Appendix C - Instructions for Preparing the Call Report Excel Data File and Electronic Submission of the Data

NOTE: Please read all instructions carefully before preparing to input data on either of the Excel spreadsheet applications or sending the data to the FCA.

General Instructions

The Call Report employs Excel spreadsheet software for use in preparing quarterly Call Report data. One Excel file is used by all institutions in submitting their routine Call Report (containing all Call schedules except for Schedules RC-N.1 and RC-N.2); and a second Excel file is used by banks only to submit a Supplemental Call Report (containing the Call Schedules RC-N.1 and RC-N.2). The applications allow Farm Credit System (FCS) Institutions to enter the Call Report information, save the data, and print reports.

*The FCS institutions can download a copy of the Excel files from the FCA website,

*Change made effective March 15, 2001.

The Call Report applications use macros to help navigate through the spreadsheets as easily as possible. In order to make the Excel files as user friendly as possible, menu buttons, and the point and click features of the mouse are used throughout the applications. The buttons on the menus identify where data should be entered and saved, as well as the reports that can be produced. The buttons on each of the menus are intended to guide you through the application to the desired spreadsheet. The spreadsheets allow data to be entered only in the required fields. The ESCAPE {Esc} key on your keyboard can be used to end the process at any time. Make sure you press the {Enter} key to record your last entry prior to pressing the {Esc} key. If you do not press the {Enter} key before pressing the {Esc} key, your last entry will not be recorded.

*The file name of the spreadsheet application that contains the main Call Report is “Crs.xls”. The file name of the spreadsheet application that contains the Supplemental Call Report is “Rcn12.xls”. However, when the “Save Data To Hard Drive” button on the main menu is clicked on either of the applications, macros will create a new file containing the information entered in the spreadsheets. The naming convention of the new file will represent the reporting institution’s unique identification code (UNINUM) with an extension that represents the quarter end date for which the Call Report information is being submitted. For instance, when using the main Call Report application, the name of the new file created by the Texas Farm Credit Bank for the quarter ending March 31, 2014 will be “610000.114”). When using the Supplemental Call Report application, the file created for the same bank and the same quarter will be named “N610000.114”.

*Change made effective March 15, 2002.

These newly created files are to be used by the reporting institution for making any changes to the initial information entered to the spreadsheet (instead of the original files "Crs.xls" and " Rcn12.xls").

*The Call Reports must be electronically submitted to a secured account on the FCA's website.

*Change made effective March 15, 2001.

Specifications and Other Requirements

There are menus with buttons for entering institution information and individual Call schedules. The buttons can be clicked with the use of the mouse to assist in data entry, printing, and saving the data. The " Institution" menu will provide access to inputting the System, district and association codes, the name of the reporting institution and certifying official, and the report date.

Step-by-Step Instructions for Using the Call Report Applications

1. Open the Excel software applications by clicking on the Excel icon located within the main Microsoft Windows' menu or other desktop windows’ menu.

2. *Select your default directory where the Excel file was downloaded from the FCA website.

*Change made effective March 15, 2001.

3. *Select the appropriate directory and file (i.e., "FILE, OPEN, Crs.xls or Rcn12.xls, OK").

*Change made effective March 15, 2001.

4. When the Excel files containing either of the applications are opened, a menu with labeled buttons will appear on the screen. There are buttons on the main menu that will assist in entering information, printing reports, and saving the information.

5. Information regarding the reporting institution must be entered before any data are input to the Call schedules. Locate the button labeled "Institution Information" . To locate this button using the regular Call Report workbook, click on the "Input Call Report Data" button. This action will bring up a sub-menu that contains the "Institution Information" button. For the Supplemental Call Report workbook, the "Institution Information" button is located on the main menu. Click on the button labeled "Institution Information". This action will bring up an input form that calls for the institution's individual identification code, the report date, the institution's name, and the name of the certifying official to be entered. The report date should be input as MM/DD/YYYY (i.e., 03/31/2014).

6. The institution's identification code (i.e., System, district, and association) will automatically be copied into all of the Call schedules contained in other areas of the application. The application will only allow information to be entered into the appropriate cell locations for that particular schedule.

7. If the descriptions for some items appear to be incomplete, there are two "ZOOM" buttons on the main menu that will adjust the form to your computer screen. Use the appropriate zoom (80% or 100%) for your particular computer. Try each one to see which option enables you to view the entire input area of the input form.

