Work in Progress (40.1.3)

1

AP Integration

Work In Progress (WIP) related transactions may originate in MyFloridaMarketPlace (MFMP), Agency Business Systems, or entered directly in Florida PALM. These transactions generate Accounts Payable (AP) vouchers that are integrated into AM.

WIP-related transactions include the disbursement of Fixed Capital Outlay (FCO) funds accompanied by a Project ID, the NONDWIP Profile ID, and the Expense Account Number.

Florida PALM Asset Management (AM) uses the information to generate a unique Asset ID and create a non-capitalized asset record.

In the event of a subsequent transaction for the same Project ID, the initial Asset ID must be included in the current Accounts Payable (AP) transaction.

The payments associated with these transactions are processed through the Florida PALM AP module. Florida PALM AP and AM modules are integrated to create new asset records or update existing asset records in AM.

This integration would also apply to Encumbrances that included asset-related data elements vouchered through the Florida PALM Accounts Payable module.

Asset-related vouchers processed in the AP module must include basic data elements needed to establish an AM asset record, such as: an AM Business Unit (BU), Asset Profile ID, Quantity, and Acquisition Merchandise Amount (Cost). The Asset ID must be included on the voucher for updating existing asset records.

AP integration constitutes two distinct processes: Pre-Interface and Interface.

The Load Asset Process (INTFAPAP) transfers data from Accounts Payable to the Asset Management pre-interface table.

The Agency AM Asset Processor can view the AM Pre-Interface Table to validate transactions pending inclusion on the Interface Table for processing.

2

Initiate AP to AM Process

Integration of asset data from AP to AM is automatically initiated by Florida PALM.

The Asset Management Payables/Purchasing Interface (AMPS1000) transfers data from the pre-interface table to the AM interface tables.

3

Load Staging Tables

Load Staging Tables houses the AP integrated data and interfaced data.

Data in the physical and financial interface tables is used to automate asset creation.

4

Review/Update/Approve Information

The Agency AM Asset Processor uses the staging table to review data before establishing a new asset or updating existing assets.

If the transaction pertains to an existing WIP transaction, the Agency AM Asset Processor should input an existing Asset ID based on the Project ID.

If applicable, the asset Profile ID may also be updated on the staging table to reflect NONDWIP. However, the asset Profile ID cannot be changed after the Run Transaction Loader Process occurs.

The Asset Staging Report can also be used to identify any corrections needed.

5

Run Transaction Loader Process

The Florida PALM batch process or the Agency AM Asset Processor executes the Transaction Loader Process, which selects data from the interface tables and populate core Asset Management tables.

In the batch schedule design, the Transaction Loader Edit (AMIFEDIT) process will need to run before the Transaction Loader (AMIF1000) process.

6

Establish Asset

Florida PALM uses data integrated from AP to create asset records.

If the submitted information does not include an existing valid Florida PALM Asset ID, a non-capitalized asset record is created with a unique, system-generated numeric Asset ID.

If the submitted information includes a valid Florida PALM WIP Asset ID, an additional cost is added to the non-capitalized asset record per the Asset ID entered.

7

Capitalize Asset

Florida PALM uses like-features to aggregate WIP transactions. All transactions with the identical Profile ID, and Asset ID are grouped as a single non-capitalized asset.

Upon completion of the WIP project, Agency AM Asset Processor selects the desired Asset ID, and uses the Recategorization functionality to convert the WIP non-depreciable asset to a depreciable asset. The Agency AM Asset Processor should determine if the capitalized asset record displays the desired estimated useful life and update accordingly.

8

Calculate Depreciation

Florida PALM initiates the Calculate Depreciation process based on an established schedule. This process calculates the depreciation for an asset for its entire useful life based on the depreciation attributes selected for the Asset – cost, salvage value, and useful life.

Calculate Depreciation may also be initiated on demand for individual asset transactions.

The following function must be performed in order to create a depreciable asset from WIP activities:

• Recategorization of an asset

Calculate Depreciation must be run after Recategorization of the WIP asset has occurred.

9

Complete Creation of Asset

After Depreciation Calculation is successfully executed against each asset, Florida PALM (per enterprise schedule), runs the following core processes to acquire updated asset information and create accounting transactions. The Agency AM Asset Processor may also run these processes on demand.

Load Depreciation Reporting Table process - This process loads the Depreciation Reporting table (DEPR_RPT) with life-to-date depreciation expense data. Content of DEPR_RPT table provides the basis for most depreciation reports.

Load Asset Net Book Value Process - This process loads the Asset Net Book Value table (ASSET_NBV_TBL) with data used for Asset Net Book Value reports.

Depreciation Close - This process generates period depreciation accounting entries for all depreciable assets in a particular accounting period. The process should be run for an accounting period that has not yet been closed.

Create Accounting Entries - This process generates accounting entries for all financial transactions unrelated to depreciation. Examples for accounting entries are asset cost, increase of asset cost, and transfer of assets.

10

Generate GL Journals

Journal Generator (JGEN) processes posted accounting entry data from the Florida PALM source modules, summarizes the data, and creates journals in the General Ledger. The Journal Generator process will edit, budget check, and post the journal entries created during the process. Please see 10.2 Enter and Process Journals for more information on source module journal entries.

11

General Ledger Allocation

Governmental Funds account for one fiscal year of information and cannot own assets with a useful life over one year. Fixed assets acquired through a Governmental Fund must be accounted for in an Ownership Fund.

A Mapping Table that establishes the Governmental/Ownership Fund relationship is configured in GL. This table must be maintained with the addition of new Governmental Funds and/or updates to corresponding Ownership Fund, configured in GL by the Agency COA Maintainer. The Mapping Table uses existing Governmental Funds to systematically reclassify values to predetermined Ownership Fund values.

General Ledger Allocation reclassifies AM journal data for owned asset, leased asset, associated depreciation expense, and accumulated depreciation resulting from acquisition of assets with Governmental Funds, to the corresponding Ownership Fund. The reclassification occurs in the General Ledger module via the General Ledger Allocation process.

12

Outbound Asset Extract (AMI003)

Florida PALM provides an outbound file with data of asset additions, updates, transfers, and disposals. The Outbound Asset Extract includes asset records marked as Fully Sensitive and asset records marked as Partially Sensitive.

N/A

R1

AMR069

Detailed Asset Listing Report - a report that lists assets based on available fields.

Data Warehouse

Periodic

Agency

AMI003

Outbound Asset Extract - Outbound asset extract file containing both physical and cost information.

Daily

Florida PALM

Agency Business Systems

N/A

N/A

07/23/2024

Original Version