In April of 2023, the AFIS Operations Team published the Manual Liquidation Requests of Purchase Orders (POs) Created in APP web story to provide specific instructions on how to correctly handle manual liquidation requests with true AFIS and APP integration errors.  

Today, the AFIS Operations Team is still receiving manual liquidation requests of POs created in APP that are not true integration errors and require manual liquidation efforts. The errors are predominantly AFIS Chart of Account (COA) errors, including the recent AFIS Task and Sub Task changes, and should be effectively handled through agency APP Tech Leads and agency AFIS Financial Leads collaboration. However, POs are being forced to closed status in APP without triggering an integration from APP to AFIS. Forcing a PO to a closed status in APP without triggering an integration to AFIS not only creates additional and unnecessary work for the AFIS Operations Team to manually liquidate the PO in AFIS, but also bypasses the agency’s proper protocol of managing COA errors in AFIS. 

Effective July 3, 2023, when an APP user receives AFIS errors outside of the A1603 and A8466 codes when attempting the liquidation a PO in APP, the request for assistance protocol is as follows:

1. Review the AFIS & APP Common Error Log and Resolution document on the GAO website's main menu AFIS section under AFIS Information. This document provides instructions on how to clear most AFIS and APP errors.
2. Do not contact the ADOA SPO Help Desk and request the PO to be forced to a closed status in APP.
3. If further clarification is needed on how to resolve an error, contact the AFIS Operations Team at [email protected] with the APP PO number and the specific integration errors received in APP.
4. The AFIS Operations Team will engage the ADOA SPO Help Desk should a PO must be forced to a closed status in APP.

Requests for manual liquidation with AFIS A1603 and A8466 errors are still being handled as instructed in the Manual Liquidation Requests of Purchase Orders (POs) Created in APP web story. The new Google Form must be used to request manual liquidations of POs with A1603 and A8466 errors. Otherwise, the liquidation request will be returned to the requester. More information on this process can be found in the on SPO's Purchase Order Manual Closure page.

Share this information with agency APP Tech Leads and AFIS Financial Leads. If an agency needs additional assistance or clarification, contact the agency’s AFIS Liaison to schedule a meeting to discuss the liquidation assistance protocol as needed.