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R*STARS & ADPICS Training

Registration for courses

iLearn Registration Instructions:
1)    Registration for R*STARS  and  ADPICS Courses is now available in iLearn.  Enrolling for SFMA training in iLearn is a 2-step process:
a.    Select and enroll in a specific training session. You will have the option of enrolling in either a classroom setting or remotely from your desk.  One of each type of training will normally be offered once each month.
Classroom training sessions are held at the DAS Computer Training room (formerly the Mt. Hood Conference Room), basement floor, 1225 Ferry St SE, Salem 
b.    Select and enroll in an authorized training course (curriculum).  You must enroll in the training course curriculum you wish to take.  Once enrolled the scheduler or trainer will authorize you for the course.  At that point you will need to download and print the course materials for the session.  The trainer will no longer routinely provide training materials.  Students will be responsible for bringing materials with them to class.
2)    Enroll in one or more of the courses listed below.  If you are not sure which courses or how many, ask the scheduler or instructor.
(You may Use the search option in iLearn by typing R*STARS in the search field.  This will list all available curriculums and classes.)
E-mail your training questions to: Pamela Armer 

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R*STARS Seminar Style Training

Seminar style training on R*Stars to review many of the items covered in the “Introduction to R*Stars” training module.  We will take this opportunity to show case the web-enabled screens.  As a high level overview of SFMA, we believe managers as well as technicians will find value in this training.  We will describe the connectivity between the different screens and tables.  How the D23 fund is connected to the Treasury fund as well as many other relationships will be discussed.    Some of the necessary need to know aspects will also be included in this training.  We will walk through the following: 
  • logging off and on
  • navigating through the system
  • screen layout
  • on-line help
  • t-code profiles
  • Creating a batch and entering a transaction

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R*STARS -- Beginner (Prerequisite Courses)

Course #1 - Introduction to R*STARS -- 3-4 hrs
This class provides a high overview of the system.  It includes the following:
  • logging off and on
  • navigating through the system
  • screen layout
  • on-line help
  • entering a small batch
  • t-code profiles
  • samples of document and summary inquiries and reports. 
For students who are new to the system, this is a recommended pre-requisite for all other R*STARS classes.

Course #2 - Introduction to R*STARS Transaction Entry -- 5-6 hrs
This class covers the mechanics of entering batches, including:
  • coding block
  • on-line help
  • batch and document balancing
  • error correction
  • transaction related inquiries. 
Basic navigation skills are required for this class.
This class is also a pre-requisite for all other R*STARS classes.

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R*STARS -- Intermediate

Course #3R*STARS Transaction Entry, Vouchers Payable -- 6 hrs
Includes the following transactions:
  • entering vouchers payable from vendor invoices
  • introduction to reverse transactions
  • introduction to RTI’s
  • introduction to PDT’s
  • additional techniques for finding vendor addresses, and continued use of document inquiries. 
Knowledge of the mechanics of entering batches is required for this class.
 
Course #4R*STARS Transaction Entry, Encumbrances -- 6 hrs
Includes the following transactions:
  • entering and adjusting encumbrances
  • entering vouchers payable to liquidate the encumbrance
  • introduction to reverse transactions
  • encumbrance reports
  • use of transaction inquiries to observe how the system treats encumbrances
  • DAFM348 process. 
Knowledge of the mechanics of entering batches is required for this class.

Course #5 - R*STARS Transaction Entry, Balanced Transactions -- 6 hrs
This class covers the mechanics of entering balanced transactions. Students will enter transactions with Batch Type G, 2, and 4. The transactions will include encumbrances, accounts receivable, and RTI's. Knowledge of the mechanics of entering batches is required for this class.
 
Course #6R*STARS Transaction Entry, Accounts Receivable -- 6-8 hrs  
This class covers the following aspects of Accounts Receivable: 
  • entering A/R’s with and without invoices
  • interest and late fees
  • requesting invoices and statements
  • recording payments
  • moving A/R’s to another biennium
  • reports and inquiries available to monitor balances. 
Students should be comfortable with entering and balancing batches.  Participants will also be introduced to the use of Transaction Edit Indicators, General Ledger Postings, and File Posting Indicators on the 28A Transaction Code Decision Profile as well as the fields on the 28B Transaction Code Description Profile.
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R*STARS -- Advanced

Course #7R*STARS Transaction Codes - How They Impact Transaction Entry and Processing -- 2 hrs
This class is the first of a series of four classes introducing students to Transaction Codes, their structure and use.  This course covers the following:
  • Batch Type
  • Document Type
  • Comptroller Objects
  • Description on the 28B Transaction Code Description Profile
  • Transaction Edit Indicators
  • Special Indicators on the 28A Transaction Code Decision Profile.
Course #8R*STARS Transaction Codes - How They Post to the Financial Tables, the Basics -- 2 hrs  
This class builds on the knowledge gained in Course #7.  Students will learn the General Ledger Posting and the File Posting Indicators on the 28A Transaction Code Decision Profile.  Participants will learn how to trace a series of transaction using General Ledger Posting T-Accounts and File Posting Indicator Balances. 
 
Course #9R*STARS Transaction Codes - How They Post to the Financial Tables, Application -- 2 hrs  
This class builds upon the knowledge gained in the two previous R*STARS Transaction Codes courses – How transactions Post to the Financial Tables. Students will use the General Ledger Posting and the File Posting Indicators on the 28A Transaction Code Decision Profile to select an appropriate t-code for a particular transaction.
 
