Inter/IntraUnit Period Close (110.4.1)
-
Print
-
DarkLight
-
PDF
Inter/IntraUnit Period Close (110.4.1)
-
Print
-
DarkLight
-
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 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:
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. |
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. |
Accounting Events
Accounting events originate during transaction processing in the applicable source module. The accounting events impact the source module, Commitment Control ledgers, and the General ledger (Actuals).
- Source Module accounting entries require user input (I) of the primary line (i.e., expenditure, revenues) with an automated (A) system offsetting line (i.e., payable, receivable) during transaction entry. The source model transaction must pass Edit Check, Budget Check, and Cash Check (on applicable entries) prior to posting the transaction.
- The Run Budget Check (Commitment Control) process automatically affects balances in the appropriate budget ledger (i.e., appropriation, spendable cash) if the transaction passes the budget check process.
- After the transaction is posted in the source module, an automated system process summarizes and posts the entries in the General Ledger module to the Actuals Ledger.
The table below provides the most common accounting events applicable to this business process.
Acct Event ID | Accounting Event | Commitment Control Ledger(s) Impact | Source Module Accounting Entry | General Ledger (Actuals) Entry |
|---|---|---|---|---|
N/A |
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. | 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 |
Was this article helpful?
