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AFNS Frequently Asked Questions SBS Logo


System Availability Assistance with Various Features AFNS Reports Budgets (AA & EB) Cash Receipts (CR) Invoices (IN) Journal Vouchers (JV) Payment Vouchers (PV) Purchase Orders (PO) Requisitions (RQ)
System Availability

What if I want to work on a Saturday? Is the AFNS system available?

Since the AFNS system isn’t normally up on Saturdays, a request must be submitted (by the agency’s AFNS System Administrator or AFNS System Administrator Backup) to the AFNS Hotline (by phone or via e-mail) no later than 12:30 p.m. on the Friday before the needed date. In case there is a problem with AFNS being up on Saturday, AFNS will need the name(s) of the individual(s) who will be working on Saturday and contact number(s) (work, cell, etc.) for the individual(s).

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What if I want to work on a Sunday? Is the AFNS system available?

Due to ISD performing system maintenance, AFNS cannot be up on Sundays.

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What if I want to work on a State holiday? Is the AFNS system available?

Since the AFNS system isn’t normally up on State holidays, a request must be submitted (by the agency’s AFNS System Administrator or AFNS System Administrator Backup) to the AFNS Hotline (by phone or via e-mail) no later than 12:30 p.m. on the last business day before the State holiday. In case there is a problem with AFNS being up on a State holiday, AFNS will need the name(s) of the individual(s) who will be working on the State holiday and contact number(s) (work, cell, etc.) for the individual(s).

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Assistance with Various Features

Are there easy ways to move around in AFNS?

Yes, please see below actions.

  • NEXT (N) table action - Allows the user to move to another table (with a clear screen).
  • SCAN (S) - Allows the user to search for a specific record in a table from a specific point in the table.
  • REFILL (R) the screen with new records - Allows the user to continue the scan action. After a scan action, the ‘R’ automatically appears in the action field of the action line. To use the refill action, press ‘ENTER’.
  • LEAF (L) to another table - Allows the user to go directly to a related table or to go directly to a non-related table. (Example: OPVD/OPVH/OPVL)
  • Go BACK (B) to the previous screen - Allows the user to go back to the previous screen used.
  • LESS THAN (<) sign - Allows the user to go back to a maximum of four screens within the same table. The screens must have been displayed for this action to work.

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How do you use the ZOOM feature?

When you need to look at a table while inside a transaction, use the ZOOM feature.

To use ZOOM, press the HOME key on your keyboard and in the FUNCTION field type the letter 'Z', then press your space bar, then type in the table ID that you need to look at, and then press enter. Once you have finished looking at the table and getting the information needed, then type the letter ‘E’ in the ACTION field and press enter. This will take you back into your document.

You can also ZOOM from one table to another—by typing a ‘Z’ in the ACTION field and typing the table ID in the SCREEN ID field and pressing enter. Once you have finished looking at the table then type the letter ‘E’ in the ACTION field and press enter. This will take you back to the original table you were viewing.

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How do I copy a document?

When needing to reverse or modify an existing document that is still on SUSF, the original document can be copied.

Example: A PV was entered with incorrect account coding and it needs to be reversed and re-entered with the correct coding.

To copy the original PV:

  • Go to the SUSF screen in AFNS and pull the PV document (do not go into the document).
  • In the FUNCTION field, at the top of the SUSF screen, key in the word ‘COPY’.
  • Tab down to the blank line and key in ‘PV’ in the Document Type field, then key the AGCY number in the DOCUMENT AGCY field, then key the document number in the DOCUMENT NUMBER field (if your Agency uses automatic numbering then key the document number the same when using automatic numbering).
  • Once all the info is keyed, tab down to the line that has the original document that needs to be copied and key an ‘X’ in the SEL (select) column and press enter.
  • Now the necessary changes can be made and an edit (ED) performed on the new document.

Remember: Copying a document can save time and can be used with any type of transaction (such as Invoices, Cash Receipts, Journal Vouchers, etc).  The copy feature can only be used if the transaction needing to be copied is still on the AFNS SUSF screen.  If the transaction is no longer on the AFNS SUSF screen, then the new document will need to be manually keyed as normal.

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How do I perform an edit on a document when it has the following error messages?
A--*HS72-DOCUMENT IN USE
A--*HS60-DOCUMENT MARKED FOR READ ONLY

You will need to ‘FREE’ the document.

