9.2 Running AFRS Report

Purpose:  Use this document for running the AFRS report within ctcLink.

Audience:  College Accounting Staff; SBCTC Accounting Staff.

You must have at least one of these local college managed security roles:

  • ZZ AFRS Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Overview:  This report is a summarized report of all data from PeopleSoft (PS) that has passed through edits for a specific month.  The report is the combined table from all TBL tables from each module (review the Overview document for further understanding of this topic).

The AFRS report is submitted to the Office of Financial Management (OFM) through the Axeway process.  The data incorporated in this file contains only valid entries; all others remain in files called error report 1 and error report 2. (refer to the manual Overview of the AFRS CEMLI for further detail).

This report can be run as many times as necessary; but once submitted to OFM it should not be run again unless the file is protected by an archive copy (more decisions of business practices are to follow).  

Run the AFRS Report

Navigation:  NavBar > Navigator > General Ledger > CTC Custom > AFRS > AFRS Report > Create AFRS Report

  1. The Create AFRS run control search page displays.
  2. Enter an existing Run Control ID or select the Add a New Value tab to create a new one.
  3. Enter the Search button.
run control id search page
  1. The Create AFRS Report page displays.
  2. Enter the appropriate Business Unit.
  3. Enter Fiscal Year to process.
  4. Enter Accounting Period to process (note; PS uses the month of July as Accounting Period 1 and repeats after Accounting period 12).
  5. Select the Save button.
  6. Select the Run button.
Create AFRS Report page
  1. The Process Scheduler Request page displays.
  2. The Run Date and Run Time will default.
  3. Verify that the Select box is checked.
  4. The Format should be Txt.
  5. Select the OK button.
Process scheduler request page
  1. The Create AFRS Report page displays.
  2. Make note of the Process Instance number.
  3. Select the Process Monitor link.
select process monitor link
  1. The Process Monitor page displays.
  2. Select the Refresh button until the Run Status is Success and Distribution Status is Posted.
  3. When Success and Posted, The transaction data for AFRS has been loaded.
  4. Select the Details hyperlink to review the document.
process monitor page
  1. The Process Detail page displays.
  2. Select the View Log/Trace link.
process detail page
  1. The View Log/Trace page displays.
  2. Choose the AFRS_BU_XXX_XX_XX text file.
View Log/Trace page
  1. The file opens in a new window.
  2. Review the file.
file results
  1. You have now run and reviewed the file that is to go to OFM. 
  2. For further information on the setup and how it is sent to OFM, consult the AFRS CEMLI Overview document.
  3. End of procedure.


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