Inbound Encumbrance Spreadsheet Upload (POI004)

Attach CSV File

File browse option to attach CSV file - Required.

Record Code

PO Header Details

Indicates Encumbrance Header information. This field is the row identifier and should be added at the start of each header row.

PO Header Action

PO Header Details

Used to designate which type of action is to be taken on the file data.

Business Unit

PO Header Details

Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions.

PO ID

PO Header Details

Florida PALM Encumbrance ID.

Hold Status

PO Header Details

Flag to temporarily prevent further processing of the encumbrance. The encumbrance will not be eligible for approval or denial or any processes to pick it up for updates.

PO Date

PO Header Details

Denotes date encumbrance line was established in source system.

PO Reference

PO Header Details

Free text reference field. Field can be used for sending Source Encumbrance number/Approved Travel Authorization Request number.

Confidential PO?

PO Header Details

Confidential Encumbrance flag to determine if the Encumbrance/PO is confidential

Supplier SetID

PO Header Details

SetID is a value used in Florida PALM to define setup data. It allows the sharing of common setup data across Business Units or specific to Business Unit.

Supplier ID

PO Header Details

This field will contain a valid Florida PALM Supplier ID for the Supplier SetID provided above.

Supplier Location

PO Header Details

This field will contain a valid Florida PALM Supplier Location for the Supplier ID provided above.

Address Sequence Number

PO Header Details

Supplier Address Sequence Number field will contain a valid Florida PALM Invoicing Supplier Address Sequence Number for the Supplier ID provided above.

Approval required?

PO Header Details

Flag to determine if Agency Approval is needed in FL PALM for the encumbrance. If "Y" is selected, the Encumbrance will route through workflow within Florida PALM.

Record Code

PO Line Details

Indicates Encumbrance Line information. This field is the row identifier and should be added at the start of each line row.

PO Line Action

PO Line Details

Used to designate which type of action is to be taken on the Line data.

Line Number

PO Line Details

Encumbrance line number.

Category Code

PO Line Details

Provide the category code that you want the system to use to locate the catalog in which you want to search for item categories.

Unit of Measure

PO Line Details

The Unit of Measure for the encumbrance line.

Amount Only Flag

PO Line Details

To designate the line as an amount-only line.
If entered as "Y," the encumbrance quantity value on the line ship details should always be 1.

Physical Nature

PO Line Details

Indicates whether an item is a good or a service.

Item Description

PO Line Details

Description of the encumbrance line item.

SpeedKey

PO Line Details

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

Record Code

PO Line Ship Details

Indicates Encumbrance Line Ship information. This field is the row identifier and should be added at the start of each line ship details row.

PO Price

PO Line Ship Details

Unit Price for the encumbrance line item.

PO Quantity

PO Line Ship Details

Quantity of the encumbrance line to be distributed.

Record Code

PO Distribution Details

Indicates Encumbrance Distribution Line information. This field is the row identifier and should be added at the start of each distribution line row.

PO Distribution Action

PO Distribution Details

Used to designate which type of action is to be taken on the Line Distribution data.

Distribution Line Number

PO Distribution Details

Distribution Line number for the encumbrance line.
Numeric value starting with 1.

Distribution PO Quantity

PO Distribution Details

Quantity to be distributed on the encumbrance distribution line.

Distribution Percentage

PO Distribution Details

Enter Distribution Percentage to distribute the cost by a percentage of the total amount.
Enter a proration percent value for each distribution line.
Total Percentage for single/multiple distribution lines for a single Encumbrance ID must always equal 100%.

Distribution Line Merchandise Amount

PO Distribution Details

Total amount of the encumbrance distribution line.

Organization

PO Distribution Details

Organization ChartField tracks information according to a breakdown of your organization.

Account

PO Distribution Details

General Ledger Account, specified as balance sheet account (e.g., asset, liability, equity) or operating account (e.g., expenditure, revenue).

Fund

PO Distribution Details

Segregates and captures specific activities or classifies certain objectives in accordance with special regulations, restrictions, or limitations.

Budget Entity

PO Distribution Details

Budget Entity ChartField represents organizations and/or functions to which appropriations are made and typically represents a program.

Category

PO Distribution Details

Category ChartField represents both appropriation categories and revenue source codes.

State Program

PO Distribution Details

State Program ChartField tracks revenue and expenditures for programs within or across your organizations.

Grant

PO Distribution Details

Grant ChartField tracks grant Ids within or across your organizations.

Contract

PO Distribution Details

Contract ChartField captures expenditure and revenue transactions as required for two party agreements.

OA1

PO Distribution Details

Other Accumulator ChartField can be used for various purposes, such as, tracking for optional reporting, or cost pools.

OA2

PO Distribution Details

Agency Unique ChartField is a flexible field reserved for tracking for optional reporting or specific use.

PC Business Unit

PO Distribution Details

Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions for Project related ChartFields.

Project

PO Distribution Details

Project ChartField is used to capture a planned undertaking of something to be accomplished or produced, having a beginning and ending date, for which expenditures/costs and revenues are to be tracked.

Activity

PO Distribution Details

Tracks specific tasks that make up a Project and records transactional details; a Project must have at least one associated Activity ID.

PC Source Type

PO Distribution Details

The Source Type ChartField identifies the purpose or origin of a Project-related transaction.

PC Category

PO Distribution Details

The Project Category ChartField provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project.

PC Subcategory

PO Distribution Details

The Subcategory ChartField provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project.

Budget Date

PO Distribution Details

Represents a calendar date field on module transactions.
Based on the budget date entered, budget checking functionality checks the transaction against the appropriate budget period (i.e., FY).

Asset Profile ID

PO Distribution Details

Asset Profile ID identifies the Accounting Template that determines financial, depreciation and retirement attributes of asset being added.

11/29/2023

Original Version