8. While in the data input mode, the arrow keys (up, down, right, and left) can be used to move through the schedules while entering data. The "Enter" key on the keypad should react as a down arrow key. If not, use the "down" arrow key to move to the next input cell. The "Tab" key can also be used as a down arrow key.

9. After entering all the institutional information, press the "Enter" key and then the "Escape" key. This action will save the information and return you to the menu system.

10. Next, click on a button labeled with a specific Call schedule. This action will open the spreadsheet for the Call schedule chosen and place the cursor in the appropriate cell location of the spreadsheet - the initial input cell location. Input the appropriate Call Report information in the spreadsheet. Again, the application will only allow information to be entered into the appropriate cell locations for that particular schedule.

11. The worksheet is provided with zeros in all cells that require data entry. After data entry is completed, all cells should contain either a zero or other number - do not clear any cells or leave them blank. Totals are automatically calculated. The fields containing totals are protected.

12. Again, after entering all the appropriate information to the selected schedule, press the "Enter" key and then the "Escape" key. This action will save the information and return you to the menu system. Select the next button labeled with a specific Call schedule and repeat steps 9 and 10 above.

13. When you have finished entering data on the last Call schedule, press the "Enter" key and then the "Escape" {ESC} key. This action will return you to the "Call Report Input Menu" sub-menu on the regular Call Report worksheet and the main menu on the Supplemental Call Report worksheet. If working in the regular Call Report worksheet, click on the "Return to Main Menu" button.

*14. Locate and click the “Save Call Report Data to Hard Drive” button. A macro will save the information that was entered in the worksheet into a new file. The System, district, and association codes and report date will be used to generate the file name. For example, if you entered 6 for System, 10 for district, and 000 for association code and the reporting date is June 2007, the Excel application will create and save a new workbook as 610000.114. For the Supplemental Call Report, this file name will be preceded with the letter “N” (i.e., N610000.114). These newly created files must be used for any additional updates and are the files that the Agency will use for loading Call Report submissions to its database.

* Change made effecitve September 15, 2007.

15. After saving the data, locate the button labeled "Difference Report". If working on the regular Call Report, click on the "Print Call Report Schedules" button to locate this button. Print this report by clicking the "Difference Report" button. Review the Difference Report for possible errors (see the General Instructions section of the Uniform Call Report Instruction Manual for additional information on the use of the "Difference Report".) Return to the appropriate Call schedule to make any necessary corrections that were identified from a review of the Difference Report.

16. Locate and click on the button labeled "All Schedules" . If working on the regular Call Report, the button is located on the "Call Report Print Menu". If you prefer, you can also print each Call schedule individually.

17. Review each of the schedules to ensure the accuracy of the data. If necessary, return to the appropriate Call schedules in the application to make any necessary corrections. Reprint the Difference Report and any corrected schedules. Make sure that the current files (i.e., "610000.114" or "N610000.114" ) are used when updating or correcting any information.

18. Once you have ensured all the data entered into the application is correct and you have printed copies of the Call Report submission for your file, again locate and click the "Save Call Report Data" button to save all the corrections. Next, close the spreadsheet and exit from Excel (i.e., SELECT FILE, EXIT). You will receive a "Microsoft Excel" window box asking if you wish to save all changes. Choose "Yes" to save the file and exit the application.

19. In the event you again need guidance on retrieving either the regular or Supplemental Call Report file, please return to step one above

* Change made effective September 15, 2007.

*Instructions to Electronically Submit Consolidated Reporting System Data and Part 620 Financial Reports

*1. The FCA has assigned a username and password to each FCS institution. The username and password must be used to electronically submit Call Report data, addendums, Appendix D, Government Guaranteed Loans and Part 620 Financial Reports.

*2. You will be able to download a copy of all the necessary files from the FCA’s website, Reports available for download are the FCA Uniform Call Report, FCA Supplemental Call Report, Appendix D and the Supplemental Addendum the Government Guaranteed Loans. All other CRS files can be prepared in either a Word document, Excel document, or a Portable Document Format (PDF) file.

