Presentation on theme: "Introduction to AFRS Dept of Enterprise Services."— Presentation transcript:
Introduction to AFRS Dept of Enterprise Services
Class Objectives DES Communication Tools Navigate through AFRS screens Limited understanding of screens plus provide reference documents and resource links Report Basics (Enterprise Reporting) Review of other DES class options
How does DES communicate? DES provides updates, outage notices, new features, etc… utilizing the following communication tools: Listserv notifications OFM Connection Newsletter AFRS Logon Screen Notification Direct Mail
Links to Listserv and Connection In order to obtain information pertinent to your job needs. Individuals need to subscribe to listserv at: To see the latest Connection articles, go to:
Recent Connection Newsletter
What is AFRS? Agency Financial Reporting System (AFRS) is the central accounting system and the official book of record for Washington State.
Features of AFRS Maintains the state enterprise and agency chart of accounts Manages vendor registration and payment Processes state agency financial transactions Processes interagency/interfund payments Allows input via online, entry interfaces and Financial Toolbox
Practice Logging into AFRS On the CA-TPX Screen: Type your USERID and PASSWORD (given by security person) and press Enter. On the TPX MENU screen Type CICP3 on the command line and press ↵ Enter, or Place an ‘S’ next the CICP3 on the screen and press ↵ Enter. On the CICS Environment Screen: Type your USERID and PASSWORD (given by security person) and press Enter. The next screen says “SIGN-ON COMPLETE” where you will, Type F002 (F, zero, zero, 2) in the upper left-hand corner of the screen and press ↵ Enter. View the first AFRS Message Screen and press ↵ Enter. View the second AFRS Message Screen and press ↵ Enter.
FIRST SCREEN OF MAINFRAME – will need to enter USERID & PASSWORD: CA - REL 5.2/00 STATE OF WASHINGTON - AUTHORIZED USE ONLY This site contains government information. Your use may be monitored. Unauthorized use is subject to civil, criminal, and/or administrative action. If you are AUTHORIZED, type in your USERID and PASSWORD. Unicenter CA-TPX Session Management Copyright (c) 2003 COMPUTER ASSOCIATES INTERNATIONAL, INC. Userid: (or LOGOFF) 06:46:00 Password: 04/27/10 New Password: NTV10A2D Account: A Transfer: SMRTTV PF1=Help PF3=Logoff
At the TPX Menu you will need to either select the CICP3 TPX MENU FOR HMAC105 Panelid - TEN0041 Terminal - NTV10A2D Cmdkey=PF12/24 Jump=PA1 Menu=PA2 Model A Print=PF22 Cmdchar=/ Logoff=/K System - NTPXVU Sessid Sesskey Session Description Status _ ACES PF ACES Netview access services _ CICP2 PF CICS/ESA PROD2 _ TSOV3 PF TSO ON V3HC _ CICP3 PF Statewide Financial/Payroll Sys. _ CICP4 PF CICS/ESA PROD4 _ CICSSTO PF TREASURERS CICS N/A _ OFMVM1 PF DYNAMICALLY ADDED SESSION _ CICQA PF CICS/ESA QUALA _ CICXQ PF CICS TEST MQSeries _ CICX1 PF CICX1 TEST _ CICX2 PF CICS/ESA TEST2 _ CICX3 PF CICS/ESA TEST3 _ TSOV1 PF TSO ON V1RA _ TSOV11 PF TSO ON V1RA Command ===> PF1=Help PF7/19=Up PF8/20=Down PF10/22=Left PF11/23=Right H =Cmd Help
You will need to enter your USERID & PASSWORD again. 12/07/2010 CICS Application ID: NCICP3 14:57:53 STATE OF WASHINGTON - AUTHORIZED USE ONLY This site contains government information. Your use may be monitored. Unauthorized use is subject to civil, criminal, and/or administrative action. If you are AUTHORIZED, type in your USERID and PASSWORD. USERID DBAC105 PASSWORD NEW PASSWORD CONFIRM NEW PASSWORD Press ENTER to process or PF3 to END
At next screen enter F002 (you can type right over & hit enter as it will ignore the rest of the information on the screen. F002N-ON COMPLETE.
