Outbound Returned Items Data (ARI020)
  • 02 Oct 2024
  • 6 Minutes to read
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Outbound Returned Items Data (ARI020)

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Article summary

Interface Description

This interface was implemented in CMS Wave and will be updated in Financials Wave. The information in this article is the planned design for Financials Wave.

The Bank provides a returned items interface file to Florida PALM. Returned items include returned checks, credit card chargebacks, and credit card chargeback reversals. If checks, credit card payments, and Automated Clearing House payments deposited are returned by the bank (e.g., insufficient funds, credit card disputes, or closed accounts), a debit memo is systematically generated from bank data and will not be entered to a Customer ID. Returned items are then recorded in Florida PALM to reduce the cash balance in an Agency default fund. Agencies notify customers through their normal process to collect outstanding balances.

The inbound interfaces (ARI003 - Inbound ACH NOC and Return Deposit Data, ARI033 - Inbound ACH NOC and Return Deposit Data and ARI022 - Inbound Returned Item Check Data) processes the file and loads the returned item data into Florida PALM. These returned item deposits go through a reconciliation process to match the bank deposit record. 

This outbound interface extracts the details of the returned items from Florida PALM and generates a file to send to Agencies. The outbound interface file contains the information required for communicating Debit Memo information from returns and adjustments for the Treasury’s Receipting bank accounts (currently Wells Fargo). The file will include all Debit Memo and return detail information. Detail records may contain a number of fields and content depending on the source transaction type (paper return, EFT, etc.). The agency will get the file from the OCI MFT server by opening an SFTP connection and the SFTP response will be a Success or No Success depending on the successful transmission of the file.

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

 

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Business Process Model

This interface can be found in the following business process:

Run Control Parameters

The interface data selection criteria includes the following:

Data FieldData Field Details
Business UnitAgency AR Business Unit. User will be able to select multiple Business Units while running the process, but Business unit prompt values will be populated based on Business unit security. So, user will be able to select on the Business unit for which they have access to.
From DateReturned Items will be extracted starting the date provided in the ‘From Date’ by the user.
To DateReturned Items will be extracted till ‘To Date’ provided by the user. The returned item details will be extracted between ‘From Date’ and ‘To Date’ of Deposit Accounting Date.

File Layout

The layout of the interface is listed below. 

Data FieldRecord TypeData Field Description

Record Code

Header

Record Code identifying the information on the record.

FTP Recipient 

Header

Business Unit for source of detail records.

Accounting Date 

Header

Date of Debit memos and adjustments on the file.

Number of Detail Records 

Header

Count of records with Record code “D”.

Control Total Amount

Header

Sum of amounts with Record Code = “D”.

Record Code

Detail

Record Code identifying the information on the record.

Deposit Type

Detail

Source for the Debit Memo detail record. 

Deposit Unit 

Detail

Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions.

Bank Account #

Detail

First 7 digits of Bank Account # which represents Agency Location Code in most cases.

Deposit ID

Detail

Unique return item identifier within Florida PALM.

Agency Deposit Number

Detail

Agency unique deposit number is used in the bank reconciliation process. This is the reference ID for electronic deposits and the deposit slip number for paper deposits.

Budget Date

Detail

Equivalent to the Florida PALM GL Business Unit for the Agency. Must be a valid value within Florida PALM. Represents the budget date/appropriation date including the fiscal year for the budget associated with the payment. Must be a valid value within Florida PALM if populated.

GL Business Unit

Detail

Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions. Can be distributed to other agencies with appropriate security.

Organization

Detail

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

Account 

Detail

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 Direct Journal payments.

Fund

Detail

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

Budget Entity

Detail

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

Category

Detail

Category ChartField represents both appropriation categories and revenue source codes.

State Program

Detail

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

Grant

Detail

Grant ChartField is used for tracking  grants funding.

Contract

Detail

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

OA1

Detail

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

OA2

Detail

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

PC Business Unit

Detail

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

Detail

If the payment 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.

Activity

Detail

If the payment 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

Detail

Source types identify the purpose or origin of a transaction.

PC Category

Detail

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

PC Subcategory

Detail

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

Foreign Amount 

Detail

Transaction Amount. Usually negative. Value includes decimal point and two decimals  i.e. -99999.99.

Bank Account Key

Detail

Bank Subaccount where original deposit was made.

Return Reason Code

Detail

Return Reason Code.

Return Reason Description 

Detail

Description of Return Reason Code.

Maker Name 

Detail

Submitter of returned item.

Maker Routing Number 

Detail

Routing number for the returned item.

Maker Account Number 

Detail

Account number for the returned item.

Maker Check Number 

Detail

Check number for the returned item.

Check Date 

Detail

When the Type field contains A or C this field will be blank. When the Type field contains a P, F then this field will contain a date. 

Item Return Date 

Detail

Date Item was returned by the financial institution.

Image File Name 

Detail

Name of corresponding image (if applicable to the Agency EFT offering).

Image File Name Rear 

Detail

Name of back of Check. Image for Wells Fargo Paper returns where applicable.

Company ID/ Merchant ID 

Detail

ID assigned to the Agency/Location Receiving the original deposit. Company ID for ACH returns.
 Merchant ID for Credit Card 

Company Name 

Detail

Text associated with the Company or Merchant ID.  

Standard Entry Class Code 

Detail

Type of transaction.

Standard Entry Class Code Description 

Detail

Description of the Standard Entry Class Code.

Company Entry Description 

Detail

Short Descriptor for the Standard Entry Class Code provided by the originator.

Effective Entry Date 

Detail

Requested Settlement Date.

Immediate Origin 

Detail

Routing Number of the ACH Operator or sending  point to which the file is being sent.

Immediate Destination 

Detail

Routing Number of the ACH Operator or receiving point that is sending the FILE.

Date of Death 

Detail

Returned for reason of death.

Receiving DFI ID 

Detail

Receiver Routing Number.

Receiving DFI Check Digit 

Detail

Check Digit.

Transaction Code

Detail

Code to Identify various kinds of debits and credits.

Return Routing Number 

Detail

Returned item ABA Routing Number including check digit.

Return Account Number 

Detail

Returned item Account number.

Identification Number 

Detail

Originator Tracing Number.

Receiving Name 

Detail

Originator Name or ID Number.

Trace Number 

Detail

Bank reference number.

Original Entry Trace Number 

Detail

Trace number originally included for the transaction.

Original Receiving DFI 

Detail

Receiving DFI ID originally included on the entry.

Comment

Detail

Optional Comment from Treasury when Adjustment/Correction entered.

Version History

DateRevision Description
12/01/2023Original Version

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