*3. Downloadable files can be found in the Submission Files area of the website. Select the file you want to download and save the file to a directory of choice on your computer. When saving the CRS addendum or the Government Guaranteed Loans file be sure to include in the institution’s unique identification code, the name of the institution, and the reporting period. Save file as (i.e. 610000 March 2014 CRS Addenda.doc).

*4. Files not available in the Submission Files area of the website can be prepared in Word, Excel, and/or PDF. Again, when saving the file be sure the file name contains the name of your institution, the unique identification code that FCA assigned to your institution, and the reporting period (i.e. 610000March2014Addenda.doc).

*5. The Part 620 Financial Reports can also be submitted electronically. The Part 620 Financial Reports include the Annual and Quarterly Report, the Annual Meeting Information Statement, and the Permanent Capital Ratio Noncompliance Notice. All Part 620 Financial Report files submitted electronically must be PDF files. We will not accept any other format. The use of security measures, such as password protection, will be left to the discretion of the institution so long as the security measures do not affect the ability to view, read, or print the file. In addition, the size of the PDF file should be minimized to the extent allowed by the PDF file creation software. Refer to the software documentation for details on how to minimize the file size of PDF documents. For example, Adobe software documentation indicates that using the "Save As" option rather than "Save" minimizes file size.

*6. Once you have ensured that all Call Report data is correct, prepared any addenda or Appendix D, or have an electronic version of a Part 620 report, you can electronically submit all of the files to the FCA. Be sure to select the appropriate “Type of Submission” for the report that you are submitting to the FCA.

*Change made effective September 15, 2002.

7. Access the FCA website,, and select the "FCS Information" category. Select the “Submit CRS Data” option.

* Updated January 2014.

8. The next window will ask you to enter your username and password. Your password will be encrypted as you enter it, so ensure that you enter the password in the same format as we communicated it to you. After you input your password, click on “OK”.

*9. A welcome window that displays the UNINUM and allows you to “View files submitted”, “Submit data”, “Update Institution Profiles” or “Update Branch Office Directory” will pop up. Initially, you should select the “Submit data” option and continue with the procedures to submit your files.

*Change made effective September 15, 2007.

*10. As you will notice, the next window will display the UNINUM and the name of your institution. Under the “Type of Submission” category, you can select the type of file (i.e., Call Report, CRS Addendum, Annual Report etc.) that you would like to submit to the FCA. The default “Type of Submission” file is "Call Report." The Supplemental Call Report will only appear as an option for the FCS banks. Call Report Addenda, Appendix D and the Part 620 Financial Report will appear for all FCS institutions.

*Change made effective September 15, 2007.

11. After you have selected the type of file (i.e., Call Report, CRS Addendum, Annual Report etc.), click on “Browse” in the “Select File to Submit” dropdown box. You should now identify the directory source and the name of the file that you would like to submit to us. (For example, if you wanted to submit the March 31, 2014 Call Report for the Farm Credit Bank of Texas and the file was located on your “M” Drive, you would locate and highlight the correct file (i.e., 610000.114) on your “M” Drive.) After selecting the correct file, double click and you will see the route directory, subdirectory, and the file name appear in the “Select File to Submit” box. (For example, “M:\MSOFFICE\EXCEL\610000.3114”).

12. The submission page also contains a “Comments” field, which is a Text box. Type your comments in this field. You can use this field to (1) inform us of reports that will be submitted later; (2) describe problems that you had in preparing the report; (3) comment on the electronic submission option, etc. The “ Comments” Field should not be used for addenda that explain Call Report line items or any of the appendices.

13. Once you have ensured you have provided all the required information for the file that you want to electronically transmit, you can submit the file to the FCA. Submit the file to the FCA by clicking on the “Submit to FCA” button. After clicking on this button, a window will pop up and you will receive a “Thank You” message.

*14. You will be returned to the page that allows you to View files submitted”, “Submit data”, “Update Institution Profile”, or “Update Branch Office Directory”. If you need to electronically submit additional files to the FCA, click on the “Submit data” button and follow steps 7 through 14 above.

*Change made effective September 15, 2007.

*15. If you have completed submitting your Call Report data files and Part 620 Financial Reports, you can select “View files submitted” to check that FCA has received the files you submitted. After checking to see that all your files were received at the FCA, you can exit from the FCA website. If you need to transmit additional files, please follow steps 7 through 14 above.

*Change made effective September 15, 2007.