Create and Maintain Inter/IntraUnit Accruals (110.2.1)

1

Identify Need for IU Accrual

The Inter/IntraUnit Module allows agencies to perform inter-agency transactions including the following IU Accruals:

• Payables/Receivables
• Due To/Due From
• Advance Issuance
• Trust Fund Loan Issuance
• Accrual Balance Adjustment

The above listed IU transactions have two sides to the transaction. The sending side of the IU transactions is typically used to record the liability or expenditure of the transaction. The sending side of the transaction is recorded by the Agency IU Sending Processor and is used to send funds to the receiving agency.

The receiving side of the IU transactions is typically used to record the receivable or revenue of the transaction. The receiving side of the transaction is recorded by the Agency IU Receiving Processor and is used to receive funds from the sending agency.

A Payable/Receivable, Due To/Due From, and Accrual Balance Adjustments can be established by either the sending or receiving agency. This business subprocess model illustrates the Agency IU Sending Processor initiating the IU Accrual. If the process is initiated by the Agency IU Receiving Processor, the roles in the swim lanes would be reversed, with the Agency Receiving Processor in the top swim lane and the Agency IU Sending Processor in the bottom swim lane.

An Advance Issuance transaction must be established by the sending agency with the Agency IU Sending Processor end user role.

A Trust Fund Loan Issuance must be established by the DFS IU Processor.

If an IU Accrual is determined to be needed, the agency who initiates the creation of the IU Accrual may record either via the Inbound Inter/IntraUnit Interface, the Inbound Inter/IntraUnit Spreadsheet Upload, or via online.

2

Inbound Inter/IntraUnit Interface
(IUI002)

The sending agency who initiates the recording of an IU Accrual may do so via IUI002 Inbound Inter/IntraUnit Interface. This standard flat file interface is established with agency business systems and Florida PALM to obtain Inter/IntraUnit (IU) Accrual transactions.

All IU transactions interfaced into Florida PALM bypass their agency’s approval and are marked approved systematically through interface processing. The transaction may require DFS BFR and DFS Auditing approval through workflow regardless of method of entry.

The ‘External Reference’ and ‘Agency Invoice Number’ field may be used to capture an agency assigned identifier.

Agencies may interface attachments to the IU Accrual transactions via SDI009 Inbound Attachments Interface or upload directly online.

3

Inbound Inter/IntraUnit Spreadsheet Upload
(IUI001)

The sending agency may establish an IU Accrual via IUI001 Inbound Inter/IntraUnit Spreadsheet Upload. A Spreadsheet Upload is a process to transfer data within a Microsoft Excel spreadsheet systematically into Florida PALM to create transactions.

A user who is assigned both the Agency IU Spreadsheet Upload Processor and the Agency IU Sending Processor role can create an IU Accrual and record the sending side (i.e., liability/expenditure) of the transaction.

All IU transactions recorded via Spreadsheet Upload bypass their agency’s approval workflow and are marked approved systematically through interface processing. The transaction may require DFS BFR and DFS Auditing approval through workflow regardless of method of entry.

A single-line SpeedKey may be used in the Spreadsheet Upload to populate the distribution lines with ChartField values. Agencies will have the opportunity to define their own SpeedKeys.

The ‘External Reference’ and ‘Agency Invoice Number’ field may be used to capture an agency assigned identifier.

Agencies may interface attachments to IU Accrual transactions via SDI009 Inbound Attachments Interface or upload directly online.

4

Perform Interface Error Checking

Interface validations are performed on each interface and Spreadsheet Upload before the data is allowed to load to the Inter/IntraUnit tables.

If the file is rejected, all transactions in the file are rejected and the file must be resubmitted once issues are resolved. Rejected files are managed through the 120.1 Interface Error Handling Process.

If the file is not rejected, edit validations are performed on each transaction before the data is allowed to load for processing in the Inter/IntraUnit module.

