1. Introduction to AFRS Toolbox

2. Course Objectives
Gain an understanding of the Financial Toolbox and its:
Relationship to AFRS and the AFRS security levels
Main system features and functions
Excel Template Scheme and its options for structuring financial data
Create a batch file and submit the batch file from Toolbox to AFRS

3. What is the AFRS Toolbox?
System owned by OFM and managed by DES
Web based application
Allows any type of transaction batch to be created in Excel, then uploaded to AFRS as if they were keyed into the mainframe system.

4. How does the Toolbox work?
It uses an Excel template to prepare and upload transactions to AFRS
It sends a batch of transactions with the click of a mouse
Batches go to AFRS IN.3 screen in Hold or Error status as if agency had keyed them in the mainframe.
Utilizes the submitter’s AFRS security record for allowing the batch interface
Allows all the functionality of Excel (file storage, edit/delete data)

5. Advantages Easy to learn and use
Fits into agency workflow and separation of duties
Security – only authorized users can prepare and submit
s batches in report for paper file copy
Reduces key stroke errors on routine payments/ corrections
Most agencies use tool each month, employees transfer knowing how to use from prior office
Free tool – already paid for in Enterprise Service Fee

6. How do I get started?
1. Must have AFRS security (new Logon IDs obtained from Consolidated Technology-CTS helpdesk )
2. Agency Administrator adds your AFRS ID to Toolbox

7. AFRS Security Checked

8. AFRS Security Check View of AFRS Security Record:
Agency and Logon ID are at the top. On the Toolbox upload to AFRS both are verified. 
Under the NAME of the user is the AFRS batch type input security
Batch is the batch types that this user can input or release. Wildcard (*) is all. 
Input needs a 2 to input transactions. When the Toolbox interfaces to AFRS a 2 is verified.
Release needs a 2 to release a batch.

9. Toolbox Workflow
1. Open a new or existing Excel worksheet containing the template for financial transactions. 2. Enter or update transactions using Excel on your desktop 3. Save the template as a tab delimited file. 4. Go to Toolbox ( see next pages for path) and click File Upload-Batch Interface to AFRS to fill in batch header information. 5. Upload batch (via Submit button) and check for errors. If edits are passed, batch is sent to AFRS. 6. Go to AFRS IN.3 to review/release batch

10. Where do I log into Toolbox?

11. Where do I log into Toolbox?

12. Select Access to Login Pages

14. How do I log onto Toolbox?

15. View of Security and User Profile

16. Where do I find the Batch Interface template?

17. Open Spreadsheet from Template Master has all the possible AFRS data elements

18. Before Making Changes-Save File To Your PC

19. Enter/update Transactions for Batch
Notes:
“Info” Column does not go to AFRS data.
Column headings cannot be changed, but order and
number of columns can be reduced to those needed.
Upper/lower case doesn’t matter to AFRS.
Amount col. should always be last as Excel must have data in last column.

20. Save template as tab delimited file – Remember to close Excel file before upload

21. Upload to AFRS

22. Select .txt File to Upload to AFRS

23. View uploaded batch in AFRS If no errors, release batch as usual.

24. How can I tell that a batch was submitted via Toolbox?

25. How do I log off of Toolbox?

26. Time for Review Do I have to have an AFRS logon ID to use Toolbox?
Yes, CTS or your RAC-F administrator must first establish an AFRS logon ID
How do I get a logon ID for Toolbox?
Your agency Toolbox administrator will need to set up your logon ID
What level of security do I need in AFRS to input a batch from Toolbox?
You need to have AFRS level 2 security to input a batch

27. Time for Review…Continued
Where do I find the link to log into Toolbox?
What column should be last in the spreadsheet?
The “Amount” column should be last
What should I save my file type as before I upload it to Toolbox?
Your “Save As Type” should be “Tab Delimited”

28. Questions??

29. Who do I contact for assistance?
For System Assistance:
DES Solutions Center Helpdesk
Non-System Assistance:
Your Agency Administrator
Initial Set Up
Passwords & Password Re-sets

30. Toolbox Exercise