Use the FACTS II Submission window to generate the FACTS II bulk file. You submit a FACTS II bulk file both monthly and annually for all applicable US SGL accounts, account balances, and attributes.
You first generate FACTS II data using the FACTS II Submission procedure for the treasury symbols that you want to report. The FACTS II generation process creates two reports that you can use as reconciliation tools:
FACTS II Edit Check Report - Performs a series of checks on FACTS II data and prints the results.
FACTS II Exceptions Report - Captures and prints any discrepancies in SGL account balances.
After you reconcile any errors and exceptions, you can generate the FACTS II bulk file and submit the file to the Department of Treasury.
You submit the FACTS II bulk file using the Department of Treasury FMS FACTS II On-line System. Once you submit the bulk file, you cannot make any changes to the account data.
Before you can process FACTS II data and generate the FACTS II bulk file, you must:
Enter and update agency information.
Define treasury account codes.
Define treasury symbols and associate fund values with them.
Define budget account codes for federal account symbols.
Run the US SGL accounts table setup procedure.
Review and edit the US SGL accounts.
Run the FACTS attributes table setup procedure.
Review and edit account numbers and FACTS attributes.
Review and edit authorization codes.
Identify the segment in the agency accounting flexfield that captures the budget fiscal year or fiscal year values.
Identify the segment in the agency accounting flexfield that captures the program reporting code, and map the segment values to the appropriate program reporting code.
Identify the segment in the agency accounting flexfield that captures the Apportionment Category B code, and map the segment values to the appropriate apportionment category B code.
Identify the segment in the agency accounting flexfield that captures the Cohort year values.
To generate FACTS II data, navigate to the FACTS II Submission window.
The following table describes selected fields on the FACTS II Submission window, Report Parameters tab.
| Field Name | Description |
|---|---|
| Select | Indicates the treasury symbol to be included in FACTS II process.
Note: To initiate the FACTS II Submission procedure, select this and the Submit button |
| ATB No | Adjusted trial balance sequence number; increments when user selects Supplemental run mode and the bulk file is produced. |
| Run Mode | Run type: original or supplemental. Treasury symbols can be included for bulk file processing with both original and supplemental run types. |
| Currency | Indicates currency code for reporting data. |
| Bulk File | Indicates that FACTS II bulk file to be generated for this treasury symbol. The bulk file can be generated when the Status in the Submission Info tab is Completed or Optional Edits Failed.
Note: To initiate the Bulk File procedure, select this and the Bulk File button |
| Retain Balances | Indicates that balances will be retained. These balances will be compared to the beginning balances according to the Closing Group setup as part of edit 13 in the next fiscal year. |
| Footnotes | Opens Footnotes window; activated if there is a footnote edit failure in the bulk file process. |
| Submit | Initiates the FACTS II submission process for selected treasury symbol. |
The following table describes selected fields on the FACTS II Submission window, Contacts tab.
| Field Name | Description |
|---|---|
| Treasury Symbol | Treasury symbol for which the preparer and certifier are assigned to; value entered in the Define Appropriation Parameters window. |
| ATB No | Adjusted trial balance sequence number. |
| Bulk File | Indicates that FACTS II bulk file to be generated for this treasury symbol. |
The following table describes selected fields on the FACTS II Submission window, Submission Info tab.
| Field Name | Description |
|---|---|
| Treasury Symbol | Treasury symbol; value entered in Define Appropriation Parameters window. |
| ATB No | Adjusted trial balance sequence number. |
The following table describes selected fields on the Footnotes window.
| Field Name | Description |
|---|---|
| ATB No | Adjusted trial balance sequence number. |
| Period | Report fiscal period. |
| Footnote Sequence | Footnote sequence number. |
Generating FACTS II Submission Procedure
To generate the FACTS II Submission procedure, perform the following steps.
Navigate to the FACTS II Submission window.
Enter required parameters.
