Inbound AR Data (ARI011)
  • 29 May 2024
  • 8 Minutes to read
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Inbound AR Data (ARI011)

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Article summary

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:

  1. Input file for AR data is placed on Server.
  2. 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.

Business Process Model

This interface can be found in the following business processes:

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. Please refer to the Interface Catalog for the detailed interface layout and sample data file. 

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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