INTEGRATION RULES

NEVER attempt to start the encumbrance or pre‑encumbrance process by entering a PO, PC or RQ transaction directly into AFNS.

NEVER attempt to change the encumbrance or pre‑encumbrance process by changing data on a PO, PC or RQ transaction that is rejected and held on the SUSF table.

PHONE NUMBERS TO CALL FOR ASSISTANCE:

AFNS HOTLINE 242‑2686

PURCHASING ASSISTANCE 242‑4857

CAS 242‑7080

BUDGET OFFICE 242‑7230

The FRMS OUTSTANDING PO REPORT (FRMSOSPO) and the FRMS Outstanding PO MOD Report (FRMSOSPM) show the purchase orders and the purchase order changes that originated in SNAP, but did not flow successfully through integration. The purpose of these reports is to keep SNAP, AFNS, and CAS in sync with each other. If there are transactions on either of these reports do not be alarmed. Time frames are set aside for each application to process the data during the nightly cycle. If any of these transactions do not meet the time frame it is referred to as “missing the window”. Those transactions are held in a batch file and processed the next day. The purchase order transactions are designed to flow from SNAP to AFNS to CAS and back to SNAP without intervention from the agencies, unless approvals are required in AFNS. Unapproved transactions remain on the report until the approvals are given by the agency. Any transactions that do not drop off the reports will have to be researched to determine the reason. A suggested form is enclosed to assist in the research.

Purchase Orders (PO) and Inventory Replenishment Orders (PC) are researched in the same manner. The following instructions will use “purchase order” to include both POs and PCs. The main difference in researching the PCs, are that the Inventory Replenishment orders will update different master tables than the purchase orders (POs) in AFNS.

Professional Services Contract’s purchase orders are not included in these reports.

The Purchasing Division begins processing the next fiscal year’s Purchase Orders in July before the end of the current fiscal year. These purchase orders are updated in SNAP but are not sent through integration to AFNS until October. The transactions will appear on the reports with the next fiscal year in the “FY” column. Due to the volume of purchase orders processed, it will take about two weeks for all of them to flow through integration. Monitor these reports with that in mind.

In accordance with accounting regulations, new prior year purchase orders will not be allowed after the fiscal year is closed (September). Purchase orders for prior year Capital Outlay will be accepted. Prior year Purchase Orders can be increased or decreased until the end of the 13th accounting period.

Also included in this packet are instructions for the DETAIL TRANSACTION LISTING FOR ERROR TRANSACTIONS (FRMSA601/ FMEZA601) and the AFNS TO CAS PAYMENT VOUCHER INTERFACE ERROR REPORT.

FRMS OUTSTANDING PO REPORT

(FRMSOSPO)

The FRMS Outstanding PO Report (FRMSOSPO) runs every Saturday, therefore this report will be available to the agencies Monday morning. Agencies that do NOT have any integration kickouts will not receive a printout. This report lists the original purchase order transactions that did not flow successfully through the integration cycle. The FRMS Outstanding PO Report will not include purchase order modification transactions.

The Date Transmitted From SNAP column will print the last date that SNAP sent the original purchase order transaction to AFNS. In other words, each time SNAP sends or resends the original purchase order transaction to AFNS, the date will change. Any questions about SNAP dates on the FRMS Outstanding PO Report can be researched in SNAP HDET table which will give the Status, the Dates, and the Times of all changes. For additional information on SNAP dates for original purchase orders, contact PURCHASING ASSISTANCE. The User Status column with “AFNS Complete XX/XX/XX,” is the date the purchase order transaction was accepted in AFNS. For information on AFNS dates for original purchase orders request a general ledger listing by calling the AFNS HOTLINE.

The term “A601” will refer to the FRMSA601 (Stand Alone Application) and FMEZA601 (“B” Application) report.

Listed below are instructions on reading the report and examples of some errors and solutions.

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REPORT: Asterisks (********) in the User Status and CAS Status

columns.

ERROR: “Missed the Window”

A transaction that “missed the window” did not flow through integration from SNAP to AFNS.