Edit Validations include but are not limited to:

• ChartField Validation
• Amount Validation
• Open Period Validation

Additional Interface exceptions may occur when the data is validated against specific interface edits. Examples include duplicate data in the file, incorrect data, and missing required fields.

Transactions with exceptions are rejected and agencies would need to resend the transactions in a future interface if an exception occurred. Rejected transactions are managed through the 120.1 Interface Error Handling Process.

5

Load Inbound IU Accrual Data

Florida PALM loads the IU Accrual data and systematically generates the IU Accrual transactions.

Agencies may utilize the IUR005 Inter/IntraUnit Transaction Detail Report to view the IU Accruals loaded into Florida PALM.

6

Create/Update IU Accrual

If the sending agency end user has the Agency IU Sending Processor role, the end user may record the sending side (i.e., liability/expenditure) of the transaction.

A single-line SpeedKey may be used to populate the distribution lines with ChartField values when entering an online IU Accrual. Agencies will have the opportunity to define their own SpeedKeys.

A user may send a notification/alert to the receiving agency to communicate if needed. The notification can be done through an individual notification or using the IU processors associated to the receiving agency selected.

Agencies may interface attachments to the IU Accrual transactions via SDI009 Inbound Attachments Interface or upload directly online.

Reports available to view established or updated IU Accruals include the following:

• IUR005 Inter/IntraUnit Transaction Detail Report
• IUR007 Pending Submission IU Transactions (WorkCenter)

Reference Figure 1 for a Mock-up of the IU Accrual entry page sending side.

7

Run Edit Check

IU Accruals will be systematically Edit Checked upon saving or submitting the transaction. The Edit check process will validate that ChartField values are active, validate combination edit rules applicable to the transaction, amount validation, open period validation, etc.

8

Resolve Edit Errors

If edit errors are identified, the transaction will not process. The user will receive a message upon saving or submitting if the IU Accrual fails edit rules.

Edit errors that occur when an IU Accrual is entered online must be resolved prior to the transaction proceeding. The system will not allow the IU Accrual to proceed until all the required fields are provided with valid active values.

Processors should confirm the validity of the ChartField values and the ChartField String used on the transaction and make necessary updates. The processors should confirm the date of transaction falls within an open budget or accounting period.

If errors persist after making updates, and a SpeedKey is being used, the processor should consult with the Agency COA Maintainer to determine if the SpeedKey was established accurately.

Alternatively, the processor may determine to cancel the transaction.

If the edit error is not resolved within a specified number of days, the transaction will be auto deleted.

Reports available to view IU transactions edit errors include:

• IUR011 IU Edit Errors (WorkCenter)
• IUR005 Inter/IntraUnit Transaction Detail Report

9

Outbound Inter/IntraUnit Interface (IUI003)

Florida PALM interfaces with agency business systems through the IUI003 Outbound Inter/IntraUnit Interface, as applicable, to provide IU Accrual information, including establishment of IU Accruals and updates.

10

Identify IU Accrual to Update

The receiving agency who receives an IU Accrual from another agency is notified in multiple methods:

• The receiving agency will be notified via their IUI003 Outbound Inter/IntraUnit Interface file of a newly received IU Accrual.
• The receiving agency may view the IUR008 Received IU Transactions (WorkCenter) report to see a complete list of received IU Transactions including IU Accruals.
• The processor within the receiving agency will receive an alert in their WorkCenter Worklist.
• IUR005 Inter/IntraUnit Transaction Detail Report can also be leveraged to identify newly received IU Accrual transactions.

Upon identifying a received IU Accrual, the processor will be required to update the IU Accrual to record their side of the transaction. The receiving agency may update the IU Accrual either via the Inbound Inter/IntraUnit Interface, the Inbound Inter/IntraUnit Spreadsheet Upload, or via online.

