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GAO Training Resources

AZ360 Financial is a business management software that allows Arizona to use a combination of integrated applications to manage its business functions. AZ360 Financial uses an approach to financial management that lets users control financial resources, while being responsive to the challenges of modern public finance. AZ360 Financial incorporates a variety of business areas (such as Budgeting, General and Cost Accounting, Asset Management, Accounts Payable, and Accounts Receivable). This results in a single, integrated system that addresses the key financial management processes needed to conduct state business. 

The following resources assist with each functional area of AZ360 Financial including the human resources information system (HRIS):

  • Functional Area Resources
  • Quick Reference Guides
  • Additional Resources
  • Training Manuals
  • HRIS Quick Reference Guides
 

Functional Areas & Training Resources

Accounts Payable (AP) involves the recording and disbursement of payments for purchased goods or services. Payment transactions are processed in the system which includes the creation, validation, approval, and viewing steps for accounts payable transactions. AP is generally the final step in the purchasing chain of events and includes the following processes:

  • Payables/Claims: Payment requests for goods received and services rendered. This process establishes a payable in the system and, if specified, liquidates encumbrances.
  • Disbursements: Liquidates payables and generates payments. Payments may be in the form of a warrant or electronic funds transfer (EFT).
  • Disbursement Reconciliation: Stores information to reconcile new payments with banking transactions.
  • Check Cancellation: Cancels checks/warrants and EFTs in the financial system.
  • Special AP Processes:
    • Procurement Card (P-Card): Supports credit card purchases, typically for small dollar amount payments.
    • 1099 Reporting: Collects Form 1099 data and generates data files that may be used to then generate 1099 forms for external vendors as well as reporting information that will be sent to the IRS.

Accounts Receivable (AR) functionality supports the billing, tracking, and collection of money owed to the State of Arizona. AR processes cover the billing of customers for goods or services rendered, processing collection activities, and recording the receipt of money received.

AR has the following functions:

  • Track who owes the state money and how much
  • Record accounting events for receivables and collections
  • Process billing
  • Record money received
  • Track customer financial and credit history
  • Provide reports and inquiries about Accounts Receivable status

Asset Management is the management and control of an organization’s assets throughout their life cycle. The system provides the management and control of both fixed assets and memo asset records. 

A fixed asset is equipment or property that is not consumed and has a useful life of more than one year. Examples of fixed assets include: land, buildings, equipment, bridges, laptops, vehicles, and other such long-standing improvements. An asset is classified as a fixed asset, for accounting purposes, if it is designated as one of the following: 

  • Intended for internal use, not for resale
  • Has a useful life extending beyond the current fiscal year
  • Has a monetary value in excess of a specified threshold

Budgetary control functions are used to create, manage, and maintain approved budgets. The budget information can be used to track and/or limit spending. Budgetary Control encompasses several functions and features: 

  • Budget Controls: Rules that are put in place to validate activity on budget and accounting transactions and enforce expenditure controls.
  • Budget Structures: Determine the type of budget and are made of increasing levels of Chart of Accounts detail.
  • Budget Transactions: Used to enter and modify budget lines or individual records within a specific budget level.
  • Budget Queries: Pages that display detailed information for each budget, level, and line as well as an audit trail of budget updates.

Note: Before registering for the virtual course, complete the prerequisites CBT - Budgetary Control Basics. 

Cost Accounting is the process of accumulating, analyzing, and reporting cost information related to grants, projects programs, and jobs. Cost Accounting activities range in scope from state-funded operational programs to federally-funded grants and highway construction projects. The lifecycle of an activity may span a few months to several years.

Cost Accounting includes:

  • Sets up cost structures after being awarded a grant or starting a project
  • Tracks grant and projects
  • Generates receivables for reimbursement from external funding sources
  • Receives revenues
  • Reclassifies grant and project transactions if funding sources change over the lifecycle of the project or grant

Note: Before registering for the virtual course, complete the prerequisite listed on the course in the Employee Learning Portal.

Additional resources and quick reference guides are provided on the Federal & Cost Accounting page under the Financial tab shown in the menu bar above.

The Cost Allocation functionality provides a flexible mechanism to allocate costs and/or revenues. This process is based on the concept of allocating costs and revenues from entity-defined pool accounting distributions to base accounting distributions on a dollar-for-dollar basis. At the time costs are initially recorded, the grant, project, or operational accounting distributions to which those costs should be recorded are not always known. The system tracks these costs, and then later, using the automated Cost Allocation Process, distributes the costs to the proper programs based on instructions defined in the Cost Allocation hierarchy. 