SOLUTION: Check the AFNS SUSF table for the purchase order transaction the next working day. If the transaction is not on the AFNS SUSF table check the status of the purchase order in the SNAP OACG and ORDR tables. For a complete history of the purchase order, view the SNAP HDET table. Contact PURCHASING ASSISTANCE when the OACG table in SNAP shows a status of “Being Processed By Accounting” but the purchase order transaction does not appear in AFNS.

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REPORT: User Status column shows “AFNS SUSPENSE” and the CAS Status column shows (**********).

ERROR: The transaction did not update AFNS but will be on the AFNS SUSF table as a rejected and held (RJ HD) transaction. The rejected transaction in AFNS may have one or more errors that are covered in the three problems listed on pages three, four and five.

PROBLEM: 1) Budget Problems.

The transaction is rejected in AFNS with one of the following budget errors:

A) “INC GREATER THAN UNOB BUDT”, or

B) “INC GREATER THAN UNOB ACCT”

SOLUTION: A) “INC GREATER THAN UNOB BUDT”.

Check the AFNS ESUM and/or AFNS EXP2 tables to determine the budget balance.

This error can be corrected by following one of the four options.

OPTION ONE: Increasing the budget in AFNS.

STEP ONE: Agencies are responsible for doing a budget revision when the changes effect the Operation Plan. Any questions concerning the budget revisions in the Operation Plan should be directed to the BUDGET OFFICE. The agency is responsible for entering the “AA” and “EB” transactions in AFNS. Questions concerning “AA” and “EB” transactions can be directed to the AFNS HOTLINE.

STEP TWO: Perform an edit (ED) on the rejected purchase order transaction. Applications “B” and “G” must call the AFNS HOTLINE and request that the transaction be processed. All other applications will process their own transactions.

OPTION TWO: If a budget revision is not feasible, the solution will have to be:

STEP ONE: Delete the purchase order transaction off the AFNS SUSF table. Applications “B” and “G” are required to call the AFNS HOTLINE and request that the transaction be deleted. All other Applications must delete their own transactions.

STEP TWO: PURCHASING ASSISTANCE will also have to be called to inactivate the purchase order in SNAP.

OPTION THREE: Changing the account coding. When changing the account coding please follow the instructions for PROBLEM TWO on page five.

OPTION FOUR: The agency could unencumber any purchase orders in that particular accounting structure that they do not anticipate using. This will free up budget authority and allow the transaction to be processed.

STEP ONE: Enter zero vouchers which references the purchase orders intended for closing. Make sure a “F” is entered in the Partial/Final Indicator column.

STEP TWO: After the zero vouchers are accepted in AFNS and CAS systems, process the purchase order transaction. Applications “B” and “G” will have to call the AFNS HOTLINE and request that the transaction be processed. All other applications must process their own transaction.

SOLUTION: B) “INC GREATER THAN UNOB ALLT”.

Scan the AFNS ALLT table to determine the allotment balances.

OPTION ONE: The allotment error can be corrected by moving balances from the future quarter(s) to the current quarter in AFNS only. In most situations this will not effect the Operation Plan, therefore, it only requires an AFNS “AA” transaction. If it does effect the Operation Plan the agency is responsible for the budget revision and should direct any budget questions to the BUDGET OFFICE.

OPTION TWO: The agency can unencumber any purchase orders in that particular accounting structure that they do not anticipate using. This will free up budget authority and allow the transaction to be processed.

STEP ONE: Enter zero vouchers which references the purchase orders intended for closing. Make sure a “F” is entered in the Partial/Final Indicator column.

PROBLEM: 2) Wrong Account Coding.

SOLUTION: Due to Integration Rules, do not change the purchase order transaction. Follow the two steps listed below.

STEP ONE: Applications “B” and “G” agencies are required to call the AFNS HOTLINE and request that the purchase order transaction be deleted. All other applications must delete their own rejected purchase order transaction.

STEP TWO: It is the agency’s responsibility to call PURCHASING ASSISTANCE and have them correct the account coding and resend the purchase order transaction to AFNS, or have PURCHASING ASSISTANCE inactivate the purchase order.

