Introduction to afrs
Download
1 / 60

Introduction to AFRS - PowerPoint PPT Presentation


  • 136 Views
  • Uploaded on

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.

loader
I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
capcha
Download Presentation

PowerPoint Slideshow about ' Introduction to AFRS' - jaime-britt


An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
Introduction to afrs

Introduction to AFRS

Dept of Enterprise Services


Class objectives
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
How does DES communicate?

  • DES provides updates, outage notices, new features, etc… utilizing the following communication tools:

    • Listserv email notifications

    • OFM Connection Newsletter

    • AFRS Logon Screen Notification

    • Direct Mail


Links to listserv and connection
Links to Listserv and Connection

  • In order to obtain information pertinent to your job needs. Individuals need to subscribe to listserv at:

    http://listserv.wa.gov/archives/swfs.html

    To see the latest Connection articles, go to:

    http://www.ofm.wa.gov/reports/connect/connect.pdf



What is afrs
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
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
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 lineand 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.





At next screen enter F002 (you can type right over & hit enter as it will ignore the rest of the information on the screen.


Afrs message screen read messages
AFRS Message Screen – Read Messages enter as it will ignore the rest of the information on the screen.


Afrs access to data screen
AFRS Access to Data Screen enter as it will ignore the rest of the information on the screen.


Primary menu screen
Primary Menu Screen enter as it will ignore the rest of the information on the screen.


Tm table maintenance
TM- Table Maintenance enter as it will ignore the rest of the information on the screen.

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
Table Maintenance Menu enter as it will ignore the rest of the information on the screen.


Table maintenance menu1
Table Maintenance Menu enter as it will ignore the rest of the information on the screen.


Table maintenance menu2
Table Maintenance Menu enter as it will ignore the rest of the information on the screen.


Tm table maintenance frequently asked questions
TM – Table Maintenance Frequently Asked Questions enter as it will ignore the rest of the information on the screen.

  • 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
TM – Table Maintenance Resource Documents enter as it will ignore the rest of the information on the screen.

Agency Financial Reporting System

Table Maintenance Overview

System Reference Document Information for all TM table documents can be found at the following hyperlink address:

http://swfs.ofm.wa.gov/Reference/contentsnew.asp


Mi master file inquiry
MI - Master File Inquiry enter as it will ignore the rest of the information on the screen.

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.


Master file inquiry menu
Master File Inquiry Menu enter as it will ignore the rest of the information on the screen.


Mi master file inquiry frequently asked questions
MI – Master File Inquiry Frequently Asked Questions enter as it will ignore the rest of the information on the screen.

  • 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 enter as it will ignore the rest of the information on the screen.File Inquiry Menu


Bi batch interface log
BI - Batch Interface Log enter as it will ignore the rest of the information on the screen.

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 - Menu enter as it will ignore the rest of the information on the screen.

=== 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

1030 051412 1543 120514 JV 900 13 10 ....6 .......96600.00 ER FT ONLINE......

1030 051412 1542 120514 JV 891 13 10 ....4 .....6389952.10 ER FT ONLINE......

1030 051412 1523 120514 JV 073 13 10 ....1 ........6205.94 00 FT ONLINE......

1030 051412 1518 120514 JV 073 13 10 ....2 ......256477.48 ER FT ONLINE......

1030 051412 1517 120514 JV 073 13 10 ....2 ......256477.48 ER FT ONLINE......

1030 051412 1457 120514 H2 071 13 10 ....5 ......565719.00 ER FT ONLINE......

1030 051412 1456 120514 JV 072 13 10 ..162 .......35824.00 00 FT ONLINE......

1030 051412 1450 120514 H2 070 13 10 ....4 ......248032.10 00 FT ONLINE......

1030 051412 1448 120514 H2 068 13 10 ....1 .......50000.00 00 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
SS- System Security enter as it will ignore the rest of the information on the screen.

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 753-2454.

Print a report of agency AFRS security records.


