Selecting AFRS Transaction Codes. Course Objectives Understand how transaction codes are used in...

Selecting AFRS Transaction Codes

Course Objectives

• Understand how transaction codes are used in AFRS.

• Understand transaction codes for writing and canceling payments.

• Learn how to read the transaction code table.

• Be able to apply our guidelines for selecting transaction codes and making corrections.

Transaction Code

• A 3-digit code.• Determines which general ledgers to debit

and credit (AFRS is a double-entry bookkeeping system so DR=CR).

• Determines if a payment is generated.• Controls coding elements required or not

required on a transaction.• Controls which master files transactions are

posted into (document file, cash control).

Tran Code Table (TM.1.2) – Section 1=== AFRS =(TM.1.2)==== TRANSACTION CODE DECISION MAINTENANCE ===== C105P180 ===

TR: ______ LAST UPDATE: 12/04/08

FUNCTION: V (A=ADD, C=CHANGE, D=DELETE, V=VIEW, N=NEXT, P=PRINT SELECTION)

AGENCY: 0000 TRANS CODE: 210 TITLE: RCRD_ACCT/VOU_PAY-NO_ENCUMB(TREA)__

GLA 1D: 6505 1C: 5111 2D: ____ 2C: ____ 3D: ____ 3C: ____ 4D: ____ 4C: ____

WRAP CURRENT: 398 PRIOR: 818 IAP TC: 640

WARRANT CANCEL CURR: 451_ PRIOR: 455_ ACH RETURN CURR: 255_ PRIOR: 083_

AGENCY: R ORG IX: _ APPN IX: R FUND: R FUND DT: _ PROG IX: R

S-OBJ: R SOURCE: N PROJ: _ VEND NO: _ VEND NM: R VEND AD: R INV: R

C DOC: R R DOC: _ GL ACCT: N MOD: N SUBS-DR: N SUBS-CR: N

+/- FF MATCH GLA PDN +/- FF MATCH GLA PDN

DF: - 01 _ 2 1 _ __ _ _ _ PERIOD IND: _

AP: + 11 _ _ __ _ RESTRICT: _

AL: + 04 _ _ __ _ VALID FD: 1

CC: _ __ _ _ __ _ POST SEQ: 7

GP: + 04 _ _ __ _ REG IND: 6

SF: _ __ _ _ __ _ PAYMENT: 1

OF: + 01 1 _ __ _ DRS USE: _

VF: _ __ _ __ 1099 USE: _

F3=RETURN, F5=WRAP CONTROL, F12=MESSAGE, CLEAR=EXIT

1

Tran Code Table (TM.1.2) – Section 1

Available Screen Functions:

• Add, Change & Delete are for OFM/DES only

• V = View a specific tran code

• N = Show Next sequential tran code

• P = Print tran code table• displays screen with report options


TITLE: This is the official name of the tran code

HOWEVER …The title does not always indicate every

use for a tran code, so don’t use the title alone to choose a tran code.


=== AFRS =(TM.1.2)==== TRANSACTION CODE DECISION MAINTENANCE ===== C105P180 ===

TR: ______ LAST UPDATE: 12/04/08



GLA 1D: 6505 1C: 5111 2D: ____ 2C: ____ 3D: ____ 3C: ____ 4D: ____ 4C: ____







DF: - 01 _ 2 1 _ __ _ _ _ PERIOD IND: _

AP: + 11 _ _ __ _ RESTRICT: _

AL: + 04 _ _ __ _ VALID FD: 1

CC: _ __ _ _ __ _ POST SEQ: 7

GP: + 04 _ _ __ _ REG IND: 6

SF: _ __ _ _ __ _ PAYMENT: 1

OF: + 01 1 _ __ _ DRS USE: _

VF: _ __ _ __ 1099 USE: _


2


GLA (General Ledger Account or G/L)

A code that posts an accounting event to assets, liabilities, equity and/or operating accounts (i.e. expenditures or revenue).

