Cancel and Reissue Payments (30.5.4)
- 03 Jul 2024
- 9 Minutes to read
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Cancel and Reissue Payments (30.5.4)
- Updated on 03 Jul 2024
- 9 Minutes to read
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Business Process Overview
The Cancel and Reissue Payments business subprocess describes the steps to cancel and/or reissue payments issued from or recorded within Florida PALM.
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.
- Agency AP Payment Cancellation Approver: agency role responsible for reviewing and approving payment cancellations
- Agency AP Payment Cancellation Processor: agency role responsible for identifying and initiating payment cancellations
- AP Reporter: (role not shown as a swimlane on flow diagram) role assigned to view AP reports in Florida PALM
- Confidential AP Viewer: (role not shown as a swimlane on flow diagram) role to view confidential data in AP reports in Florida PALM
- DFS AP Payment Cancellation Processor: DFS role responsible for identifying, initiating, and processing payment cancellations
- DFS Payroll AP Payment Cancellation Approver: BOSP role responsible for reviewing and approving payroll payment cancellations
- DFS Payroll AP Payment Cancellation Processor: BOSP role responsible for identifying, initiating, and processing payroll payment cancellations
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 | Inbound Payment Cancellation (API006) | The Inbound Payment Cancellation interface is a flat file containing payments for cancellation. |
2 | Perform Interface Error Checking | Edit validations are performed on each interface before the data is allowed to load to the Accounts Payable staging tables. If the file is rejected, all transactions in the file are rejected and the file must be resubmitted once the issue is resolved. If the file is not rejected, edit validations are performed on each transaction before the data is allowed to load for processing in the Accounts Payable module. Additional edits will be performed during the transaction life cycle. Rejected transactions are managed through the 120.1 Interface Error Handling Process. Edit Validations include:
If Hold Reason populated, valid value must be provided |
3 | Identify Payment for Cancellation | The Agency AP Payment Cancellation Processor/DFS Payroll AP Payment Cancellation Processor identifies the need to cancel a payment based on applicable business events. The screenshot below provides an example of the Payment Cancellation Request Search page where the agency user can search to see if a Payment Cancellation Request already exists. |
4 | Enter Payment Cancellation Request | The Agency AP Payment Cancellation Processor/DFS Payroll AP Payment Cancellation Processor enters a payment cancellation on the Payment Cancellation page in Florida PALM to request a payment cancellation for any payment specific to the users Business Unit recorded in Florida PALM. If the payment cancellation has been denied or more information is requested by the approver, the Agency Payment Cancellation Processor/DFS Payroll Payment Cancellation Processor updates the payment cancellation as necessary, or cancels the payment cancellation request if the payment is not eligible for cancellation. The Payment Detail Report lists warrant and electronic payment details and cleared or outstanding statuses at the State’s Disbursement Bank. This information is used to determine whether the payment is eligible for cancellation. The screenshot below provides an example of the Payment Cancellation Request page where the agency user enters and submits a Payment Cancellation Request for review and approval. |
5 | Review Payment Cancellation Request (APW002) | The Agency AP Payment Cancellation Approver/DFS Payroll AP Payment Cancellation Approver reviews the Payment Cancellation Request for approval or denial via Payment Cancellation Workflow. If the request is denied, the Agency AP Payment Cancellation Processor/DFS Payroll AP Payment Cancellation Processor is notified to update or cancel the request, as necessary. |
6 | Identify Payment for Cancellation | The DFS AP Payment Cancellation Processor identifies the need to cancel a payment based on applicable business events. The screenshot below provides an example of the Payment Cancellation Request Search page where the DFS user can search to see if a Payment Cancellation Request already exists. |
7 | Enter Payment Cancellation Request | The DFS AP Payment Cancellation Processor enters the Payment Cancellation on the Payment Cancellation page in Florida PALM to request a payment cancellation. The Payment Detail Report lists warrant and electronic payment detail and cleared or outstanding status. This information is used to determine whether the payment is eligible for cancellation. The screenshot below provides an example of the Payment Cancellation Request page where the DFS user enters and submits a Payment Cancellation Request for review and approval. |
