Introduction to AFRS Toolbox

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

What is the AFRS Toolbox?

• System owned by OFM and managed by DES• Web based application• Allows any type of transaction batch to be

created in Excel, then uploaded to AFRS as if they were keyed into the mainframe system.

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 in Hold or Error status

as if agency had keyed them in the mainframe. Utilizes the submitter’s AFRS security record for allowing

the batch interface Allows all the functionality of Excel (file storage,

edit/delete data)

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 Reduces key stroke errors on routine payments/

corrections Most agencies use tool each month, employees

transfer knowing how to use from prior office Free tool – already paid for in Enterprise Service Fee

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

AFRS Security Checked

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.

Toolbox Workflow1. 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.des.wa.gov see next pages for path) 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

Where do I log into Toolbox?

Where do I log into Toolbox?

Select Access to Login Pages

How do I log onto Toolbox?

View of Security and User Profile

Where do I find the Batch Interface template?

Open Spreadsheet from TemplateMaster has all the possible AFRS data elements

Before Making Changes-Save File To Your PC

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.

Save template as tab delimited file – Remember to close Excel file before upload

Upload to AFRS

Select .txt File to Upload to AFRS

View uploaded batch in AFRSIf no errors, release batch as usual.

How can I tell that a batch was submitted via Toolbox?

How do I log off of Toolbox?

Time for Review

• Do I have to have an AFRS logon ID to use Toolbox?– Yes, CTS or your RAC-F administrator must first

establish an AFRS logon ID• How do I get a logon ID for Toolbox?

– Your agency Toolbox administrator will need to set up your logon ID

• What level of security do I need in AFRS to input a batch from Toolbox?– You need to have AFRS level 2 security to input a

batch

Time for Review…Continued

• Where do I find the link to log into Toolbox?– www.des.wa.gov/services/IT/SystemSupport

• 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”

Questions??

Who do I contact for assistance?

• For System Assistance:– DES Solutions Center Helpdesk 360-407-9100– E-mail: SOLUTIONSCENTER@DES.WA.GOV

• Non-System Assistance:– Your Agency Administrator

• Initial Set Up• Passwords & Password Re-sets

Toolbox Exercise