Intro to AFRS Financial Toolbox

1. Intro to AFRS Financial Toolbox

2. Course Objectives • Gain an understanding of the Financial Toolbox and its: • Relationship to AFRS and the AFRS security levels • Main system features and functions • Excel Template Scheme and its options for structuring financial data • Create a batch file and submit the batch file from Toolbox to AFRS

3. What is the AFRS Toolbox? Web based application Allows any transaction batches to be created in Excel, then uploaded to AFRS as if they were keyed into the mainframe system.

4. How does the Toolbox work? • It uses an Excel template to prepare and upload transactions to AFRS • It sends a batch of transactions with the click of a mouse • Batches go to AFRS IN.3 screen as if agency had keyed them in the mainframe. • It reduces key stroke errors on routine payments/ corrections • Allows all the functionality of Excel (file storage, edit/delete data)

5. Advantages • Easy to learn and use • Fits into agency workflow and separation of duties • Security – only authorized users can prepare and submit • E-mails batches in report for paper file copy • Most agencies use tool each month, employees transfer knowing how to use from prior office • Free tool – already paid for in Enterprise Service Fee

6. How do I get started? • 1. Must have AFRS security (new Logon IDs obtained from Consolidated Technology-CTS helpdesk 753-2454) • 2. Agency Administrator adds your AFRS ID to Toolbox

7. AFRS Security Checked

8. AFRS Security Check • View of AFRS Security Record: • Agency and Logon ID are at the top. On the Toolbox upload to AFRS both are verified.  • Under the NAME of the user is the AFRS batch type input security • Batch is the batch types that this user can input or release. Wildcard (*) is all.  • Input needs a 2 to input transactions. When the Toolbox interfaces to AFRS a 2 is verified. • Release needs a 2 to release a batch.

9. Toolbox Workflow 1. Open a new or existing Excel worksheet containing the template for financial transactions. 2. Enter or update transactions using Excel on your desktop 3. Save the template as a tab delimited file. 4. Go to Toolbox (www.ofm.wa.gov) and click File Upload-Batch Interface to AFRS to fill in batch header information. 5. Upload batch (via Submit button) and check for errors. If edits are passed, batch is sent to AFRS. 6. Go to AFRS IN.3 to review/release batch

10. Where do I log into Toolbox?

11. Select Financial Toolbox

12. How do I log onto Toolbox?

13. View of Security and User Profile

14. Where do I find the Batch Interface template?

15. Before Making Changes-Save File To Your PC

16. Open Spreadsheet from TemplateMaster has all the possible AFRS data elements

17. Enter/update Transactions for Batch • Notes: • “Info” Column does not go to AFRS data. • Column headings cannot be changed, but order and • number of columns can be reduced to those needed. • Upper/lower case doesn’t matter to AFRS. • Amount col. should always be last as Excel must have data in last column.

18. Save Template as Tab Delimited Before Uploading

19. Upload to AFRS

20. Select .txt File to Upload to AFRS

21. View uploaded batch in AFRSIf no errors, release batch as usual. === AFRS =(IN.3)============= BATCH HEADER SUMMARY =============== C105P055 === TR: ______ 1030 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 _ 120430 WS 038 H Y 13 10 00001 310.08 WC _ 120509 CJ 575 H Y 13 11 00001 2,500.00 FT _ 120510 JV 055 H Y 13 11 00002 2,000.00 FT _ 120510 JV 952 H Y 13 10 00001 13,997.58 FT _ 120511 JV 057 H Y 13 10 00002 800,000.00 FT _ 120514 CJ 589 H Y 13 10 00001 154,223.47 FT _ 120514 CJ 594 H Y 13 10 00001 5.55 FT

22. How can I tell that a batch was submitted via Toolbox? === AFRS ==(BI)============= BATCH INTERFACE LOG ================ C105P070 === TR: ______ POSTING AGENCY: 1030 PAGE 0001 OF 0064 BATCH --RECEIVED- --------- BATCH --------- AGY DATE TIME DATE TYP NUM BN FM COUNT AMOUNT RC OC MESSAGE 1030 051412 1601 120514 CW 893 13 10 ....3 ......118051.32 ER FT ONLINE...... 1030 051412 1556 120514 CW 901 13 11 ...13 .....1081346.23 ER FT ONLINE...... 1030 051412 1548 120514 CW 899 13 10 ....1 .......19080.00 00 FT ONLINE...... 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......

23. How do I log off of Toolbox?

24. Time for Review • Do I have to have an AFRS logon ID to use Toolbox? • Yes, DIS must first establish an AFRS logon ID • How do I get a logon ID for Toolbox? • Your agency administrator will need to set up your Toolbox logon ID • What level of security do I need in AFRS to input a batch from Toolbox? • You need to have a level 2 security to input a batch

25. Time for Review…Continued • Where do I find the link to log into Toolbox? • www.ofm.wa.gov • What column should be last in the spreadsheet? • The “Amount” column should be last • What should I save my file type as before I upload it to Toolbox? • Your “Save As Type” should be “Tab Delimited”

26. Questions??

27. Who do I contact for assistance? • For System Assistance: • DES Accounting Systems Helpdesk 360-407-8182 • E-mail: afrshelpdesk@ofm.wa.gov • Non-System Assistance: • Your Agency Administrator • Initial Set Up • Passwords & Password Re-sets

28. Toolbox Exercise