AFRS Message Screen – Read Messages = AAA FFFFFFF RRRRRR SSSSS ================================= C105P001 AAAAA FF RR RR SS SS AFRS SYSTEM: MON-FRI 6:30 AM TO 7:30 PM AA AA FF RR RR SS SAT 7:00 AM TO 7:30 PM AAAAAAA FFFFF RRRRRR SSSSS SUN 7:00 AM TO 1:00 PM AA AA FF RR RR SS HELPLINE: (360) FAX: AA AA FF RR RR SS SS MON-FRI 8:00 AM TO 5:00 PM AA AA FF RR RR SSSSS *** WELCOME TO THE AFRS NETWORK *** NEWS MESSAGE AS OF DATE: 10/11/11 TIME: 08:27 WELCOME TO AFRS. REMEMBER TO ADD THE NEW AGENCIES TO DESC. TABLE 32 TO PAY INVOICES FOR CTS ( ) AND DES ( ). THERE ARE 1099 REPORTING CLASSES ON OCTOBER 19 AND 20. PLEASE SIGN UP THROUGH THE DES TRAINING SYSTEM, SO THEY DON'T GET CANCELED.
AFRS Access to Data Screen = AAA FFFFFFF RRRRRR SSSSS ================================= C105P001 AAAAA FF RR RR SS SS AFRS SYSTEM: MON-FRI 6:30 AM TO 7:30 PM AA AA FF RR RR SS SAT 7:00 AM TO 7:30 PM AAAAAAA FFFFF RRRRRR SSSSS SUN 7:00 AM TO 1:00 PM AA AA FF RR RR SS HELPLINE: (360) FAX: AA AA FF RR RR SS SS MON-FRI 8:00 AM TO 5:00 PM AA AA FF RR RR SSSSS *** WELCOME TO THE AFRS NETWORK *** NEWS MESSAGE AS OF DATE: 10/11/11 TIME: 08:27 THE OVERNIGHT PROCESS ON SEPT 7, 2011 HAD SOME ISSUES WHICH RESULTED IN DOUBLE ENTRIES IN THE DRS SYSTEM. THE VENDOR PAYMENTS ONLY WENT OUT ONCE. WE'VE FOUND THAT 49 AGENCIES HAD TRANSACTIONS ON THAT DATE BUT NOT ALL WERE DUPLICATED. WE ARE DETERMINING THE BEST WAY TO CORRECT THE DOUBLED. ENTRIES IN DRS SO THAT YEAR END 1099 REPORTING WILL BE RIGHT. #### ACCESS TO DATA- PLACE CURSOR ON ASTERISK & PRESS PF1 #### * IAP VENDOR AGENCIES * OFM TRAINING SCHEDULE * OFM CONSULTANT LIST BY AGENCY * AFRS/CAFR REPORTING CLOSING DATES
Primary Menu Screen === AFRS ======================= PRIMARY MENU ==================== C105P05A === TM -- TABLES IN -- INPUT/CORRECTION MI -- MASTER FILE INQUIRY VE -- VENDOR/PAYMENT/CANCELLATION RD -- ON-DEMAND REPORTING RR -- REPORT REQUEST BI -- BATCH INTERFACE LOG DR -- DISBURSEMENT REPORTING SYSTEM SS -- SYSTEM SECURITY OM -- OMWBE REPORTING CL -- HELP PHONE LIST MR -- MANAGEMENT REPORTING SYSTEM EX -- EXCHANGE DATA SETS AD -- ADMINISTRATION AGENCY: ____ SELECT FUNCTION: __ PF3=RETURN, PF12=MESSAGE, CLEAR=EXIT PRIVACY NOTICE: THE AFRS SYSTEM DOES NOT COLLECT PERSONAL INFORMATION FROM SYSTEM USERS. THE SYSTEM FILES/PRODUCTS MAY CONTAIN PERSONAL INFORMATION ABOUT CITIZENS. SAFEGUARDING/DISPOSITION OF AFRS FILES/PRODUCTS MUST COMPLY WITH EXECUTIVE ORDER 00-03, 4/15/00; RCW ; AND THE FEDERAL PRIVACY ACT OF 1974.
