Introduction to AFRS

1. Introduction to AFRS Dept of Enterprise Services

2. 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

3. 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

4. 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

5. Recent Connection Newsletter

6. What is AFRS? Agency Financial Reporting System (AFRS) is the central accounting system and the official book of record for Washington State.

7. 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

8. 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.

9. FIRST SCREEN OF MAINFRAME – will need to enter USERID & PASSWORD:

10. At the TPX Menu you will need to either select the CICP3

11. You will need to enter your USERID & PASSWORD again.

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

13. AFRS Message Screen – Read Messages

14. AFRS Access to Data Screen

15. Primary Menu Screen

16. 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.

17. Table Maintenance Menu

18. Table Maintenance Menu

19. Table Maintenance Menu

20. 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.

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

22. 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.

23. Master File Inquiry Menu

24. 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.

25. MasterFile Inquiry Menu

26. 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

27. 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 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.

28. 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 753-2454. Print a report of agency AFRS security records.

29. SS – Maintenance Menu

30. SS – Maintenance Menu

31. SS – Maintenance Menu

32. 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.

33. SS- Reference Link Financial Systems Security User Documentation http://swfs.ofm.wa.gov/Reference/finsyssecurity.pdf

34. 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.

35. IN - Menu

36. IN.3 - Menu

37. 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.

38. IN – Reference Links Input Record Coding Elements http://swfs.ofm.wa.gov/Reference/inalpha2.doc

39. 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.

40. VE – Menu

41. VE – Menu

42. 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.

43. VE – Reference Link Agency Financial Reporting System VENDOR FILE MAINTENANCE http://swfs.ofm.wa.gov/Reference/Vendor_Maintenance.pdf

44. 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.

45. Getting access to Enterprise Reporting (ER) E-mail the AFRS/ER helpdesk (afrshelpdesk@ofm.wa.gov) 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.

46. ER - Access

47. 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.

48. Change Password after Initial Log on

49. 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/e-mail the AFRS Help Desk (360-664-7725 or afrshelpdesk@ofm.wa.gov) and we will reset your password.

50. How do I find a list of Financial Reports available in ER? 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.