International Monetary Fund. The Integrated Correspondence System Instructions for Editing Excel-Based Report Forms

Transcription

1 International Monetary Fund The Integrated Correspondence System Instructions for Editing Excel-Based Report Forms Rev: May 10, 2005

2 TABLE OF CONTENTS: I. Introduction... 3 II. Editing Excel-Based Report Forms (except BOP & IIP forms)... 4 III. Editing Excel-Based BOP and IIP Report Forms... 7 Integrated Correspondence System Page 2 The Integrated Correspondence System

3 The Integrated Correspondence System Instructions for Editing Excel-Based Report Forms I. INTRODUCTION The ICS is an electronic data reporting system that provides a method of submitting data to the IMF over the Internet from a secure IMF web site. The ICS relies on standard formats for data collection, thereby enabling automated processing of submitted data. Two data formats are currently supported: Excel-based report forms and, to a limited extent, the EDIFACT-based message format called GESMES/TS. The use of GESMES/TS is currently limited to Balance of Payments statistics, for which established key families currently exist. We will be expanding the number of key families for reporting in GESMES/TS to cover all topical areas over the next few months. This "document" refers to the use of Excel-based report forms. 1 ICS correspondents can download report forms, edit the data using Excel, and submit a report form by uploading the file to the ICS web site. In addition to data submission, the system provides data reporters with the ability to view and download processed data on a timely basis, view the most recent version of the call letters for IFS, IFSY, BOPSY, DOTSY, and GFSY, check production schedules, view posted news, and contact the IMF Statistics Department (via ) for both general and topical questions. There are currently two categories of Excel-based report forms posted on the ICS: a) BOP and IIP forms, and b) all other report forms. The instructions for editing each category of form are slightly different and are provided below. 2 1 Detailed instructions for reporting data using GESMES/TS are not yet available; if you would be interested in obtaining this document when it becomes available, please notify us at icsinquiry@imf.org. 2 Instructions are included in all downloaded report forms in the "Instructions" worksheet; they are also posted on the ICS web site under HELP. Integrated Correspondence System Page 3 The Integrated Correspondence System

4 II. EDITING EXCEL-BASED REPORT FORMS (EXCEPT BOP & IIP FORMS) 3 If you have not downloaded the most recent copy of a report form, please return to the Integrated Correspondence System and do so before proceeding. If you have downloaded the most recent copy of a report form, proceed to edit the form according to the following instructions. 1. Select the sheet for data entry: Click the Report Form tab. 2. The sheet has been protected so that you can enter data into the appropriate cells only. You cannot insert or delete rows and columns in the protected area. Refer to Item 7. below for instructions on adding and deleting rows. 3. The series codes listed in the left-hand column reflect the names of the series as they are stored in the IMF database. You cannot modify the series names. 4. The date codes provided at the top of the table indicate the year and the periodicity of the data. The format is: year (specified as four digits) followed by a periodicity indicator, as shown below: Monthly data are indicated with an uppercase letter M, followed by a numeric indicating the month - e.g., 1999M2. Quarterly data are indicated with an uppercase letter Q, followed by a numeric indicating the quarter - e.g., 1999Q3. Annual data are indicated with an uppercase letter A, followed by the number 1- e.g., 1999A1. You cannot modify the date codes that appear at the top of the report form. Refer to Item 8. below for instructions on adding new dates. 3 Instructions for editing BOP and IIP forms are provided separately in section III. Editing BOP and IIP Report Forms. Integrated Correspondence System Page 4 The Integrated Correspondence System

5 5. To enter data in the sheet: a. Select the appropriate cell and enter the data. To indicate data that are not available leave the cell(s) blank. To delete a data observation from the database, enter ## (two hatch symbols) in the appropriate cell. To indicate a zero observation, enter the number 0 in the appropriate cell. Important Note: When editing data in the report form, please include, in addition to your report of the most recent available data, any revisions of past data for all applicable frequencies (monthly, quarterly, or annual). Any changes in definitions, coverage, and methodology should be reported in the Notes: section at the bottom of the report form. 6. Break symbols are used to footnote individual data observations, as needed, and should be entered as cell comments. To add a break symbol to a specific observation: a. Position your cursor in the appropriate cell. b. Select Insert/Comment from the Excel menu bar Or Click the right mouse button and select Insert Comment from the pop up menu. c. Delete any text that appears in the comments box. d. Enter one of the following three characters into the comments box: E - Used to indicate estimated observations. F - Used to indicate forecasted observations. P - Used to indicate preliminary observations. e. When you have finished typing the text, click outside the comment box to save the comment. Integrated Correspondence System Page 5 The Integrated Correspondence System

