Manage AP/PO Transactions (30.7)

Business Process Overview

The Manage AP/PO Transactions business process highlights the activities to be completed in preparation for closing the Accounts Payable Module and Purchasing Module. The Manage AP/PO Transactions business process applies to both the month-end and year-end close. The completion of these closing tasks monthly facilitates a timely year-end close for the AP and PO modules. The Agency AP Processor is responsible for the completion of accounts payable tasks such as the following: collecting and paying all outstanding invoices and expense payments, resolving accounting and budget exceptions for vouchers, resolving cash exceptions for payments, recording revolving fund payments or other manual payments, and completing required voucher approvals to schedule payments (and corrections) before the last pay cycle for the period to be closed. The Agency PO Encumbrance Processor oversees the completion of encumbrance tasks such as monitoring and managing encumbrance balances, resolving budget exceptions for encumbrances, and entering manual encumbrances.

The period close activities are intended to monitor and manage agency business operations and facilitate statewide reporting purposes. Monthly review and close-out of pending transactions are performed by authorized agency users. System jobs are run to update pertinent modules and the Accounts Payable Module is reconciled to the General Ledger. At the end of the period, DFS closes the source modules to prevent further processing within the period.

Dependencies and Constraints

Dependencies and Constraints describe any conditions or criteria that impact how or when the business process should be executed. These could be set within Florida PALM or from external sources (i.e., Law or Rule).

• Any Accounts Payable (AP) transactions not completed before the period close are completed in the subsequent period
• The Manage AP/PO Transactions Business Process is dependent on transaction processing in the normal course of business and resolution of failed transactions in the appropriate period.
• Payments are issued and canceled in Florida PALM.
• Agencies use inquiry access in Florida PALM to monitor reports for transaction errors.
• Agencies review Florida PALM reports to manage AP transaction errors or delays (i.e., pending DFS voucher approvals).
• AP transaction errors may be resolved in Florida PALM through completion of activities in other modules, closing or deleting the voucher, or updating the ChartField values on a voucher.
• Encumbrance creation and updates are handled in the Purchasing Module (PO).
• The DFS Statewide Financial Statements Guidance provides agencies additional guidance on accounting policies related to performing close.
• The Department of Financial Services (DFS) publishes fiscal year (FY) end closing memorandums that provide instructions, guidance, and deadlines

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. 

• Agency AP Processor: agency role responsible for managing accounts payable transactions
• Agency PO Encumbrance Processor: agency role responsible for entering encumbrances into Florida PALM
• AP Reporter: Role responsible for viewing AP Reports (role not shown as a swim lane on flow diagram)
• Confidential AP Viewer: Role responsible for viewing confidential data in AP Reports (role not shown as a swim lane on flow diagram)

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.

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.

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.

Agency Configurations

The table below identifies the Agency Configurations related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process.

Conversions

The table below identifies the Conversions related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process.

Interfaces

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

Forms

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

Workflows

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

Version History