Inbound Inter/IntraUnit Spreadsheet Upload (IUI001)
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Inbound Inter/IntraUnit Spreadsheet Upload (IUI001)
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Interface Description
The Inter/IntraUnit (IU) module allows State agencies to engage in transactions with each other or within their agency. These transactions can take several forms, including loans, transfer of resources, reclassifications, and the provision of services between funds. For instance, one agency may provide a service to another agency and subsequently be reimbursed for the cost incurred. Alternatively, one agency might transfer funds to another to support specific projects or initiatives.
The Inbound Inter/IntraUnit Spreadsheet Upload (IUI001) allows agencies to record or update IU transactions for their agency via Spreadsheet Upload. Agencies will have the ability to add attachments to IU transaction online or via Inbound Attachments (SDI009).
This Spreadsheet Upload is used to record or update the following Inter/IntraUnit (IU) transactions in Florida PALM:
- IU Encumbrances
- Accruals
- Payable/Receivable
- Due To/Due From
- Advance Issuance
- Advance Repayment
- Trust Fund Loan Issuance
- Trust Fund Loan Repayment
- Expenditure/Revenue
- Transfer
- Transfer
- General Revenue Transfer
- Federal Funds Transfer
- Residual Equity Transfer
- GR Service Charge Payment
- Revenue to Revenue
- Reclassification
- IU Reclassification
- Payroll Reclassification
Recording a Close Accrual or Reverse IU Transaction cannot be recorded through the Spreadsheet Upload, these transactions must be performed online.
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:
- 100.7.3 Process Redistributions
- 110.1.1 Create and Maintain Inter/IntraUnit Encumbrances
- 110.1.2 Monitor Inter/IntraUnit Encumbrances
- 110.2.1 Create and Maintain Inter/IntraUnit Accruals
- 110.2.2 Monitor Inter/IntraUnit Accruals
- 110.3.1 Agency Record Inter/IntraUnit Transactions
- 110.3.2 Enterprise Record Inter/IntraUnit Transactions
- 110.3.3 Process GR Service Charge
- 110.3.4 Manage Trust Fund Loans
- 110.3.5 Inter/IntraUnit Reclassifications
- 110.4.2 Inter/IntraUnit Carry Forward Process
Selection Criteria
The interface data selection criteria includes the following:
Data Field | Data Field Details |
|---|---|
Attached File | Required |
File Layout
Field names and descriptions from the interface layout are provided below.
| Field Name | Record Type | Description |
|---|---|---|
| IU Transaction ID | Header | Auto-generated transaction ID of an existing IU transaction in Florida PALM. This value should only be used when updating an existing IU transaction. |
| Transaction Type | Header | Used to classify the IU Transaction including: Encumbrances, Accruals, Expenditure/Revenue, Transfer Reclassification |
| Transaction Subtype | Header | A more granular classification of the Transaction Type including Payable/Receivable, Due To/Due From, Advance Issuance, Advance Repayment, Trust Fund Loan Issuance, Trust Fund Loan Repayment, Accrual Balance Adjusttment, Transfer, General Revenue Transfer, Federal Funds Transfer, Residual Equity Transfer, GR Service Charge Payment, Revenue to Revenue, IU Reclassification, Payroll Reclassification |
| Initiating Side | Header | The side of the transaction initiated. Typically, the sending agency (S) initiates the transaction. However, the receiving agency (R) may initiate the transaction for Payables/Receivables and Due To/ Due From transactions. |
| Sending BU | Header | The GL Business Unit of the agency who is on the sending side of the transaction. Typically, this is the agency who initiated the transaction. However, for Payable/Receivable and Due To/Due From transaction types, this could be the agency that has the liability side of the transaction. |
| Receiving BU | Header | The GL Business Unit of the agency who is on the receiving side of the transaction. For Payable/Receivable and Due To/Due From transaction types, this is the agency with the accounts receivable side of the transaction. |
| Receiving Fund | Header | Fund of the receiving agency. This is applicable for Transfer transaction types, Payables/Receivables, Due To/Due From, Trust Fund Issuance, and Advance Issuance transactions. If populated, the Receiving Agency will be required to use that Receiving Fund in a distribution line. |
| Accounting Date | Header | Accounting date of the IU transaction. |
| Total Amount | Header | Total dollar amount of the IU transaction. Total Header Amount should equal the summation of the Credit distribution lines Total Header Amount should equal the summation of the Debit distribution lines |
| Agency Invoice ID | Header | Invoice ID generated in external system that can be referenced on a Florida PALM IU transaction. |
| IU ID Reference | Header | Transaction ID of an existing IU transaction in Florida PALM. |
| IU Encumbrance ID | Header | This is the IU Transaction ID of an existing IU Encumbrance that will be used to relieve when creating the following IU Transactions: Payables/Receivables Due To/Due From Expenditure/Revenue Advance Issuance All Transfer Types/Subtypes except Revenue to Revenue Reclassifications (all types) |
| Encumbrance Approval | Header | Flag that will indicate whether an Encumbrance will be sent for approval. |
| Final Payment Flag | Header | This is a flag that will enable the system to auto liquidate the remaining encumbrance balance and close the encumbrance that was entered in the IU Encumbrance field |
| IU Accrual ID | Header | This is the IU Transaction ID of an existing IU Accrual that will be used to relieve when creating the following IU Transactions: Expenditure/Revenue Transfer Subtypes Trust Fund Loans Repayments Advance Repayments Reclassifications (all types) |