PROBLEM: 3) Budget Fiscal Year Problems.

SOLUTION: Check the SNAP ORD4 table to determine the budget fiscal year Purchasing has recorded.

STEP ONE: Applications “B” and “G” are required to call the AFNS HOTLINE and request that the transaction be deleted. All other Applications must delete their own transactions.

STEP TWO: The agency has the responsibility to call PURCHASING ASSISTANCE and request that the budget fiscal year in SNAP be changed and resend the purchase order or inactivate the purchase order record.

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REPORT: User Status column shows “AFNS COMPLETE” and the CAS Status column shows asterisks (**********).

ERROR: “Missed the Window”

Transactions that “missed the window” did not flow through integration from AFNS to CAS.

SOLUTION: OPTION ONE: Check the CAS SUSF table the next working day for the purchase order transaction. If the purchase order transaction is not on the CAS SUSF table, follow OPTION TWO and THREE listed below.

OPTION TWO: This error may occur when data has been changed on a rejected transaction in AFNS. One of the Integration Rules was broken. To verify if data has been changed, compare AFNS tables OPOH and OPOL to SNAP table OACG (for line information) and SNAP table ORDR (for header information). Upon discovering that data was changed, follow the next three steps to correct.

STEP ONE: Enter a purchase order modification in AFNS to reverse the data out of AFNS tables and ledgers. The purchase order modification will appear on the A601 report the next working day. The A601 report is discussed later in these instructions.

STEP TWO: Call the AFNS HOTLINE to run the PO Master Table Delete Program for the purchase order in question.

STEP THREE: It is the agency’s responsibility to call PURCHASING ASSISTANCE and have Purchasing correct and resend the purchase order transaction or inactivate the purchase order.

OPTION THREE: Purchase order transactions that are not on the CAS SUSF table, and data was not changed, the agency needs to check the status on the SNAP OACG and ORDR tables. For a complete history of the purchase order view the SNAP HDET table. Contact the AFNS HOTLINE when the OACG table in SNAP shows a status of “Being Processed By Accounting” but the purchase order transaction does not appear in CAS.

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REPORT: User Status column shows “AFNS COMPLETE” and CAS Status column shows “CAS SUSPENSE”.

ERROR: This problem indicates that the transaction is rejected and held on the CAS SUSF table. The rejected transaction in CAS may have one or more errors that are covered in the four problems listed on pages seven through eleven.

PROBLEM: 1) Budget Problems.

The transaction is rejected in CAS with one of the following budget errors:

A) “INC GREATER THAN UNOB EXP BUDT”, or

B) “INC GREATER THAN UNOB ALLT”

SOLUTION: A) “INC GREATER THAN UNOB EXP BUDT”.

Check the CAS EESM or CAS EEX2 tables to determine the budget balance.

OPTION ONE: This error can be corrected by increasing the budget in CAS or changing the account coding on the purchase order. When changing the account coding, please follow the instruction in PROBLEM TWO listed on page nine. Agencies are responsible for doing a budget revision when the changes effect the Operation Plan. Any questions concerning the Operation Plan should be directed to the BUDGET OFFICE. The purchase order transaction will stay on the CAS SUSF table until the budget revision has been accepted. At that time the agency will call CAS and request that the transaction be processed.

OPTION TWO: If a budget revision is not feasible, follow the steps below.

STEP ONE: Delete the transaction off the CAS SUSF table by calling CAS and request that the purchase order transaction be deleted.

STEP TWO: A purchase order modification transaction will have to be entered in AFNS to zero out the tables and ledgers. This will help to keep AFNS purchase order records in balance with the purchase order records in CAS. The purchase order modification will appear on the A601 report the next working day. The A601 report is discussed later in these instructions.

STEP THREE: PURCHASING ASSISTANCE will also have to be called to inactivate the purchase order in SNAP.

OPTION THREE: The agency could unencumber any purchase orders in that particular accounting structure that they do not anticipate using. This will free up budget authority and allow the transaction to be processed.

