    flag is checked for that particular statement. Should changes need
    to be made to a TP allocation in the GF004 module, the final flag
    button must be unchecked.

```{=html}
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```
-   If the system will not allow the final flag to be unchecked, the
    financial statement may be locked in the Completions and Approvals
    module (GF008). The FPA must unlock the GF004 module in the GF008
    screen for the final flag to be modifiable. See Module GF008 for
    further explanation.

**Detailed Instructions:**

1.  To complete the statement in GF004, click on the "Final Flag" on the
    Federal Trading Partner Note Screen.

![](media/image32.png){width="6.063194444444444in"
height="3.8194444444444446in"}

2.  If the financial statement fails the validation checks, an error
    message will be displayed. The message will reference the Closing
    Package Line item balance that has a variance.

-   Click on the ![](media/image33.png){width="0.35in"
    height="0.17083333333333334in"} OK button to acknowledge the message
    and make the necessary changes to the trading partner allocation for
    the mentioned line item.

> ![](media/image34.png){width="4.375in" height="1.6041666666666667in"}