Select the treasury symbols to be included in the FACTS II Bulk File layouts by selecting the Select box and clicking Select.
The following processes occur during the FACTS II submission procedure and are described in subsequent sections:
Related Topics
Use the FACTS II Edit Check Report to verify your FACTS II data submission. The FACTS II Edit Check Report performs these tasks:
Certifies that debit entries equal credit entries for budgetary accounts.
Confirms that budgetary resources equal status of resources.
Validates period outlay reconciliation.
Authenticates year-end closing activities, such as ensuring that the fund balance with the Department of Treasury is reconciled.
The following table describes the edit checks that are performed during the edit check process.
| Edit Check | Description | Periods |
|---|---|---|
| Pre-edit Treasury Symbol Authority |
Use of certain US SGL accounts is permitted only if treasury appropriation or fund symbol has that authority. | All |
| Edit 1 Debit=Credit |
Total ending budgetary debits must equal total ending budgetary credits, such as the 4000 series of accounts. | All |
| Edit 2 Resources vs. Status of Resources |
Total budgetary resources must equal total status of resources as reported on SF 133. That is, Line 7 must equal Line 11. | All |
| Edit 3 Beginning Balance |
Beginning budgetary resources minus beginning obligated balances must equal beginning unobligated balances. That is, beginning budgetary debits must equal beginning budgetary credits. | All |
| Edit 4 Zero Balance Accounts |
Certain US SGL accounts should have no balance for fourth quarter reporting, such as anticipated amounts for US SGL Account 4060 Anticipated Collections from Non-federal Sources. | Fourth quarter |
| Edit 5 Resource vs. Equity |
US SGL account balances that correspond to fund resources on the FMS 2108 must equal US SGL account balances that correspond to fund equities on FMS 2108. Fund resources include:
Fund equities include:
|
Fourth quarter |
| Edit 6 Treasury Fund Balance - Other Authorizations |
US SGL account balances for contract and borrowing authority, securities, and imprest funds reported on FMS 2108 must equal Preclosing Unexpended Balance, Column 2, that Department of Treasury maintains in its books. | Fourth quarter |
| Edit 7 Treasury Fund Balance |
US SGL account balances that correspond to undisbursed fund balances reported on FMS 2108, US SGL Account 1010 in Column 5 plus or minus US SGL Accounts 4350 Canceled Authority, and 4391 Adjustments to Indefinite No-Year Authority, in Column 4, must equal Pre-closing Unexpended Balance, Column 2, that Department of Treasury maintains in its books. | Fourth quarter |
| Edit 8 SF133 Outlays |
US SGL account balances that correspond to Obligations Incurred, spending from Offsetting Collections, PYA, Obligations as of 10/1, Obligations - Transferred, and Obligations - Period End. | All |
| Edit 10 Appropriation Cancellations Zero Balance Check |
The sum of US SGL account balances that correspond to columns 7 through 11 on the FMS Form 2108 Year End Closing statement must have a zero balance. | Fourth quarter |
| Edit 11 Footnotes |
A footnote is required for treasury appropriation fund symbols with any of the following characteristics:
|
Fourth quarter |
| Edit 12 Outlays |
Net outlays reported in FACTS II Trial Balance are compared to net outlays reported through daily or monthly central accounting reports, such as FMS Form 224. | All |
| Edit 13 Closing Validation |
The beginning balances for the Closing Account in FACTS II Trial Balance are compared to the ending balances for the previous fiscal year for the accounts assigned to the same closing group. | All |
| Edit 14 4123 Reclassification |
Control account 4123 reported in FACTS II Trial Balance are compared to Summation accounts 4357, 4382, and 4383 to verify the control account is equal to or less than the Summation accounts. | Period defined on Federal Options |
Use the FACTS II Exception Report to review exception errors that occurred during the processing of FACTS II data for selected treasury symbol records. There are two kinds of exception errors: SGL Account exceptions and Missing Attribute exceptions.
