Edit Check (10.2.2)
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Edit Check (10.2.2)
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Business Process Overview
The Edit Check process performs final validations of all accounting entries before the journals are posted to the Ledger. Edit check verifies the following:
- ChartField values and ChartField Combination Edits are valid, as of the date of the journal
- Related accounting period, based on the journal date, is open
- The GL journal is balanced by BU and Fund
Business Process Diagram
Business Roles
The Business Process Flow Diagrams use horizontal swim lanes to depict where activities are performed by different parties or systems. Each swim lane is titled with a role, either agency-based or within DFS, and in some cases, are representative of an external entity or system. The swim lanes may change from page to page within a single business subprocess as more or fewer roles are required to execute sections of the business subprocess.
- GL Journal Processor: Agency GL Journal Processor or DFS GL Journal Processor role responsible for initiating and completing the Edit Check process
- GL COA Maintainer: Agency GL COA Maintainer or DFS GL COA Maintainer role responsible for reviewing and assisting with researching Edit Check error
Business Process Flows Details
The tables below describe steps in each business subprocess as reflected on the Business Process Flow Diagrams. The tables also reflect information associated with each step describing the intent of the specific process. Florida PALM screenshots are included within the sections to allow connections to be made from specific business subprocess steps to screens within Florida PALM. This information should be read in conjunction with the Business Process Flow Diagrams. This information should be read in conjunction with the Business Process Flow Diagrams.
Process Step ID | Process Step Title | Description of Process |
|---|---|---|
1 | Determine Edit Check Method | The Edit Check process performs final validations of the accounting entries before the journal is posted to the Ledger. Edit check verifies:
The GL Journal processor determines how to perform the edit check process based on the business need driving the journal. The Edit Check process is performed manually or via a scheduled run process. |
2 | Manually Trigger Edit Check | The GL Journal Processor can manually select to perform Edit Check from the process menu on the GL Journal. |
3 | Edit Check Journal | If the GL Journal Processor does not manually trigger the Edit Check process, Florida PALM performs the Edit Check on a predetermined batch schedule. |
4 | Review Edit Errors | Prior to running the edit check process, the journal status has not been checked and reflects an N (no status). Upon successful completion of the Edit Check, the journal status is updated to V (valid) and continues with the transaction processing process. If the journal fails the Edit Check, the transaction status will be updated to E (error) and must be addressed before proceeding. To review journals that are in edit error status, the GL Journal Processors use the Journals with Edit Errors report from the GL WorkCenter. |
5 | Correct Edit Errors | The GL Journal Processor updates the GL Journal to resolve the error identified by either changing the ChartField values being used, updating amounts, or adding additional journal lines for the transaction to pass the edit check. The corrected journal goes through the Edit Check Process again either manually when triggered by the GL Journal Processor or automatically as part of the scheduled batch process. |
6 | Assist with Error Correction | If the GL Journal Processor is not able to resolve the error, then the GL COA Maintainer within the agency is consulted to assist with error correction. The GL COA Maintainer determines if the ChartField values are active, verify the Combination edit is active, verify that the SpeedKey is correct and ensure the period is open. After the error has been addressed, the GL COA Maintainer notifies the GL Journal Processor that the journal should be ready for the errors to be addressed. |
7 | Delete Journal | If the edit error is unable to be corrected by the GL Journal Processor or the GL COA Maintainer, the GL Journal Processor deletes the journal. |
Journal Edit Selection and Journal Status:
Accounting Events
Accounting events originate during transaction processing in the applicable source module. The accounting events impact the source module, Commitment Control ledgers, and the General ledger (Actuals).
- Source Module accounting entries require user input (U) of the primary line (i.e., expenditure, revenues) with an automated system (S) offsetting line (i.e., payable, receivable) during transaction entry. The source model transaction must pass Edit Check, Budget Check, and Cash Check (on applicable entries) prior to posting the transaction.
- The Run Budget Check (Commitment Control) process automatically affects balances in the appropriate budget ledger (i.e., Appropriations, spendable cash) if the transaction passes the budget check process.
- After the transaction is posted in the source module, an automated system process summarizes and posts the entries in the General Ledger module to the Actuals Ledger.
The table below provides the most common accounting events applicable to this business process.
Acct Event ID | Accounting Event | Commitment Control | Source Module | General Ledger (Actuals) Entry |
|---|---|---|---|---|
| N/A | N/A | N/A | N/A | N/A |
Reports
Key Reports are displayed as icons with the Report Number on the Business Process Flow Diagrams. The table below provides the reports identified to be produced at a particular process step or is used to support the completion of a process step.
Report Number | Report RICEFW ID | Report Description | Report Source | Report Frequency | Audience |
|---|---|---|---|---|---|
R1 | GLR140 | Journals with Edit Errors (WorkCenter) - Journals specifically with edit errors that require action. | PeopleSoft | Periodic | Agency, DFS |
Interfaces
The table below provides the Interface IDs for each interface identified on the Business Process Flow Diagrams.
Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
N/A | N/A | N/A | N/A | N/A |
Forms
The table below provides the Forms identified on the Business Process Flow Diagrams.
Form Number | Form Description | Audience |
|---|---|---|
N/A | N/A | N/A |
Workflows
The table below provides the Workflows identified on this Business Process.
Workflow Number | Workflow Description | Audience |
|---|---|---|
N/A | N/A | N/A |
Version History
| Date | Revision Description |
|---|---|
| 12/01/2023 | Original Version |
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