Inter/IntraUnit Period Close (110.4.1)

Print
Share
Dark

Light
PDF

Inter/IntraUnit Period Close (110.4.1)

Print
Share
Dark

Light
PDF

Article summary

Did you find this summary helpful?

Thank you for your feedback

Business Process Overview

This business subprocess outlines the responsibilities of agencies in monitoring and reviewing Inter/IntraUnit (IU) transactions. It emphasizes proactive reconciliation to minimize agency corrections at month-end, and the need for ongoing monitoring of IU transactions. Various IU WorkCenter reports assist in tracking pending submissions, edit errors, received transactions, denied transactions, pending approvals, and budget-cash check errors. Agencies review and resolve exceptions, collaborating with IU processors to update transactions as needed. The month-end process includes a GL to IU reconciliation to ensure transactions post to the correct period, adhering to the 10.3.1 Perform Month-End Close subprocess. Finally, once both the AR and AP modules close, the IU period also closes, preventing transaction postings to closed periods.

Business Process Diagram

Business Process Diagram for 110.4.1 Period Close

Business Roles

The Business Process Flow Diagrams use horizontal swim lanes to depict where activities are performed by different parties or systems. Each swim lane is titled with a role, either agency-based or within DFS, and in some cases, are representative of an external entity or system. The swim lanes may change from page to page within a single business subprocess as more or fewer roles are required to execute sections of the business subprocess.

IU Reporter: Agency role responsible for monitoring reports for month end period close.

Business Process Flows Details

The tables below describe steps in each business subprocess as reflected on the Business Process Flow Diagrams. The tables also reflect information associated with each step describing the intent of the specific process. Florida PALM screenshots are included within the sections to allow connections to be made from specific business subprocess steps to screens within Florida PALM. This information should be read in conjunction with the Business Process Flow Diagrams.

Process Step ID	Process Step Title	Description of Process
1	Monitor and Review IU Reports	Proactive reconciliation helps limit the number of agency corrections at month-end. The IU Reporter reviews pending IU transactions that have not been approved and posted. Throughout the month, the IU Reporter monitors IU transactions for the following: IU transactions created but have not posted to the General Ledger (GL) IU transactions with an error status The IU Reporter can use the IU WorkCenter reports to monitor transactions that are in error or pending status. IUR007 Pending Submission IU Transactions IUR011 IU Edit Errors IUR008 Received IU Transactions IUR010 Denied IU Transactions IUR009 Pending Approval IUR006 Inter/IntraUnit Budget-Cash Check Errors IUR005 Inter/IntraUnit Transaction Detail Report In addition, agencies can access the KKR058 Budget and Cash Checking Exceptions/Warnings Report from the Commitment Control WorkCenter.
2	Resolve Budget/Cash Exceptions	The IU Reporter reviews the exceptions and determines if the errors should be adjusted or a value must be added or changed to resolve the exceptions (e.g., Accounting Date). The IU Reporter works with the various IU processor roles to update transactions as needed. Budget Check exceptions will be managed via the 20.2.1 Manage Budget Checking business subprocess. Cash Check exceptions will be managed via the 20.2.2 Manage Cash Checking business subprocess. The month end closing process includes a GL to IU reconciliation where the GL Reconciliation Processor collaborates with the IU processors to resolve reconciling items. This process follows the 10.3.1 Perform Month-End Close business subprocess. The process ensures transactions have posted to the period.
3	IU Period Closed	Upon successfully closing both the AR module and the AP module, the Inter/IntraUnit module period will be automatically closed. Therefore, IU transactions cannot be posted to closed periods.

Process Step ID

Process Step Title

Description of Process

Monitor and Review IU Reports

Proactive reconciliation helps limit the number of agency corrections at month-end. The IU Reporter reviews pending IU transactions that have not been approved and posted. Throughout the month, the IU Reporter monitors IU transactions for the following:

IU transactions created but have not posted to the General Ledger (GL)
IU transactions with an error status

The IU Reporter can use the IU WorkCenter reports to monitor transactions that are in error or pending status.

In addition, agencies can access the KKR058 Budget and Cash Checking Exceptions/Warnings Report from the Commitment Control WorkCenter.

Resolve Budget/Cash Exceptions

The IU Reporter reviews the exceptions and determines if the errors should be adjusted or a value must be added or changed to resolve the exceptions (e.g., Accounting Date). The IU Reporter works with the various IU processor roles to update transactions as needed.