Course #10R*STARS Transaction Codes - Balanced Transactions -- 4 hrs  
This class builds upon the knowledge gained in all of the previous R*STARS Transaction Codes classes. It teaches skills necessary to identify and select an appropriate pair of transaction codes used for Inter and Intra-agency balanced transactions. Students will use the General Ledger Posting and the File Posting Indicators on the 28A Transaction Code Decision Profile to select an appropriate t-code for a particular transaction.

Course #11R*STARS Transaction Inquiry Part #1 -– 3 to 4 hrs  
This class is specifically geared for someone who manages or oversees accounting and financial operations.  The majority of the course is reading.  There are no batches to input. This course will familiarize the student with the various tools that can be used to find and evaluate accounting data elements already in place in the system.  It will instruct the student on what screens or profiles to use to determine the status of revenue or expense documents, payments to vendors, the status of warrants, or grant / project status.  Previous experience in R*STARS is highly advisable, but not required. 
 
Course #12R*STARS Transaction Inquiry Part #2 -– 3 to 4 hrs  
This class builds on the training in Transaction Inquiry Part #1.  Here the student will use the inquiry screens and profiles to learn the process for narrowing down the search for specific transactions. Students will determine the status of documents that post to the Document Financial Table and their effect on accounting records.  The student will be able to determine if other agency/department balanced transactions have been posted to their agency records.  Transaction Entry Part #1 is a prerequisite to this course.  Previous experience in R*STARS is highly advisable but not required. 


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ADPICS

SPECIAL NOTE:  ADPICS training courses are ALL sequential.  Each class builds upon the next in the Purchasing Process.  Purchase orders created in the first few classes are used to prepare the receiving reports, invoices and vouchers and for inquiries in the remaining classes.  
 
Course #13 - Introduction to ADPICS -- 3 hrs
The class provides an overview of ADPICS.  A student will learn how to:
  • log on, create, post, and approve a purchase order (PO)
  • enter a receiving report, invoice, and voucher for that PO
  • look up the PO on selected ADPICS inquiries
  • look up the PO in R*STARS

Course #14ADPICS Direct Purchase Orders -- 3-4 hrs
Covers the basics of creating direct purchase orders, including:
  • single, percentage, and multiple lines of accounting
  • optional fields on the direct PO
  • block function
  • limited on-line inquiry.

Course #15ADPICS Receiving Process -- 3 hrs
In this class, a student will simulate the receipt processing done by the person at the loading dock.  The student will learn how to:
  • Add, change, delete or cancel receiving reports. 
  • Process receiving reports for complete and partial shipments
  • Document returned and rejected items and/or shipments
  • Learn about the “receive all” and Notepad functions
  • Use online inquiries to determine what has been received on a particular purchase order.

Course #16ADPICS Invoices and Vouchers Part #1 of 2 -- 3-4 hrs
In this class, the student will complete the purchasing process.  The student will:
  • Create, review and post invoices for purchase orders
  • Review and post the resulting voucher.
  • Use R*STARS to retrieve correct vendor information and return the information to ADPICS for invoice processing.
  • Learn how to delete or cancel an invoice or voucher  
These invoices will be input for purchase orders with various match-types including:
  • Two- and three-way matches
  • Prepayments
  • Progress payments. 
 
Course #17ADPICS Invoices and Vouchers Part #2 of 2 -- 3 to 4 hrs
 
This course is a continuation of course #16.  In this course you will prepare invoice documents and vouchers:
  • For payment to other state agencies
  • With freight and/or other charges
  • With Credit memos or discounts
You will also reject vendor invoices and process invoice documents using exception processing. 
  
 
Course #18ADPICS Direct Vouchers -- 4 hrs
 
This course teaches the student how to create Direct Vouchers.  Direct Vouchers are vouchers that are not tied to a purchase order.  Much of the processes will be familiar as they parallel much of the input of a Direct Purchase Order (Course #2).  You will also learn how to use the R*STARS system to search for vendors and do inquiries in for vouchers you have created.  
  
 
Course #19ADPICS Approval Process -- 3 hrs
 
This course is particularly useful to supervisors and managers who will be releasing ADPICS documents for the R*STARS interface.  This course teaches the student how to:
  • Establish an electronic signature to facilitate the approval process
  • Approve and/or reject documents in the user’s approval mailbox
  • Back-up another user with a different user level or department number
  • Track both active and inactive documents using the approval inquiry screens
You will perform exercises using purchase orders you have used in previous classes. 
  
 
Course #20ADPICS Standard Specifications and Terms -- 3 hrs
 
This course teaches the student how to:
  • Explain the difference between a specification and a term
  • Find standard specifications and terms on the Standard Specifications/Terms Maintenance Screen
  • Enter standard specifications and terms on direct purchase orders using both the ID field and the block function
  • View the standard specifications and terms attached to a direct purchase order on-line
You will perform exercises using purchase orders you have used in previous classes. 
  
 
Course #21 - ADPICS Direct Purchase Order Change Orders -- 3 hrs
 
This course shows how to use the various screens in the Change Order process.  You will create change orders to:
  • Correct the purchase order details including commodity number, quantity and unit cost
  • Correct accounting detail information and amounts
  • Correct specification and term information
  • Cancel an existing purchase order
You will perform exercises using the various change order forms and other related forms to make changes to existing purchase orders.

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