TM- Table Maintenance AFRS tables are non-financial files containing valid codes, titles, and reference data used in editing and reporting AFRS financial data. Some tables are statewide and some are agency tables. DES maintains the statewide tables containing codes and vendor records that are used by all agencies. Agencies have 'view only' access to these tables. Agency staff maintain the agency tables for their respective agencies. AFRS provides real time updates and edits to the tables.
Table Maintenance Menu === AFRS =(TM)============= TABLE MAINTENANCE MENU =============== C105P05C === TR: ______ 1 -- ONLINE TABLES 2 -- CODING TABLES 3 -- SYSTEM CONTROLS 4 -- FEDERAL TABLES 5 -- IRS TABLES 6 -- COST ALLOCATION SYSTEM (CAS) SELECT FUNCTION: _ PF3=RETURN, PF12=MESSAGE, CLEAR=EXIT
Table Maintenance Menu === AFRS =(TM.1.2)==== TRANSACTION CODE DECISION MAINTENANCE ===== C105P180 === TR: ______ LAST UPDATE: 12/04/08 FUNCTION: V (A=ADD, C=CHANGE, D=DELETE, V=VIEW, N=NEXT, P=PRINT SELECTION) AGENCY: 3100 TRANS CODE: 210 TITLE: RCRD_ACCT/VOU_PAY-NO_ENCUMB(TREA)__ WRAP CURRENT: 398 PRIOR: 818 CANCEL CURRENT: 451 PRIOR: 455 IAP TC: 640 GLA 1D: C: D: ____ 2C: ____ 3D: ____ 3C: ____ 4D: ____ 4C: ____ AGENCY: R ORG IX: _ APPN IX: R FUND: R FUND DT: _ PROG IX: R S-OBJ: R SOURCE: N PROJ: _ VEND NO: _ VEND NM: R VEND AD: R INV: R C DOC: R R DOC: _ GL ACCT: N MOD: N SUBS-DR: N SUBS-CR: N +/- FF MATCH GLA PDN +/- FF MATCH GLA PDN DF: - 01 _ 2 1 _ __ _ _ _ PERIOD IND: _ AP: + 11 _ _ __ _ RESTRICT: _ AL: + 04 _ _ __ _ VALID FD: 1 CC: _ __ _ _ __ _ POST SEQ: 7 GP: + 04 _ _ __ _ REG IND: 6 SF: _ __ _ _ __ _ PAYMENT: 1 OF: _ __ _ DRS USE: _ VF: _ __ _ __ 1099 USE: _ F3=RETURN, F5=WRAP CONTROL, F12=MESSAGE, CLEAR=EXIT RECORD FOUND AND DISPLAYED
TM – Table Maintenance Frequently Asked Questions Q- What GLs does a certain transaction code affect? A- Go to TM.1.2, function N (next) or V (view). Q- What master account should I use for US Bank? A- Go to TM.1.3.B, and view list. Q- Where do I change a Master Index? A- Go to TM.2.5, function N (next) or V (view) with code. Why did I get an error on my project coding in my batch? A- Go to TM.2.4, function N (next) or V (view) with code.
TM – Table Maintenance Resource Documents Agency Financial Reporting System Table Maintenance Overview System Reference Document Information for all TM table documents can be found at the following hyperlink address:
MI - Master File Inquiry View allotment, appropriation, general ledger and subsidiary balances as of nightly update. Reprint remittance advices and view IAP (Inter-agency Payment) receipts for billing agencies.
MI – Master File Inquiry Frequently Asked Questions Q- Did my batch process last night? A- Go to MI.7 screen, enter batch ID info. and view batch details. MI.8 will allow user to see the warrant/EFT pmt. numbers in a batch. Q- What is the balance of my encumbrance? A- Go to MI.5, enter document number and see the balance left for the document.
