Creating Memorandum Accounting Entries for Federal Reporting

Federal changes to the Governmentwide Treasury Account Symbol Adjusted Trial Balance System (GTAS) require that organizations track current year asset acquisitions using memorandum accounts, which are used for GTAS Bulk File attribute reporting, validations, and edits. Current year acquisitions include operating materials and supplies, inventory, real property, exhibits, capital leases, leasehold improvements, internal-use software, and other assets and personal property expenditures that are capitalized. ‘Current year’ is defined as any asset transaction posted in a given fiscal year (October 1 – September 30) and is not tied to the expiration of an agency’s Treasury Account Symbol (TAS)/appropriation.

Memorandum accounts are administrative accounts only and do not affect recorded or reported budgetary and proprietary values on the adjusted trial balance.

Per Treasury guidance, the memorandum postings should be booked on a transaction by transaction basis. This requires each asset purchase transaction that posts to a United States Standard General Ledger (USSGL) asset account (15XX, 17XX, 18XX, or 19XX) to also post the USSGL memo accounts (8801, 8802, 8803, and 8804). Create memorandum accounting entries any time your agency takes possession of an asset. Concurrent postings include asset accounts (15XX, 17XX, 18XX, and 19XX), 4901 (Delivered Orders - Obligations, Unpaid), 3107 (Unexpended Appropriations – Used), and 5700 (Expended Appropriations).

This table describes the USSGL memorandum accounts and their associated USSGL asset accounts:

This table describes the new USSGL transactions that are a part of Federal GTAS changes:

The following screenshot provides an example of generated memorandum accounting entries viewed on the Review Financial Entries page:

Generated memorandum accounting entries

To set up and process memorandum accounts for GTAS Bulk File reporting:

1. Use the Federal Posting Rules page to define memorandum account posting rules for selected assets.

   See Federal Posting Rules Page

2. Use the Manage Current Year Assets page to identify and review new current year assets that require memorandum account posting.

   See Manage Current Year Assets Page

3. Use the Review Current Year Assets page to review previously selected current year assets.

   See Review Current Year Assets Page

4. Use the Create Federal Entries run control page to run the AM_FDRLPOST process and create memorandum account postings for the selected current year asset accounts.

   Note: Federal entries can also be created using the Create Accounting Entries page. However, assets must already be in the federal group to be run from the page.

   See

   Create Federal Entries Page

   Create Accounting Entries Page

Use the Federal Posting Rules page (AM_FDRL_RULES) to define memorandum account posting rules for a selected asset.

Navigation:

Set Up Financials/Supply Chain > Product Related > Asset Management > Accounting > AM Federal Posting Rules

This example illustrates the fields and controls on the Federal Posting Rules page. You can find definitions for the fields and controls later on this page.

Use the Manage Current Year Assets page (AM_FDRL_ASSETS_UPD) to identify and review new current year assets that require memorandum account posting.

Navigation:

Asset Management > Accounting Entries > Federal Posting > Manage Current Year Assets

This example illustrates the fields and controls on the Manage Current Year Assets page. You can find definitions for the fields and controls later on this page.

Use ChartField Search Criteria Page (AM_SEL_CF2_SEC) to select an operating unit, fund code, department (and so forth) associated with the assets for which you are searching. To access this page, click the ChartField Search Criteria link on the Manage Current Year Assets page.

This example illustrates the fields and controls on the ChartField Search Criteria page.

Use the Review Current Year Assets page (AM_FDRL_ASSET_VIEW) to review previously selected current year assets for a federal group.

Navigation:

Asset Management > Accounting Entries > Federal Posting > Review Current Year Assets

This example illustrates the fields and controls on the Review Current Year Assets page. You can find definitions for the fields and controls later on this page.

The fields on this page function identically to the fields on the Manage Current Year Assets page, except that you are searching for previously selected current year assets. The Audit History tab displays information about when an asset was added, by user, as well as last update date, by user.

For more information on the fields on this page, please refer to the field definitions for the Manage Current Year Assets page.

Use the Create Federal Entries page (AM_FDRLPOST_RQST) to create memorandum account postings for the selected current year asset account.

Navigation:

Asset Management > Accounting Entries > Federal Posting > Create Federal Entries

This example illustrates the fields and controls on the Create Federal Entries page. You can find definitions for the fields and controls later on this page.