There are:

1D, 2D, 3D and 4D = Debits 1C, 2C, 3C and 4C = Credits


GLA (General Ledge Account or G/L)Accounting Transaction General Ledger (G/L)

Assets G/L 1XXX and 2XXX

Liabilities and Other Credits G/L 5XXX and G/L 59XX

Equity Accounts G/L 9XXX

Revenue Accounts G/L 32XX

Expenditure/Expense Accounts G/L 65XX

Cash Accounts G/L 7XXX (Agency)G/L 4XXX (Office of State Treasurer)

Budgetary Accounts G/L 31XX (Revenues)G/L 61XX to 64XX (Expenditure/Expense Control)

Budgetary & FTE Accounts GL 0XXX


Tran Codes control G/L Posting by:

• Specifying 2 or 4 G/L accounts to be posted

OR

• Specifying 1 or 3 G/L accounts & requiring selection of a variable G/L to be posted

NOTE: Valid variable G/L’s for each tran code are listed in descriptor table 56


AFRS Edits G/L Specified by TC AgainstFund/Account Type used on Transaction

• AFRS fund/account table (D22*) classifies each fund by Fund Type.

• AFRS G/L table (D31*) specifies the fund types each G/L account may be used with.

• AFRS edits the G/L accounts specified by the tran code to be sure they are valid for the fund type of the fund on the transaction.


GovernmentalAA General FundBA Special Revenue FundCA Debt Service FundsDA Capital Projects FundsEA Permanent Fund

ProprietaryFA Enterprise FundsGA Internal Service Funds

FiduciaryHA Private Purpose Trust FundsHB Investment Trust FundsHD Agency FundsHC Pension Trust Funds

Subsidiary AccountsIA General Fixed Assets (997)JA General Long-Term Obligations (999)

AFRS provides tran code listings by fund type and G/L account.

Fund Types

Tran Code Table (TM1.2) – Section 3=== AFRS =(TM.1.2)==== TRANSACTION CODE DECISION MAINTENANCE ===== C105P180 ===

TR: ______ LAST UPDATE: 12/04/08



GLA 1D: 6505 1C: 5111 2D: ____ 2C: ____ 3D: ____ 3C: ____ 4D: ____ 4C: ____







DF: - 01 _ 2 1 _ __ _ _ _ PERIOD IND: _

AP: + 11 _ _ __ _ RESTRICT: _

AL: + 04 _ _ __ _ VALID FD: 1

CC: _ __ _ _ __ _ POST SEQ: 7

GP: + 04 _ _ __ _ REG IND: 6

SF: _ __ _ _ __ _ PAYMENT: 1

OF: + 01 1 _ __ _ DRS USE: _

VF: _ __ _ __ 1099 USE: _


3


WRAP (warrant wrap tran code)

• Certain transactions, such as payments, are a 2-step process in AFRS

• You input the first tran code – i.e. 210

• AFRS automatically generates the 2nd transaction – i.e. 398 – which is called a payment wrap (or simply “wrap”)

• Tran code used on wrap is found here


WARRANT CANCEL (warrant cancellation tran code)

• AFRS has an automated warrant cancellation process.• AFRS looks at the tran code that initiated the warrant and assigns

a cancellation tran code.

ACH RETURN (ACH or EFT Returns)• AFRS generates NOR (Notice of Returns) for all ACH (EFT)

returns from the Office of State Treasurer.• AFRS looks at the tran code that initiated the ACH (EFT) and

assigns a cancellation tran code.


CURRENT: … PRIOR: …

Before automatically generating a wrap or cancellation tran code, AFRS checks to see if the original transaction was for the CURRENT biennium or the PRIOR biennium.

The tran code for the wrap is selected accordingly.


IAP TC (InterAgency Payment)AFRS automatically converts certain payment

tran codes (i.e. 210) to the comparable IAP code listed here

IF:• The transaction includes a statewide vendor

(SWV) number AND• The SWV record is set up for IAP

Tran Code Table (TM.1.2) – Section 4 === AFRS =(TM.1.2)==== TRANSACTION CODE DECISION MAINTENANCE ===== C105P180 ===

TR: ______ LAST UPDATE: 12/04/08



GLA 1D: 6505 1C: 5111 2D: ____ 2C: ____ 3D: ____ 3C: ____ 4D: ____ 4C: ____







DF: - 01 _ 2 1 _ __ _ _ _ PERIOD IND: _

AP: + 11 _ _ __ _ RESTRICT: _

AL: + 04 _ _ __ _ VALID FD: 1

CC: _ __ _ _ __ _ POST SEQ: 7

GP: + 04 _ _ __ _ REG IND: 6

SF: _ __ _ _ __ _ PAYMENT: 1

OF: + 01 1 _ __ _ DRS USE: _

VF: _ __ _ __ 1099 USE: _


4


R = Required

N = Not Allowed

Blank = Optional

Transaction Edit Indicators (TEI) determine which coding elements must or must not be included on a transaction.