  • Go to AFNS SUSF screen and bring the document up (do not go back into the document).
  • In the FUNCTION field type the word ‘FREE’
  • Tab down to the line that has your document number
  • Put an ‘X’ in the SEL (select) column.
  • Press enter. At the bottom of the screen a message will appear stating that the document has been freed.
  • Go into the document and perform another edit (ED).

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AFNS Reports

What is the difference in the error reports I receive?

Background Information: To assist agencies with integration problems, AFNS created multiple error reports. Each report is based on specific transaction types. The following is a list of the AFNS integration error reports:

  • 2B—this report lists all integration errors on contract subsystem generated RQs & POs
  • 3D—this report lists all integration errors on SNAP generated RQs & POs
  • 3L—this report lists all JV integration errors
  • 3S—this report lists all integration errors for Invoices—original entries only
  • 3M—this report lists all integration errors for Invoices—modifications only
  • 4B—this report lists all PV integration errors (except Interfund)
  • 4K—this report lists all Interfund PV integration errors

NOTE: The AFNS staff recommends that agency staff members familiarize themselves with all daily and monthly reports to assist in their daily duties and tasks. Remember AFNS and CAS monthly reports should always be kept in balance.

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How do I find what created the INCEPTION TO DATE total on my AFNS A65B report?

Background Information: The AFNS A65B report lists balance sheet account codes for the current period and inception to date. It lists all transactions with account type 01, 02, 03 and 23 (if applicable).

AFNS can run a program that pulls all transactions that referenced the specific FUND, AGCY & BS ACCT that is in question and puts the information into an Excel spreadsheet format. The Excel spreadsheet can then be emailed to the Agency requesting the information (if the file is not too large).

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Budgets (AA & EB)

What table can I look at in AFNS to see all of my budget transactions for a specific object code?

This information can be viewed on the EXPD table by keying in the BFY, agency’s fund number, organization code, object code and keying an ‘X’ by the word ‘BUDGET’ – then press [ENTER].

EXAMPLE: See the following table inquiry result:

 TRANS DATETRANSACTION IDAMOUNTREF TRANS IDACCT PDACCT
TYPE
 ===========================----------------------------------------
01-XX 09 21EB BP000000911 58,768.00    XX 12 41 
02-XX 10 28EB XAGC0000004 7,452.00    XX 01 41 

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What field do I key my approved budget in when updating the BRPT/RRPT table during Year End (August – September only)?

The approved budget should be keyed in the ‘Adopted Budget’ field. Information in the other fields should not be changed. If your agency does not have a budget for a particular object code, either delete that portion from the BRPT/RRPT table or simply place 0.00 in the ‘Adopted Budget’ field.

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What does the ‘Allotment Not Found’ error message mean on my Expense Budget (EB transaction)?

This means that a corresponding AA (appropriation and allotment) transaction must be entered and ‘accepted’ before the EB transaction will process.

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What budget transaction do I key in AFNS to move budget from one object code to another?

To move budget from one object code to another, key an EB transaction. If the agency is not receiving ‘more’ appropriation, then an AA transaction is not required.

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My agency’s budget analyst entered a budget revision in CAS, but it has not updated AFNS. Why?

CAS budget adjustments DO NOT integrate from CAS to AFNS. Your agency’s budget analyst is responsible for the budgets in CAS and your agency is responsible for entering the corresponding adjustments in AFNS and to ensure the two systems are in sync.

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Cash Receipts (CR)

How can I prevent a Cash Receipt from integrating to CAS?

The System will not pick up Cash Receipts from AFNS and send them to CAS if they are entered in one of the following ways:

  1. If a Cash Receipt is entered into AFNS with one of the following designated batch numbers: 666666, 777777, 888888, or 999999.
  2. If a Cash Receipt number is entered with a number “9” in the 5th position

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Why did my Interfund CR reject? How do I correct it now?

The paying agency made a partial payment towards the amount owed. When the Interfund CR is created by system, it pulls the amount actually paid into the CR header and pulls the amount from the invoice (OINL) and posts it on the lines. As the header amount and line amounts do not match, it will reject with the following error: H--C900E-DOC TOTAL NOT = DETAIL

To correct the rejecting CR, change ONLY the amount on the line only. Change the CR line amount to the amount actually paid and perform another edit (ED).

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Invoices (IN)

Can I have multiple lines on an Interfund invoice?

