Ledger (GLC001)

Updated on 07 Aug 2024
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Conversion Description

Florida PALM requires conversion of Ledger balances from Central FLAIR into the General ledger (GL) module. This is a Ledger conversion to establish the beginning balances for statewide and agency level data for FY 2026. The Central FLAIR Ledger balances will be converted and processed to Florida PALM.

This functional design will cover conversion of existing data in PALM CMS wave from Period 0 to 6. This will also include conversion of Balance sheet specific transactions from Departmental FLAIR as of 12/31/2025 and Revenues and Expenditures balances from Central FLAIR from 7/1/2025 to 12/31/2025. Balances from FLAIR will be available in 29-digit code. These accounting strings will be converted to map to the Florida PALM values.

The converted values will be provided to agencies and Accounting and Auditing (A&A) for reconciliation. They will review and identify the lower-level Chartfield (i.e., Program, Grant, OA1, OA2 etc.,) detail for each of the accounting string. Once identified and reviewed, updated data will be provided to PALM functional team for loading to Florida PALM

Business Process Models

This conversion can be found in the following business processes:

Source Data

The table below details the files from the integrating systems that will provide the source data for this conversion.

File Name	Source System	Description
N/A

Conversion Layout

The layout of the conversion is listed below.

Data Field	Record Type	Description
Record Code	Journal Header	Record Code identifying the information on the record.
Business Unit	Journal Header	Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions.
Journal Date	Journal Header	Specifies the date the journal was created.
Adjusting Entry	Journal Header	Adjusting entry is an entry recorded at the end of the accounting period to record month end or year end adjustments which includes audit adjustments, adjustments performed to support financial reporting like GAAP, Full Accrual etc.
Adjusting Period	Journal Header	Month-end or Year-end adjustments are segregated from the regular accounting period(s). Adjustment period is used to record the month end or year-end adjustment
Ledger Group	Journal Header	One or more ledgers indicating where journal entries will be posted to affect financial balances.
Ledger	Journal Header	Identifies where the journal entries will be recorded to impact financial balances.
Reversal Code	Journal Header	A flag that indicates if a journal entry should be automatically reversed, and if so, with what date. When associated with a reversal entry, it indicates that the entry was created automatically by the reversal process.
Reversal Date	Journal Header	Specifies the date for an automatic reversal journal entry.
Reversal Adjustment Period	Journal Header	Indicates the Accounting Period for a reversal adjustment journal.
Source	Journal Header	Identifies the origin of a journal entry to facilitate inquiries and reporting.
Transaction Reference Number	Journal Header	Identifies a document, person, invoice, date, or any other piece of information that is associated with a journal entry. The journal reference is helpful if you need to trace back to the source of the transaction.
Description	Journal Header	Used to provide a short description reflecting the purpose of the journal.
Journal Class	Journal Header	Used to categorize types of journals.
Long Description	Journal Header	Used to provide a long description reflecting the purpose of the journal.
Record Code	Journal Line	Record Code identifying the information on the record
Business Unit	Journal Line	Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions.
GL Journal Line Number	Journal Line	Sequential number of lines in the journal.
Ledger	Journal Line	Identifies where the journal entries will be recorded to impact financial balances.
Organization	Journal Line	Organization ChartField tracks information according to a breakdown of your organization.
Account	Journal Line	Provides functionality to capture detailed transactional data. Can be specified as a balance sheet account or operating account.
Fund	Journal Line	Segregates and captures specific activities or classifies certain objectives in accordance with special regulations, restrictions, or limitations.
Budget Entity	Journal Line	Budget Entity ChartField represents organizations and/or functions to which appropriations are made and typically represents a program.
Category	Journal Line	Category ChartField represents both appropriation categories and revenue source codes.
State Program	Journal Line	Stores Chart of Accounts information and provides the basic structure to segregate and categorize transactional and budget data.
Grant	Journal Line	Grant ChartField is used for tracking grants funding.
Contract	Journal Line	Contract ChartField captures expenditure and revenue transactions for two party agreements.
OA1	Journal Line	OA1 tracks optional organization reporting, cost pools, expenditures, revenues, or other specific use.
OA2	Journal Line	OA2 tracks optional organization reporting, cost pools, expenditures, revenues, or other specific use.
PC Business Unit	Journal Line	Project Costing Business Unit.
Project	Journal Line	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	Journal Line	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	Journal Line	PC Source types identify the purpose or origin of a transaction.
PC Proj Category	Journal Line	PC Proj Category provides more flexibility and granularity in tracking and analyzing costs; not required.
PC Subcategory	Journal Line	PC Subcategories provides more flexibility and granularity in tracking and analyzing costs; not required.
Analysis Type	Journal Line	Type of project transaction.
Monetary Amount	Journal Line	Specifies the monetary amount of a debit or credit in the business unit base currency. Debit entries are positive and credit entries are negative. Value includes decimal point and two decimals i.e. 9999.99
Journal Line Reference	Journal Line	May be used to reflect a legacy system transaction number.
Journal Line Description	Journal Line	Description of the journal line which is populated with the Account ChartField value description as a default unless a specified value is provided.
Budget Date	Journal Line	Indicates the date within the correlating budget period that the journal is eligible to be budget checked against.
Inter/IntraUnit Group Number	Journal Line	Groups a set of journal lines as a set of InterUnit or IntraUnit transactions.
Inter/IntraUnit Anchor	Journal Line	Indicates which journal line contains the anchor Business Unit value for the InterUnit or IntraUnit transactions.
Filler1	Journal Line	This field is reserved for future use in Florida PALM.
Filler2	Journal Line	This field is reserved for future use in Florida PALM.

Version History

Date	Revision Description
08/07/2024	Original Version

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Grants (GMC001)

Table of contents

Conversion Description
Business Process Models
Source Data
Conversion Layout
Version History