Master File Inquiry Menu === AFRS =(MI.7)=============== REPORT HISTORY FILE ============== C105P355 === TRANSFER: ______ FUNCTION: N (S=BATCH SEARCH, N=NEXT BATCH, P=PREVIOUS BATCH, L=PRINT BATCH) AGENCY: 1030 DATE: TYPE: EW BATCH NO: 184 SEQNO DUP TRN MOD REV BI FM PTFM PTAG MSTRINDX AIX FND FD PRIDX INDX PROJ SP PP _ 210 _ _ T __ ____ F1=HELP, F3=END, F7=PREV RECS, F8=NEXT RECS, F10=LEFT, F11=RIGHT, F12=EXIT
BI - Batch Interface Log View a log containing the date and time that AFRS received batch interfaces for your agency. Allows user to see where an interface is coming from (Toolbox, TEMS, other) Allows user to see if interface was successful
BI - Menu === AFRS ==(BI)============= BATCH INTERFACE LOG ================ C105P070 === TR: ______ POSTING AGENCY: 1030 PAGE 0001 OF 0048 BATCH --RECEIVED BATCH AGY DATE TIME DATE TYP NUM BN FM COUNT AMOUNT RC OC MESSAGE JV ER FT ONLINE JV ER FT ONLINE JV FT ONLINE JV ER FT ONLINE JV ER FT ONLINE H ER FT ONLINE JV FT ONLINE H FT ONLINE H FT ONLINE BI -Frequently Asked Question- Q- Did my batch get to AFRS today? A- Go to BI screen, press F8 if farther back in time.
SS- System Security Agency security officers: Add or update AFRS security levels online for agency LogonID's Changes to LogonID’s or passwords are done through Consolidated Technolgy (CTS) service desk Print a report of agency AFRS security records.
SS – Maintenance Menu === AFRS =(SS)========= SYSTEM SECURITY MAINTENANCE MENU ========= C105P405 === TR: ______ 1 -- SYSTEM SECURITY 2 -- VIEW SYSTEM SECURITY RECORDS 3 -- VIEW AGENCY BATCH TYPE SECURITY SELECT FUNCTION: _ PF3=RETURN, PF12=MESSAGE, CLEAR=EXIT
SS – Maintenance Menu === AFRS =(SS.2)======== VIEW SYSTEM SECURITY RECORDS ============ C105P411 === TR: ______ FUNCTION: N (F=FIRST PAGE, N=NEXT PAGE, P=PRINT) AGENCY: 1030 A TABLES TRANS ACCESS RPT DRS MTCE S S E DOAPPVVOTMC TB WP AAGOSG MMROO DIO TPJ AJTS S LOGONID NAME C TIIICEECDIT IR WP PLPFFL DSRDS RRMPSFC BMCRM _ A#B0103 ANGIE_BROWN__________ __ _ AME0103 ARLENE_ESCOBAR_______ __ _ ATC0103 ANH_CURRAN___________ __ _ CAC0103 CARRIE_CALLEJA_______ __ _ CAM0103 CHERYL_MARKS_________ __ _ CAT0103 CINDY_TRAMBITAS______ __ _ CLR0103 CINDA_RUHLE__________ __ _ D#N0103 DIANE_NORTON_________ __ _ DAP0103 DON_PETRICH__________ __
SS- Frequently Asked Questions Q- Why can’t I do a batch type/table entry? A- Go to SS.2 screen, look for logon ID, type S next to it and view person’s details. Q- Who can use batch type 42 (in DOC)? A- Go to SS.3, enter batch type (enter) and see the list of logon IDs for that batch.
SS- Reference Link Financial Systems Security User Documentation y.pdf
IN - Financial Input/Error Correction/Payment Maintenance Input financial and payment maintenance transactions. System edits transactions on input screens against AFRS tables for valid coding either on-line or overnight. System holds financial transactions and payment maintenance transactions for nightly processing and file updates.
IN.3 - Menu === AFRS =(IN.3)============= BATCH HEADER SUMMARY =============== C105P055 === TR: ______ 3100 FUNCTION: N (F=FIRST PAGE, N=NEXT PAGE, B=BACK PAGE) TYPE ORDER: _ (T) SELECT: 'P' = PAYMNT 'R' = RELEASE 'S' = UPDATE 'B' = BROWSE BATCH TYPE: __ 'G' = GROUP 'H' = HEADER 'L' = PRINT 'E' = ERRORS YYMMDD YYMMDD S B DATE TY BNO DUP ST BAL BI FM DUE DT CNT ENTERED AMOUNT L SEQ OC _ WS 289 H Y WC _ H Y , FT _ R Y , ER
IN- Frequently Asked Questions Q- Why do I have errors on a batch and what do the codes mean? A- Go to IN.3 screen, type E next to your batch and put “?” next to error code(s). Q- I corrected my error but it still has status E? A- Go to IN.3, type G (group corr) next to your batch. On next screen press enter (without filling fields). Batch should be status H and go on.
