Enterprise Create and Approve Journals (10.2.4)
- 15 Jul 2024
- 12 Minutes to read
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Enterprise Create and Approve Journals (10.2.4)
- Updated on 15 Jul 2024
- 12 Minutes to read
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Business Process Overview
Enterprise Create and Approve Journals business process model outlines the process that enterprise users will follow for journal processing. The flow generically addresses all roles within DFS Enterprise. The roles for enterprise users are:
| DFS GL Journal Approver | DFS GL Journal Approver |
DFS Audit GL Journal Processor | DFS Audit GL Journal Approver |
DFS Treasury GL Journal Processor | DFS Treasury GL Journal Approver |
DFS State Payroll GL Journal Processor | DFS State Payroll GL Journal Approver |
DFS Financial Reporting GL Journal Processor | DFS Financial Reporting GL Journal Approver |
Similar to the Agency GL Journal Processor and Approver, GL journals are routed for the appropriate approval within each enterprise function. Enterprise users may create journals on behalf of agencies with appropriate supporting documentation, if the need arises. The journals will route within the enterprise as designated by the workflow. Each enterprise processor is responsible for monitoring the GL WorkCenter for notification of journals that are awaiting approval and journals with errors. Approved journals will post or continue to route for additional approval which could include approval by another enterprise user. If additional approval is needed, ad hoc approvers can be added to the Workflow process. After successfully passing budget and cash check, journals will post to update ledger balances.
Business Process Diagram
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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.
- DFS GL Journal Processor: DFS role responsible for creating journals
- DFS GL Journal Approver: DFS role responsible for approving journals
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 | Prepare to Record Journal | Supporting documentation to create GL journals is provided to the DFS GL Journal Processor through an established internal DFS unit process. The processor reviews the documentation for accuracy and to ensure a journal is required. The DFS GL Journal Processor can create the journal using three different methods: directly online journal through Florida PALM, the spreadsheet upload tool provided by Florida PALM, or importing a file from an external system. |
2 | Inbound Journal Spreadsheet Upload (GLI011) | The DFS GL Journal Processor creates journals in mass using the spreadsheet journal upload tool. The spreadsheet template contains prepopulated ChartField column headers and allows the DFS GL Journal Processor to quickly create a journal with many lines. The journal ID is automatically assigned to the journal once it is successfully loaded into Florida PALM. If the file is rejected, the file error is detailed in the interface handling process. Reference business process 120.1 Interface Error Handling Process for more information and how to reprocess errors. |
3 | Inbound Journal Entry (GLI006) | DFS may create journals in an agency business system or an external third-party system. These external business systems create a file to be staged for batch processing to create GL journal entries within Florida PALM. If the file is rejected, the file error is detailed in the interface handling process. Reference business process 120.1 Interface Error Handling Process for more information and how to reprocess errors. |
4 | Perform Interface Error Check | Edit validations are performed on each interface and spreadsheet upload before the data is allowed to load into the Journal Entry tables. The edits will perform validations on all journal lines and include the following:
If the file is rejected, all journal lines associated with a journal header in the file are rejected and the complete journal must be resubmitted once the issue is resolved. The rejected transactions are managed through the Interface Error Handling Process. Reference business process 120.1 Interface Error Handling Process for more information and how to reprocess errors. |
5 | Load Journal Entry files | Journals that successfully pass the interface error check are loaded into Florida PALM, are considered pre-approved within DFS, and proceed with the journal processing lifecycle. |
6 | Create/Modify Journal | The DFS GL Journal Processor can perform an online entry to create journals. The processor enters the required information for journal processing, based on enterprise and internal agency policy, using the appropriate journal source. Journals can be entered and saved with incomplete information. Incomplete journals are reported on the GL WorkCenter. Saved journals receive the system generated journal id. If the journals have been saved and not posted to the GL, the journals can be deleted by the processor. Journals in deleted status do not impact GL balances, cannot be edited, and are available for reporting. When the DFS GL Journal Processor is ready to complete the journal, it is updated, saved, and ready for edit check. Journals waiting for further processing are available to be reviewed using the Journals Ready for Processing report on the GL WorkCenter. Journals are edited by either the batch process, which will perform edits on qualified journals, or the processor can manually select the edit process to run. The edit check process performs final validations of the accounting entries before the journals are posted to the Ledger. Please see 10.2.2 Edit Check for more information. |