11

Inbound Inter/IntraUnit Interface (IUI002)

The receiving agency may update an IU Accrual via IUI002 Inbound Inter/IntraUnit Interface to record their side of the transaction. This standard flat file interface is established with agency business systems and Florida PALM to obtain Inter/IntraUnit (IU) Accrual data.

All IU transactions interfaced into Florida PALM bypass their agency’s approval and are marked approved systematically through interface processing. The transaction may require DFS BFR and DFS Auditing approval through workflow regardless of method of entry.

The ‘External Reference’ and ‘Agency Invoice Number’ field may be used to capture an agency assigned identifier.

Agencies may interface attachments to the IU Accrual transactions via SDI009 Inbound Attachments Interface or upload directly online.

12

Inbound Inter/IntraUnit Spreadsheet Upload (IUI001)

The receiving agency may update an IU Accrual via IUI001 Inbound Inter/IntraUnit Spreadsheet Upload to record their side of the transaction.

A user who is assigned both the Agency IU Spreadsheet Upload Processor and the Agency IU Receiving Processor role can update an IU Accrual to record the receiving side (i.e., receivable/revenue) of the transaction.

All IU transactions interfaced into Florida PALM bypass their agency’s approval and are marked approved systematically through interface processing. The transaction may require DFS BFR and DFS Auditing approval through workflow regardless of method of entry.

A single-line SpeedKey may be used in the Spreadsheet Upload to populate the distribution lines with ChartField values. Agencies will have the opportunity to define their own SpeedKeys.

The ‘External Reference’ and ‘Agency Invoice Number’ field may be used to capture an agency assigned identifier.

Agencies may interface attachments to the IU Accrual transactions via SDI009 Inbound Attachments Interface or upload directly online.

13

Perform Interface Error Checking

Interface validations are performed on each interface and Spreadsheet Upload before the data is allowed to load to the Inter/IntraUnit tables.

If the file is rejected, all transactions in the file are rejected and the file must be resubmitted once issues are resolved. Rejected files are managed through the 120.1 Interface Error Handling Process.

If the file is not rejected, edit validations are performed on each transaction before the data is allowed to load for processing in the Inter/IntraUnit module.

Edit Validations include but are not limited to:

• ChartField Validation
• Amount Validation
• Open Period Validation

Additional Interface exceptions may occur when the data is validated against specific interface edits. Examples include duplicate data in the file, incorrect data, and missing required fields.

Transactions with exceptions are rejected and agencies would need to resend the transactions in a future interface if an exception occurred. Rejected transactions are managed through the 120.1 Interface Error Handling Process.

14

Load Inbound IU Accrual Data

Florida PALM loads the IU Accrual data and systematically updates the IU Accrual transactions.

Agencies may utilize the IUR005 Inter/IntraUnit Transaction Detail Report to view the IU Accruals updates.

15

Update IU Accrual

An Accrual is updated by the receiving agency to record their side of the transaction.

If the receiving agency end user has the Agency IU Receiving Processor role, the end user may record the receiving side (i.e., receivable/revenue) of the transaction.

A single-line SpeedKey may be used to populate the distribution lines with ChartField values when entering an online IU Accrual. Agencies will have the opportunity to define their own SpeedKeys.

A user may send a notification/alert to the initiating agency to communicate if needed. The notification can be done through an individual notification or using the IU processors associated to the initiating agency selected.

Agencies may interface attachments to the IU Accrual transactions via SDI009 Inbound Attachments Interface or upload directly online.

The IUR005 Inter/IntraUnit Transaction Detail Report can be utilized to view updated IU Accruals.

Reference Figure 2 for a Mock-up of the IU Accrual entry page receiving side.

16

Run Edit Check

IU Accruals will be systematically Edit Checked upon saving or submitting the transaction. The Edit check process will validate that ChartField values are active, validate combination edit rules applicable to the transaction, amount validation, open period validation, etc.

17

Resolve Edit Errors

If edit errors are identified, the transaction will not process. The user will receive a message upon saving or submitting if the IU Accrual fails edit rules.