STEP ONE: Enter zero vouchers which references the purchase orders intended for closing. Make sure a “F” is entered in the Partial/Final Indicator column.

STEP TWO: After the zero vouchers are accepted in the AFNS and CAS systems call CAS to process the purchase order transaction.

SOLUTION: B) “INC GREATER THAN UNOB ALLT”.

Check the CAS EALL table to determine the allotment balance. Choose one of the four options listed on the next page to correct the allotment errors in CAS.

OPTION ONE: If the error occurs close to the end of a quarter, wait until CAS has updated the allotment for the new quarter. The agency will then call CAS and request that the transaction be processed. The purchase order transaction will stay on the CAS SUSF table until the allotment increase has been accepted and an edit (ED) is performed on the purchase order transaction.

OPTION TWO: The agency can work with the BUDGET OFFICE to do an Operation Plan revision. The purchase order transaction will stay on the CAS SUSF table until the budget revision has been accepted in CAS. At that time the agency will call CAS and request that the transaction be processed. It is the agency’s responsible to enter the budget revision in AFNS.

STEP ONE: Enter zero vouchers which references the purchase orders intended for closing. Make sure a “F” is entered in the Partial/Final Indicator column.

STEP TWO: After the zero vouchers are accepted in AFNS and CAS systems call the CAS staff to process the purchase order transaction.

OPTION FOUR: When a Budget revision is not feasible, follow the three steps listed below.

STEP ONE: Call CAS and request the CAS staff to delete the purchase order transaction.

STEP TWO: A purchase order modification transaction will have to be entered in AFNS to zero out the tables and ledgers. This will help to keep AFNS purchase order records in balance with the purchase order records in CAS. The PO modification transaction will appear on the A601 report. The A601 report is discussed later in these instructions.

STEP THREE: PURCHASING ASSISTANCE will also have to be called to inactivate the purchase order in SNAP.

PROBLEM: 2) Incorrect Account Coding on the PO transaction.

SOLUTION: When the problem is incorrect account coding it is the Department’s responsibility to do the four steps on the next page.

STEP ONE: Call CAS staff to delete the transaction off the CAS SUSF table.

STEP TWO: Enter a purchase order modification transaction in AFNS to zero out the purchase order in the AFNS tables and ledgers. The purchase order modification will appear on the A601 report the next working day. The A601 report is discussed later in these instructions.

STEP THREE: Call the AFNS HOTLINE and request that the PO Master Table Delete Program be processed for the purchase order in question.

STEP FOUR: The agency is responsible for contacting PURCHASING ASSISTANCE and requesting that Purchasing change the account coding in SNAP and resend the purchase order or inactivate the purchase order.

PROBLEM: 3) Wrong Account Coding caused by an invalid XWLK table.

SOLUTION: The agency must view the XWLK table (which can be accessed from AFNS or CAS applications) to verify if AFNS account codes are converting to the correct CAS account codes. When a XWLK table record is set up incorrectly the agency is responsible for correcting the table by following the next two steps.

STEP ONE: The agency has to reverse the transactions out of AFNS BEFORE the XWLK is changed. This is accomplished by:

1) The agency enters a purchase order modification in AFNS to reverse the data out of the AFNS tables and ledgers. The purchase order modification will appear on the A601 report the next working day. The A601 report is discussed later in these instructions.

2) Call the AFNS HOTLINE to run the PO Master Table Delete Program for the purchase order in question.

3) After the reversing transaction is accepted in AFNS and one nightly cycle has run, the agency will correct the XWLK table. It is very important that nightly cycle runs before XWLK is changed.

STEP TWO: The agency has to request Purchasing to resend the purchase order transaction. Purchasing does not have to change the SNAP OACG or ORDR tables since AFNS account coding is correct and only CAS account coding is wrong.

PROBLEM: 4) Wrong Budget Fiscal Year.

SOLUTION: View the SNAP ORD4 table to determine the budget fiscal year Purchasing has recorded. Follow the four steps listed below to correct the budget fiscal year.