|Oracle U.S. Federal Financials User Guide|
Part Number E13551-04
The Department of Treasury’s Financial Management Service (FMS) and the Office of Management and Budget (OMB) established the Federal Agencies’ Centralized Trial-Balance System (FACTS) II process. FACTS II enables agencies to submit one set of financial data that consolidates data reported on the SF 133 Report on Budget Execution, the FMS 2108 Year-End Closing Statement, and much of the initial set of data that appears in the prior year column of the Program and Financing (P&F) Schedule.
FACTS II reports the information in a consolidated preclosing adjusted trial balance:
Beginning balances for budgetary accounts from the beginning trial balance.
Ending balances for budgetary accounts from the preclosing adjusted trial balance.
Ending balances for selected proprietary accounts.
Attributes that further describe the characteristics of the data to be processed.
FACTS II replaces the SF 133 Report on Budget Execution and the FMS Form 2108 Year-End Closing Statement reports.
Agencies must fulfill these requirements for FACTS II reporting:
Provide a comprehensive accounting structure that contains a sufficient level of detail to:
Allow reporting for all categories on which budgetary decisions are made.
Support external reporting requirements to OMB and the Department of Treasury.
Maintain flexibility to meet agency-specific requirements.
Report amounts derived from cumulative, year-to-date general ledger account balances at the end of the specified period.
Generate FACTS II for each selected fiscal period and fiscal year end.
Provide data in the required electronic format to transmit to the Department of Treasury.
Oracle U.S. Federal Financials provides the functionality to comply with the FACTS II requirements. For information on FACTS II requirements, see the Department of Treasury’s website at:
The FACTS II process includes these components:
US SGL Accounts table setup.
FACTS Attribute table setup.
Definition of US SGL Accounts.
Definition of FACTS Attributes.
Definition of other authorization codes.
FACTS II Submission process, which includes the ability to generate supplemental transmissions.
FACTS II Exception Report.
FACTS II edit check process.
FACTS II Adjusted Trial Balance Report.
FACTS II bulk file process.
The figure lists the steps of the FACTS II process.
FACTS II Process Steps Diagram
The FACTS II process consists of these steps.
Enter the agency treasury account codes in the Define Treasury Account Codes window. The treasury account code is used as the agency’s main account code in the Define Federal Account Symbol window.
Enter the agency federal account symbols in the Define Federal Account Symbols window. Users identify if the federal account symbol is a financing account or not. If it is, users specify the segment in the Accounting Flexfield that captures the cohort year. The treasury symbol is built dynamically in the Define Federal Account Symbols window. Although the treasury symbol is built dynamically, users can change the treasury symbol value. Users further describe the treasury symbol in the Define Appropriation Parameters window.
If the agency uses budget accounts, users must establish budget accounts in the Define Budget Accounts window. Users enter a budget account code and name. The budget status indicator, Function, Budget Enforcement Act (BEA) category, and borrowing source are attributes associated with budget accounts. This window is also used to associate the appropriate federal account symbols with the budget account.
Note: If a budget account is defined, it must have a federal account symbol associated with it. However, a federal account symbol can be defined without a budget account. Due to this relationship between budget accounts and federal account symbols, users must define federal account symbols before defining related budget accounts.
In the Define Appropriation Parameters window, specify the resource type and period net outlays that are taken from the FMS Form 6653 - Undisbursed Appropriation Account Ledger. This window captures preclosing unexpended amounts for each treasury symbol and its corresponding authorizations. Users also identify fund values that are associated with each treasury symbol. Account balances are reported by treasury symbol for FACTS II.
Identify the segment in the Accounting Flexfield that captures the Program Reporting Category Code for category A and B apportionments and the Apportionment Category B code for category B apportionments in the Reporting Codes window. In addition, segment values can be mapped to the Code Type.
