Add and Update Suppliers Online (30.1.1)
  • 23 Apr 2024
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Add and Update Suppliers Online (30.1.1)

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Article summary

Business Process Overview

The supplier management process involves various stages starting from the identification of the need for adding or updating a supplier record. Initially, the Agency AP Supplier Processor determines this need and proceeds to search supplier records within Florida PALM. Following this, they either enter a Supplier Change Request for existing records or a Supplier Registration for new ones. Subsequently, the DFS AP Supplier Approver reviews these requests, possibly requesting more information if needed. Upon review, they may approve or deny the request, with denials including specific reasons and notifications sent accordingly. Once approved, the supplier record is updated or created systematically in Florida PALM, with necessary updates made to payment methods and banking information as outlined. Finally, outbound supplier data files are generated for dissemination to relevant systems, completing the cycle of supplier management.

Business Process Diagram

Business Process Diagram for 30.1.1 Add and Update Suppliers Online

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. 

  • Agency AP Supplier Processor: agency role responsible for submitting request to add and update suppliers
  • DFS AP Supplier Approver: DFS role responsible for maintaining the supplier record in Florida PALM, to include reviewing and approving supplier registrations and change requests and monitoring and updating supplier records, as needed

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.

Process Step ID

Process Step Title

Description of Process

1

Identify Need for Supplier Add/Update

The Agency AP Supplier Processor determines a need to establish a new supplier or edit an existing supplier record.


2

Search Supplier Records

The Agency AP Supplier Processor searches supplier records within Florida PALM to confirm the supplier record does not already exist when submitting a Supplier Registration or finding the existing Supplier record if submitting a Change Request. Florida PALM allows the ability to search by Supplier ID, Supplier Name, or Short Supplier Name.The Review Supplier screen is available for searching for suppliers by other available fields on the supplier record.


Only roles with appropriate security control can view confidential supplier records.


The Supplier Detail and Duplicate Supplier reports are available for review.


3

Enter Supplier Change Request

Only DFS roles have the authority to make updates to an existing supplier record in Florida PALM. The Agency AP Supplier Processor enters the information to be updated in the Supplier Change Request for the existing Supplier ID, such as address, contact, or supplier location information, and submits the Supplier Change Request for review.

 

The default Payment Method for a supplier is set to System Check (warrant). If a supplier wishes to change their Payment Method or update their electronic banking information, the Agency AP Supplier Processor directs the supplier to the DFS website to download and submit the necessary request forms to DFS. The process to update the supplier Payment Method or banking information is outlined in the Manage Supplier Payment Method and Banks business subprocess.


4

Review Supplier Change Request (APW005)

The submitted Supplier Change Requests are submitted in Florida PALM and routed to the DFS AP Supplier Approver to review and determine the appropriate action within the Supplier Change Request Workflow.


5

Enter Supplier Registration

If the supplier record does not already exist in Florida PALM, the Agency AP Supplier Processor enters the necessary information into the Supplier Registration within Florida PALM to request the supplier record to be created, such as Supplier Name, Address, Contact, and Location information, attaches any supporting documentation, and submits the Supplier Registration for review.


6

Review Supplier Registration (APW003)

Once the Supplier Registration is submitted, the Supplier Registration Worflow is initiated and the Supplier Registration is routed to the DFS AP Supplier Approver to review the request for a new supplier to make sure all required fields are populated and all supplier requirements are met.


7

Request More Information (APW003/APW005)

The DFS AP Supplier Approver uses the Worklist within the WorkCenter to identify supplier records pending approval and reviews the record(s) for all required information.


If there are required data elements missing, the DFS AP Supplier Approver uses the Request More Information action within the Supplier Change Request or Supplier Registration Workflow to send the request back to the Agency AP Supplier Processor and request additional information or supporting documentation to be submitted for review. A notification is sent to the Agency AP Supplier Processor to inform them that more information has been requested.


The Agency AP Supplier Processor responds to the request for more information and a notification is sent to the DFS AP Supplier Approver to inform them that a response has been provided to the request for more information. The DFS Supplier Approver reviews the information submitted and determines the appropriate action to take within the Supplier Change Request or Supplier Registration Workflow.


8

Deny Supplier (APW003/APW005)

For Supplier Change Requests:  If the updated supplier information does not meet the requirements to be included within the supplier record, the DFS AP Supplier Approver denies the Supplier Change Request and provides a denial reason code and may add additional comments to document the reason(s) for the denial. A denied Supplier Change Request is marked as Denied via workflow, and a notification is sent to the Agency AP Supplier Processor. Upon denial of the Supplier Change Request, request is closed and cannot be resubmitted. If corrections or updates need to be made, a new Supplier Change Request needs to be submitted with the appropriate information.