The following table describes the heading section of the FACTS II Exception report.
| Heading | Description |
|---|---|
| Treasury Symbol | The treasury symbol record |
| Reporting Year | The reporting year |
| Reporting Period | The reporting period |
| Page | The page number of the report |
The following table describes the FACTS II Exception report, SGL Account Exceptions.
| Heading | Description |
|---|---|
| Budgetary Account not defined on FACTS Attributes | Exception: Neither the account nor the US SGL account is defined in the Define FACTS Attributes window and is not reported in FACTS II. Solution: Either the account or the US SGL account must be defined in the Define FACTS Attributes window to be reported in FACTS II. |
| Not a Valid US SGL Account | Exception: The account is not defined in the Define US SGL Accounts window and is not reported in FACTS II. Solution: Either the account or the parent of the account must be defined in the Define US SGL Accounts window to be reported in FACTS II. |
| Disabled US SGL Account | Exception: The account or parent account was disabled in the Define US SGL Accounts window and is not reported in FACTS II. Solution: Enable the account in the Define US SGL Account window or record the amount in a different account |
| Multiple US SGL Account Parents defined | Exception: The account has multiple US SGL parents defined in General Ledger and is not reported on FACTS II. Solution: The account must only have one US SGL parent defined in General Ledger to be reported on FACTS II. |
The following table describes the FACTS II Exception report, SGL Missing Attribute Exceptions.
| Heading | Description |
|---|---|
| Public Law Code not found | Exception: The public law code is not found for the account. Solution: Assign the correct Public Law Code. |
| Definite/Indefinite indicator not found | Exception: The definite/indefinite indicator is not found for this account. Solution: The correct value must be defined in the Define Appropriation Parameters window. |
| BEA Category not found | Exception: The BEA category is not found for the account. Solution: The correct value must be defined in the Define Budget Account Codes window. |
| Borrowing Source not found | Exception: The borrowing source was not found for the account. Solution: The correct value must be defined in the Define Budget Account Codes window. |
| Function | Exception: The Function was not found for the account. Solution: The correct value must be defined in the Define Budget Account Codes window. |
| Segment Value used as Category Code since mapping not found | Exception: The Use Reporting Code Mapping check box is selected, and neither the segment value nor the value All is in the Reporting Code Mapping region of the Reporting Codes window, and the value is a three digit numeric value. Solution: The segment value will be reported as the Reporting Code. Otherwise, the correct value must be entered in the Reporting Code window. |
| Valid Category Code not found | Exception: Two conditions cause this exception.
Solution: The correct value must be defined in the Reporting Codes window. |
| Multiple Category Descriptions for one Category Code | Exception: Within the treasury symbol being reported, there are multiple reporting code descriptions for the same reporting code. Solution: The Reporting Code will be reported with multiple descriptions. Otherwise, the correct value must be defined in the Reporting Codes window. |
The FACTS II Adjusted Trial Balance Report is printed automatically upon completion of the FACTS II submission procedure. This report provides users with the US SGL account, account balances and attributes that are captured in the FACTS II Bulk File layout.
To generate the FACTS II Bulk File, perform the following steps.
Navigate to the FACTS II Submission window.
Enter required parameters.
To generate a bulk file, select the treasury symbols to be included in the FACTS II Bulk File layouts by selecting the Bulk File box and clicking Bulk File.
A treasury symbol can be selected for bulk file generation after all required edits are successful.
The FACTS II Bulk File Layout Description process occurs during the FACTS II Bulk File procedure.
The FACTS II Bulk File layout is generated in the format described in the table below.
| Record Name | Description |
|---|---|
| US SGL Account Detail | Treasury account fund symbol; Preparer ID; Certifier ID; Reporting fiscal year; Reporting fiscal month; US SGL account number and all applicable attributes. |
| Bulk file US SGL footnote detail | Footnote information as it relates to US SGL accounts. |
| Bulk file SGL trailer detail | Count of total number of detail and footnote records. |