Set Up and Maintain Suppliers (30.1)

Business Process Overview

The Set Up and Maintain Suppliers business process includes a collection of business processes that:

• Manage supplier information, including demographic and payment information for tax withholding and reporting purposes;
• Support the disbursement process for State obligations from encumbrance through payment request, payment creation, and escheatment; and
• Perform month-end and year-end closing activities.

The Set Up and Maintain Suppliers business process encompasses all activities that are required to set up and use a supplier record including adding a new supplier record or requesting updates to an existing record, marking a supplier as confidential, and managing suppliers Payment Methods and banking information.

The business subprocess included are:

• 30.1.1 – Add and Update Suppliers Online
• 30.1.2 – Import Suppliers
• 30.1.5 – Manage Supplier Payment Method and Banks

In Florida PALM, all payees are called suppliers (also known as vendors). This includes retirees, payroll suppliers, and employees. Supplier records must be established prior to receiving payments, except when using a Single Payment Supplier. Florida PALM provides a process for receiving supplier information from agency business systems and enterprise systems to import or manually record suppliers in Florida PALM.

Supplier records consist of the following structure:

• Supplier Information – General information pertaining to the supplier is stored and displayed, such as the supplier name, Payment Alternate Name, TIN, and supplier classification;
• Address – Florida PALM maintains one or more addresses for each supplier;
• Contact – Florida PALM maintains one or more contacts for each supplier; and
• Supplier Location – Defines how to conduct business with a Supplier. Supplier Location contains information such as payment terms, withholding information, payment method, and bank account details.

A supplier record may be placed on hold to intercept payments. In such cases, payments resulting from outstanding or new vouchers are not processed for disbursement until the hold is released.

Dependencies and Constraints

Dependencies and Constraints describe any conditions or criteria that impact how or when the business process should be executed. These could be set within Florida PALM or from external sources (i.e., Law or Rule).

• External inputs must be in sync with Florida PALM required field values.
• Configuration of the Supplier Workflow is required.
• All suppliers that are 1099-applicable must have a valid Tax Identification Number (TIN) match and valid Business Designation to receive Payments.
• All errors resulting from a load process must be fixed in the source system.
• Suppliers are interfaced to Florida PALM from MFMP and agency business systems.
• All supplier edits/controls are managed in Florida PALM.
• Florida PALM handles prenote functionality.
• Florida PALM validates EFT prenotes and provides the prenote status and retiree supplier additions and/or updates to FRS.
• PCard Merchants are not maintained within the Florida PALM Supplier File.

Agency Configurations

The table below identifies the Agency Configurations related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process.

Conversions

The table below identifies the Conversions related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process. 

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