Inbound Deposit Data (ARI007)
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Inbound Deposit Data (ARI007)
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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.
Section 116.01, Florida Statutes (F.S.), require funds collected and due to the State to be deposited in the Treasury no later than seven working days from the close of the week in which funds were received. Section 215.31, F.S., provides revenue collected or received shall be promptly deposited in the Treasury, immediately credited to the appropriate fund, and properly accounted for by the Department of Financial Services (DFS) as to source.
Agencies use business systems and/or 3rd party providers to process customer transactions, receive customer payments, and process deposits. Direct journal deposits are used to record deposits that are not normally associated with a customer or outstanding receivable, whereas Accounts Receivable (AR) Deposits are associated with a customer and outstanding receivable. Once the deposit is recorded in Florida PALM, it is verified and reconciled to the bank statement and the fund cash and revenue balances are updated in Florida PALM.
This interface is designed for the payment data to be transferred from Agency Business System (ABS) into the Florida PALM AR module. The deposit interface maps data from an ABS to a standardized format to upload detailed deposit information. The interface leverages delivered AR online deposit entry functionality. Deposits can be applied to an AR item or journaled directly to the GL.
During the CMS Wave, Department of Revenue (DOR) is going to interface direct journal deposits to Florida PALM. The interface is for DOR bank accounts that contain both DOR and other agencies’ deposits. The DOR Direct Journal Deposits are reconciled to the bank statement in Florida PALM and interfaced to Central FLAIR. Once interfaced to Central FLAIR cash is available to the applicable agencies.
During the Financials Wave, agencies will interface direct journal payments and payments that are associated with open AR items.
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:
Run Control Parameters
The interface data selection criteria includes the following:
Data Field | Data Field Details |
|---|---|
Inbound Control Record | This includes control information for the interface. This record type is required. |
Deposit Control Record | This includes deposit control information. This record type is required. |
Detail Payment Record | This contains the payment information for the deposits. |
Payment Item References Record | This contains the item references for the individual payments |
Detail Distribution Record | This record is optional. If this information exists, use it to populate PAY_MISC_DST. |
File Layout
The layout of the interface is listed below.
| Data Field | Record Type | Data Field Description |
|---|---|---|
| Record Code | Deposit Control | Record Code identifying the Deposit Control information on the record. |
| Agency Deposit Number | Deposit Control | Agency unique deposit number is used in the bank reconciliation process. This is the Florida PALM created number or bank reference number for electronic deposits and the deposit slip number for paper deposits. |
| Deposit Business Unit | Deposit Control | Equivalent to the Florida PALM AR Business Unit for the Agency. |
| Deposit Type | Deposit Control | Identifies a categorization for the deposit as determined during the Configuration Build Phase. |
| Accounting Date | Deposit Control | Accounting Date for the deposit. This should be the bank deposit date for receipts deposited at the bank. If this is not related to a bank deposit, then this should represent a valid date in the accounting period for when the deposit is to be posted. Accounting Date used must be to an open period. |
| Bank Code | Deposit Control | Identifier for the Bank. This is a mandatory element in the file. It should be a valid value configured in Florida PALM. |
| Bank Account | Deposit Control | Identifier for the Bank Account that the deposit is being made into. Must be a valid value for the agency based on the GL Business Unit associated with the External Bank Account within Florida PALM. |
| Control Total Amount | Deposit Control | The control amount is the total payment amount of the deposit. Users can have a zero-total deposit if the payment amounts offset each other. |
| Control Count | Deposit Control | Count of individual receipts included in the deposit as separate transactions. |
| Filler1 | Deposit Control | This field is reserved for future use in Florida PALM. |
| Filler2 | Deposit Control | This field is reserved for future use in Florida PALM. |
| Filler3 | Deposit Control | This field is reserved for future use in Florida PALM. |
| Filler4 | Deposit Control | This field is reserved for future use in Florida PALM. |
| Filler5 | Deposit Control | This field is reserved for future use in Florida PALM. |
| Record Code | Payment | Record Code identifying the Payment information on the record. |
| Payment Sequence Number | Payment | Payment number in relation to the deposit. This must be a unique value within the current deposit (e.g. 1, 2, 3 etc). Multiple payments may be associated with a deposit. |
| Payment ID | Payment | This will be used to store the payment identifier (e.g. check number, legacy system identifier) that can be used to identify the specific payment within the deposit. |
