Create and Maintain Encumbrances (30.2.1)

1

Inbound Encumbrance Load (POI002)

A flat file interface is established with Agency Business System and Florida PALM to obtain Encumbrance data. Florida PALM receives PO data from agency business system in a standard file format.

The PO Reference field may be used to capture an agency assigned identifier.

2

Inbound Encumbrance Spreadsheet Upload (POI004)

The Agency PO Spreadsheet Upload Processor can use the Inbound Encumbrance Spreadsheet Upload to prepare and enter encumbrances for import into Florida PALM.

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

The PO Reference field may be used to capture an agency assigned identifier.

3

Perform Interface Error Checking

Edit validations are performed on each interface before the data is allowed to load to the PO/Encumbrance tables. If file is rejected, all transactions in the file are rejected and the file must be resubmitted once 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 PO/Encumbrance module.

 Edit Validations include:

• Chartfield Validation
• Amount Validation
• Open Period Validation
• Supplier Validation

Additional Interface exceptions may occur when the data is validated against specific interface edits. Examples include: duplicate data in the file, incorrect data, missing required fields, and inactive ChartFields. Agencies will need to resend any transactions that error in a future interface.

4

Load Inbound PO Data

Florida PALM loads the Encumbrance data and systematically generates the encumbrance ID. An Approval Required field is provided in the interface file and on the spreadsheet to mark the transactions for approval.

Additional validations (e.g., budget check) will be performed during the transaction life cycle. Agencies can correct errors in Florida PALM on the Add/Update PO page. The agency would need to correct their business system if corrected in Florida PALM.

5

Request Encumbrance

The Agency Encumbrance Approver can request an encumbrance be entered or updated directly in Florida PALM.

6

Create/Update
Encumbrance

An Encumbrance may be established manually or updated by an Agency Encumbrance Processor with information as requested by the Approver or someone else in the agency.

A SpeedKey may be used to populate the encumbrance distribution lines with ChartField values when entering a manual encumbrance. Agencies will have the opportunity to define their own SpeedKeys.

7

Run Edit Check

The Edit Check Process for encumbrances entered manually in the system will occur on the PO save. The Edit Check Process will validate that ChartField values are active, validate Combination Edit rules applicable to the transaction and validate that the accounting period is open.

If edit errors are identified the transaction will not process. The user will get a popup message on the PO save if the encumbrance fails the combo edit rules.

8

Resolve Edit Errors

Edit errors that occur when an Encumbrance is entered manually must be resolved prior to the transaction proceeding. The system will not allow the PO/Encumbrance to be saved 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. Agency Encumbrance Processor should confirm that the date of the transaction falls within an open Budget Period.

If errors persist after making updates, and a SpeedKey is being used, The Agency Encumbrance Processor should consult with Agency COA Maintainer to determine if the SpeedKey was established inaccurately. The Agency Encumbrance Processor may resolve by deleting the transaction if needed.

9

Initiate Encumbrance Workflow (POW001)

If the Encumbrance passes the initial edits the encumbrance workflow will initiate. Encumbrances established manually require approval from the Agency Encumbrance Approver before being submitted for the Budget Check process. Agencies have the option to assign both the Agency Encumbrance Processor and the Agency Encumbrance Approver role to the same person.

The encumbrance may be updated on the Add/Update PO page to resolve accounting errors, and for budget errors that occur during the Budget Check. 

The Monitor Encumbrances business subprocess shows the steps related to monitoring and resolving encumbrance errors.

Reference documents may be attached manually in Florida PALM to the PO Encumbrance.

Agency encumbrances entered by interface or Spreadsheet Upload may be designated as pre-approved by entering a “N” in the Approval Required field in the interface or spreadsheet upload or may be designated to process through the approval workflow. It depends on your agency policy.

Encumbrance Workflow is used to return any items requiring action to the Agency Encumbrance Processor.

The Encumbrance Aging Report may be used to monitor encumbrances.

10

Review Encumbrance

An Agency Encumbrance Approver reviews the PO encumbrances selected for approval, The approver will review ChartField values, Supplier information and amounts.