Edit errors that occur when an IU Accrual is entered online must be resolved prior to the transaction proceeding. The system will not allow the IU Accrual to proceed until all the required fields are provided with valid active values.

Processors should confirm the validity of the ChartField values and the ChartField String used on the transaction and make necessary updates. The processors should confirm the date of transaction falls within an open budget or accounting period.

If errors persist after making updates, and a SpeedKey is being used, the processor should consult with the Agency COA Maintainer to determine if the SpeedKey was established accurately.

If the edit error is not resolved within a specified number of days, the transaction will be auto deleted.

Reports available to view IU transactions with edit errors include:

• IUR011 IU Edit Errors (WorkCenter)
• IUR005 Inter/IntraUnit Transaction Detail Report

18

Initiate Inter/IntraUnit Workflow (IUW001)

Once both agencies have recorded their side of the transaction and submitted, the Inter/IntraUnit workflow is initiated to obtain the necessary approvals prior to budget/cash checking process.

If the sending side (i.e., liability/expenditure) of the IU Accrual was entered online, the IU Accrual will require approval from the Agency IU Sending Approver. If recorded via interface or Spreadsheet Upload, the transaction will bypass sending approval.

If the receiving side (i.e., receivable/revenue) of the IU Accrual was entered online, the IU Accrual will require approval from the Agency IU Receiving Approver. 

If recorded via interface or Spreadsheet Upload, the transaction will bypass the receiving approval.

If approval workflow is required, it will be sent to both the Agency IU Sending Approver and Agency IU Receiving Approver simultaneously.

19

Review IU Accrual Transaction

The Agency IU Sending Approver will receive a notification via Worklist in the IU WorkCenter displaying the transaction is ready to be approved. Alternatively, the approver may access IUR009 IU Pending Approval report in the IU WorkCenter.

The approver reviews the sending side (i.e., liability/expenditure) of the IU Accrual and any attached documentation to ensure the transaction is accurate and valid. Based on the documentation, the approver has three options:

• Approve the transaction
• Deny the transaction and recommend updates
• Deny the transaction and recommend deletion

20

Deny IU Accrual Transaction

If the Agency IU Sending Approver determines the IU Accrual requires updates or recommends deletion, the approver denies the sending side (i.e., liability/expenditure) of the IU Accrual and enters a comment for the denial reason.

21

Route to IU Processors

The IU Accrual status is set to ‘Denied’ and is routed back to both the sending and receiving processors. Both processors will receive an email notification of the denied transaction.

Refer to Appendix A for a complete list of statuses and descriptions.

22

Review Denied IU Accrual

An IU Accrual may be denied by an approver. The Agency IU Sending Processor is notified of the denial via email. The processor reviews the IU Accrual and makes updates to their side of the transaction if necessary.

The processor may use the IUR010 Denied IU Transactions (WorkCenter) report to view denied IU Accruals.

23

Review Denied IU Accrual

An IU Accrual may be denied by an approver. The Agency IU Receiving Processor is notified of the denial via email. The processor reviews the IU Accrual and makes updates to their side of the transaction if necessary.

The processor may use the IUR010 Denied IU Transactions (WorkCenter) report to view denied IU Accruals.

24

Delete IU Accrual

The Agency IU Sending Processor who initiated the transaction may delete an IU Accrual if deemed necessary.

An IU Accrual may be denied by an approver and deem it necessary to delete the transaction. Deleted IU Accruals do not impact balances and are not able to be altered after deletion.

An IU Accrual cannot be deleted if it has successfully passed budget/cash check.

IU Accruals in a deleted status may be viewed in the IUR005 Inter/IntraUnit Transaction Detail Report.

25

Approve IU Accrual Transaction

IU Accruals that pass review are approved by the Agency IU Sending Approver.