If all lines crosswalk to the same coding in CAS, then your answer is YES. However, if each of the lines in AFNS crosswalk to various coding in CAS, your answer is NO. The IFSH table in CAS can only have one set of coding listed for a single invoice.

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Journal Vouchers (JV)

What are the valid account types?

Please see the listing below.

ACCT TYPEACCOUNT NAME
01        Assets
02        Liabilities
03        Fund Balance
21        Encumbrances
22        Expenditures/Expenses
23        Expenditures
24        Expenses
31        Revenue
*41        Expense Budget
*42        Appropriated Budget
*43        Allotted Budget

*Account Types are not allowed on a JV

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Should I enter a JV modification or just enter a new JV/OTJV?

Background Information: The JV print reads the daily AFNS General Ledger. (The daily general ledger only has the transactions the system processed during the nightly cycle. It is a small file and the next day’s information overwrites the previous day’s info.) If a JV mod is entered the next day, there is nothing in the daily general ledger to modify.

Agencies should ONLY enter a new JV/OTJV - never a JV modification.

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What does the error message ‘H--A325W-Cash Accounts Are Not Equal’ mean?

This is a warning message indicated by the ‘W’ in the error number. This feature is not utilized by the State of Alabama and therefore will not reject or prevent your JV from processing. If the JV is rejecting – there are other errors that will need to be corrected and another edit (ED) performed.

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Payment Vouchers (PV)

I keyed a document yesterday and the document was scheduled, but the document didn’t print. Why?

First check to see if the document is listed on the corresponding error report (4B, 4K, 3S, 3M, etc). If the document isn’t on the error report, check the status of the document on the AFNS SUSF table. If the status of the document is ‘SCHED’, please go into the document to see if the following errors are listed:
A--*HS72-DOCUMENT IN USE
A--*HS60-DOCUMENT MARKED FOR READ ONLY

If so, you will need to ‘FREE’ the document.

  • Go to AFNS SUSF and bring the document up (do not go back into the document).
  • In the FUNCTION field type the word ‘FREE’.
  • Tab down to the line that has your document number.
  • Put an ‘X’ in the SEL (select) column.
  • Press enter. At the bottom of the screen a message will appear stating that the document has been freed.
  • Go into the document and perform another edit (ED).

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Why would I enter a payment voucher modification?

There are various scenarios why and how a payment voucher should be modified.

If a voucher has been green slipped for one of the following reasons:

  • Vendor number used is incorrect/no longer valid
  • BFY referenced is incorrect
  • Accounting Period referenced is incorrect

Background Information: Header information on transactions cannot be changed. If any header information is incorrect the entire transaction will have to be modified to zero and new transaction entered.

The following steps must be taken to correct the voucher to be able to pay the vendor—

  • Modify the original voucher to zero
  • Run the modification
  • Enter a brand new voucher with the correct vendor number/BFY/accounting period
  • The new voucher will need to be attached to the green slipped voucher and sent to Accounts Payable with a note attached stating that the new voucher is replacing the green slipped voucher and to delete the ‘old/incorrect’ voucher from the CAS SUSF screen.

If a voucher has been green slipped for one of the following reasons:

  • Incorrect account coding
  • Incorrect dollar amount

The following steps must be taken to correct the voucher to be able to pay the vendor—

  • If the account coding is incorrect, enter a modification decreasing the line with the incorrect coding down to zero and enter a new line (new line number) with the correct coding.
  • If the dollar amount is incorrect, enter a modification increasing or decreasing the amount to the correct amount.
  • Once the modification has ‘accepted’ in AFNS, go to the SCHD table and take the ‘H’ off of the hold indicator field. This will allow the voucher to reprint and integrate up to CAS in a new batch number.
  • The reprinted voucher will need to be attached to the green slipped voucher and sent to Accounts Payable with a note attached stating that the reprinted voucher is replacing the green slipped voucher and to delete the ‘old/incorrect’ voucher/batch from the CAS SUSF screen.

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How do I get a payment voucher to reprint?

Background Information: Anytime a payment voucher has printed and integrated up to CAS (AFNS OPVH table will have a Batch Number listed) and a modification is processed for the voucher, the 'H' (for hold) needs to be removed from the ‘Hold Ind’ field of the AFNS SCHD table. This allows the payment voucher to reprint & the voucher to integrate up to CAS (a new Batch Number will also be placed on the AFNS OPVH table).

