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SBS - AFNS Agency Assistance

AFNS Agency Assistance provides functional accounting and system support for the AFNS accounting system. The AFNS (Advantage Financial Standard) accounting system is a departmental level automated accounting system utilized by more than 100 state agencies. These agencies are supported within AFNS utilizing 16 applications/databases along with its various sub-systems which include Cost Allocation, Data Selection, Extended Purchasing, Fixed Assets, Fleet Management, Grant Management, Inventory Control, Job Costing, Work Orders, Sales Orders, Invoice Billing, etc.

AFNS Agency Assistance operates the AFNS Hotline which is available for questions from all AFNS user agencies (via the user agencies AFNS System Administrator and/or AFNS System Administrator Backup) and can be contacted by phone, via email, or at the AFNS Agency Assistance office location.
Phone:  (334) 353-9000
Email:    hotline.afns@finance.alabama.gov
Office Location:  RSA Union
                        100 North Union Street
                        Suite 500
                        Montgomery, AL 36130

AFNS staff serves as a liaison between AFNS agencies and FRMS technical support staff on a daily basis. A collaboration of functional and technical knowledge and resources is required to effectively and efficiently serve the AFNS agencies and meet their needs.

In-depth research is conducted on various system and integration issues. After the initial assessment of the problem, steps are taken to test solutions and define a plan of action to correct the system and/or procedural issue(s) and to prevent future occurrences. Testing and research is also required before implementation of a new business process or an upgrade to an existing business process. Current testing and research is being performed to implement Cash Receipt integration from AFNS to CAS for various AFNS agencies.

Training is provided on the AFNS accounting system and its subsystems as well as various accounting procedures. Daily assistance and training is provided via the hotline for each designated AFNS System Administrator and/or Backup contact persons. Training material is sent to the agencies and is also provided on the SBS website to be used for future reference. Quarterly newsletters are emailed to the agencies to provide the latest news and updates along with helpful ‘Quick Tips’.

Assistance is provided with the daily/weekly/monthly report coordination & email distribution. Daily and weekly transaction error reports are provided to agencies to assist in the integration of transactions within the four FRMS components (AFNS, CAS, GHRS and SNAP). Support is provided to the agencies to ensure all transactions are corrected and processed in a timely manner. AFNS monthly financial reports are also sent to the agencies primarily via email. AFNS email distribution lists are established and maintained in order to ensure agency staff receives daily/weekly/monthly documents and reports in a timely manner.

AFNS table and ledger ‘closing’ procedures are routinely performed. Detailed and comprehensive steps are taken to perform data cleansing along with the purging of records from the AFNS tables and ledgers into history ledgers. Work is performed in conjunction with the agencies and technical staff to ensure the integrity of the data.

New Year/Year End essential processes are facilitated for the AFNS agencies in order to support the following objectives:

  • Prepare AFNS tables for the new year
  • Assist agencies with AFNS budget preparation for new year (AA, EB & RB)
  • Ensure purchasing (SNAP) requirements and deadlines are met (RQ/PO)
  • Coordinate each application’s program/system requirements with technical staff
  • Emphasize important impending Comptroller deadlines (PV, CR, JV, etc)
  • Assist with Accounts Payable Journal Voucher encumbrances
  • Adjust budgetary controls for prior year/new year
  • Coordinate data and system cleansing


Cost Allocation
The Cost Allocation subsystem allows flexible, user-defined determination of cost or revenue pools and bases to allocate indirect expenses or revenues. Based on the established pools and bases, the subsystem computes and posts the allocation of costs or revenues to each target entity (Fund, Agency, Organization, Appropriation Unit, Activity, Object/Revenue Source, Job Number, and Reporting Category). This subsystem allows the allocations to be performed for reporting purposes only or for creating journal voucher documents.

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Data Selection
Data Selection (DS) is a valuable research and reporting tool available to assist AFNS agencies. DS software is installed by AFNS staff on user specified computers to run queries for information pertaining to specific transactions, funds, tables, ledgers, etc. DS queries can be run on current data (table data currently in AFNS & General Ledger information) and historical data (history general ledgers for years closed in AFNS). DS enables users to extract data from the AFNS system into an Excel spreadsheet which can then be manipulated to obtain totals used in various departmental decisions. Agencies are provided a detailed instruction booklet along with training on the reporting software.