26

Review IU Accrual Transaction

The Agency IU Receiving Approver will receive a notification via Worklist in the IU WorkCenter displaying the transaction is ready to be approved. Alternatively, the approver may access IUR009 IU Pending Approval report in the IU WorkCenter.

The approver reviews the receiving side (i.e., receivable/revenue) of the IU Accrual and any attached documentation to ensure the transaction is accurate and valid. Based on the documentation, the approver has three options:

• Approve the transaction
• Deny the transaction and recommend updates
• Deny the transaction and recommend deletion

27

Deny IU Accrual Transaction

If the Agency IU Receiving Approver determines the IU Accrual requires updates or recommends deletion, the approver denies the receiving side (i.e., receivable/revenue) of the IU Accrual and enters a comment for the denial reason.

28

Route to IU Processors

The IU Accrual status is set to ‘Denied’ and is routed back to both the sending and receiving processors. Both processors will receive an email notification of the denied transaction.

Refer to Appendix A for a complete list of statuses and descriptions.

29

Approve IU Accrual Transaction

IU Accruals that pass review are approved by the Agency IU Receiving Approver.

30

Initiate Inter/IntraUnit Workflow

IU Accrual transactions may require DFS BFR approval regardless of method of entry.

Once both sides of the IU Accrual are approved, either through agency workflow or marked approved via Interface/Spreadsheet Upload, the Inter/IntraUnit workflow is initiated to determine if the IU Accrual requires BFR approval based on criteria.

Trust Fund Loan Issuance transactions do not workflow to BFR for approval.

If the transaction does not require BFR approval, the Inter/IntraUnit workflow is initiated again to determine if the IU Accrual requires auditing approval based on criteria.

31

Review IU Accrual Transaction

The DFS IU BFR Approver will receive a notification via Worklist in the IU WorkCenter displaying the transaction is ready to be reviewed for approval. Alternatively, the approver may access IUR009 IU Pending Approval report in the IU WorkCenter.

The approver reviews both the sending and receiving sides of the IU Accrual and any attached documentation to ensure the transaction is accurate and valid. Based on the documentation, the approver has three options:

• Approve the transaction
• Deny the transaction and recommend updates
• Deny the transaction and recommend deletion

32

Deny IU Accrual Transaction

If the DFS IU BFR Approver determines the IU Accrual requires updates or recommends deletion, the approver denies the IU Accrual and enters a comment for the denial reason.

33

Route to IU Processors

The IU Accrual status is updated to ‘Denied’ and is routed back to both the sending and receiving processors. Both processors will receive an email notification of the denied transaction.

Refer to Appendix A for a complete list of statuses and descriptions.

34

Approve IU Accrual Transaction

IU Accruals that pass review are approved by the DFS IU BFR Approver.

35

Initiate Inter/IntraUnit Workflow

The Inter/IntraUnit workflow is initiated to determine if the IU Accrual requires auditing approval based on criteria.

Trust Fund Loan Issuance transactions do not workflow to BFR for approval.

If the transaction does not require Auditing approval, the transaction lifecycle proceeds to run budget and cash check.

36

Review IU Accrual Transaction

The DFS IU Auditing Approver will receive a notification via Worklist in the IU WorkCenter displaying the transaction is ready to be reviewed for approval. Alternatively, the approver may access IUR009 IU Pending Approval report in the IU WorkCenter.

The approver reviews both the sending and receiving sides of the IU Accrual and any attached documentation to ensure the transaction is accurate and valid. Based on the documentation, the approver has three options:

• Approve the transaction
• Deny the transaction and recommend updates
• Deny the transaction and recommend deletion

37

Deny IU Accrual Transaction

If the DFS IU Auditing Approver determines the IU Accrual requires updates or recommends deletion, the approver denies the IU Accrual and enters a comment for the denial reason.

38

Route to IU Processors

The IU Accrual status is updated to ‘Denied’ and is routed back to both the sending and receiving processors. Both processors will receive an email notification of the denied transaction.