AGENCY:Agency #

ORG IX:Organization Index

APPN IX:Appropriation Index

FUND:Fund

FUND DT: Fund Detail(not currently used)

PROG IX:Program Index

S-OBJ:Sub-Object

SOURCE:Major Source

PROJ:Project

VEND NO:Vendor Number

VEND NM:Vendor Name

VEND AD:Vendor Address

INV:* Invoice Number

C DOC:Current Document #

R DOC:Reference Document #

GL ACCT:General Ledger

Acct

MOD:Modifier

SUBS-DRSubsidiary Debit

SUBS-CRSubsidiary Credit

* Invoice # links to invoice date requirement.

These edits affect the following fields:



TR: ______ LAST UPDATE: 12/04/08



GLA 1D: 6505 1C: 5111 2D: ____ 2C: ____ 3D: ____ 3C: ____ 4D: ____ 4C: ____







DF: - 01 _ 2 1 _ __ _ _ _ PERIOD IND: _

AP: + 11 _ _ __ _ RESTRICT: _

AL: + 04 _ _ __ _ VALID FD: 1

CC: _ __ _ _ __ _ POST SEQ: 7

GP: + 04 _ _ __ _ REG IND: 6

SF: _ __ _ _ __ _ PAYMENT: 1

OF: + 01 1 _ __ _ DRS USE: _

VF: _ __ _ __ 1099 USE: _


5


• Summary financial files for cumulative periods• Used for:

– Inquiry screens

The Tran Code Table specifies which master files are posted by each tran code.

Master Files are


DF = Document File (tracks payables & encumbrances)

AP = Appropriation File (tracks expenditures against legislative spending authority)

AL = Allotment File (tracks expenditures against agency spending plan)

CC = Cash Control File (tracks cash balances – treasury and local)

GP = Grant/Project File (not used – project info tracked in & reported from OF)

SF = Subsidiary File (tracks balances of agency-defined subsidiary ledgers)

OF = Operating File (accumulates balance for each unique line of coding)

VF = Vendor File (not used – replaced by Disbursement Reporting System - DRS)


The following indicators control how each master file will be posted. Each file can be posted once or twice per tran code.

+ / - = indicates increase (+) or decrease (-) to financial field

FF = Financial Field index indicates which field (we call them “buckets”) in the file will be updated by the transaction

MATCH = used for DF only to indicate if a match to the document number is required (M), not allowed (N), or optional (blank)

GLA = indicates which G/L (in section 3) will be used to update affected file (1=1D, 2=1C, 3=2D, 4=2C, 5=3D, 6=3C 7=4D, 8=4C)

PDN = Posting Document Number is used for DF only and indicates which doc # will post to that file (1=curr doc #, 2=ref doc #, blank=none)



TR: ______ LAST UPDATE: 12/04/08



GLA 1D: 6505 1C: 5111 2D: ____ 2C: ____ 3D: ____ 3C: ____ 4D: ____ 4C: ____







DF: - 01 _ 2 1 _ __ _ _ _ PERIOD IND: _

AP: + 11 _ _ __ _ RESTRICT: _

AL: + 04 _ _ __ _ VALID FD: 1

CC: _ __ _ _ __ _ POST SEQ: 7

GP: + 04 _ _ __ _ REG IND: 6

SF: _ __ _ _ __ _ PAYMENT: 1

OF: + 01 1 _ __ _ DRS USE: _

VF: _ __ _ __ 1099 USE: _


6


A = FM 01 – 12 B = FM 01 – 12, 99

C = FM 99 D = FM 13 – 24

E = FM 13 – 24, 25 F = FM 25

G = FM 01 – 24 H = FM 25 or 99

I = Invalid Blank = OK for all FM’s

PERIOD IND: Posting Period Indicator tells which fiscal months are valid for tran code


RESTRICT: the restrict field indicates if a tran code is limited to specific agencies

O = OFM only

T = TREASURER only

Blank = available for ALL agencies


VALID FD: the VALID FUND indicator controls which FUND CASH TYPE can be used with TC

1 = Treasury/Treasury Trust Accounts

3 = Local Accounts

Blank = allowed for either cash type


POST SEQ: Posting Sequence indicator determines the order in which transactions will post to Master Files

1 = Appropriations2 = Allotments3 = Revenues4 = Receipts5 = Commitments (not used)