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Extended Purchasing
The Extended Purchasing subsystem provides support & tracking by assisting users in requisitioning, purchasing, and payment process of obtaining needed inventory. Users can spend small amounts (typically less than $500) without going through SNAP, by entering PD (Decentralized Purchase Orders) directly into AFNS. For large amounts (typically $500 or more) users must go through SNAP to obtain Purchase Orders (PC – Centralized Purchase Orders). These purchase orders are directly linked to the inventory commodity information in SNAP as well as the commodity and inventory tables within AFNS.

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Fixed Assets
The AFNS Fixed Asset subsystem was designed to support the financial reporting of fixed assets as well as the management and control aspects of physical items. All pertinent information about Fixed Assets is available for online inquiry. The system maintains a record of the original cost of an asset as well as the individual betterments. The Fixed Asset subsystem supports the five types of fixed assets recommended by Governmental Accounting Standards Board (GASB):

  • Land
  • Buildings
  • Equipment
  • Construction Work in Process
  • Improvements Other than Buildings

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Fleet Management
The Fleet Management subsystem is designed to aid in both the operational and financial aspects of fleet management. The subsystem is flexible enough to allow equipment to be tracked throughout its entire life cycle. It is designed to track maintenance history, cost history and equipment replacement/utilization for both large and small equipment. Fleet management is interfaced with the Work Order subsystem in order to provide needed maintenance. The information is captured on master tables for daily reference as well as on reports for managerial decisions.

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Grant Management
AFNS Grant Management subsystem is a tool used to establish a grant budget, start/end date requirements, and a unique Grant Number associated with an agency. Reporting Category codes are used to link accounting documents to the grant. The Grant Master (GM) document is used to establish the grant’s descriptive and budgetary information specifically for the grant captured in a series of master tables. The GM document links the Agency Grant Number to the Entity-wide Grant number (if applicable), Federal Category Number, and Federal Grant Document Number. Current daily summary information is available through utilization of the on-line Grant tables and current monthly summary information is available through Grant reports.

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Inventory Control
The Inventory Control subsystem supports processing requisitions, management of inventory, purchasing of inventory, and reconciliation of physical inventory through inter-related inventory transactions. The sub-system was designed to achieve the following:

  • Provide information on the availability of stocked items & the status of the items
  • Timely requisition processing
  • Automatically record and service backorders
  • Minimize inventory purchases based on data obtained from history usage
  • Provide automated tools assisting with servicing, purchasing, & inventory management
  • Improve financial control of inventory by reimbursing returned/unnecessary items
  • Improve financial control by reconciling inventory balances by performing physical counts.
The Inventory Control Sub-system consists of user maintained tables; system maintained tables, various transactions, & offline programs. The Inventory Control subsystem offers several inventory control management reports to assist users with maintaining their inventory.

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Job Costing
The Job Costing subsystem is used for accumulating expenses and other costs for the purposes of billing, preparing grant claims, recording certain specified accounting transactions, or providing cost accounting information to management. The Jobs Costing subsystem can be used in conjunction with the Grants Management subsystem and the Work Order subsystem. Information is captured by entering a job number on accounting transactions (PV, JV, etc).

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Work Order
The Work Order subsystem is used to facilitate the management of labor, materials and equipment. Work orders are mechanisms for tracking the hours, cost or progress of a work team; the usage and cost of equipment; and the costs of materials required to complete a job. The Work Order subsystem is designed to facilitate this tracking for operations, finance and management by recording the information associated with any aspect of a work order. This information can be used for work planning, work scheduling, and for developing more realistic cost estimates.

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Sales Order
The Sales Order subsystem is a state grown system used in conjunction with the Inventory Control, Work Order, and Invoice Billing subsystems. The Sales Order subsystem is used to help automate the sales process by creating inventory transactions, work orders, and invoices. The subsystem is also used to track the sales order status by updating on-line sales order tables throughout the process. The Sales Order reports are used for production control and as an assessment of the ability of a facility to meet its shipping goals.

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Invoice Billing
The invoice billing subsystem works in conjunction with the Work Order subsystem and the Inventory Control subsystem to create invoice/receivable transactions based on work order and inventory transactions previously entered into AFNS system within a designated period. Invoice documents and reports are created programmatically for the AFNS agencies to bill for goods and services provided.

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