The Cost Allocation hierarchy identifies the costs or revenue to be allocated, how the allocation must be made, and the recipients of the allocation.  This hierarchy can be as simple or complex as necessary to meet agency needs. Costs and/or revenues can be allocated using the follow methodologies:

  • Fixed Percentage: Used when the percentage to be allocated to each base is known and/or manually calculated. For example, if IT Service Desk expenses must be allocated to departments based on a manually assigned percentage, fixed percentage type is utilized.
  • Statistical: Used for allocation by any statistical method (square footage, number of employees, number of telephones). For example, if utilities must be allocated to departments based on the square footage occupied by the department, this allocation type would be used to record each allocation recipient’s square footage. 
  • Direct Financial: The allocation percentage is calculated based on actual expenditures during a specific time frame. This may be referred to as a spending-based allocation because the allocation percentage is calculated by the amount each base contributes to the total expenditures defined and accumulated during a specific time frame.
  • Direct and In-Stream Financial: Direct and in-stream financial type is a two-step allocation process. The first step may be an allocation calculated using any one of the base types. The output of the first allocation (in part or in total) is then included in the accumulation for a direct financial allocation that constitutes the second step of the allocation.  

Cost Allocation jobs can be scheduled to run monthly, quarterly, or annually, depending on agency needs. Jobs will be run during month-end close, after all expenditure and revenue transactions have been processed. 

General Accounting focuses on the Chart of Account (COA) and internal accounting transactions. The COA is a key component and is comprised of a set of reference tables used to validate codes entered on system transactions.

The COA has two functions: 

  • Provides a centralized uniform set of codes to recognize expense, revenue, and balance sheet transactions across the state. 
  • Provides decentralized codes for agencies to meet their own business tracking, reporting and budgeting needs. 

Grant Lifecycle Management (GLM) processes will enable state agencies to track and administer various activities involved with relevant grant opportunities prior to, upon, and after receiving the grant award. It is closely integrated with the Cost Accounting functionality. GLM allows users to view the global lifecycle of a grant from identifying an opportunity through to the audit and close-out stages, allowing for the analysis and tracking of funding streams. The GLM module can function as a tool for Grant Managers, Project Managers, and Fiscal Officers to manage and track funds throughout grants’ life cycles.

Grant Lifecycle Management:

  • Provides a global view of grant opportunities, potential grant revenue, and grant statuses.
  • Facilitates grant opportunity, application, award, and incremental amendment tracking at all organization levels.
  • Identifies patterns for lost grant dollars or failures to win competitive awards.

The Investment Accounting/Cash Management process involves the buying and selling of investments and can be managed at the agency or Treasurer level. Investment funds are managed and maintained through the use of tables and transactions. If an agency manages its own investments apart from the Treasurer, users create a Journal Voucher (JV) transaction to record these investment transactions. Depending on how an agency manages its investments, different investment processes may be applied.

Investment Accounting assists managers in maximizing the earning potential of each dollar invested, both short- and long-term. Users process investment transactions or update investment tables for the purpose of investing and divesting cash. 

The Financial Reporting functional area is a system-wide service team that supports the financial accounting and reporting needs of the State of Arizona. The Financial Reporting area provides accurate periodic and ad hoc statewide financial reports and various other financial reports for the General Accounting Office (GAO), Governor’s Office of Strategic Planning and Budgeting (OSPB), Joint Legislative Budget Committee (JLBC), and other stakeholders.

The Financial Reporting area:

  • Works to analyze and resolve existing financial reporting deficiencies.
  • Detects financial data inconsistencies.
  • Monitors the integrity of the infoAdvantage reporting system.
  • Supports state agencies with reporting needs.
  • Manages the Arizona Financial Transparency Portal.

In addition, the Financial Reporting area completes and publishes the Report of Outstanding Indebtedness annually.

Users create and maintain vendor and customer records and use various system tables to store these records. Users will use transactions to create and modify vendor and customer records as well as review the tables that are updated by those transactions.

Training manuals provide additional processes beyond training to assist as users advance in their role.

Note: These manuals are not the resource for the virtual training courses; users will receive the participant guide for the training course after they register for the course in the employee learning portal.

Functional Area Document Name Last Updated
Accounts Payable Accounts Payable Training Manual 10-10-2023
Accounts Receivable AR - Billing and Collections Training Manual 10-10-2023
Accounts Receivable AR - Cash Receipts Training Manual 10-10-2023
AZ360 Financial AZ360 - Foundations Training Manual 10-10-2023
Asset Management Asset Management Training Manual 12-07-2023
Budgetary Control Budgetary Control Training Manual 10-10-2023
Cost Accounting Cost Accounting Training Manual 03-28-2024
Cost Allocation Cost Allocation Training Manual 10-10-2023
Financial Reporting Interactive Reporting Training Manual 11-03-2023
General Accounting General Accounting Training Manual 10-10-2023
Grant Lifecycle Management Grants Lifecycle Management Training Manual 01-05-2024
Inventory Management Inventory Management Training Manual 10-10-2023
Investment Accounting Investment Accounting Training Manual 10-10-2023
Purchasing Cards Purchasing Card Administrator Program Manual 10-10-2023
Travel Cards Travel Card Administrator Program Manual 10-10-2023
Vendor Customer Vendor Customer Training Manual 10-10-2023
Quick reference guides (QRGs) provide assistance with individual processes.