IN – Reference Links Input Record Coding Elements
VE - Vendor Maintenance Provides access to vendor information, payment process control, & warrant cancellation screens in a convenient place. Provides access from vendor search screen directly to DRS.
VE – Menu === AFRS =(IN.1.V)======== COMBINED VENDOR SELECTION ============= C105P2VC == TR: ______ 3100 FUNCTION: N (P=PARTIAL SEARCH, F=FIRST, N=NEXT, B=BACK, R=PRINT) VND NAME: DEPART__________________________ VND NUMB: ____________ TIN: ___________ ZIP CODE: _________ S LINE FUNCTION: T=ADD VENDOR TO TRANSACTION, S=SELECT TO VIEW DETAIL P A T 1=DRS V#, 2=DRS VNAME, 3=DRS VTIN, A=1099 IR.2 A G A S VENDOR NO VENDOR NAME TIN ZIP+4 Y Y T _ SWV DEPARTMENT_ISSUE_INC__________ _ 92615____ I __ A _ SWV DEPARTMENT_OF_COMMERCE________ _ N __ A _ SWV DEPARTMENT_OF_COMMERCE________ _ I __ A
VE- Frequently Asked Questions Q- How do I find a vendor number? A- Go to VE.1 screen, select 1. On next screen type P (partial) and type part of vendor name or TIN# (enter). Select vendor you want on list. Q- How do I find a contact name/number? A- Go to VE.6, type N for function or V-view and batch type to find batch type contact and message.
VE – Reference Link Agency Financial Reporting System VENDOR FILE MAINTENANCE
Practice: logging off of AFRS Press the Pause/Break key which acts as a clear function, then type logoff in the upper left-hand corner of the screen and press ↵ Enter. Or - press F3 until you see AFRS SYSTEM EXITED, then type logoff ↵ Enter. Or – Click on the disconnect function in upper left corner of screen.
Getting access to Enterprise Reporting (ER) the AFRS/ER helpdesk with the following info: Agency Name or Number User Name [First & Last] Your Phone Number Your Address Preferred LogonID: 4-6 characters plus your 3-digit agency code. If you already have an AFRS or network logonID, that can be used for Enterprise Reporting also Example: mine is dbac105. You will get a reply with instructions/password.
ER - Access
How to log on to ER Enterprise Reporting customers must have online access either through the Washington State Intranet, or through a secure Fortress server to use Enterprise Reporting from outside of the state firewall.
Change Password after Initial Log on
Creating your new password Enter your User Name in the Old Password Box Enter your new password in the next two boxes, following the password criteria below - Then click Submit Password must be changed every 120 days. After five incorrect logon attempts, your user account will be locked. Please call/ the AFRS Help Desk ( or and we will reset your
How do I find a list of Financial Reports available in ER? Start Internet Explorer. In the Address field, type for the Intranet web site or https://fortress.wa.gov/ofm/reporting/ for the Internet web site and click Go, or press [Enter]. The Enterprise Reporting logon screen is displayed https://fortress.wa.gov/ofm/reporting/ At the top right hand corner of the ER web page, click on [References] link. Arrow down the Reference web page to click on [Financial Reports Report Inventory] The Report_Inventory.htm web page will give you a list of all financial reports available in Enterprise Reporting.
Where to find Financial Reports Links AFRS/ER Report Crosswalk Error Messages FAQs Flexible Reports Glossary Multiple Selection and Editing Rules Financial Reports Report Inventory
How do I access the User Guide to Enterprise Reporting? Start Internet Explorer. In the Address field, type for the Intranet web site or https://fortress.wa.gov/ofm/reporting/ for the Internet web site and click Go, or press [Enter]. The Enterprise Reporting logon screen is displayed At the top right hand corner of the ER web page, click on [User’s Guide] link. The first few pages of the ER User’s Guide are Overview, Primary Menu, Application Navigation, Folder Structure, etc.