7 | GL Journal Approval Workflow (GLW001) | A valid journal, which results from a successful Edit Check, systematically routes to the DFS GL Journal Approver. |
8 | Review Journal | The DFS GL Journal Approver uses the Journal Pending My Approval report, on the GL WorkCenter, to view all journals that require approval. The approver reviews the journal and any attached documentation to ensure the journal is accurate and valid. Based on the documentation, the DFS approver has three approval options:
If the journal is denied, the journal is updated with comments to detail the reason the journal is being denied. The DFS GL Journal Approver considers if the GL Journal is needed. If the journal is still needed, it is denied and routed back to the DFS GL Journal Processor to make corrections and resubmit the journal for approval. |
9 | Deny Journal and Recommend Deletion | If the DFS GL Journal Approver determines the journal is not needed, a comment is added to recommend the journal for deletion and the journal is denied. The denied journal is routed back to the DFS GL Journal Processor for deletion. |
10 | Delete Journal | The DFS GL Journal Processor reviews the recommendation provided on the denied journal and deletes the journal. GL Journals that are not posted are eligible to be deleted if they are not needed. Deleted journals do not impact balances and are not able to be altered after deleted. Journals in a deleted status can be viewed after being deleted. |
11 | Approve Journal | Journals that pass review are approved by the DFS GL Journal Approver. After final approval, the following processes are triggered to update the appropriate ledgers:
The systematic budget check compares the transaction to available spending authority, including allotments. Sufficient spending authority must exist for a journal to proceed with processing. The systematic cash check compares the transaction to the available fund cash balance. Sufficient spending authority must exist for a journal to proceed with processing. |
12 | Run Budget/Cash Check | Upon final approval, the journal continues processing through the systematic budget/cash check process. The budget check process will run at the designated interval. The budget/cash check checks all budget and cash ledgers to ensure there is a sufficient balance available. |
13 | Manage Budget Exceptions | If the journal exceeds the available Appropriations (includes appropriations and releases) balance the transaction fails budget check. The journal will not be processed by the system until the exception is resolved. The DFS GL Processor and Approver use the Journals with Errors report or the Journals with Commitment Control Exceptions report, on the GL WorkCenter, to identify journals that have errors. Internal agency policy should guide the DFS GL Processor regarding transaction processing when an error is returned. The DFS GL Processor can update the amount and/or ChartField String, delete the journal, or work with the Agency KK Budget Maintainer. Budget check exceptions continue to be systematically checked until they are resolved. Budget ledgers and cash ledgers are not updated until all budget/cash exceptions are addressed. Please see 20.2 Budget Execution and Management for more information. Journals that fail budget/cash check do not update additional ledgers until all errors are cleared. |
14 | Manage Cash Exceptions | If the transaction exceeds the spendable cash balance the transaction will fail cash check. The DFS GL Processor and Approver use the Journals with Errors report or the Journals with Commitment Control Exceptions report to identify journals that have errors. DFS GL Journal Processor can update the amount and/or ChartField String, cancel the transaction to resolve the error, or contact the Agency KK Cash Maintainer for guidance. Transactions that fail cash check do not consume spendable cash. Cash check errors continue to be systematically checked until they are resolved. Please see 20.2.2 Manage Cash Checking and the Chart of Account Design for more information regarding spendable cash balances. Journals that fail budget/cash check do not update additional ledgers until all errors are cleared. |
15 | Update Budget/Cash Ledger Balances | When journals successfully pass budget/cash check all applicable budget/cash ledger balances are adjusted by the amount of the journal. |
16 | Post Journals | GL journals that successfully pass all checks (edit check, budget check, and cash check) are posted manually, or periodically via a scheduled automatic process. Upon posting, balances and appropriate ledgers update and are available for reporting purposes. DFS and agencies can query for posted journal details within Florida PALM. |
17 | Outbound Actuals Extract (GLI002) | The Outbound Actuals Extract is created daily and represents the summarized financial balances that are posted to the Actuals Ledger within Florida PALM. DFS and agencies can use this information within their Agency Business Systems, as needed. |
18 | Outbound Detail GL Journal (GLI051) | The Outbound Detail GL Journal file is created daily and represents the journal accounting entry details that occurred within Florida PALM. DFS and agencies can use this information within their agency business systems as needed. |
19 | Florida PALM will provide the following interface data files for the Executive Office of the Governor's (EOG) transparency website, on-demand and nightly.