Functional Area Document Name Last Updated
1099 Reporting Review and Update Form 1099 10-10-2023
Accounts Payable Create a Non Balance Sheet Account Payment 10-10-2023
Accounts Payable Create an Encumbrance 10-10-2023
Accounts Payable Enter a Wire Transaction - MDWT1 05-15-2024
Accounts Payable Proper Accounting for State Monies Deposited into Escrow Accounts 10-10-2023
Accounts Payable Stop, Cancel, or Reschedule a Warrant 10-10-2023
Accounts Receivable Collection Referral and Write-Off Processing 10-10-2023
Accounts Receivable Enter a Cash Receipt - Vendor Refund 10-10-2023
Accounts Receivable Create a Receivable 10-10-2023
Accounts Receivable Enter a Cash Receipt 10-10-2023
Accounts Receivable Favorable & Unfavorable Deposit Adjustments 10-10-2023
Accounts Receivable Handle a Non-Sufficient Fund (NSF) 10-10-2023
Accounts Receivable Non-Web Portal Credit Card Revenue & Fee Processing 10-10-2023
Accounts Receivable Process Receivable Adjustment - CLADJ Transaction 10-10-2023
AZ360 Financial Locate a Transaction 10-01-2021
Asset Management Acquire a New Fixed Asset 10-10-2023
Asset Management Assets Purchased with Federal Dollars 10-10-2023
Asset Management Fixed Asset Disposal 04-25-2024
Budgetary Control Allotment Adjustment Requests 12-26-2023
Financial Reporting Schedule Reports in infoAdvantage 10-10-2023
General Accounting Monthly Process for Use Tax Collection and Payment 10-10-2023
General Accounting Process an Internal Exchange Transaction - Automated Transfer (IETAT) 12-13-2023
General Accounting Process an Internal Transaction Initiator for ADOA (ITIAD) 10-10-2023
General Accounting Process an Internal Transaction Initiator for ADOT (ITIDT) 10-10-2023
General Accounting Process Fingerprint Payment Transfers 10-10-2023
General Accounting Process Internal Transfers 10-10-2023
Grant Lifecycle Management Create a CAM - Add a Program Period 10-10-2023
Grant Lifecycle Management Create a CAM - Modify a Program Period (PPC) 10-10-2023
Grant Lifecycle Management Overview and Navigation of Grant Lifecycle Management (GLM) 01-05-2024
Grant Lifecycle Management Process a Grant Close - Out Revision Transaction (GTCOR) 01-04-2024
Grant Lifecycle Management Process a Grant Close - Out Transaction (GTCO) 10-10-2023
Monthly Financial Review Monthly Financial Review - Fixed Asset Management 10-10-2023
Monthly Financial Review Monthly Financial Review - General Ledger and Budget 10-10-2023
Monthly Financial Review Monthly Financial Review - Grants 02-15-2022
Monthly Financial Review Monthly Financial Review - Payroll 10-10-2023
Security and Workflow Create and Update a User with UDOC 10-10-2023
Security and Workflow System Login and Troubleshooting 10-10-2023
Security and Workflow User Roles and Permissions 01-03-2024
Security and Workflow Workflow 101 10-10-2023
Travel Cards Employee Travel Card (ETC) Review 12-19-2022
Vendor Customer Create a Customer 10-10-2023
Vendor Customer Create a Vendor 02-01-2024
Vendor Customer Find Vendor Payments Online 10-01-2021
Vendor Customer Modify a Vendor 12-13-2023
Additional training provided by the General Accounting Office not directly related to the system. These are virtual training courses in the employee learning portal.

Functional Area Course Name Course Code Last Updated
Cost Accounting

Federal Grants Refresher Training

AZ360F_FDGRNT_S

10-16-2023
Internal Controls

Virtual Training

INTCONTR_S

02-21-2022
HRIS QRGs for AFIS processes.

Functional Area Document Name Last Updated
HRIS Agency HRIS Payroll Reports 10-01-2021
HRIS Chart of Account Elements for HRIS Integration 10-10-2023
HRIS HRIS Payroll Transaction Corrections 10-10-2023
Additional resources for system understanding and functionality.

Functional Area Document Name Last Updated
AZ360 Financial AZ360 Common Troubleshooting Errors Questions & Answers 11-16-2023
AZ360 Financial AZ360 Financial infoAdvantage Training Video 10-02-2023
AZ360 Financial AZ360 Financial Navigation Training Video 10-02-2023
AZ360 Financial AZ360 Financial Worklist Overview Video 09-29-2023
AZ360 Financial Page Code Listing 10-10-2023
AZ360 Financial Terminology 10-10-2023
Asset Management Fixed Asset (FA) Commodity Codes 04-01-2021