Refer to Appendix A for a complete list of statuses and descriptions.

39

Approve IU Accrual Transaction

IU Accruals that pass review are approved by the DFS IU Auditing Approver.

40

Run Budget/Cash Check

Upon final approval, the IU Accrual continues processing through the systematic Budget Check and Cash Check process. The budget check process will run at the designated interval. The budget/cash check process checks all budget and cash ledgers to ensure there is a sufficient balance available.

Any budget/cash errors are followed up for resolution through the 110.2.2 Monitor IU Accrual business subprocess.

Reports available to view budget/cash check errors on IU Accruals include:

• IUR006 Inter/IntraUnit Budget-Cash Check Errors (WorkCenter)
• KKR058 Budget and Cash Checking Exceptions Report

41

Update Ledger Balances

Upon passing the Budget/Cash Check, the appropriate ledgers will be updated in the Commitment Control module.

The Accounting Events section listed below provides Commitment Control ledger impacts for each business event.

42

Post to IU Module

IU Accruals that successfully pass all checks (edit check, budget check, and cash check) are posted automatically to the IU Module. Upon posting, the IU Accrual transaction status is updated to ‘Open’, balances are updated, and are available for reporting purposes. Agencies can query for posted IU Accrual details within Florida PALM.

Once an IU Accrual is posted and in ‘Open’ status, agencies may pay against the IU Accrual via IU transactions. Reference 110.3 Inter/IntraUnit Transaction Processing for details.

The IU Accrual transaction will contain a ‘Details’ link to view the remaining balance of the IU Accrual and any transactions or adjustments made against the IU Accrual.

Refer to Appendix A for a complete list of statuses and descriptions.

Reports available to view posted IU Accruals include:

• IUR004 Inter/IntraUnit Accrual Report
• KKR018 Agency Commitments Report
• IUR005 Inter/IntraUnit Transaction Detail Report

43

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 10.2.1 Source Module Journal Entry business subprocess for more information on source module journal entries.

Journals created from the Inter/IntraUnit module will contain Affiliate and Fund Affiliate fields. These fields help manage InterUnit and IntraUnit transactions and facilitate mapping transactions between related Business Units and Funds.

44

Outbound Inter/IntraUnit Interface (IUI003)

Florida PALM generates and exports a data file for agency business systems through the IUI003 Outbound Inter/IntraUnit Interface, as applicable, to provide IU Accrual information, including posted IU Accruals.

IU01

Establish Unencumbered Payable/Receivable

(Applicable to Payable/Receivable transactions)

Sending

Increases:

• Expense

Decreases:

• Available Appropriations
• Allotments balance
• Release balance

Debit: Expenditure (U)

Credit: Accounts Payable (S)

Debit: Expenditure

Credit: Accounts Payable

Receiving

Increases:

• Recognized Revenue

Debit: Accounts Receivable (S)

Credit: Revenue (U)

Debit Accounts: Receivable

Credit: Revenue

IU02

Establish Unencumbered

Due To/Due From

(Applicable to 

Due To/Due From transactions)

Sending

Increases:

• Expense

Decreases:

• Available Appropriations
• Allotments balance
• Releases balance

Debit: Expenditure (U)

Credit: Due To (S)

Debit: Expenditure

Credit: Due To

Receiving

Increases:

• Recognized Revenue

Debit: Due From (S)

Credit: Revenue (U)

Debit: Due From

Credit: Revenue

IU03

Establish IU Encumbered Payable/Receivable

(Applicable to Payable/Receivable transactions)

Sending – Relieve Encumbrance

Increases:

• Available Appropriations
• Allotments balance

Decreases:

• Encumbrance

N/A

N/A

Sending

Increases:

• Expense

Decreases:

• Available Appropriations
• Releases balance
• Reserves balance
• Allotments balance

Debit: Expenditure (S)

Credit: Accounts Payable (S)

