Open Encumbrances (POC001)
- 26 Jun 2024
- 7 Minutes to read
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Open Encumbrances (POC001)
- Updated on 26 Jun 2024
- 7 Minutes to read
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This is not applicable for inter-agency encumbrances
Conversion Description
This conversion will load all identified open Encumbrances from the Source Systems to Florida PALM. A pre-defined pipe-delimited formatted file is received from the Source Systems and pushed to the applicable inbound file server location. The open encumbrances conversion file will contain open encumbrance balances that are authorized for continued use.
This conversion will leverage the custom Inbound Encumbrance Load (POI002) interface to load the initial list of open encumbrances extracted from the Source Systems.
Click below to view the conversion file layout and sample data file.
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 |
Agency_POI002_D_YYYYMMDD-HHMM.txt | FLAIR, ABS, MFMP | File which contains all open encumbrances from the Source Systems that will be loaded in Florida PALM. |
Conversion Layout
The layout of the conversion is listed below.
| Data Field | Record Type | Data Field Description |
|---|---|---|
| Record Code | PO Header Details | Indicates Encumbrance Header information. This field is the row identifier and should be added at the start of each header row. |
| PO Header Action | PO Header Details | Used to designate which type of action is to be taken on the file data. |
| Business Unit | PO Header Details | Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions. |
| PO ID | PO Header Details | Florida PALM Encumbrance ID. |
| Hold Status | PO Header Details | Flag to temporarily prevent further processing of the encumbrance. The encumbrance will not be eligible for approval or denial or any processes to pick it up for updates. |
| PO Date | PO Header Details | Denotes date encumbrance line was established in source system. |
| PO Reference | PO Header Details | Free text reference field. Source encumbrance number. |
| Confidential PO? | PO Header Details | Confidential Encumbrance flag to determine if the Encumbrance/PO is confidential |
| Supplier SetID | PO Header Details | SetID is a value used in Florida PALM to define setup data. It allows the sharing of common setup data across Business Units or specific to Business Unit. |
| Supplier ID | PO Header Details | This field will contain a valid Florida PALM Supplier ID for the Supplier SetID provided above. |
| Supplier Location | PO Header Details | This field will contain a valid Florida PALM Supplier Location for the Supplier ID provided above. |
| Address Sequence Number | PO Header Details | Supplier Address Sequence Number field will contain a valid Florida PALM Invoicing Supplier Address Sequence Number for the Supplier ID provided above. |
| PO Origin | PO Header Details | This value will be specific to each agency and/or system. The Origin Indicates the source system of the transaction. |
| Approval required? | PO Header Details | Flag to determine if Agency Approval is needed in FL PALM for the encumbrance. If Y is selected, the Encumbrance will route through workflow within Florida PALM. |
| Source System User ID | PO Header Details | Field to determine the User who requested the addition of the Encumbrance. |
| Filler1 | PO Header Details | This field is reserved for future use in Florida PALM. |
| Filler2 | PO Header Details | This field is reserved for future use in Florida PALM. |
| Filler3 | PO Header Details | This field is reserved for future use in Florida PALM. |
| Filler4 | PO Header Details | This field is reserved for future use in Florida PALM. |
| Filler5 | PO Header Details | This field is reserved for future use in Florida PALM. |
| Record Code | PO Line Details | Indicates Encumbrance Line information. This field is the row identifier and should be added at the start of each line row. |
| PO Line Action | PO Line Details | Used to designate which type of action is to be taken on the Line data. |
| Line Number | PO Line Details | Encumbrance line number. |
| Category Code | PO Line Details | Provide the category code that you want the system to use to locate the catalog in which you want to search for item categories. |
| Unit of Measure | PO Line Details | The Unit of Measure for the encumbrance line. |
| Amount Only Flag | PO Line Details | To designate the line as an amount-only line. If entered as 'Y', the encumbrance quantity value on the line ship details should always be 1. |
| Physical Nature | PO Line Details | Indicates whether an item is a good or a service. |
| Item Description | PO Line Details | Description of the encumbrance line item. |
| Filler1 | PO Line Details | This field is reserved for future use in Florida PALM. |
| Filler2 | PO Line Details | This field is reserved for future use in Florida PALM. |
| Filler3 | PO Line Details | This field is reserved for future use in Florida PALM. |
| Filler4 | PO Line Details | This field is reserved for future use in Florida PALM. |
| Filler5 | PO Line Details | This field is reserved for future use in Florida PALM. |
| Filler6 | PO Line Details | This field is reserved for future use in Florida PALM. |
| Filler7 | PO Line Details | This field is reserved for future use in Florida PALM. |
| Filler8 | PO Line Details | This field is reserved for future use in Florida PALM. |
| Filler9 | PO Line Details | This field is reserved for future use in Florida PALM. |
| Filler10 | PO Line Details | This field is reserved for future use in Florida PALM. |
| Record Code | PO Line Ship Details | Indicates Encumbrance Line Ship information. This field is the row identifier and should be added at the start of each line ship details row. |