8 | Review Payment Cancellation Request (APW002) | A different user with the DFS AP Payment Cancellation Processor role, reviews the payment cancellation request and approves or denies the request via Payment Cancellation Workflow. If the request is denied, the DFS AP Payment Cancellation Processor user that entered the request is notified to update or cancel the request, as necessary. |
9 | Reissue Payment | Upon approval of the Payment Cancellation request, if the payment is to be reissued, the original voucher is used to reissue the payment with a new Payment Reference and Payment Date. If the original voucher needs to be updated to reissue the payment, the voucher is subject to re-review through Voucher Workflow. If there are no updates needed to the original voucher, the voucher is routed for inclusion in the applicable Pay Cycle within the 30.4.1 Process Pay Cycle Business Subprocess. |
10 | Payment Post | Payment Post following the reissuance of a payment generates the AP payment cancellation accounting entries. The Journal Generator (JGEN) process runs following Payment Post to process 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 | Cancel Payment/Close Liability | Upon approval of the payment cancellation request, if the payment does not need to be reissued, the payment is cancelled and updated to ‘Void’ Payment Status. The Payment Detail and Payment Cancellation reports are available for review. |
12 | Payment Post | The Payment Post process following the cancel payment and close liability generates the AP payment cancellation accounting entries. The Journal Generator (JGEN) process runs following Payment Post to process 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. |
13 | Voucher Post | When the Voucher Post process runs for payment cancellations, Florida PALM generates the AP payment cancellation accounting entries for the voucher and closes the associated voucher. More information regarding specific AP Payment Cancellation accounting events can be found within Appendix B. The Journal Generator (JGEN) process runs following Voucher Post to process 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. |
14 | Outbound Voucher and Payment Extract (API031) | The Outbound Voucher and Payment Extract interface is a flat file that provides voucher and payment detail information to FFMIS and agency business systems, as well as internally and externally managed transparency websites and source data systems, including: State of Florida Transparency Portal, and Vendor Payment History. |
Payment Cancellation Request Search Page
Payment Cancellation Request Page
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 |
|---|---|---|---|---|
AP06 | Increase spendable cash Decreases expense Increase available appropriations Increase allotments Increase releases | Debit: Agency Fund Cash Credit: Agency Fund Expenditures | Debit: Agency Fund Cash Credit: Agency Fund Expenditures | |
AP07 | Increases spendable cash Increases revenue collected | Credit: Prior year revenue | Debit: Agency Fund Cash Credit: Prior year revenue |
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 |
|---|---|---|---|---|---|
R6 | APR032 | Payment Detail Report – a listing of payment details and statuses for all payments, electronic and warrant. | Data Warehouse | Periodic, Daily, Monthly | Agency, DFS |
R7 | APR050 | Payment Cancellation Report – a report that lists all cancelled payments and the number of days outstanding at the point of cancellation | PeopleSoft | Periodic, Daily | Agency, DFS |
Note: A complete list of reports may be found in the Reports Catalog.
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 |
|---|---|---|---|---|
API006 | Inbound Payment Cancellation – inbound interface containing payments for cancellation | Daily | Agency Business Systems | Florida PALM |
API031 | Outbound Voucher and Payment Extract – Outbound interface containing voucher accounting, voucher status and payment information to source systems, transparency sites and Vendor History | Daily | Florida PALM | Agency Business Systems, MFMP, STMS, Works |
Note: A complete list of interfaces may be found in the Interface Catalog.
Forms
The table below provides the Form Numbers for any forms identified on the Business Process Flow Diagrams.
Form Number | Form Description | Audience |
|---|---|---|
N/A |
Workflows
The table below provides the Workflow Numbers for any workflows identified on the Business Process Flow Diagrams.
Workflow Number | Workflow Description | Audience |
|---|---|---|
APW002 | Payment Cancellation Workflow – routes payment cancellations entered in Florida PALM by agency or enterprise (including Bureau of State Payrolls) users through approval workflow | Agency, DFS |
Version History
Date | Revision Description |
|---|---|
12/01/2023 | Original Version |
| 07/03/2024 | Updated language in Steps 4 & 13 Updated Accounting Events Commitment Control Ledger impacts, Source Module Accounting Entry and General Ledger (Actuals) Entry under Accounting Events |
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