FACTS II Processing 

Prerequisites

You have completed the attribute determination and other configuration work described in FACTS II Preparation.

Procedure

The scenario described here is one variant of the procedure you can follow in the SAP System. Depending on the circumstances in your agency, the order of certain steps may vary. For example, you might choose to maintain footnotes after running the edits.

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       1.      First, upload the Master Accounts File (MAF file). To do this, go to the Easy Access menu and choose Accounting  ®  Public Sector Management  ®  Functions for US Federal Government  ® Information System ® FACTS II ®  Upload MAF File.

       2.      In the resulting selection screen, enter the company code in question and a local input filename, then execute the program.

       3.      Next, maintain the MAF file. To access it, run the Maintain MAF File program in the same part of the Easy Access menu.

Maintaining the file means, for example, checking that the funds assigned are the correct funds. You do not need to do this if you are not going to run the edits (see below).

       4.      Now extract the data that is to be submitted to the Treasury. You do this by running the Data Extract program. In the selection screen, you must enter the fiscal year, period, and company code.

You may wish to enter ranges of applications of funds, prepare IDs, and/or certifier IDs to limit the data selection further.

You must also enter one of the following extract file options:

○     Delete Existing Extract Records Based on Above Selection

If you choose this option, the program deletes from the extract file all records that meet the selection criteria entered.

○     Delete All Existing Extract Records

If you choose this option, the program delets all records from the extract file, regardless of any criteria.

○     Create New Records or Update Existing Records

If you choose this option, the program searches the FACTS II (97) ledger for data that meets the selection criteria.

■      If the extract file contains a record with a matching key, it  proposes an update.

■      If there is no such record, the program proposes to create one.

The program displays a report showing proposed actions for you to review. You can save the proposed changes to the file or you can cancel them, leaving the extract file as it was.

We recommend that you run this program once with the Delete option, then again with the Create option.

       5.      Having run the extract program, you may want to include additional information in the bulk file. You do this in the Maintain Footnote program.

Selecting the program produces an overview of the bulk extract file. Select and highlight a line, then choose the Footnote icon to attach a footnote.

In the resulting editor, you can enter a text of up to 255 characters. For example, if one of the items shows a negative receivable, you might want to explain how this occurred.

       6.      Having received the MAF file, maintained it, extracted the data and maintained any footnotes you want, you are now ready to run the FACTS II edits. You do this by selecting the Apply Edits program.

In the resulting selection screen, you can select all the edits required for a particular quarter by checking the Perform Edits for Quarters 1-4; if it is the end of quarter four, you can also check the Perform Edits for Quarter 4. In either case, if you do not want to run all the edits, select the ones you do want to run singly.

For details of what the individual edits do, see FACTS II Edits.

       7.      When you have selected the edits you need, execute the program.

The following outcomes are possible:

-         If any Treasury Appropriation Fund Symbls (TAS’s)  accounts fail the edits, the program produces a list, showing which TAS’s have failed which edits. You can then take corrective action. If this involves posting transactions in the system, you need to run the extract program again afterward before you can subject the data to the edits again.

-         If all the TAS’s pass all the edits, the program lists the TAS’s, each with the statement “Account symbol passed all edits”.

       8.      Once all the TAS’s have passed all the edits, you can enter any additional footnotes if required and then send the file back to Treasury. You can do this by running the Send Bulk File to Treasury program and downloading the text extract file.

Result

You can now submit your agency’s data to the U.S. Treasury.