Budget Check exceptions will be managed via the 20.2.1 Manage Budget Checking business subprocess.

Cash Check exceptions will be managed via the 20.2.2 Manage Cash Checking business subprocess.

The month end closing process includes a GL to IU reconciliation where the GL Reconciliation Processor collaborates with the IU processors to resolve reconciling items. This process follows the 10.3.1 Perform Month-End Close business subprocess. The process ensures transactions have posted to the period.

IU Period Closed

Upon successfully closing both the AR module and the AP module, the Inter/IntraUnit module period will be automatically closed. Therefore, IU transactions cannot be posted to closed periods.

Accounting Events

The accounting and budget events associated with this Business Process are cataloged in the Accounting and Budget Events Inventory. Each event in the BPM flow includes a unique Accounting Event ID, which links directly to a corresponding entry in the Accounting and Budget Events Inventory. This inventory provides detailed information on the accounting treatment and budget impacts of each event, including associated journal entries, ChartFields, and relevant modules. Agencies should reference the Accounting and Budget Events Inventory for a comprehensive view of how each accounting event is handled in Florida PALM.

Reports

Key Reports are displayed as icons with the Report Number on this Business Process. The table below provides the reports identified to be produced at a particular process step or is used to support the completion of a process step.

Report Number	Report RICEFW ID	Report Description	Report Source	Report Frequency	Audience
R1	IUR007	Pending Submission IU Transactions (WorkCenter) – A report in the WorkCenter used to display a list of initiated IU transactions that are pending submission, and IU transactions sent to the reciprocating agency but are not yet submitted for Agency approvals.	PeopleSoft	Periodic	Agency
R2	IUR011	IU Edit Errors (WorkCenter) – A report that provided edit errors for IU transactions that require action.	PeopleSoft	Periodic	Agency
R3	IUR008	Received IU Transactions (WorkCenter) – A report in the WorkCenter used to display a list of IU transactions that are received and ready for the reciprocating information.	PeopleSoft	Periodic	Agency
R4	IUR010	Denied IU Transactions (WorkCenter) – A report in the WorkCenter used to display a list of IU transactions submitted and are pending approval.	PeopleSoft	Periodic	Agency
R5	IUR009	IU Pending Approval (WorkCenter) – A report in the WorkCenter used to display a list of Inter/IntraUnit transactions submitted and are pending approval.	PeopleSoft	Periodic	Agency
R6	IUR006	Inter/IntraUnit Budget-Cash Check Errors (WorkCenter) – A report in the WorkCenter used to display a list of Inter/IntraUnit transactions with budget and cash check exceptions that require action.	PeopleSoft	Periodic	Agency
R7	KKR058	Budget and Cash Checking Exceptions/Warnings Report – A WorkCenter report that lists transactions budget and cash check exceptions and warnings along with transaction amounts, to include the type of exception and where an override was applied.	PeopleSoft	Periodic, Monthly, Annually	Agency, DFS
R8	IUR005	Inter/IntraUnit Transaction Detail Report – A report that lists transaction details for Inter/IntraUnit module transactions including Inter/IntraUnit expenditures, revenues, transfers, advances, reclassifications, encumbrances, and accruals.	PeopleSoft	Periodic, Monthly, Annually	Agency

Interfaces

The table below provides the Interfaces identified on the Business Process.

Interface Number	Interface Description	Interface Frequency	Source	Target
N/A

Forms

The table below provides the forms identified on this Business Process.

Form Number	Form Description	Audience
N/A

Workflows

The table below provides the workflows identified on this Business Process.

Workflow Number	Workflow Description	Audience
N/A

Version History

Date	Revision Description
07/23/2024	Original Version
04/30/2025	Administrative updates to apply the following changes based on the narrative updates dated 04/15/2025: Updated description of IUR007 Updated Accounting Events section

Date

Revision Description

07/23/2024

Original Version

04/30/2025

Administrative updates to apply the following changes based on the narrative updates dated 04/15/2025:

Updated description of IUR007
Updated Accounting Events section

Attachments

110.4 Inter-IntraUnit Period Close and Year-End Processing - Flow.pdf

253.52 KB

110.4 Inter_IntraUnit Period Close and Year-End Processing - Narrative.pdf

342.27 KB

Was this article helpful?

What's Next

Inter/IntraUnit Carry Forward Process (110.4.2)

Table of contents

Business Process Overview
Business Process Diagram
Business Roles
Business Process Flows Details
Accounting Events
Reports
Interfaces
Forms
Workflows
Version History