Note: The Reporting Codes window lets you define the segment of the Accounting Flexfield at the treasury symbol and fund level. It also gives flexibility when creating these definitions. The treasury symbol can be set up with the value All to designate all treasury symbols. The fund can be set up with the value All, All-Category A, or All Category B within all treasury symbols or a specific treasury symbol. Since various combinations can be defined, a fund could match multiple records within the Reporting Codes window. When this is the case, the lowest level of detail record that the fund and treasury symbol matches is used.
The following table provides the priority in determining which Reporting Codes record is used for fund and treasury symbol.
|Priority||Treasury Symbol Value||Fund Value|
|1||Exact Treasury Symbol value||Exact Fund value|
|2||Exact Treasury Symbol value||All-Category A or All-Category B|
|3||Exact Treasury Symbol value||All|
|4||All||All-Category A or All-Category B|
Enter the Period Name and indicate if edit 13 and 14 are required in the Federal Financial Options window.
Users initiate the US SGL table setup process to populate the Define US SGL Accounts window. This window captures all valid US SGL accounts as defined by the Department of Treasury.
Users initiate the FACTS Attributes table setup process using the concurrent manager to populate the Define FACTS Attributes window and the Define Other Authorization Codes window.
The check boxes in the Define FACTS Attributes window indicate that the attribute must be reported for the SGL account; however, the value for the attribute is derived from other windows in the system.
The Availability Time, Authority Type, and Transaction Partner fields can have different values depending on the US SGL account. This process can be initiated at any time prior to executing the FACTS II bulk file process.
Once the table setup procedure is completed, users can add, modify, or delete records from the windows as necessary.
Note: Agencies must comply with the US SGL to take full advantage of the FACTS II enhancement. Agencies that expand their numbering system to accommodate agency-specific requirements should designate a parent account that is a four-digit US SGL account. The FACTS Attributes window requires manual update to accommodate the SGL Accounts before generating the FACTS II process if individual accounts are defined to specifically capture an attribute that further describes the parent SGL account.
The following table provides examples of the alternate GL account numbering schemas, structure using six-digit GL account.
|GL||Account Name||Parent US SGL Account or Name|
|Example||Structure Using Six-Digit GL Account|
|451001||Apportionments – Establish Available||4510 – Apportionments|
|451002||Apportionments – Reduce Available|
|451003||Apportionments – Available in Subsequent Period|
The following table provides examples of the alternate GL account numbering schemas, structure using four-digit GL account.
|GL||Account Name||Parent US SGL Account or Name|
|Example||Apportionments – Establish Available||4510 – Apportionments|
|4511||Accounts Receivable - Federal|
|4512||Apportionments – Reduce Available|
|4513||4513 Apportionments – Available in Subsequent Period|
Account 4510 is reported on FACTS II according to Availability Time and 4510 is defined on FACTS Attributes with the Availability Time attribute of Available. The user is required to add account 451003 in the 6 digit structure or 4513 in the 4 digit structure and define the correct Availability Time value (Available in Subsequent Period) along with any other attributes that should be reported for 4510. The other accounts in the examples do not need to be added to FACTS Attributes. They will report the Availability Time of Available since these accounts are child accounts of 4510 and 4510 is defined as Available.
Once setup is complete, users process transactions throughout the reporting period, posting transactions to General Ledger.
On an annual basis and for selected periods, users submit the FACTS II submission procedure. All applicable SGL accounts, account balances, and attributes are selected. If discrepancies exist for any SGL account balance, the account and the balance are printed on the FACTS II Exception Report.
