Appendix D - Order of Precedence Based upon Voucher Creation Method

API002 – Inbound Voucher Load

When a voucher is created using API002 and it references a Receipt ID, Encumbrance (PO) ID, SpeedKey, and/or ChartField. The following order of precedence will apply:

1. Receipt – If a Receipt ID is provided, it would populate the ChartFields when the voucher is processed within Florida PALM.
   • Receipt ID will take 1^st priority. If there are blank ChartFields on the Receipt ID, agencies could populate those ChartFields on the interface (e.g., OA1) to be populated on the voucher.
2. Encumbrance (PO) – If an Encumbrance is provided it would populate the ChartFields when the voucher is processed within Florida PALM.
   • Encumbrance ID would take 2^nd Priority. API002 would only populate the Encumbrance (PO) ChartFields if a Receipt ID was not included. If there are blank ChartFields on the Encumbrance (PO) ID, agencies could populate those fields on the interface (e.g., OA) to be populated on the voucher.
3. SpeedKeys – Not Applicable. SpeedKeys are out of scope for API002.
4. ChartField – ChartFields are required fields. If ChartFields are provided on API002 it would populate the ChartFields when the voucher is processed within Florida PALM
   • Populated ChartFields would take 3^rd Priority. Meaning API002 would use the ChartField included on the interface, only if a Receipt ID or Encumbrance (PO) ID was not included or in the instances where that specific ChartField was not included within the Receipt ID or Encumbrance (PO) ID.

API041 – Inbound Voucher Spreadsheet Upload

When a voucher is created using API041 and it references a Receipt ID, Encumbrance (PO) ID, SpeedKey, and/or ChartField. The following order of precedence will apply:

1. Receipt – If a Receipt ID is provided, it would populate the ChartFields when the voucher is processed within Florida PALM.
   • Receipt ID will take 1^st priority. If there are blank ChartFields on the Receipt ID, agencies could populate those ChartFields on the interface (e.g., OA1) to be populated on the voucher.
2. Encumbrance (PO) – If an Encumbrance (PO) is provided it would populate the ChartFields when the voucher is processed within Florida PALM.
   • Encumbrance (PO) ID would take 2^nd Priority. API041 would only populate the Encumbrance (PO) ChartFields if a Receipt ID was not included. If there are blank ChartFields on the Encumbrance (PO) ID, agencies could populate those fields on the interface (e.g., OA) to be populated on the voucher.
3. SpeedKeys – If SpeedKey is provided, it would populate the ChartFields when the voucher is processed within Florida PALM.
   • SpeedKey would take 3^rd Priority. API041 would only populate the ChartField if a Receipt ID, or Encumbrance (PO) is not included. An Agency can override a value on the SpeedKeys, by providing the ChartField value. If there are blank ChartFields, agencies can populate those ChartFields on the interface (e.g., OA) to be populated on the voucher. If ChartFields are populated within API041, ChartFields take priority over SpeedKeys. The ChartField values provided in API041 will be used instead of the SpeedKey ChartField values if both are provided.
4. ChartField – ChartFields are required fields. If ChartFields are provided on API002 it would populate the ChartFields when the voucher is processed within Florida PALM
   • ChartField would take 3^rd and 4^th Priority. Meaning API041 would use the ChartField included on the interface, only if a Receipt ID or Encumbrance (PO) ID was not included. ChartFields take priority over SpeedKeys. The ChartField values provided in API041 will be used instead of the SpeedKey ChartField values if both are provided.

Manual Entry (Online) 

Online in Florida PALM, if agencies reference an Encumbrance (PO) ID or Receipt ID, and then replace a ChartField that was populated the Encumbrance (PO) or Carry Forward Payable (Receipt) is liquidated, and the Voucher will be paid out of the replaced ChartField.

Explanation:

The ChartFields included on a Receipt or Encumbrance (PO) should have precedence because appropriation is committed. A warning message is created and sent on the error log when a Receipt and/or Encumbrance (PO) ID is referenced and ChartField values are provided on API002 or API041 and order of precedence s triggered.

Encumbrance (PO)

If Agencies need to use a different ChartField or add an additional ChartField on the Voucher than what was provided in the Receipt or the Encumbrance (PO), then they will need to update the Receipt and/or the Encumbrance (PO) prior to submitting the voucher against that Receipt and/or Encumbrance (PO).