Ss maintenance menu
SS – Maintenance Menu enter as it will ignore the rest of the information on the screen.


Ss maintenance menu1
SS – Maintenance Menu enter as it will ignore the rest of the information on the screen.


Ss maintenance menu2
SS – Maintenance Menu enter as it will ignore the rest of the information on the screen.


Ss frequently asked questions
SS- Frequently Asked Questions enter as it will ignore the rest of the information on the screen.

  • 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
SS- Reference Link enter as it will ignore the rest of the information on the screen.

Financial Systems Security

User Documentation

http://swfs.ofm.wa.gov/Reference/finsyssecurity.pdf


In financial input error correction payment maintenance
IN - Financial Input/Error Correction/Payment Maintenance enter as it will ignore the rest of the information on the screen.

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
IN - Menu enter as it will ignore the rest of the information on the screen.


In 3 menu
IN.3 - Menu enter as it will ignore the rest of the information on the screen.


In frequently asked questions
IN- Frequently Asked Questions enter as it will ignore the rest of the information on the screen.

  • 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
IN – Reference Links enter as it will ignore the rest of the information on the screen.

Input Record Coding Elements http://swfs.ofm.wa.gov/Reference/inalpha2.doc


Ve vendor maintenance
VE - Vendor Maintenance enter as it will ignore the rest of the information on the screen.

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
VE – Menu enter as it will ignore the rest of the information on the screen.


Ve menu1
VE – Menu enter as it will ignore the rest of the information on the screen.


Ve frequently asked questions
VE- Frequently Asked Questions enter as it will ignore the rest of the information on the screen.

  • 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
VE – Reference Link enter as it will ignore the rest of the information on the screen.

Agency Financial Reporting System

VENDOR FILE MAINTENANCE

http://swfs.ofm.wa.gov/Reference/Vendor_Maintenance.pdf


Practice logging off of afrs
Practice: logging off of AFRS enter as it will ignore the rest of the information on the screen.

  • 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
Getting access to Enterprise Reporting (ER) enter as it will ignore the rest of the information on the screen.

E-mail the AFRS/ER helpdesk ([email protected]) with the following info:

  • Agency Name or Number

  • User Name [First & Last]

  • Your Phone Number

  • Your Email 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 e-mail with instructions/password.


Er access
ER - Access enter as it will ignore the rest of the information on the screen.


How to log on to er
How to log on to ER enter as it will ignore the rest of the information on the screen.

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
Change Password after Initial Log on enter as it will ignore the rest of the information on the screen.


Creating your new password
Creating your new password enter as it will ignore the rest of the information on the screen.

  • 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/e-mail the AFRS Help Desk (360-664-7725 or [email protected]) and we will reset your password.


How do i find a list of financial reports available in er
How do I find a list of Financial Reports available in ER? enter as it will ignore the rest of the information on the screen.

Start Internet Explorer.

  • In the Address field, type http://reporting.ofm/reporting/ 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 [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
Where to find Financial Reports enter as it will ignore the rest of the information on the screen.

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
How do I access the User Guide to Enterprise Reporting? enter as it will ignore the rest of the information on the screen.

Start Internet Explorer.

  • In the Address field, type http://reporting.ofm/reporting/ 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
User Guide in ER enter as it will ignore the rest of the information on the screen.


Des training classes available
DES Training Classes Available enter as it will ignore the rest of the information on the screen.

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 available1
DES Training Classes Available enter as it will ignore the rest of the information on the screen.

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 available2
DES Training Classes Available enter as it will ignore the rest of the information on the screen.

  • 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 available3
DES Training Classes Available enter as it will ignore the rest of the information on the screen.

  • 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
DES Training Classes - ER enter as it will ignore the rest of the information on the screen.

  • 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
Additional ER Training enter as it will ignore the rest of the information on the screen.

  • 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
Any Questions? enter as it will ignore the rest of the information on the screen.

Contact us:

DES Accounting Systems Helpdesk 360-407-8182

E-mail: [email protected]


ad