| Accounting Date | Payment | Same value as the Deposit 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 payment. |
| Payment Amount | Payment | Amount of the payment. This value is determined by the Agency. |
| Payment Predictor Flag | Payment | Provide ‘Y’ if the payment is for an AR item in Florida PALM, the Item ID has been provided as a reference and the payment should be matched to an open AR. Provide ‘N’ if the payment is meant to be a direct journal payment. Default value is ‘N’. |
| Direct Journal Flag | Payment | Notes that the payment is a miscellaneous/direct journal payment (i.e. not associated with an AR item). Provide ‘Y’ for yes or ‘N’ for no. Both the Payment Predictor Flag and the Miscellaneous Payment Flag cannot be selected for the same payment. |
| Payment Method | Payment | The Payment Method Is typically defaulted by the deposit BU. |
| Asset ID Reference | Payment | Provide an Asset ID to identify an Asset associated with the receipt, if applicable. This value should represent a value from the Asset list set up in Florida PALM. |
| Supplier ID | Payment | Provide a Supplier ID to identify a Supplier associated with the receipt, if applicable. This value should represent a value from the Supplier list set up in Florida PALM. |
| Filler1 | Payment | This field is reserved for future use in Florida PALM. |
| Filler2 | Payment | This field is reserved for future use in Florida PALM. |
| Filler3 | Payment | This field is reserved for future use in Florida PALM. |
| Filler4 | Payment | This field is reserved for future use in Florida PALM. |
| Filler5 | Payment | This field is reserved for future use in Florida PALM. |
| Filler6 | Payment | This field is reserved for future use in Florida PALM. |
| Filler7 | Payment | This field is reserved for future use in Florida PALM. |
| Filler8 | Payment | This field is reserved for future use in Florida PALM. |
| Filler9 | Payment | This field is reserved for future use in Florida PALM. |
| Filler10 | Payment | This field is reserved for future use in Florida PALM. |
| Record Code | Customer Deposit Data | Record Code identifying the Customer information on the record. |
| Payment Sequence Number | Customer Deposit Data | Payment number in relation to the deposit. This must be a unique value within the current deposit (e.g. 1, 2, 3 etc). Multiple payments may be associated with a deposit. |
| ID Sequence Number | Customer Deposit Data | Provides the agency flexibility to break down a Payment into one or more Customer IDs and one or more Items and Item Lines. For example, the agency could receive one payment from a collection agency where multiple Customers and Items are being accounted for in the payment. |
| Customer ID | Customer Deposit Data | Provide a Customer ID to identify a customer associated with the receipt, if applicable. This value should represent a value from the Customer list set up in Florida PALM. |
| Filler1 | Customer Deposit Data | This field is reserved for future use in Florida PALM. |
| Filler2 | Customer Deposit Data | This field is reserved for future use in Florida PALM. |
| Filler3 | Customer Deposit Data | This field is reserved for future use in Florida PALM. |
| Filler4 | Customer Deposit Data | This field is reserved for future use in Florida PALM. |
| Filler5 | Customer Deposit Data | This field is reserved for future use in Florida PALM. |
| Filler6 | Customer Deposit Data | This field is reserved for future use in Florida PALM. |
| Filler7 | Customer Deposit Data | This field is reserved for future use in Florida PALM. |
| Filler8 | Customer Deposit Data | This field is reserved for future use in Florida PALM. |
| Filler9 | Customer Deposit Data | This field is reserved for future use in Florida PALM. |
| Filler10 | Customer Deposit Data | This field is reserved for future use in Florida PALM. |
| Record Code | Item Deposit Data | Record Code identifying the Item information on the record. |
| Payment Sequence Number | Item Deposit Data | Payment number in relation to the deposit. This must be a unique value within the current deposit (e.g. 1, 2, 3 etc). Multiple payments may be associated with a deposit. |
| ID Sequence Number | Item Deposit Data | Used to identify unique Item references within a given Payment |
| Reference Qualifier Code | Item Deposit Data | AR Item Payments not related to a Grant Letter of Credit is always ‘I’. AR Item payments related to a Grant Letter of Credit can be ‘LC’, if needed for reporting purposes |
| Item | Item Deposit Data | The Item ID for the payment. This is a required field if the Reference Qualifier Code is populated. Enter a reference number to identify an open receivable (Item ID) associated with the receipt. This Item ID value should represent a valid open receivable in Florida PALM. A receipt can contain one or more AR Item references, so if the receipt is for multiple Items, provide the Items as separate lines. |
| Item Line | Item Deposit Data | Item line must be valid line within the open receivable to which payment needs to be applied. |
| Pay Amount | Item Deposit Data | Dollar amount to be posted to open receivable line. |
| Filler1 | Item Deposit Data | This field is reserved for future use in Florida PALM. |
| Filler2 | Item Deposit Data | This field is reserved for future use in Florida PALM. |