6 = Encumbrances7 = Expenditures/Accruals8 = Disbursements9 = Other


REG IND: the register indicator defines the transaction register on which the transaction will be reported

1 = Budgetary 2 = not used

3 = Treasury Funds Disbursement4 = Local Funds Disbursement5 = Commitments & Encumbrances6 = Payables7 = Receipts8 = Payroll Interface9 = Miscellaneous


PAYMENT: this indicator is used by AFRS to determine whether or not to generate a payment and/or create special files for the Treasurer

0 = no payment

Warrant or EFT (depending on vendor record)1 = payment3 = credit memo

Continued on next slide …


PAYMENT (cont):

Interagency Payment (IAP)7 = payment8 = credit memo

CancellationsD = cancels warrantC = cancels credit memo portion of warrant

Inter-Fund Transfers (IFT)4 = debit to JV’s in-process (7140)5 = credit to JV’s in-process (7140)


DRS USE and 1099 USE: indicate if transaction is eligible for extraction to Disbursement Reporting System (DRS) and 1099 summarization (for reporting to Internal Revenue Service

1 = Eligible *

0 = Not Eligible

Blank = Not Eligible

* No Longer Used Due to DRS decommissioning and 1099 Reporting is done through AccountAbility.

Tran Code Table – Print Options(Access by entering function ‘P’ on TM.1.2 screen)

=== AFRS =(TM.1.2.A)== TRANSACTION CODE DECISION TABLE REPORTS === C105P181 ===TR: ______ ----------------------------- TABLE PRINT REQUEST ---------------------------- FUNCTION: Y ENTER "Y" TO SUBMIT REPORT(S) BIEN: C (C=CURRENT, P=PREVIOUS) SELECT USING "S" NEXT TO EACH REPORT DESIRED -OTHER REPORTS- -FUND TYPE REPORTS- _ A = NUMERIC BY TC (NO FILE POSTINGS) _ L = AA - GENERAL FUND _ B = DEBITS BY GL (NO FILE POSTINGS) _ M = BA - SPECIAL REVENUE _ C = CREDITS BY GL (NO FILE POSTINGS) _ N = CA - DEBT SERVICE _ X = TYPE A,B,C ABOVE _ O = DA - CAPITAL PROJECTS _ D = MOST COMMON TRAN CODES EXPLAINED _ P = EA - PERMANENT FUNDS _ E = NUMERIC BY TC (WITH FILE POSTINGS) _ Q = FA - ENTERPRISE _ F = SPECIAL SORT BY 1ST/2ND GL CODE _ R = GA - INTERNAL SERVICE (WITH FILE POSTINGS) _ S = HA - PRIVATE PURPOSE TRUST _ G = ALLOTMENT TRAN CODES _ T = HB - INVESTMENT TRUST _ H = WARRANT WRAP TRAN CODE LISTING _ U = HC - PENSION TRUST _ J = VARIABLE GLS BY FUND & TRAN CODE _ V = HD - AGENCY FUNDS _ K = IAP TRANSACTION CODE _ W = IA - GEN. CAPITAL ASSETS WHEN CREATING MULTIPLE REPORTS THE _ Y = JA - GEN. L-T OBLIGATIONS RECOMMENDED SUBMIT JOB CLASS IS "E" _ Z = ALL FUND TYPES (1014+ PAGES) F3=RETURN, F12=MESSAGE, CLEAR=EXIT

To get copies of the latest system documentations:http://www.des.wa.gov/services/IT/SystemSupport/guidance/Pages/default.aspx

State Administrative and Accounting Manual (SAAM): http://ofm.wa.gov/policy/default.asp

To subscribe to the ETS listserv:http://listserv.wa.gov/archives/swfs.html

Staying Informed

http://www.des.wa.gov/services/IT/SystemSupport/guidance/Pages/default.aspx

http://ofm.wa.gov/policy/default.asp

http://listserv.wa.gov/archives/swfs.html

AFRS system:Solutions CenterPhone: 360-407-9100Email: [email protected]

Accounting Policies and Procedures:OFM Accounting ConsultantFollow the link to find your OFM Accounting Consultanthttp://www.ofm.wa.gov/accounting/swa/swacontactsbyagency.asp

Who to contact with questions?

Questions?

Thank you

Selecting AFRS Transaction Codes. Course Objectives Understand how transaction codes are used in...

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