Introduction to AFRS

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  AFRS Logon Screen Notification  OFM Connection Newsletter  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

Steps to 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:

At the TPX menu you will need to “s”elect the CICP3 session

Screen to enter AFRS –requires your USERID & PASSWORD again.

At next screen enter F002 (key for production AFRS). 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

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 OM -- OMWBE SUB-CONTRACTOR REPORTING SS -- SYSTEM SECURITY IR -- IRS 1099 MENU CL -- HELP PHONE LIST AD -- ADMINISTRATION EX -- EXCHANGE DATA SETS AGENCY: 3100 SELECT FUNCTION: __ PF3=RETURN, PF12=MESSAGE, CLEAR=EXIT

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

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.

Practice Exercise What at are the General Ledger debit and credit with Trans Code 451? ______________________________ What are the 7 required entry fields for the above transcode? ____ _____ _____ _____ _____ _____ _____

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: nce/Pages/financialSystemsDoc.aspx

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 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

SS.2 – Security Maintenance

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.

Practice exercise Find your regular agency logon (or temporary logon in agency 9990) and write down the batch types you have access to: __________________________________ What does the asterisk in the security screen mean? ______________________

SS- Reference Link Financial Systems Documentation System Security Manual nce/Pages/financialSystemsDoc.aspx

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 - Menu === AFRS =(IN)============= INPUT/CORRECTION MENU ================ C105P05B === TR: ______ CREATE BATCH HEADER 2 -- PAYMENT MAINTENANCE 3 -- VIEW BATCH HEADERS SELECT FUNCTION: _ PF3=RETURN, PF12=MESSAGE, CLEAR=EXIT

IN.1 - View

IN View

IN.3 - Menu

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 anin1_0612.pdf

VE - Vendor Maintenance Provides ability to search statewide vendor and employee information. VE Provides access to payment process controls. VE.6 Provides search capability for issued warrants and ACH payment plus warrant cancellation screens. VE.7 Provides ability to search agency IAP addresses. VE.8

VE – Menu

IN.1.V view

VE.6 – Menu

VE.8 – Interagency Vend Info

Practice Exercise Look up SWV and fill in the name ___________________________________ and address _____________________ What payment type to they receive? ________ What batch types does your agency (or 9990) have (VE.6)? ________________________

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 ncialSystemsDoc.aspx

Practice Exercise: Logging off 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) Solutions Center with the following info: Agency Name or Number User Name [First & Last] Your Address Preferred Logon ID: 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: dbac105. You will get a reply with instructions/password.

How to get ER services 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.

Logging into ER

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 DES Solutions Center ( or and we will reset your

DES Training Classes Available Selecting AFRS Transaction Codes Class Description: Explains in detail how transaction codes work and provides guidelines and practice in selecting them. It also covers how to order various transaction code reports from the transaction code table print screen. This is an intermediate level class. How to Use the Capital Asset Management System (CAMS)  Class Description: This class provides a high-level introduction to CAMS with an emphasis on the main functions: adding and managing assets, requesting reports, system security and administration. Target Group: Agency personnel who need an overview of the CAMS system. This is an entry-level course.

DES Training Classes Available 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. Travel & Expense Management System (TEMS)  Class Description: This class is now available on the Learning Management System as an e-learning course. It will give employees skills to enter a trip request, create a reimbursement request, submit a request for reimbursement, and look up regulations & policies within TEMS.  Target Group: Fiscal and other agency personnel who will be a traveler or process travel in the future.

DES Training Classes - ER Enterprise Reporting Financial Reports - for New Users  Class Description: This class provides 1) an overview of the ER infrastructure 2) an overall basic ER use for the new user for requesting a standard Financial Report, 3) training exercises that provide an opportunity for students to request 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 – Advanced Users  Participants will learn how to obtain relevant business data using the features for flexible standard reports; they will build their knowledge of selecting key data for monitoring revenues and expenditures; and learn how to schedule flexible financial reports i.e., Allotment Expenditure/Revenue Status Flexible and Estimated Revenue Versus Actual Revenue Flexible reports in the Enterprise Reporting (ER) system.  Target Group: Financial managers, accountants, or program managers who need to review the appropriate business data for their budgeted expenditures or revenues

ER Training – Cont. Enterprise Reporting: Introduction to Web Intelligence  Description: Participants will learn basic features of the Enterprise Reporting (ER) Web Intelligence Tool using an interactive hands-on format. Learn how to access the tool, access statewide financial data, create queries, save queries, modify queries, add simple calculations, break a large table of data into smaller sub-tables, and how to export financial data. The training is conducted using financial data from the Agency Financial Reporting System (AFRS). Target Group: Users who need to utilize queries and learn data mining techniques to ask questions, analyze data, and identify patterns or relationships. Enterprise Reporting Web Intelligence – Advanced Users  In the Enterprise Reporting (ER) Web Intelligence - New Users class, you've learned the basic skills (how to create, save, modify, and export queries) needed to work with Web Intelligence document. In this 3 hour class, you will build upon those basic skills and learn how to work with report tables, group related data together into section, break a large table of data into smaller sub-tables, build multiple queries from different universes, merge data from different biennium to show trends, and create formulas and variables. Target Group: Financial users who need to utilize queries and learn data mining techniques to ask questions, analyze data, and identify pattern or relationship using AFRS financial data.

Any Questions? Contact us: DES Solutions Center Helpdesk