Debit: Expenditure

Credit: Accounts Payable

Receiving

Increases:

• Revenue Recognized

Debit: Accounts Receivable (S)

Credit: Revenue (U)

Debit: Accounts Receivable

Credit: Revenue

IU04

Establish IU Encumbered Due To/Due From

(Applicable to Due To/Due From transactions)

Sending –- Relieve Encumbrance

Increases:

• Available Appropriations
• Allotment balance

Decreases:

• Encumbrance

N/A

N/A

Sending

Increases:

• Expense

Decreases:

• Available Appropriations
• Releases balance
• Reserves balance
• Allotments balance

Debit: Expenditure (S)

Credit: Due To (S)

Debit: Expenditure

Credit: Due To

Receiving

Increases:

• Recognized Revenue

Debit: Due From (S)

Credit: Revenue (U)

Debit: Due From

Credit: Revenue

IU05

Establish Trust Fund Loan

(Applicable to Trust Fund Loan Issuance transaction)

Sending (DFS)

Increase:

• Expense

Decreases:

• Available Appropriations
• Allotments balance
• Releases balance
• Spendable Cash

Debit:

Transfer Out – Loan Issuance Expense (U)

Credit: Cash (S)

Debit:

Transfer Out – Loan Issuance Expense

Credit: Cash

Sending (DFS)

Increases:

• Recognized Revenue

Debit Transfer In – Loan Receivable (S)

Credit: Transfer In – Loan Repayment Revenue (S)

Debit Transfer In – Loan Receivable

Credit: Transfer In – Loan Repayment Revenue

Receiving

Increases:

• Collected Revenue
• Spendable Cash

Debit: Cash (S)

Credit: Transfer In – Loan Issuance Revenue (S)

Debit: Cash

Credit: Transfer In – Loan Issuance Revenue

Receiving

Increases:

• Expense

Decreases:

• Available Appropriations
• Allotments balance
• Releases balance

Debit: Transfer Out – Loan Repayment Expense (U)

Credit: Transfer Out – Loan Payable (S)

Debit: Transfer Out – Loan Repayment Expense

Credit: Transfer Out – Loan Payable

IU06

Establish Advance

(Applicable to Advance Issuance transaction)

Sending

Increases:

• Expense

Decreases:

• Available Appropriations
• Allotments balance
• Releases balance
• Spendable Cash

Debit: Transfer In – Advance Receivable (S)

Credit: Transfer In – Advance Repayment Revenue (S)

Debit: Transfer In – Advance Receivable

Credit: Transfer In – Advance Repayment Revenue

Sending

Increases:

• Recognized Revenue

Debit: Transfer In – Advance Receivable

Credit: Transfer In – Advance Repayment Revenue

Debit: Transfer In – Advance Receivable

Credit: Transfer In –Advance Repayment Revenue

Receiving

Increases:

• Collected Revenue
• Spendable Cash

Debit: Cash (S)

Credit: Transfer In -– Advance Issuance Revenue (S)

Debit: Cash

Credit: Transfer In – Advance Issuance Revenue

Receiving

Increases:

• Expense

Decreases:

• Available Appropriations
• Allotments balance
• Releases balance

Debit: Transfer Out – Advance Repayment Expense (U)

Credit: Transfer Out – Advance Payable (S)

Debit: Transfer Out – Advance Repayment Expense

Credit: Transfer Out - Advance Payable

IU07

Increase Accrual Balance

(Applicable to Accrual Balance Adjustment transaction)

Sending

Increases:

• Expense

Decreases:

• Available Appropriations
• Allotments balance
• Releases balance

Debit: Expenditure (U)

Credit: Accounts Payable (S)

Debit: Expenditure

Credit: Accounts Payable

Receiving

Increases:

• Recognized Revenue

Debit: Accounts Receivable (S)

Credit: Revenue (S)

