Outbound AR Data (ARI034)
  • 29 May 2024
  • 8 Minutes to read
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Outbound AR Data (ARI034)

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Article summary

Interface Description

Agencies have the option to maintain AR Item information in Florida PALM. This outbound interface provides AR Item information from Florida PALM to Agency Business Systems (ABS) to support the alignment of both systems.  

The Outbound AR Data Interface process selects all AR Items newly added (online or through an interface) or modified in Florida PALM and creates a daily activity file for each applicable agency. 

Click below to view the conversion file layout and sample data file.

Business Process Model

This interface can be found in the following business processes:

Selection Criteria

The interface data selection criteria include the following:

Data Field

Data Field Details

Business Unit (Optional)

BUSINESS_UNIT 

Prompt

As of Date (Conditional)

AS_OF_DATE 

Date

Extract Flag (Required)

EXTRACT_FLAG 

Dropdown (F – Full; D – Delta)

Item Status (Required)

ITEM_STATUS 

Dropdown (O – Open; C – Closed; All – All)

File Layout

Field names and descriptions from the interface layout are provided below. 

Data Field Name
Record Type
Data Field Description

Record Code

Item

Record Code identifying the Item Data

Business Unit

Item

Equivalent to the Florida PALM AR Business Unit for the Agency.

Customer ID

Item

Customer ID to identify a customer associated with the pending item. This value should represent a value from the Customer list set up in Florida PALM.

Item

Item

The Item ID for the Item. 

Item Line

Item

Item Line number in relation to the Item ID. Item Line starts with 1 and will be sequential on every same Item ID.

Balance Amount

Item

The remaining balance amount in the Item. This amount can be a CR or a DR.

As of Date

Item

This date is used by the system to calculate the Item's due date based on the payment terms selected.     This date is normally the same as the accounting date.
 
 Example:
 As of Date is 6/23/2023
 Payment Terms Code Selected: NET 30
 Due Date will be set to 7/23/2023 

AR Distribution Code

Item

It is the default accounts receivable distribution code (AR Offset Account) for the business unit. This code determines the ChartFields that the system uses when generating system-defined accounting entries for pending items

Payment Terms Code

Item

The code is entered for system to automatically calculate payment due dates.  
 Payment terms govern the length of time that a customer has to pay an item and determine discount eligibility and amount. 

Due Date

Item

Due date of the item on when a customer has to pay an item. 

Asset ID Reference

Item

This field identify an Asset associated with the item, if applicable. This value should represent a value from the Asset list set up in Florida PALM.

Supplier ID

Item

This field     identifies a Supplier associated with the item, if applicable. This value should represent a value from the Supplier list set up in Florida PALM. 

User Amount 1

Item

Field for Agency Use

User Amount 2

Item

Field for Agency Use

User Amount 3

Item

Field for Agency Use

User Amount 4

Item

Field for Agency Use

User Amount 5

Item

Field for Agency Use

User Amount 6

Item

Field for Agency Use

User Amount 7

Item

Field for Agency Use

User Amount 8

Item

Field for Agency Use

User Date 1

Item

Field for Agency Use

User Date 2

Item

Field for Agency Use

User Date 3

Item

Field for Agency Use

User Date 4

Item

Field for Agency Use

User 1

Item

Field for Agency Use

User 2

Item

Field for Agency Use

User 3

Item

Field for Agency Use

User 4

Item

Field for Agency Use

User 5

Item

Field for Agency Use

User 6

Item

Field for Agency Use

User 7

Item

Field for Agency Use

User 8

Item

Field for Agency Use

User 9

Item

Field for Agency Use

User 10

Item

Field for Agency Use

Filler1

Item

This field is reserved for future use in Florida PALM.

Filler2

Item

This field is reserved for future use in Florida PALM.

Filler3

Item

This field is reserved for future use in Florida PALM.

Filler4

Item

This field is reserved for future use in Florida PALM.

Filler5

Item

This field is reserved for future use in Florida PALM.

Record Code

Item Activity

Record Code identifying the Item Data

Business Unit

Item Activity

Equivalent to the Florida PALM AR Business Unit for the Agency.

Customer ID

Item Activity

Customer ID to identify a customer associated with the pending item. This value should represent a value from the Customer list set up in Florida PALM.

Item

Item Activity

The Item ID for the Item. 

Item Line

Item Activity

Item Line number in relation to the Item ID. Item Line starts with 1 and will be sequential on every same Item ID.

Group Sequence Number

Item Activity

Group number in relation to the Item. Multiple pending items may be associated with a group, and multiple distribution lines may be associated with a pending item. 

Item Sequence Number

Item Activity

Item Sequence in relation to the Item ID.  Sequence is system generated based on the item activity.

Entry Type

Item Activity

An entry type categorizes your items and the system uses them to create or update items. 

Entry Amount

Item Activity

The original amount entered when item was initially created in PALM.
 
 For subsequent transactions for the Item, refer to the Foreign Amount at the Item Distribution Line details for impact to the Balance.

Filler1

Item Activity

This field is reserved for future use in Florida PALM.