User Guide in ER
DES Training Classes Available Selecting AFRS Transaction Codes - Intro Level Class Description: This two hour class covers AFRS Transaction Codes (TC), how they are used in accounting transactions and the common TCs needed at a WA state finance office. Emphasis is on preparing original entries by using the proper General Ledger (GL) Accounts. In the last part of the class participants complete practice exercises to select a TC. Target Audience: This class is for an AFRS user that has taken the Intro to AFRS class, has some basic accounting knowledge and wants to know more about the list of transaction codes they have at their desk.
DES Training Classes Available Selecting AFRS Transaction Codes - Advanced Class Description: This two hour class looks at the important parts of an AFRS Transaction Code (TC) and explains the meaning of each part as it relates to selecting a TC for an accounting event. The class presents a process or sequence of factors to consider when selecting a TC. Emphasis is on preparing correcting entries by selecting the proper General Ledger (GL) Accounts. In the last part of the class participants complete practice exercises to select a TC. Target Audience: This class is for an AFRS user that has knowledge about creating an AFRS transaction code. This class is for an AFRS transaction code preparer that would like to understand how the transaction works and how to create a correcting entry. This class follows the two hour class titled Selecting AFRS Transaction Codes - Introduction.
DES Training Classes Available AFRS TRANSACTION INPUT Class Description: This class provides instruction and hands-on practice in the following AFRS on-line functions: entering financial transactions, using the payment features, reviewing and releasing batches, selecting vendor, correcting errors, warrant cancellation/SOL and reviewing transactions using the master file inquiry screen. Target Group: Fiscal personnel with little or no AFRS on-line experience who will be performing one of the following functions: financial batch input, batch review and release, Vendor Table maintenance, and error corrections. INTRODUCTION TO IRS 1099-MISC REPORTING Class Description: This class will give employees basic information concerning Internal Revenue Service IRS 1099-MISC reporting, including a non-technical overview of forms required, terms used, available training, important dates, and how to access the IRS website. Target Group: Fiscal and other agency personnel who will be involved with IRS 1099-MISC reporting for the first time.
DES Training Classes Available OMWBE* REPORTING (*Office of Minority & Women’s Business Enterprises) FROM AFRS/DRS Class Description: This two hour class gives employees basic information concerning how OMWBE reporting is done from the Agency Financial Reporting System (AFRS). The rules for successful coding and reporting are discussed, as well as ways to apply and correct OMWBE specific transaction coding to accurately portray levels of public contracting and procurement participation by minorities, women and all others who may be socially and economically disadvantaged. Target Group: Purchasing and fiscal personnel who are concerned with how OMWBE reporting works, and the key requirements for accurate OMWBE reporting through the Enterprise Reporting system and ORS system.
DES Training Classes - ER Enterprise Reporting Financial Reports - for New Users Class Description: This class provides 1) an overview of the ER infrastructure 2) a demonstration in scheduling and viewing Financial Reports structured through the state intranet, 3) a hands-on session with structured training exercises, providing an opportunity for students to schedule and view financial reports in ER. Target Group: Agency personnel who are new to ER Financial Reports and are interested in accessing AFRS financial data for reporting or analysis through an interactive on-line mode. Enterprise Reporting Financial Reports - Flexible Reporting Class Description: This class provides 1) an in-depth review of the Financial Reports flexible features that allow users to select groupings, sections, subtotals and balances, 2) a demonstration of how the flexible features can be used to create a customized report, 3) a hands-on session for the students to schedule and view their own flexible reports in ER. Target Group: It is recommended that you take the Financial Reports--for New Users Class prior to taking Enterprise Reporting Financial Reports - Flexible Reporting Features.
Additional ER Training Enterprise Reporting (ER) - Introduction to the Ad Hoc Tool Class Description: Learn about the features of the Enterprise Reporting (ER) Ad Hoc Tool allowing users access to statewide financial data over the intranet or Internet. It provides querying, reporting, and analysis capabilities in a single tool. The training is conducted using financial data from the Agency Financial Reporting System (AFRS). Participants will learn about basic tool functionality using an interactive hands-on format. Target Group: Enterprise Reporting - Introduction to the Ad Hoc Tool is for users who have experience requesting Enterprise Reporting Financial Reports. Users of the Ad Hoc Tool will need an understanding of their agency’s business reporting needs and the relationship to AFRS data.
Any Questions? Contact us: DES Accounting Systems Helpdesk