Inbound AR Data Spreadsheet Upload (ARI008)
  • 29 May 2024
  • 7 Minutes to read
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Inbound AR Data Spreadsheet Upload (ARI008)

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Article summary

Interface Description

This interface was implemented in CMS Wave and will be updated in Financials Wave. The information in this article is the planned design for Financials Wave.

Agencies use Agency Business Systems and/or 3rd party providers to process customer receivable transactions, receive customer payments, and process deposits. Accounts Receivable (AR) Items are created and associated with a customer receivable balance. AR Deposits are matched to an AR Item created in Florida PALM through Payment Predictor.

Florida PALM allows each agency to maintain AR Items. Users will have the ability to create AR Items directly in Florida PALM via the online entry page, interface, and Spreadsheet Upload. The AR Item records include details such as Customer, Item ID, Item Balance, As of Date, Payment Terms and Accounting Entries.

The ARI008 Inbound AR Data Spreadsheet Upload is used to create and update AR Items, which are recorded and posted in Florida PALM. Revenue Budget check is set to systematically pass when revenue Account ChartField Values are present on a transaction to allow revenue to post.  If a non-revenue Account ChartField Value (e.g., Account value not equal to 6*****) is used in the Accounting Distribution Line, these items will trigger approval workflow which will route to the Agency AR Item Approver and require a second level approval from the DFS AR Audit Approver. AR Items must be approved to go through the system jobs (e.g., edit check, budget check, and post to the ledgers). 

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

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 pending amount of the group. Users can have a zero-total group if the pending item amounts offset each other.

Control Total Count

Group Control

Count of individual receipts 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.

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 the system to automatically calculate payment due dates.
Payment terms provide the length of time that a customer has to pay an item.

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

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.).

SpeedKey

Pending Distribution

Code that defines ChartField distribution line information for Pending items. The full ChartField string as defined in the SpeedKey will be populated onto the Pending items during the file load process.

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.

Version History

Date

Revision Description

03/12/2024

Original Version


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