For Supplier Registrations: If the supplier does not meet the requirements or the supplier already exists in Florida PALM, the DFS AP Supplier Approver denies the Supplier Registration and provides a denial reason code and may add additional comments to document the reason(s) for the denial. A denied Supplier Registration is marked as Denied via workflow, and a notification is sent to the Agency AP Supplier Processor. Upon denial of the Supplier Registration, the Supplier Registration is closed and cannot be resubmitted.


Denials related to TIN match failures are communicated to the supplier through the W-9 System.


9

Approve Supplier (APW003/APW005)

Once all required information has been added to the supplier record, the final review and approval of the supplier record is completed by the DFS AP Supplier Approver. Supplier Registrations that have created new supplier records, once fully approved, are identified as payees with a unique system-generated Supplier ID and are ready to be used for issuing payments in Florida PALM.


A notification is sent to the Agency AP Supplier Processor to inform them of the approval of the Supplier Change Request or the Supplier Registration. The Supplier Registration notification will include the new Supplier ID.


The Supplier Detail report is available for review.


10

Establish/Update Supplier Record

Once the Supplier Change Request or Supplier Registration is approved, the supplier record is systematically created or updated in Florida PALM.

 

All suppliers are initially set up with a Payment Method of System Check (warrant). If a supplier wishes to change their Payment Method or update their electronic banking information, the Agency AP Supplier Processor directs the supplier to the DFS website to download and submit the necessary request forms to DFS.

 

If the supplier is set up to receive ACH/EFT payments, the banking information is sent to the bank for prenote validation The supplier will receive payments via System Check (warrant) until the banking information has been validated via the prenote process within the Process Pay Cycle business subprocess.



11

Outbound Supplier Data (API020)

The Outbound Supplier Data interface file is generated by Florida PALM to send to enterprise systems and agency business systems containing a list of all added and updated supplier information.


12

Identify Need for Supplier Add/Update

The DFS AP Supplier Approver determines a need to establish a new supplier or edit an existing supplier record.

13

Search Supplier Records

The DFS AP Supplier Approver queries Florida PALM to confirm the supplier does not already exist, when entering a new supplier record, or finding the existing Supplier record if information needs to be updated. Florida PALM allows the ability to search by Supplier ID, Supplier Name, or Short Supplier Name. The Review Supplier screen is available for searching for suppliers by other available fields on the supplier record.

 

The Supplier Detail and Duplicate Supplier reports are available for review.


14

Enter/Update Supplier

The DFS AP Supplier Approver adds a new supplier or enters supplier information into an existing supplier record, as appropriate, such as address, contact, or location information

 

Updates to the Payment Method and banking information on the supplier record are outlined in the Manage Supplier Payment Method and Banks business subprocess.


Supplier Identifying Information

Supplier Identifying Information

Supplier Address Information

Supplier Address Information

Supplier Location Information

Supplier Location Information

Payables Options

Payables Options

Prenote Information

Prenote Information

Demo Videos

Registering a Supplier Demo Video: Click the image below to view a demonstration video on registering a Supplier. 


Submitting a Supplier Change Request Demo Video: Click the image below to view a demonstration video on submitting a Supplier Change Request.

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 (I) of the primary line (i.e., expenditure, revenues) with an automated (A) system 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., appropriation, 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 Ledger(s) Impact

Source Module Accounting Entry

General Ledger (Actuals) Entry

N/A





Reports

Key Reports are displayed as icons with the Report Number on this Business Process. 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

APR068

Supplier Detail Report – a report that lists suppliers by name, TIN, or other identifying information

Data Warehouse

Periodic

Agency, DFS

R2

APR069

Duplicate Suppliers Report – a report to identify potential duplicate supplier records, or related suppliers

Data Warehouse

Periodic

Agency, DFS

Note: A complete list of reports may be found in the Reports Catalog.

Interfaces

The table below provides the Interfaces identified on the Business Process.

Interface
Number

Interface Description

Interface
Frequency

Source

Target

API020

Outbound Supplier Data  Outbound interface containing a list of all added and updated suppliers in Florida PALM.

Daily

Florida PALM

Enterprise Systems and Agency Business Systems

Note: A complete list of interfaces may be found in the  Interface Catalog.

Forms

The table below provides the forms identified on this Business Process.

Form Number

Form Description

Audience

N/A



Workflows

The table below provides the workflows identified on this Business Process.

Workflow Number

Workflow Description

Audience

APW003

Supplier Registration Workflow – Workflow that routes the Supplier Registration to DFS A&A for approval.

Agency, A&A, Treasury

APW005

Supplier Change Request Workflow – Workflow that routes the Supplier Change Request Form to DFS A&A for approval.

Agency, A&A, Treasury

Version History

Date

Revision Description

02/01/2024

Original Version

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