Inbound AR Data (ARI011)

Updated on 12 Jul 2024
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Interface Description

Agencies use business systems and/or 3rd party providers to process customer receivable transactions, receive customer payments, and process deposits. Accounts Receivables (AR) items are created and normally associated with a customer. AR Payments are used to record deposits which are then matched to an Item in Florida PALM.

Florida PALM provides an AR Item record structure that allows each agency to maintain its own Item information for tracking receivables and revenues. This structure allows the agencies to capture Item information from Agency Business Systems. Agencies have the option to create and update AR Items directly in Florida PALM via the online entry page and interface. Item records capture values such as Customer, Item ID, Item Balance, As of Date, Payment Terms, and revenue accounting entries associated to an AR Item.

With this inbound interface, AR data is loaded into Florida PALM. This interface uses an input file and custom process to load data into the Pending Item records. The custom ARI011 program consists of the following core functions:

Input file for AR data is placed on Server.
Import that file in Florida PALM through custom program and load to AR Pending Item records.

Click below to view the interface file layout and sample data file.

ARI011-Inbound AR Data-Layout.xlsx

ARI011-Sample Data.txt

Business Process Model

This interface can be found in the following business processes:

60.1.1 Record AR

Selection Criteria

The interface data selection criteria includes the following:

Data Field	Data Field Details
N/A

File Layout

Field names and descriptions from the interface layout are provided below.