Outbound Trust Fund Revenue and Cash Balance Information (GLI057) | |
20 | Outbound Disbursement Load (GLI071) | The Outbound Disbursement Load interface file is created for LAS/PBS containing all month-to-date (daily) and Actual Prior Year (annual) cash disbursements issued by Florida PALM cash disbursements issued by Florida PALM. |
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) before 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 | 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 |
|---|---|---|---|---|---|
R2 | GLR133 | Incomplete Journals (WorkCenter) - A delivered report in the WorkCenter used to display a list of journals that are saved with an incomplete status. | PeopleSoft | Periodic | Agency, DFS |
R3 | GLR132 | Journals Ready for Processing (WorkCenter) - A delivered report in the WorkCenter used to display a list of journals that are not posted but available for processing (edit, budget check, and post). | PeopleSoft | Periodic | Agency, DFS |
R4 | GLR136 | Journals Pending My Approval (WorkCenter) - Journals that are pending approval from the current user. | PeopleSoft | Periodic | Agency, DFS |
R5 | GLR143 | Journals - Commitment Control Exceptions (WorkCenter) - A delivered report in the WorkCenter used to display a list of journals with budget check exceptions 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 |
|---|---|---|---|---|
GLI002 | Outbound Actuals Extract – Outbound interface containing transactions posted to the Actuals ledger. | Daily | Florida PALM | Agency Business Systems |
GLI006 | Inbound Journal Entry – Inbound Interface containing journal entries from select agencies. | Daily | Agency Business Systems, DFS | Florida PALM |
GLI011 | Inbound Journal Spreadsheet Upload - Inbound interface containing journal entries loaded into the system en masse via the spreadsheet (Excel) upload functionality for select agencies. | Daily | Agency, DFS | Florida PALM |
GLI014 | Outbound Financial Balances to Transparency Site - Outbound interface containing transactions and financial balance information provided to the EOG transparency sites. | Daily | Florida PALM | LAS/PBS |
GLI015 | Outbound Cash Transaction and Balance Data - Outbound interface providing cash transaction and balance information by Fund and Fund Type to the EOG Transparency Portal. | Daily | Florida PALM | LAS/PBS |
GLI051 | Outbound Detail GL Journal - Outbound interface file containing detailed GL journal information, including ChartField and transaction details. | Daily | Florida PALM | Agency Business Systems |
GLI057 | Outbound Trust Fund Revenue and Cash Balance Information - Outbound interface containing trust fund revenue and cash balance information is provided to the EOG transparency site. | Daily | Florida PALM | LAS/PBS |
GLI071 | Outbound Disbursement Load - Outbound interface to LAS/PBS containing all Month-to-Date (daily) and Actual Prior Year (annual) cash disbursements issued by Florida PALM. | Daily/Annual | Florida PALM | LAS/PBS |
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 | N/A | 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 |
|---|---|---|
GLW001 | GL Journal Approval Workflow - workflow for approving general ledger journals. | Agency, DFS |
Version History
| Date | Revision Description |
|---|---|
| 12/01/2023 | Original Version |
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