| PO Total Line Amount | PO Line Ship Details | Total line amount of the PO/encumbrance. |
| PO Quantity | PO Line Ship Details | Quantity of the encumbrance line to be distributed. |
| Filler1 | PO Line Ship Details | This field is reserved for future use in Florida PALM. |
| Filler2 | PO Line Ship Details | This field is reserved for future use in Florida PALM. |
| Filler3 | PO Line Ship Details | This field is reserved for future use in Florida PALM. |
| Filler4 | PO Line Ship Details | This field is reserved for future use in Florida PALM. |
| Filler5 | PO Line Ship Details | This field is reserved for future use in Florida PALM. |
| Filler6 | PO Line Ship Details | This field is reserved for future use in Florida PALM. |
| Filler7 | PO Line Ship Details | This field is reserved for future use in Florida PALM. |
| Filler8 | PO Line Ship Details | This field is reserved for future use in Florida PALM. |
| Filler9 | PO Line Ship Details | This field is reserved for future use in Florida PALM. |
| Filler10 | PO Line Ship Details | This field is reserved for future use in Florida PALM. |
| Record Code | PO Distribution Details | Indicates Encumbrance Distribution Line information. This field is the row identifier and should be added at the start of each distribution line row. |
| PO Distribution Action | PO Distribution Details | Used to designate which type of action is to be taken on the Line Distribution data. |
| Distribution Line Number | PO Distribution Details | Distribution Line number for the encumbrance line. Numeric value starting with 1. |
| Distribution PO Quantity | PO Distribution Details | Quantity to be distributed on the encumbrance distribution line. |
| Distribution Percentage | PO Distribution Details | Enter Distribution Percentage to distribute the cost by a percentage of the total amount. Enter a proration percent value for each distribution line. Total Percentage for single/multiple distribution lines for a single Encumbrance ID must always equal 100%. |
| Distribution Line Merchandise Amount | PO Distribution Details | Total amount of the encumbrance distribution line. |
| Organization | PO Distribution Details | Organization ChartField tracks information according to a breakdown of your organization. |
| Account | PO Distribution Details | General Ledger Account, specified as balance sheet account (e.g., asset, liability, equity) or operating account (e.g., expenditure, revenue). |
| Fund | PO Distribution Details | Segregates and captures specific activities or classifies certain objectives in accordance with special regulations, restrictions, or limitations. |
| Budget Entity | PO Distribution Details | Budget Entity ChartField represents organizations and/or functions to which appropriations are made and typically represents a program. |
| Category | PO Distribution Details | Category ChartField represents both appropriation categories and revenue source codes. |
| State Program | PO Distribution Details | State Program ChartField tracks revenue and expenditures for programs within or across your organizations. |
| Grant | PO Distribution Details | Grant ChartField tracks grant Ids within or across your organizations. |
| Contract | PO Distribution Details | Contract ChartField captures expenditure and revenue transactions as required for two party agreements. |
| OA1 | PO Distribution Details | Other Accumulator ChartField can be used for various purposes, such as, tracking for optional reporting, or cost pools. |
| OA2 | PO Distribution Details | Agency Unique ChartField is a flexible field reserved for tracking for optional reporting or specific use. |
| PC Business Unit | PO Distribution Details | 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 | PO Distribution Details | 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 | PO Distribution Details | 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 | PO Distribution Details | The Source Type ChartField identifies the purpose or origin of a Project-related transaction. |
| PC Category | PO Distribution Details | The Proj Category ChartField provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project. |
| PC Subcategory | PO Distribution Details | The Subcategory ChartField provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project. |
| Budget Date | PO Distribution Details | Represents a calendar date field on module transactions. Based on the budget date entered, budget checking functionality checks the transaction against the appropriate budget period (i.e., FY). |
| Asset Profile ID | PO Distribution Details | Asset Profile ID identifies the Accounting Template that determines financial, depreciation and retirement attributes of asset being added. |
| Filler1 | PO Distribution Details | This field is reserved for future use in Florida PALM. |
| Filler2 | PO Distribution Details | This field is reserved for future use in Florida PALM. |
| Filler3 | PO Distribution Details | This field is reserved for future use in Florida PALM. |
| Filler4 | PO Distribution Details | This field is reserved for future use in Florida PALM. |
| Filler5 | PO Distribution Details | This field is reserved for future use in Florida PALM. |
| Filler6 | PO Distribution Details | This field is reserved for future use in Florida PALM. |
| Filler7 | PO Distribution Details | This field is reserved for future use in Florida PALM. |
| Filler8 | PO Distribution Details | This field is reserved for future use in Florida PALM. |
| Filler9 | PO Distribution Details | This field is reserved for future use in Florida PALM. |
| Filler10 | PO Distribution Details | This field is reserved for future use in Florida PALM. |
Version History
Date | Revision Description |
12/01/2023 | Original Version |
| 4/3/2024 | Updated PO Total Line Amount field name and description. |
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