Data Field Name	Record Type	Data Field Description
Record Code	Group Control	Record Code identifying the Group Control information on the record.
Group Business Unit	Group Control	Equivalent to the Florida PALM AR Business Unit for the Agency.
Control Total Amount	Group Control	The control total amount is the total amount of all the pending items in an Item Group. Users can have a zero-total group if the pending item amounts offset each other.
Control Total Count	Group Control	Count of individual items included in the group as separate transactions.
Accounting Date	Group Control	Accounting Date for the group control. This should represent a valid date in the accounting period for when the group is to be posted.
Filler1	Group Control	This field is reserved for future use in Florida PALM.
Filler2	Group Control	This field is reserved for future use in Florida PALM.
Filler3	Group Control	This field is reserved for future use in Florida PALM.
Filler4	Group Control	This field is reserved for future use in Florida PALM.
Filler5	Group Control	This field is reserved for future use in Florida PALM.
Record Code	Pending Item	Record Code identifying the Pending Item information on the record.
Group Sequence Number	Pending Item	Group number in relation to the Pending Item. This must be a unique value within the current group, e.g., 1, 2, 3 etc. Multiple pending items may be associated with a group, and multiple distribution lines may be associated with a pending item.
Customer ID	Pending Item	Provide a Customer ID to identify a customer associated with the pending item. This value should represent a value from the Customer list set up in Florida PALM.
Item	Pending Item	The Item ID for the pending Item. This is a required field. A group can contain one or more pending items, so if the group is for multiple pending items, provide the Items as separate lines.
Item Line	Pending Item	Item Line number in relation to the Item ID. Item Line starts with 1 and will be sequential on every same Item ID. Example: Group Seq Item ID Item Line 1 ABC001 1 2 ABC001 2 3 ABC001 3 4 XYZ001 1 5 XYZ001 2
Entry Amount	Pending Item	The amount entered in the pending item. When you enter pending items online, you should provide an entry amount for each pending item. It can be negative amount for Entry type 'CR' and positive for 'DR'.
As of Date	Pending Item	This date is used by the system to calculate the Item's due date based on the payment terms selected. This date is normally the same as the accounting date. Example: As of Date is 6/23/2023 Payment Terms Code Selected: NET 30 Due Date will be set to 7/23/2023
AR Distribution Code	Pending Item	It is the default accounts receivable distribution code (AR Offset Account) for the business unit. This code determines the ChartFields that the system uses when generating system-defined accounting entries for pending items
Payment Terms Code	Pending Item	The code is entered for system automatically calculate payment due dates, discount amounts, and discount due dates payment terms govern the length of time that a customer has to pay an item and determine discount eligibility and amount.
Due Date	Pending Item	Enter the due date of the item on when a customer has to pay an item. Every pending item must have a due date or a payment terms code. Example: As of Date is 6/23/2023 Payment Terms Code Selected: NET 30 Due Date will be set to 7/23/2023
Asset ID Reference	Pending Item	Provide an Asset ID to identify an Asset associated with the group if applicable. This value should represent a value from the Asset list set up in Florida PALM.
Supplier ID	Pending Item	Provide a Supplier ID to identify a Supplier associated with the group, if applicable. This value should represent a value from the Supplier list set up in Florida PALM.
User Amount 1	Pending Item	Field for Agency Use
User Amount 2	Pending Item	Field for Agency Use
User Amount 3	Pending Item	Field for Agency Use
User Amount 4	Pending Item	Field for Agency Use
User Amount 5	Pending Item	Field for Agency Use
User Amount 6	Pending Item	Field for Agency Use
User Amount 7	Pending Item	Field for Agency Use
User Amount 8	Pending Item	Field for Agency Use
User Date 1	Pending Item	Field for Agency Use
User Date 2	Pending Item	Field for Agency Use
User Date 3	Pending Item	Field for Agency Use
User Date 4	Pending Item	Field for Agency Use
User 1	Pending Item	Field for Agency Use
User 2	Pending Item	Field for Agency Use
User 3	Pending Item	Field for Agency Use
User 4	Pending Item	Field for Agency Use
User 5	Pending Item	Field for Agency Use
User 6	Pending Item	Field for Agency Use
User 7	Pending Item	Field for Agency Use
User 8	Pending Item	Field for Agency Use
User 9	Pending Item	Field for Agency Use
User 10	Pending Item	Field for Agency Use
Filler1	Pending Item	This field is reserved for future use in Florida PALM.
Filler2	Pending Item	This field is reserved for future use in Florida PALM.
Filler3	Pending Item	This field is reserved for future use in Florida PALM.
Filler4	Pending Item	This field is reserved for future use in Florida PALM.
Filler5	Pending Item	This field is reserved for future use in Florida PALM.
Filler6	Pending Item	This field is reserved for future use in Florida PALM.
Filler7	Pending Item	This field is reserved for future use in Florida PALM.
Filler8	Pending Item	This field is reserved for future use in Florida PALM.
Filler9	Pending Item	This field is reserved for future use in Florida PALM.
Filler10	Pending Item	This field is reserved for future use in Florida PALM.
Record Code	Pending Distribution	Record Code identifying the Pending Item information on the record.
Group Sequence Number	Pending Distribution	Group number in relation to the Pending Item. This must be a unique value within the current group, e.g., 1, 2, 3 etc. Multiple pending items may be associated with a group, and multiple distribution lines may be associated with a pending item.
Distribution Sequence Number	Pending Distribution	Numeric sequence number for the accounting distribution line for the pending item. This must be a unique value on every distribution line of a pending item, e.g., 1, 2, 3 etc.
Budget Date	Pending Distribution	Represents the budget date/appropriation date including the fiscal year for the budget associated with the pending item. Must be a valid value within Florida PALM if populated.
GL Business Unit	Pending Distribution	Equivalent to the Florida PALM GL Business Unit for the Agency. Must be a valid value within Florida PALM.
Organization	Pending Distribution	Organization ChartField tracks information according to a breakdown of your organization.
Account	Pending Distribution	Identifies the General Ledger account value that will be used to record the transactions, i.e., ChartField value for revenue, expenditure, etc. This value is determined by the Agency and is only for pending items.
Fund	Pending Distribution	Segregates and captures specific activities or classifies certain objectives in accordance with special regulations, restrictions, or limitations.
Budget Entity	Pending Distribution	Budget Entity ChartField represents organizations and/or functions to which appropriations are made and typically represents a program.
Category	Pending Distribution	Category ChartField represents both appropriation categories and revenue source codes.
State Program	Pending Distribution	Stores Chart of Accounts information and provides the basic structure to segregate and categorize transactional and budget data.
Grant	Pending Distribution	Grant ChartField is used for tracking grants funding.
Contract	Pending Distribution	Contract ChartField captures expenditure and revenue transactions for two party agreements.
OA1	Pending Distribution	OA1 tracks optional organization reporting, cost pools, expenditures, revenues, or other specific use.
OA2	Pending Distribution	OA2 tracks optional organization reporting, cost pools, expenditures, revenues, or other specific use.
PC Business Unit	Pending Distribution	Identifies the Projects Business Unit if the payment is linked to a project that has been set up in Florida PALM. Must be a valid value within Florida PALM, if populated.
Project	Pending Distribution	If the Pending item is linked to a project which has been set up in Florida PALM, provide the corresponding value. If the Project Costing Business Unit data element is populated for a distribution line, then the spreadsheet must include a Project value within that distribution line. Must be a valid value within Florida PALM if populated. Project value is required when an FCO category is recorded.
Activity	Pending Distribution	If the pending item is linked to a project which has been set up in Florida PALM, provide the corresponding Activity ID associated with the project. Only required if the PC Business Unit field has been populated. Must be a valid value within Florida PALM if populated.
PC Source Type	Pending Distribution	Source types identify the purpose or origin of a transaction.
PC Category	Pending Distribution	Project Category provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project.
PC Subcategory	Pending Distribution	Subcategories provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project.
Line Description	Pending Distribution	Additional description for the distribution line. This line description information is optional for a pending Item
Foreign Amount	Pending Distribution	Amount associated with the Pending distribution line.
Accounting Date	Pending Distribution	Same value as the group control accounting Date. This value is being included here in case there is a need in the future for having accounting dates that vary by pending item.
Filler1	Pending Distribution	This field is reserved for future use in Florida PALM.
Filler2	Pending Distribution	This field is reserved for future use in Florida PALM.
Filler3	Pending Distribution	This field is reserved for future use in Florida PALM.
Filler4	Pending Distribution	This field is reserved for future use in Florida PALM.
Filler5	Pending Distribution	This field is reserved for future use in Florida PALM.
Filler6	Pending Distribution	This field is reserved for future use in Florida PALM.
Filler7	Pending Distribution	This field is reserved for future use in Florida PALM.
Filler8	Pending Distribution	This field is reserved for future use in Florida PALM.
Filler9	Pending Distribution	This field is reserved for future use in Florida PALM.
Filler10	Pending Distribution	This field is reserved for future use in Florida PALM.

Version History

Date	Revision Description
03/12/2024	Original Version

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What's Next

Inbound Customer Data (ARI009)

Table of contents

Interface Description
Business Process Model
Selection Criteria
File Layout
Version History