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: C: D: ____ 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: _ __ _ 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

Tran Code Table (TM.1.2) – Section 1 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.

Tran Code Table (TM.1.2) – Section 2 === 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: C: D: ____ 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: _ __ _ DRS USE: _ VF: _ __ _ __ 1099 USE: _ F3=RETURN, F5=WRAP CONTROL, F12=MESSAGE, CLEAR=EXIT 2

Tran Code Table (TM.1.2) – Section 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

Tran Code Table (TM.1.2) – Section 2 GLA (General Ledge Account or G/L) Accounting TransactionGeneral Ledger (G/L) AssetsG/L 1XXX and 2XXX Liabilities and Other CreditsG/L 5XXX and G/L 59XX Equity AccountsG/L 9XXX Revenue AccountsG/L 32XX Expenditure/Expense AccountsG/L 65XX Cash AccountsG/L 7XXX (Agency) G/L 4XXX (Office of State Treasurer) Budgetary AccountsG/L 31XX (Revenues) G/L 61XX to 64XX (Expenditure/Expense Control) Budgetary & FTE AccountsGL 0XXX

Tran Code Table (TM.1.2) – Section 2 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

Tran Code Table (TM.1.2) – Section 2 AFRS Edits G/L Specified by TC Against Fund/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.

Tran Code Table (TM.1.2) – Section 2 Governmental AAGeneral Fund BASpecial Revenue Fund CADebt Service Funds DACapital Projects Funds EAPermanent Fund Proprietary FAEnterprise Funds GAInternal Service Funds Fiduciary HAPrivate Purpose Trust Funds HBInvestment Trust Funds HDAgency Funds HCPension Trust Funds Subsidiary Accounts IAGeneral Fixed Assets (997) JAGeneral 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 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: C: D: ____ 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: _ __ _ DRS USE: _ VF: _ __ _ __ 1099 USE: _ F3=RETURN, F5=WRAP CONTROL, F12=MESSAGE, CLEAR=EXIT 3

Tran Code Table (TM.1.2) – Section 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 2 nd transaction – i.e. 398 – which is called a payment wrap (or simply “wrap”) Tran code used on wrap is found here

Tran Code Table (TM.1.2) – Section 3 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.

Tran Code Table (TM.1.2) – Section 3 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.

Tran Code Table (TM.1.2) – Section 3 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 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: C: D: ____ 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: _ __ _ DRS USE: _ VF: _ __ _ __ 1099 USE: _ F3=RETURN, F5=WRAP CONTROL, F12=MESSAGE, CLEAR=EXIT 4

Tran Code Table (TM.1.2) – Section 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.

Tran Code Table (TM.1.2) – Section 4 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-DR Subsidiary Debit SUBS-CR Subsidiary Credit * Invoice # links to invoice date requirement. These edits affect the following fields:

Tran Code Table (TM.1.2) – Section 5 === 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: C: D: ____ 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: _ __ _ DRS USE: _ VF: _ __ _ __ 1099 USE: _ F3=RETURN, F5=WRAP CONTROL, F12=MESSAGE, CLEAR=EXIT 5

Tran Code Table (TM.1.2) – Section 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

Tran Code Table (TM.1.2) – Section 5 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)

Tran Code Table (TM.1.2) – Section 5 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)

Tran Code Table (TM.1.2) – Section 6 === 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: 3000 TRANS CODE: 210 TITLE: RCRD_ACCT/VOU_PAY-NO_ENCUMB(TREA)__ GLA 1D: C: D: ____ 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: _ __ _ DRS USE: _ VF: _ __ _ __ 1099 USE: _ F3=RETURN, F5=WRAP CONTROL, F12=MESSAGE, CLEAR=EXIT 6

Tran Code Table (TM.1.2) – Section 6 A = FM 01 – 12B = FM 01 – 12, 99 C = FM 99D = FM 13 – 24 E = FM 13 – 24, 25F = FM 25 G = FM 01 – 24H = FM 25 or 99 I = I nvalid Blank = OK for all FM’s PERIOD IND: Posting Period Indicator tells which fiscal months are valid for tran code

Tran Code Table (TM.1.2) – Section 6 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

Tran Code Table (TM.1.2) – Section 6 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

Tran Code Table (TM.1.2) – Section 6 POST SEQ: Posting Sequence indicator determines the order in which transactions will post to Master Files 1 = Appropriations 2 = Allotments 3 = Revenues 4 = Receipts 5 = Commitments (not used) 6 = Encumbrances 7 = Expenditures/Accruals 8 = Disbursements 9 = Other

Tran Code Table (TM.1.2) – Section 6 REG IND: the register indicator defines the transaction register on which the transaction will be reported 1 = Budgetary 2 = not used 3 = Treasury Funds Disbursement 4 = Local Funds Disbursement 5 = Commitments & Encumbrances 6 = Payables 7 = Receipts 8 = Payroll Interface 9 = Miscellaneous

Tran Code Table (TM.1.2) – Section 6 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 = payment 3 = credit memo Continued on next slide …

Tran Code Table (TM.1.2) – Section 6 PAYMENT (cont): Interagency Payment (IAP) 7 = payment 8 = credit memo Cancellations D = cancels warrant C = 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)

Tran Code Table (TM.1.2) – Section 6 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

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