Trading Partner Analysis Interoffice Reconciliations

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Trading Partner AnalysisInter-office
Reconciliations

• Marion Hoch
• 301-903-4216
• Financial Statement/Superusers Workshop
• March 20 22, 2007

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Presentation

• Trading Partner Guide
• Trading Partners
• Trading Partner Function
• Trading Partner Reports
• Confirmations/Reconciliations
• Questions

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Trading Partner Guide

• The guide is available on line at
  http//www.mbe.doe.gov/efasc/frad/otherguidance.ht
  m
• Purpose of the guide is to describe STARS trading
  partner code requirements.
• CF 11 is responsible for updating the Trading
  Partner Guide.
• The guide is updated when Treasury changes their
  valid trading partner table.
• When there is a change in the trading partner
  code rules.
• Changes in the OPI to Allottee Values Crosswalk.
• New reports are developed, old reports are
  updated or deleted.

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Trading Partners

• Trading Partner Codes are 2 or 4 digit codes that
  identify other federal agencies.
• The trading partner codes are set up by the
  Department of the Treasury.
• A valid list of trading partners can be found in
  Appendix 1 of the Trading Partner Guide.

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Headquarters Reporting Trading Partner Information

• Required for quarterly and yearend reporting of
  intragovernmental and intra-agency (DOE)
  revenues, costs and transfers, receivables,
  payables and other assets and liabilities.
• Used to classify financial statement lines as
  either intragovernmental or public and to
  eliminate intra-DOE balances from our financial
  statements.

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Trading Partner Function

• DOE developed a STARS trading partner function
  process to meet trading partner code reporting
  requirements.
• The trading partner function is dependent on the
  set-up of each Standard General Ledger Account.
  Each account is set up to be either
• F - SGL balance is always Federal
• Y - SGL balance can be either Federal or
  non-Federal
• N SGL balance is always non-Federal

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Trading Partner Function

• Appendix 2 DOE SGL Trading Partner Code Rules
  
• Lists the 8 position SGL account number
• Description of the account
• Trading Partner is it a federal only, non
  federal only or either.
• Other Conditions such as trading partner 89
  only (DOE)
• Not trading partner 89.
• Funds and SGL combinations determine the trading
  partner. One example Revenue federal or not
  federal depending on fund.
• Specific trading partner only such as 20, 99,
  (Treasury).
• Certain funds may only be federal and others may
  only be non-Federal for the account.

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Trading Partner Function

• Table A of the guide has a detailed flow chart
  that shows how the trading partner function
  works.

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Trading Partner Function

• The trading partner function may override data
  that you have sent in your files.
• If your file included SGL 2110100 (Accounts
  Payable Other Federal Agencies) with a blank in
  the trading partner field the Trading Partner
  function will change the trading partner to 00.
• This makes it a federal trading partner as
  required by the trading partner function with an
  unknown trading partner.

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Trading Partner Function

• If your file includes SGL 1310N200 (Accounts
  Receivable, Non Federal) with a 20 in the trading
  partner field and the OPI for Treasury the
  function will change the SGL account to a Non
  Federal account. The SGL will be changed to 1310
  with a Non Federal Attribute for reporting
  purposes.
• SGL 52000900 Revenue from Services Provided to
  Others is always changed to a F when the fund is
  00556 (3Y) or 00910 (3T), it is an 89 when the
  fund is 02400 (WF).

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Reports

• DOE GL Journal Detail Report (does not have the
  trading partner function logic applied)
• Reports with the trading partner function logic.
• DOE Abnormal Balances Report
• DOE Trading Partner FACTS 1 Exception Report

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Reports

• DOE Confirmation of Inter Office Balances
  Nominal Accounts
• DOE Confirmation of Inter Office Balances Real
  Accounts
• DOE Confirmation of Inter-Entity Funded Balances
  Real Accounts
• DOE Financial Statements

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Helpful Reports For Analyzing Trading Partner Data

• DOE AR Customer Trading Partner by Customer ID
  Report look up the customer transaction posted
  to GL from AR module.
• DOE AR Customer Trading Partner by WFO Report
  look up supplier/trading partner .
• DOE Trial Balance by Trading Partner Code trial
  balance with a specific trading partner
  parameter.

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Helpful Reports For Analyzing Trading Partner Data

• DOE GL Journal Detail Report by Trading Partner
  identifies the specific transactions in the GL
  for a specific trading partner.
• DOE GL Detail Report with Trading Partner
  identifies the specific transactions in the GL
  without specifying a specific trading partner.

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Hint

• Reports by trading partner must use a specific
  trading partner.
• Reports with trading partner must not use a
  specific trading partner.

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Reports

• The variance reports must be run at least
  quarterly and all variances must be corrected
  for the June and September Financial Statements.
• Auditors do their preliminary audit work of the
  financial statements on third quarter data.
• Interagency items are included in the audit.

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DOE Abnormal Balances Report
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DOE FACTS 1 Trading Partner Exception Report
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DOE Confirmation of Inter Office Nominal Accounts
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DOE Confirmation of Inter Entity Balances Real
Accounts
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Confirmations

• Allottees and their integrated contractors must
  perform confirmations of material inter-office
  balances to ensure there are no significant
  differences at the end of the third quarter and
  at year end.
• Communicate with the other field offices to clear
  the confirmation reports.

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Confirmations

• Each allottee will prepare a final year-end
  reconciliation of interoffice balances using the
  STARS Confirmation Reports.
• Significant differences for this final
  reconciliation must be resolved or brought to the
  attention of the Director of Financial Reporting
  and Analysis Division, for resolution by the date
  stipulated in the year end instructions.

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Confirmation Form

• Offices are encouraged to use the standard
  confirmation format when requesting confirmation
  of material balances.
• The confirmation forms can be found at
  http//www.mbe.doe.gov/efasc/frad/otherguidance.ht
  m

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Questions?

• Do you have any questions or comments?
• Marion.Hoch_at_hq.doe.gov