If an error is found, the Agency Encumbrance Approver has the option to return the encumbrance to the Agency Encumbrance Processor for corrections or may choose to deny the Encumbrance.

11

Deny Encumbrance

If an Agency Encumbrance Approver denies the Encumbrance, the encumbrance is returned to the Agency Encumbrance Processor to edit, delete, or cancel the encumbrance. When the encumbrance is denied the Agency Approver will enter a comment with the reason for denial.

The PO/Encumbrance cannot be cancelled if it has been Budget Checked, or partially paid on a Voucher. A cancelled PO/Encumbrance is traceable in the system.

If a PO/Encumbrance is deleted the record is deleted entirely and is no longer viewable in the system. A PO/encumbrance cannot be deleted if it has been budget checked, or partially paid on a voucher, it is not on hold or dispatched, and it is not a blanket PO.

12

Approve Encumbrance

The Agency Encumbrance Approver approves the PO Encumbrance, and the PO/encumbrance continues to the Budget Check process.

13

Run Budget Check

Each Encumbrance is subject to Budget Check where availability of spending authority is validated. If there is not available spending authority, the transaction fails and must go through exception handling to continue.

Any Budget Check errors are followed up for resolution through the Monitor Encumbrances business subprocess.

The Agency Encumbrance Processor, and others, use the Budget and Cash Exceptions Report and the Outstanding Encumbrance Error Report to manage budget exceptions.

14

Record Encumbrance

Encumbrances passing Budget Check are recorded in the Encumbrance Budget Ledger and Budget is consumed. The Encumbrance Aging Report (POR002) is available for managing encumbrance activity.

Each encumbrance is released when a Voucher is created referencing the encumbrance. The PO details including theChart of Accounts values are brought into the voucher from the encumbrance.

Encumbrances may be partially reduced when vouchers do not consume the entire encumbrance. 

To change the Chart of Account values on the voucher the Agency Encumbrance Processor must first update the encumbrance with the new values, a change order is not required to update Chart of Account values. 

A change order is required if the PO/Encumbrance was dispatched and then a field such as Supplier ID, PO Line Amount, PO Line Quantity is changed/updated on the PO/Encumbrance.

15

Dispatch PO

A PO/Encumbrance must be dispatched before it is available to be used on a voucher transaction. To be eligible for dispatch, a PO/Encumbrance must have:

• A status of Approved
• A budget checking status of Valid

The dispatch process does not pick up PO/encumbrances that are On Hold.

16

Outbound Encumbrance Extract (POI001)

Florida PALM interfaces with MFMP and Agency Business Systems, as applicable, to provide encumbrance information, including encumbrance errors, updates, and closures.

PO01

Establish Encumbrance

No Entry

Increase Encumbrance 

Decrease Appropriation

Decrease Allotment 

o Entry

R1

KKR018

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

PeopleSoft

Daily, Monthly

Agency

R3

KKR058

Budget and Cash Checking Exceptions/Warnings Report – A custom 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

Daily, Monthly

Agency, DFS

R4

POR002

Encumbrance Aging Report – A report that lists all encumbrances, the date encumbrance was established, and the date the last activity occurred.

Data Warehouse

Daily, Monthly, Annually

Agency

R5

POR006

Purchase Orders Under Pending Approval Group (WorkCenter) – A report that lists purchase orders that are under the 'Pending Approval' group.

PeopleSoft

Daily

Agency

R6

POR009

Outstanding Encumbrance Error Report – A report that lists unresolved encumbrance exceptions.

PeopleSoft

Daily

Agency

POI001

Outbound Encumbrance Extract – Outbound interface containing encumbrance errors, updates, and closures.

Daily

Florida PALM

Agency Business System

Inbound Encumbrance Load – Inbound interface to establish and maintain encumbrances. 

POI004

Inbound Encumbrance Spreadsheet Upload – Inbound interface to load, establish, and maintain encumbrances via spreadsheet (Excel) upload.

Daily

Agency Business System

Florida PALM

N/A

POW001

12/01/2023

Original Version