Enterprise Create and Approve Journals (10.2.4)

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:

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

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.

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.

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.

Forms

The table below provides the Form Numbers for any forms identified on the Business Process Flow Diagrams.

Workflows

The table below provides the Workflow Numbers for any workflows identified on the Business Process Flow Diagrams.

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