6 7. To include additional series (rows) in the report form: a. Enter a descriptor and data values in the row(s) immediately following the Notes: field at the bottom of the report form. Rows can be inserted and deleted below the Notes: field only. 8. To include additional dates in the report form: a. Enter a date indicator (using the format outlined in item 4. above) and the appropriate data values in the first empty column on the right side of the table. 9. To add comments and special notes regarding a report submission: a. Position your cursor in the field marked Notes: at the bottom of the report form and type your text. 10. When you have finished entering the data, save the file, retaining the original name as assigned by the ICS. 11. Return to the ICS and select Upload Reports. Integrated Correspondence System Page 6 The Integrated Correspondence System

7 III. EDITING EXCEL-BASED BOP AND IIP REPORT FORMS If you have not downloaded the most recent copy of this report form, please return to the Integrated Correspondence System and do so before proceeding. If you have downloaded the most recent copy of this report form, proceed as follows: 1. Select the sheet for data entry: Click the Report Form tab. 2. The sheet has been protected so that you can enter data into the appropriate cells only. You cannot insert or delete rows and columns in the protected area. 3. The series codes listed in the left-hand column reflect the names of the series as they are stored in the IMF database. You cannot modify the series names. 4. The date codes provided at the top of the table indicate the year and the periodicity of the data. The format is: year (specified as four digits) followed by a periodicity indicator, as shown below: Quarterly data are indicated with an uppercase letter Q, followed by a numeric indicating the quarter - e.g.,1999q3. Annual data are indicated with an uppercase letter A, followed by the number 1- e.g., 1999A1. You cannot modify the date codes that appear at the top of the report form. Refer to Item 12. below for instructions on adding new dates. 5. Check that you are entering data with the same magnitude and currency as indicated in the spreadsheet. If you need to start reporting data in a different magnitude or currency, please indicate this in the Notes: field at the bottom of the report form. 6. Please provide complete detail at the lowest level of aggregation for which details are available. Details that are incomplete or do not add to the total in the account should not be reported. Integrated Correspondence System Page 7 The Integrated Correspondence System

8 7. To enter data in the sheet: a. Select the appropriate cell and enter a cell value. To indicate data that are not available leave the cell(s) blank. To delete a data observation from the database enter ## (two hatch symbols) in the appropriate cell. To indicate a zero observation, enter the number 0 in the appropriate cell. Important Note: Do not enter in any Excel cells link references to other files. When editing data in the report form, please include, in addition to your report of the most recent available data, any revisions of past data for all highest applicable frequency (quarterly or annual). Any changes in definitions, coverage, and methodology should be reported in the Notes: section at the bottom of the report form. 8. The date columns for the current reporting periods contain equations to calculate the aggregates. The columns containing previously reported data do not contain any equations. Therefore, if you revise any previously reported data, the aggregates will not be recalculated. If the new aggregates are not entered, they will be recalculated when the ICS form is processed. Please make a note of all revisions in the Notes: section at the bottom of the report form. If the aggregates are modified, the details must be modified as well. If revisions are extensive or if you would like the aggregates to be calculated automatically, copy the formulas from the current period column(s) to the to be revised column(s). WARNING: PASTING THE COLUMN WILL DELETE ALL THE DATA IN THE PREVIOUSLY REPORTED COLUMNS. All data for this column will need to be re-entered. 9. If you report balance of payments statistics on a quarterly basis, it is not necessary to provide the annual statement. 10. Debit items should be reported in the spreadsheet with a minus (-) sign. 11. The code EF refers to exceptional financing transactions in the balance of payments report form. Total exceptional financing is listed as a memorandum item at the end of the form, and when exceptional financing transactions are reported, a breakdown should be provided in the time series, with an EF at the beginning of the descriptor. Integrated Correspondence System Page 8 The Integrated Correspondence System

9 12. To include additional dates in the report form: a. Enter the date indicator (using the format outlined in Item 4. above) and the appropriate data values in the first empty column on the right side of the table. 13. To add comments and special notes regarding this report submission: a. Position your cursor in the field marked Notes: at the bottom of the report form and type your text. 14. When you have finished entering the data, save this file, retaining the original name as assigned by the ICS. 15. Return to the ICS and select Upload Reports. Integrated Correspondence System Page 9 The Integrated Correspondence System