Debit: Accounts Receivable

Credit: Revenue

IU08

Decrease Accrual Balance

(Applicable to Accrual Balance Adjustment transaction)

Sending

Increases:

• Available Appropriations
• Allotments balance
• Releases balance

Decrease:

• Expense

Debit: Accounts Payable (S)

Credit: Expense (U)

Debit: Accounts Payable

Credit: Expense

Receiving

Decreases

Recognized Revenue

Debit: Revenue (S)

Debit: Revenue

R1

IUR005

Inter/IntraUnit Transaction Detail Report – A report that lists transaction details for Inter-IntraUnit module transactions including Inter-IntraUnit expenditures, revenues, transfers, advances, reclassifications, encumbrances, and accruals.

PeopleSoft

Periodic, Monthly, Annually

Agency

R2

IUR007

Pending Submission IU Transactions (WorkCenter) – A report in the WorkCenter used to display a list of initiated IU transactions that are pending submission.

PeopleSoft

Periodic

Agency

R3

IUR011

IU Edit Errors (WorkCenter) – A report that provided edit errors for IU transactions that require action.

PeopleSoft

Periodic

Agency

R4

IUR008

Received IU Transactions (WorkCenter) – A report in the WorkCenter used to display a list of IU Transactions that are received and ready for the reciprocating information.

PeopleSoft

Periodic

Agency

R5

IUR010

Denied IU Transactions (WorkCenter) – A report in the WorkCenter used to display a list of Inter-IntraUnit transactions submitted and are pending approval.

PeopleSoft

Periodic

Agency

R6

IUR009

IU Pending Approval (WorkCenter) – A report in the WorkCenter used to display a list of Inter-IntraUnit transactions submitted and are pending approval.

PeopleSoft

Periodic

Agency

R7

IUR004

IU Encumbrance and Accrual Activity Report – A data warehouse report detailing the IU Encumbrance or Accrual activity including the established encumbrance/accrual, payments made against the encumbrance/accrual, and remaining balances.

BI/DW

Periodic, Monthly, Annually

Agency, DFS

R8

KKR018

Agency Commitments Report – A report that provides encumbrances and payables by ChartField combinations by budget period(s).

PeopleSoft

Periodic, Monthly, Annually

Agency

R9

IUR006

Inter/IntraUnit Budget-Cash Check Errors (WorkCenter) – A report in the WorkCenter used to display a list of Inter-IntraUnit transactions with budget and cash check exceptions that require action.

PeopleSoft

Periodic

Agency

R10

KKR058

Budget and Cash Checking Exceptions/Warnings Report – A report that lists transactions budget and cash check exceptions and warnings along with transaction amounts, to include the type of exception and where an override was applied.

PeopleSoft

Periodic, Monthly, Annually

Agency, DFS

IUI001

Inbound Inter/IntraUnit Spreadsheet Upload - Inbound interface to load Inter-IntraUnit transactions via the spreadsheet (Excel) upload functionality. This interface is used for Inter-IntraUnit expenditure, revenue, transfer, advance, reclassifications, encumbrances, and accrual transactions.

Daily

Agency Business System

Florida PALM

IUI002

Inbound Inter/IntraUnit Interface - Inbound interface used to record or update Inter-IntraUnit expenditures, revenues, transfers, advances, reclassifications, encumbrances, and accruals.

Daily

Agency Business System

Florida PALM

IUI003

Outbound Inter/IntraUnit Interface - Outbound interface containing established/updated IU Encumbrances, and posted/received Inter-IntraUnit expenditures, revenues, transfers, advances, reclassifications, and accruals.

Daily

Florida PALM

Agency Business System

Inbound Attachments - Inbound interface to load attachments that are associated to Florida PALM transactions.

Daily

Agency Business Systems

Florida PALM

N/A

IUW001

IU Transaction Workflow – Workflow to route IU transactions (including IU Accruals) for approval.

Agency, DFS

07/23/2024

Original Version