Running AFRS Report

Purpose:  Use this document for running the AFRS (Agency Financial Reporting System) report within ctcLink.

Audience:  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.  

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: General Ledger > CTC Custom > AFRS > AFRS Report > Create AFRS Report

  1. The Create AFRS Report run control search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA020_AFRS_REPORT (College, Process).
  3. The Create AFRS Report page displays.
  4. Enter the appropriate Business Unit.
  5. Enter Fiscal Year to process.
  6. Enter Accounting Period to process (note; ctcLink uses the month of July as Accounting Period 1 and repeats after Accounting period 12).
  7. Select the Save button.
  8. Select the Run button.
Create ARFS Report run control
  1. The Process Scheduler Request window displays. For more information on this process, please refer to the QRG Process Scheduler/Process Monitor.
  2. Select the OK button to close out the Process Scheduler Request window.
Process Scheduler Request window displays
  1. The Create AFRS Report page displays.
  2. Make note of the Process Instance number.
  3. Select the Process Monitor link.
  4. Select the Refresh button until the Run Status is 'Success' and Distribution Status is 'Posted'.
  5. When Success and Posted, The transaction data for AFRS has been loaded.
  6. Select the Report Manager link.
Success and Posted, select Report Manager link
  1. The Report Manager page displays.
  2. Select the Administration tab.
  3. Select the Description Create AFRS Trx/Rpt link to view the AFRS Report details.
Report Manager page, select Administration tab
  1. The AFRS Report displays and review as needed.
AFRS Report example
  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. Process complete.


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