Running AFRS Transactions Before Submitting to OFM
Purpose: Use this document to run AFRS transactions before submitting to OFM through 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.
The purpose of loading the AFRS transactions is to process and review the data that is to go to AFRS. This is step one of the process.
If changes are made to the ctcLink data, the AFRS transactions must be run again.
The AFRS transactions can be run after the month is closed; there usually will be no adds/adjustments. However, it should be noted this can be run prior to the close of a month to validate the accuracy of financial data before it's submitted to the Office of Financial Management (OFM).
Run AFRS Transactions
Part 1 - Load Data
Navigation: NavBar > Navigator > General Ledger > CTC Custom > AFRS > AFRS Report > Create AFRS Transaction
- The Create AFRS Transaction run control search page displays.
- Enter an existing Run Control ID or select the Add a New Value tab to create a new one.
- Select the Search button.
- The Create AFRS Transaction page displays.
- Enter the appropriate Business Unit.
- Enter Fiscal Year to process.
- Enter Accounting Period to process. (NOTE: PeopleSoft uses the month of July as Accounting Period 1 and repeats after Accounting Period 12).
- Select the Save button.
- Select the Run button.
- The Process Scheduler Request page displays.
- The Run Date and Run Time will default.
- Verify that the Select box is checked.
- The Format should be Txt.
- Select the OK button.
- The Create AFRS Transaction page displays.
- Make note of the Process Instance number.
- Select the Process Monitor link.
- The Process Monitor page displays.
- Select the Refresh button until the Run Status = Success and Distribution Status = Posted.
- When at Success and Posted, the transaction data for AFRS has been loaded.
- The process to load the data is now complete.
Part 2 - Review Data
You must have at least one of these local college managed security roles:
- ZD General Ledger Inquiry
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Navigation: NavBar > Navigator > General Ledger > CTC Custom > AFRS > AFRS Review > AFRS Reporting Transactions
- The AFRS Transaction Validation page displays.
- Each section represents one of 10 modules run by the AFRS CEMLI. It is organized in two error reports;
- Review XX AFRS Rule Validation
- Review XX TC/AFRS Report
- Additional information on the two files can be studied in AFRS CEMLI Overview.
- Review a month's worth of financial data by selecting one of the modules error reports.
- Select Review EX AFRS Rule Validation: this is the first part of Error Report 2.
- The CTC_AFRS_EX_RPT - EX AFRS Rules validation CEMLI page displays.
- Enter Business Unit.
- Enter the Fiscal Year.
- Enter the Accounting Period.
- Notice the Valid (Y/N) box is unchecked. (By leaving the box unchecked the result of errors will be displayed).
- Select the View Results button.
- The results display.
- By checking the Valid (Y/N) box, the correct data that is staged to go to OFM will be displayed, as seen in screen shot below.
- Select the View Results button.
- The Review EX TC/AFRS Report usually does not have as many errors as the Review EX AFRS Rule Validation.
- You have now run the AFRS Transactions and reviewed the errors within the AFRS CEMLI for the Error Report.
- End of procedure.
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