Filler2

Item Activity

This field is reserved for future use in Florida PALM.

Filler3

Item Activity

This field is reserved for future use in Florida PALM.

Filler4

Item Activity

This field is reserved for future use in Florida PALM.

Filler5

Item Activity

This field is reserved for future use in Florida PALM.

Filler6

Item Activity

This field is reserved for future use in Florida PALM.

Filler7

Item Activity

This field is reserved for future use in Florida PALM.

Filler8

Item Activity

This field is reserved for future use in Florida PALM.

Filler9

Item Activity

This field is reserved for future use in Florida PALM.

Filler10

Item Activity

This field is reserved for future use in Florida PALM.

Record Code

Item Distribution

Record Code identifying the  Item Distribution on the record.

Business Unit

Item Distribution

Equivalent to the Florida PALM AR Business Unit for the Agency.

Customer ID

Item Distribution

Customer ID to identify a customer associated with the pending item. This value should represent a value from the Customer list set up in Florida PALM.

Item

Item Distribution

The Item ID for the     Item. 

Item Sequence Number

Item Distribution

Item Sequence in relation to the Item ID.  Sequence is system generated based on the item activity.

Distribution Sequence Number

Item Distribution

Numeric sequence number for the accounting distribution line for the pending item. This must be a unique value on every distribution line of a pending item (e.g. 1, 2, 3 etc.).

Budget Date

Item Distribution

Represents the budget date/appropriation date including the fiscal year for the budget associated with the pending item. Must be a valid value within Florida PALM if populated.

GL Business Unit

Item Distribution

Equivalent to the Florida PALM GL Business Unit for the Agency. Must be a valid value within Florida PALM.

Organization

Item Distribution

Organization ChartField tracks information according to a breakdown of your organization.

Account

Item Distribution

Identifies the General Ledger account value that will be used to record the transactions (i.e. ChartField value for revenue, expenditure, etc.)This value is determined by the Agency and is only for pending items.

Fund

Item Distribution

Segregates and captures specific activities or classifies certain objectives in accordance with special regulations, restrictions, or limitations.

Budget Entity

Item Distribution

Budget Entity ChartField represents organizations and/or functions to which appropriations are made and typically represents a program.

Category

Item Distribution

Category ChartField represents both appropriation categories and revenue source codes.

State Program

Item Distribution

Stores Chart of Accounts information and provides the basic structure to segregate and categorize transactional and budget data.

Grant

Item Distribution

Grant ChartField is used for tracking  grants funding.

Contract

Item Distribution

Contract ChartField captures expenditure and revenue transactions for two party agreements.

OA1

Item Distribution

OA1 tracks optional organization reporting, cost pools, expenditures, revenues, or other specific use.

OA2

Item Distribution

OA2 tracks optional organization reporting, cost pools, expenditures, revenues, or other specific use.

PC Business Unit

Item Distribution

Identifies the Projects Business Unit if the payment is linked to a project that has been set up in Florida PALM. Must be a valid value within Florida PALM, if populated.

Project

Item Distribution

If the Pending item is linked to a project which has been set up in Florida PALM, provide the corresponding value. If the Project Costing Business Unit data element is populated for a distribution line, then the spreadsheet must include a Project value within that distribution line. Must be a valid value within Florida PALM if populated. Project value is required when an FCO category is recorded.

Activity

Item Distribution

If the pending item is linked to a project which has been set up in Florida PALM, provide the corresponding Activity ID associated with the project. Only required if the PC Business Unit field has been populated. Must be a valid value within Florida PALM if populated.

PC Source Type

Item Distribution

Source types identify the purpose or origin of a transaction.

PC Category

Item Distribution

Project Category provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project.

PC Subcategory

Item Distribution

Subcategories provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project.

Line Description

Item Distribution

Additional description for the distribution line. This line description information is optional for a pending Item

Foreign Amount

Item Distribution

Amount associated with the Item distribution line. 

Accounting Date

Item Distribution

Same value as the group control accounting Date. This value is being included here in case there is a need in the future for having accounting dates that vary by pending item. 

Filler1

Item Distribution

This field is reserved for future use in Florida PALM.

Filler2

Item Distribution

This field is reserved for future use in Florida PALM.

Filler3

Item Distribution

This field is reserved for future use in Florida PALM.

Filler4

Item Distribution

This field is reserved for future use in Florida PALM.

Filler5

Item Distribution

This field is reserved for future use in Florida PALM.

Filler6

Item Distribution

This field is reserved for future use in Florida PALM.

Filler7

Item Distribution

This field is reserved for future use in Florida PALM.

Filler8

Item Distribution

This field is reserved for future use in Florida PALM.

Filler9

Item Distribution

This field is reserved for future use in Florida PALM.

Filler10

Item Distribution

This field is reserved for future use in Florida PALM.

 

Version History

Date

Revision Description

03/12/2024

Original Version

5/22/2024DDID 0510 ARE006-Asset ID to use delivered SUBROG_CASE_NUM field

Design Document(s)


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