The following table describes the windows from which the FACTS II attributes are derived.
|Attribute||Window Derived From|
|Public Law Code||PL Code field in the Main tab of the Enter Budget Authority window.|
|BEA Category||BEA Category field in the Define Budget Accounts window.|
|Borrowing Source||Borrowing Source field in the Define Budget Accounts window.|
|Function||Function field in the Define Budget Accounts window.|
|Transfer Dept ID/Main Account||Dept ID and Main Account Code fields in the Transfers tab of the Enter Budget Authority window.|
|Reimbursable Flag||Fund Category field in the Define Appropriation Parameters window.|
|Apportionment Category||Fund Category field in the Define Appropriation Parameters window.|
|Program Reporting Code||When the fund category is Category A- Direct, A-Reimbursable, B-Direct, or B-Reimbursable and the Apportionment Category check box is selected in the FACTS Attributes window, the FACTS II process derives the code based on the segment of the Accounting Flexfield defined in the Program Reporting Codes window.|
If the Use Program Reporting Code Mapping check box is not selected, the segment value is used. If it is selected, the Program Reporting Code mapped to the segment value is used.
|Definite/Indefinite Flag||Definite/Indefinite field in the Define Appropriation Parameters window.|
|Advance Flag||Advance Type field in the Main tab of the Enter Budget Authority window.|
|Year of Budget Authority||When the treasury symbol meets the criteria for being a nonfinancing, no-year symbol, and contains account balances for a disbursement account, the FACTS II process compares the reporting year to the budget fiscal year (BFY) segment of the Accounting Flexfield.|
The reporting year is the Fiscal Yr. field in the Report Parameters tab of the FACTS II Submission window. The BFY segment can be obtained from the BFY Segment field in the Budget Fiscal Year Segment Mapping window.
If the years are the same, the Year of Budget Authority value is New. If the years are not the same, the Year of Budget Authority attribute is BAL.
|Availability Time||FACTS Attributes window; different attribute values associated to subaccounts of a parent US SGL account.|
|Transaction Partner||FACTS Attributes window; different attribute values associated to subaccounts of a parent US SGL account.|
|Authority Type||FACTS Attributes window; different attribute values associated to subaccounts of a parent US SGL account.|
|PYA||FACTS Attributes window; value X is reported when PYA is selected.|
If discrepancies exist for any SGL account balance, the account and the balance are printed on the FACTS II Exception Report.
Note: Users indicate original or supplemental run types in the Report Parameters tab of the FACTS II Submission window. The adjusted trial balance (ATB) number increments each time a supplemental bulk file is generated for the same treasury symbol, fiscal period, and fiscal year.
The FACTS II edit check process is executed after the FACTS II submission procedure summarizes the account balances. The edit check process does:
Certifies that debit and credit entries are equal for budgetary accounts.
Confirms that budgetary resources equal status of resources.
Validates period outlay reconciliation.
Authenticates year-end closing activities. For example, the Fund Balance with Department of Treasury is reconciled.
Validates data reported on the SF133.
All required edits must be successfully completed before a FACTS II bulk file format is produced.
If Edit Check 11 fails, there is an account that requires a footnote. Users can enter footnote text by clicking the Footnote button in the FACTS II Submission window.
Note: The FACTS II Adjusted Trial Balance Report is automatically generated when the FACTS II submission procedure is completed.
Agencies reconcile reported amounts on the FACTS II Exception Report and Edit Check Report against general ledger reports. Agencies can run the following reports to review and reconcile FACTS II output to SGL account balances:
FACTS II Trial Balances
FACTS II Transaction Register
Once the FACTS II bulk file procedure is completed with acceptable edit checks, a bulk file containing the SGL records and footnote records is produced and a FACTS II Adjusted Trial Balance Report is generated.
If necessary, users can generate supplemental FACTS II bulk files to revise data previously transmitted.
The FACTS II Ending Balance Detail process stores the ending balance detail for the following four FACTS II attributes:
Public Law Code
Transfer Department ID
Transfer Main Account
When the budgetary accounts are treated like balance sheet accounts, run this process after the Year End Close process. This allows the FACTS II attribute details to be retrieved for the beginning balance of the following year.
To run the FACTS II Ending Balance Detail process, navigate to the Submit Request window.
In the Name field, select FACTS II Ending Balance Detail.
In the Fiscal Year field, select the appropriate year.
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