| Description (Sending) | Header | This is a free form text field that can be used to capture any additional data. |
| External Reference (Sending) | Header | This field can be used to reference any existing external identifier related to the transaction in Florida PALM |
| Description (Receiving) | Header | This is a free form text field that can be used to capture any additional data. |
| External Reference (Receiving) | Header | This field can be used to reference any existing external identifier related to the transaction in Florida PALM |
| Sending/Receiving Flag | Detail | The side of the transaction applicable to the distribution line. (S) represents the sending side of the IU transaction. (R) represents the receiving side of the transaction. |
| Distribution Sequence No | Detail | 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. |
| SpeedKey | Detail | Code that defines ChartField distribution line information for IU Transactions. The full ChartField string as defined in the SpeedKey will be populated during the file load process |
| Budget Date | Detail | Represents the budget date/appropriation date including the fiscal year for the budget associated with the payment. |
| GL Business Unit | Detail | Equivalent to the Florida PALM GL Business Unit for the Agency. Must be a valid value within Florida PALM. |
| Organization | Detail | Organization ChartField tracks information according to a breakdown of your organization. |
| Account | Detail | Provides functionality to capture detailed transactional data. Can be specified as a balance sheet account or operating account. |
| Fund | Detail | Segregates and captures specific activities or classifies certain objectives in accordance with special regulations, restrictions, or limitations. |
| Budget Entity | Detail | Budget Entity ChartField represents organizations and/or functions to which appropriations are made and typically represents a program. |
| Category | Detail | Category ChartField represents both appropriation categories and revenue source codes. |
| State Program | Detail | State Program is used to identify the plan for an organization and use of resources to meet specified objectives of the State. |
| Grant | Detail | Grant ChartField is used for tracking grants funding. |
| Contract | Detail | Contract ChartField captures expenditure and revenue transactions for two party agreements. |
| OA1 | Detail | Other Accumulator 1 is a flexible ChartField reserved for tracking for optional reporting or specific use. |
| OA2 | Detail | Other Accumulator 2 is a flexible ChartField reserved for tracking for optional reporting or specific use. |
| PC Business Unit | Detail | 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 | Detail | 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 | Detail | 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 | Detail | Source types identify the purpose or origin of a transaction. |
| PC Category | Detail | Project Category provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project. |
| PC Subcategory | Detail | Subcategories provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project. |
| Asset ID | Detail | Florida PALM generated Asset ID. Asset Identification represents asset being transferred or retired. |
| IU Line Description | Detail | User Entered text to provide additional information to the IU Line transaction being performed |
| Foreign Amount | Detail | Specifies the monetary amount of a debit or credit (accounting entry line) in the entry currency of the item. The sum of FOREIGN_AMOUNT values should equal the total amount of the IU transaction. |
| Accounting Date | Detail | Same value as the Header Accounting Date. This value is being included here in case there is a need in the future for having accounting dates that vary by line. |
| Employee ID | Detail | This is a free form text field can be used to reference the Employee ID from FIN HR Accounting Line for Payroll Reclassifications transactions only.. |
| Position | Detail | This is a free form text field can be used to reference the Position from FIN HR Accounting Line for Payroll Reclassifications transactions only.. |
| Journal Line Ref | Detail | This is a free form text field can be used to reference the Paycheck Number and HR Journal ID from FIN HR Accounting Line for Payroll Reclassifications transaction. |
| IU Encumbrance ID | Detail | This is the IU Transaction ID of an existing IU Encumbrance that will be used to relieve when creating only the following IU Transactions: Payables/Receivables Due To/Due From Expenditure/Revenue Advance Issuance All Transfer Types/Subtypes except Revenue to Revenue Reclassifications (all types) |
| Encumbrance Reference Line No | Detail | Numeric sequence number that reference the IU encumbrance distribution line being updated. |
| IU Accrual ID | Detail | This is the IU Transaction ID of an existing IU Accrual that will be used to relieve when creating only the following IU Transactions: Expenditure/Revenue Transfer Subtypes Trust Fund Loans Repayments Advance Repayments Reclassifications (all types) |
| Accrual Reference Line No | Detail | Numeric sequence number that reference the IU Accrual distribution line being updated. |
Version History
Date | Revision Description |
|---|---|
| 06/11/2024 | Original Version |
| 07/02/2024 | Removed 110.4.3 Inter/IntraUnit Certified Forward Process business process model. |
| 10/03/2024 | Updated per version history date 08/20/2024: DD ID 0686 – additional design changes related to interfaces
|
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