In order for payment voucher to print, please remove the ‘H’ from the ‘Hold Ind’ field of the AFNS SCHD table.

To remove the ‘H’, please follow the steps listed below:

  • Place a ‘G’ (for 'get') in the Action field of the AFNS SCHD table.
  • Key in the Vendor & Voucher Number information & press enter.
  • Place a ‘C’ (for 'change') in the Action field of the AFNS SCHD table.
  • Remove the ‘H’ from the Hold Ind field & press enter. Message at the bottom of the screen should state “All lines changed”.

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I entered a payment voucher yesterday referencing multiple invoices and the voucher did not print today. I have received my agency’s 4K error report (INTERFUND PAYMENT VOUCHER ERROR REPORT) with the error ‘Seller Agency Account Info Is Not Compatible with First Invoice’. What does this error mean?

The account coding on all the invoices referenced on the payment voucher are not the same. In order for the invoices to be paid on the same payment voucher, all Invoices on IFSH must have the same account coding. If the account coding is different, the invoices must each be paid on separate vouchers.

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What does the error ‘Property Nbr Error’ on the 4B error report mean?

If a voucher does not process during Nightly Cycle (NCYC) and the error message ‘PropertyNbrError’ is found on the 4B error report, it means that object code 1200, 1300 or 1400 was used which requires a property number to be keyed into AFNS on the payment voucher input form.

The following steps must be taken to correct the voucher before the PV will integrate to CAS in order to be able to pay the vendor:

  • A $0.00 payment voucher modification will need to be entered in AFNS.
  • Key the original accounting line information into the modification.
  • In the 'description' field on the accounting line key the correct Property Number.
  • Key 0.00 in the amount field on the accounting line. This is because the amount of the original voucher does not need to be changed.
  • Edit and run the modification.

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What does the error message “INTERFUND TRANSFER DOES NOT BALANCE – GROUP FIELD ON SOB2 IS ‘TR'” mean?

The edit is comparing the ‘GROUP’ field on CAS’s Revenue Source (RSR2) table to the ‘GROUP’ field on the CAS’s Sub-Object table. In other words, both the Buyer’s (payment voucher) and the Seller’s codes (IFSH) must have ‘TR’ in the GROUP field or neither code can have ‘TR’.

How to Correct: The Buying agency that receives this error can research by retrieving the revenue source code and/or the object, sub-object codes codes listed on the IFSH table and from the accounting line(s) on the voucher. Then compare the GROUP field on CAS’s RSR2 table and/or CAS’s SOB2 tables for ‘TR’.

If the coding on the PV is incorrect, it will have to be modified to reduce the line(s) down and a new line(s) keyed with the correct coding.

If the coding on the invoice is incorrect, invoicing agency has to modify the invoice line down to zero & enter a new line with the correct coding. The Buying/paying agency will then need to take the ‘H’ off of the SCHD table in AFNS so that the voucher can reprint and integrate to CAS with the corrected invoice information.

If there continues to be an issue with the corrected invoice integrating to IFSH/CAS, the invoice will need to be reduced to zero and a new invoice keyed with a new number. The Buying agency will then need to modify the original line(s) on the payment voucher down to zero & enter new line(s) with the new invoice number.

Note: Agencies that cannot solve which coding is correct can contact the Financial Reporting section of the Comptroller’s office for assistance.

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How do I future date a document?

To schedule a document to process for a future date, please follow the below steps:

  • Make sure all transaction information is keyed in the document and the information is correct.
  • Key an ‘S’ in the ACTION field on the AFNS SUSF table.
  • Key the word ‘CHANGE’ in the FUNCTION of the AFNS SUSF table.
  • Key an ‘X’ in the SEL (selection) field (on the AFNS SUSF table) of the document to be processed sometime in the future.
  • Key in the future processing date (example: future date could be the 1st working day in October) in the Process Date (YYMMDD) field (of the AFNS SUSF table) and press ENTER.

Notes:

  • Transactions will be left on the AFNS SUSF table (in suspense) until the processing date is reached.
  • Putting the document on 'hold' will override the process date.
  • The document will not process until it is taken off 'hold'.
  • To remove the future processing date, change the date to the current date.
  • Future processing will only work on documents that have a scheduled status. For example, if a document has a status of held or rejected, the system will not process the document due to it being held or rejected with errors. Any errors must be corrected and an edit must be performed before changing the process date field.

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What does the error message ‘Record Already on OVIH’ mean?