| Filler3 | Item Deposit Data | This field is reserved for future use in Florida PALM. |
| Filler4 | Item Deposit Data | This field is reserved for future use in Florida PALM. |
| Filler5 | Item Deposit Data | This field is reserved for future use in Florida PALM. |
| Filler6 | Item Deposit Data | This field is reserved for future use in Florida PALM. |
| Filler7 | Item Deposit Data | This field is reserved for future use in Florida PALM. |
| Filler8 | Item Deposit Data | This field is reserved for future use in Florida PALM. |
| Filler9 | Item Deposit Data | This field is reserved for future use in Florida PALM. |
| Filler10 | Item Deposit Data | This field is reserved for future use in Florida PALM. |
| Record Code | Payment Distribution | Record Code identifying the Payment Distribution information on the record. |
| Payment Sequence Number | Payment Distribution | Payment number in relation to the deposit. This must be a unique value within the current deposit (e.g. 1, 2, 3 etc). Multiple payments may be associated with a deposit, and multiple distribution lines may be associated with a payment. |
| Distribution Sequence Number | Payment Distribution | Numeric sequence number for the accounting distribution line for the payment. Start with 1 and increase for each row of accounting distribution in the payment. If there is only one accounting distribution for the payment, then provide the number 1. |
| Budget Date | Payment Distribution | Represents the budget date/appropriation date including the fiscal year for the budget associated with the payment. Budget Date used must be to an open period. |
| GL Business Unit | Payment Distribution | Equivalent to the Florida PALM GL Business Unit for the Agency. Must be a valid value within Florida PALM. |
| Organization | Payment Distribution | Organization ChartField tracks information according to a breakdown of your organization. |
| Account | Payment 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 Direct Journal payments. |
| Fund | Payment Distribution | Segregates and captures specific activities or classifies certain objectives in accordance with special regulations, restrictions, or limitations. |
| Budget Entity | Payment Distribution | Budget Entity ChartField represents organizations and/or functions to which appropriations are made and typically represents a program. |
| Category | Payment Distribution | Category ChartField represents both appropriation categories and revenue source codes. |
| State Program | Payment Distribution | Stores Chart of Accounts information and provides the basic structure to segregate and categorize transactional and budget data. |
| Grant | Payment Distribution | Grant ChartField is used for tracking grants funding. |
| Contract | Payment Distribution | Contract ChartField captures expenditure and revenue transactions for two party agreements. |
| OA1 | Payment Distribution | OA1 tracks optional organization reporting, cost pools, expenditures, revenues, or other specific use. |
| OA2 | Payment Distribution | OA2 tracks optional organization reporting, cost pools, expenditures, revenues, or other specific use. |
| PC Business Unit | Payment 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 | Payment Distribution | If the payment 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 | Payment Distribution | If the payment 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 | Payment Distribution | Source types identify the purpose or origin of a transaction. |
| PC Category | Payment Distribution | Project Category provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project. |
| PC Subcategory | Payment Distribution | Subcategories provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project. |
| Line Description | Payment Distribution | Additional description for the distribution line. This line description information is optional for a Direct Journal payment. |
| Foreign Amount | Payment Distribution | Amount associated with the payment distribution line. |
| Accounting Date | Payment Distribution | Same value as the Deposit 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 payment. |
| Filler1 | Payment Distribution | This field is reserved for future use in Florida PALM. |
| Filler2 | Payment Distribution | This field is reserved for future use in Florida PALM. |
| Filler3 | Payment Distribution | This field is reserved for future use in Florida PALM. |
| Filler4 | Payment Distribution | This field is reserved for future use in Florida PALM. |
| Filler5 | Payment Distribution | This field is reserved for future use in Florida PALM. |
| Filler6 | Payment Distribution | This field is reserved for future use in Florida PALM. |
| Filler7 | Payment Distribution | This field is reserved for future use in Florida PALM. |
| Filler8 | Payment Distribution | This field is reserved for future use in Florida PALM. |
| Filler9 | Payment Distribution | This field is reserved for future use in Florida PALM. |
| Filler10 | Payment Distribution | This field is reserved for future use in Florida PALM. |
Version History
| Date | Revision Description |
|---|---|
12/01/2023 | Original Version |
| 3/29/2024 | Updated the description for Customer Deposit Data - ID Sequence Number and Item Deposit Data - Reference Qualifier. |
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