The invoice (referenced on the rejecting payment voucher) has already been used on another payment voucher (which can be located on the AFNS OVIH table). This could have happened when the invoice was accidently entered on another payment voucher or if your agency is making multiple payments to an invoice.

In order to get the payment voucher to process, your agency’s AFNS System Administrator or AFNS System Administrator Backup will need to contact AFNS to request an ‘override’ be done on the voucher. AFNS staff will verify that the amount already paid, plus the amount currently being paid will NOT exceed the amount on the CAS IFSH table (for Interfund payments).

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Purchase Orders (PO)

If the incorrect account coding was entered in SNAP & the PO rejects in AFNS, can I change the coding on the PO?

No. If the account coding or dollar amount is incorrect, delete the rejecting PO from AFNS SUSF & contact SNAP to request the coding be corrected and have the PO resent. If the coding or dollar amount is changed in AFNS, the PO will NOT integrate to CAS and will appear on the AFNS 3D error report until steps are taken to correct the issue.

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What does the error ‘line not found on OCAC in SNAP’ on the 3D error report mean?

This error means that a PO modification was keyed directly into AFNS or that something on the modification was changed from the way it was sent from SNAP (coding or dollar amount). In order for a modification to integrate up to CAS it has to be initiated in SNAP and has to process exactly like it comes over from SNAP.

To correct this issue, enter another modification directly into AFNS reversing what was on the modification that is showing on the 3D error report. Key ‘AFNS ONLY’ in the description field to keep this modification from showing on the error report as well. Once this modification has ‘accepted’, contact the AFNS Hotline to have the original error deleted from the 3D error report. At this point SNAP, AFNS and CAS should match. The PO change can be initiated in SNAP so that it will flow through and update all systems. If the modification did come from SNAP and was changed in AFNS because something was incorrect, purchasing can be contacted to have the change corrected and resent.

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How can I clear an outstanding balance on OPOH/OPOL for a PO in AFNS and CAS?

OPTION 1:

If the PO is for the current year, contact SNAP and have a PO change sent to reduce the remaining balance down. It will then update AFNS & CAS and all three systems will be in sync.

OPTION 2:

Enter a zero dollar PV.

  • The vendor code on the PO that was issued will need to be keyed on the PV.
  • Key the PO number & the PO Line Number in the respective Reference Number fields.
  • Key ‘To Close PO’ in the Description field.
  • Key an ‘F’ in the Partial/Final Indicator field.
  • The system will infer the account coding from OPOL table.

When the PV prints the next day send to Kathleen Baxter in Comptroller’s Office to process – put a note on the PV letting her know it is to close out the remaining PO balance on the OPOH/OPOL tables.

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Requisitions (RQ)

What do I need to do when I have an RQ document rejecting on AFNS SUSF with the following error message:
01-A441E-RQ DOC NOT FOUND

Background Information: The normal process is for SNAP to send AFNS an RQ increase which ‘accepts' and posts to the OPRQ table and integrates to CAS. When the PO is generated, SNAP automatically sends over an RQ decrease (RQ modification) which removes the RQ from the OPRQ table. The error above is received when the RQ decrease (RQ modification) is trying to process but the RQ increase rejected previously (due to budget, etc).

First, to research you will need to scan the OPRQ table in AFNS and CAS to determine if the RQ increase has posted to the table in either system.

  • If the RQ increase is on the OPRQ table in AFNS & CAS and the RQ decrease is rejecting on the SUSF table:
    Edit the rejecting transaction and the document will show status of ‘SCHED’ and it will now process. The reason the RQ decrease originally rejected could have been a timing issue (RQ increase had not processed).
  • If the RQ is not on the OPRQ table in AFNS & CAS:
    The RQ increase and the RQ decrease may both be on the SUSF rejecting. Find the rejecting RQ increase and edit/run the document. Next, edit/run the rejecting RQ decrease transaction. Once the transactions process (status of ‘ACCPT’) in both systems the RQs should drop off the OPRQ table in both systems.
  • However, if the RQ increase cannot be found on the AFNS SUSF table rejecting, then you will need to check SNAP (ORNO table) to verify that a PO has been issued for the RQ. If a PO has been issued, verify that the PO has processed in AFNS and CAS by looking on the OPOD, OPOH & OPOL tables. Only after verifying all of the above can the rejecting RQ document on AFNS SUSF screen can be deleted.

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