Outbound Voucher and Payment Extract (API031)

Record Code

Voucher Header

Confidentiality Display Indicator

Voucher Header

Used to identify that a supplier or voucher is confidential.

Business Unit

Voucher Header

AP Business Unit. Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions.
 
 Legacy Mapping: Operating Level Organization (OLO)

Voucher ID

Voucher Header

Voucher ID is a unique identifier that is a sequential number that cannot be duplicated within an AP Business Unit.
 
 All extract records with the same Source System AP Business Unit and Voucher ID will be processed as a group. 

Voucher Style

Voucher Header

Voucher Style identifies the type of voucher being generated.  Regular vouchers (REG) relate to voucher payments where the payee is maintained as a Supplier/Employee in Florida PALM.
 
 Single payment vouchers (SGLP) relate to voucher payments where the payee is not maintained as a Supplier in Florida PALM.
 
 Adjustment Voucher (ADJ) is used to make corrections such as amounts and to relate two vouchers in Florida PALM.
 
 Template Voucher(TMPL) is used as a template for generating
 regular vouchers that share voucher data.

Voucher Origin

Voucher Header

This value will be specific to each agency and/or system and can be hard coded.  

Invoice ID

Voucher Header

Invoice Number field will contain a unique Supplier Invoice Number.
 
 The field will be displayed on the EFT and Check Remittance files.

Invoice Date

Voucher Header

Invoice Date will contain the date the Supplier Invoice was received by the agencies. In conjunction with the payment terms, it is the basis for calculating the Scheduled Pay Date, which is the date the voucher will get picked up for payment.

Accounting Date

Voucher Header

The accounting entry date for a given transaction.

Invoice Receipt Date.(Invoice Received Date) 

Voucher Header

Invoice Receipt Date identifies the date the invoice is received by the Agency.

Goods and Services Received Date  

Voucher Header

Date the goods or services were received

Goods and Services Approved Date

Voucher Header

Goods and Services Approved identifies the date that the goods and services were approved by the Agency.  

Basis Date

Voucher Header

The greater of the goods or services approved,goods or services received and    
 invoice received is used to determine the prompt payment calculation (i.e., basis date).

Gross Amount

Voucher Header

Gross Invoice Amount will contain the Gross Amount of the Voucher/Supplier invoice.
 
 Florida PALM will not process negative vouchers through this interface.

Payment Terms

Voucher Header

Payment Terms are used to schedule payments for invoices and to calculate amounts remitted to Suppliers.  In conjunction with the Invoice Date, it is used to calculate the Scheduled Pay Date, which is the date the voucher will get picked up for payment.

Invoicing Supplier SetID

Voucher Header

Invoicing Supplier SetID

Invoicing Supplier ID

Voucher Header

This field will contain a valid Florida PALM Supplier ID for the Invoicing Supplier SetID provided above.  Suppliers will be converted into Florida PALM from multiple sources (e.g., SWVF, VE, ABS, etc.).

Invoicing Supplier Location

Voucher Header

This field will contain a valid Florida PALM Invoicing Supplier Location for the Supplier ID provided above.

Invoicing Supplier Address Sequence Number

Voucher Header

Invoicing Supplier Address Sequence Number field will contain a valid Florida PALM Supplier Invoicing Address Sequence Number for the Supplier ID provided above.

Entry Status

Voucher Header

Identifies the status of voucher processing through it's lifecycle.

Match Status

Voucher Header

Displays the voucher match status for related encumbrances.

Approval Status

Voucher Header

Identifies the voucher approval status.

Audit Reason Code

Voucher Header

Identifies the Audit Reason Code for vouchers returned by the Bureau of Auditing (BOA).

Agency AP Approver

Voucher Header

Displays the Agency AP Approver's user ID,if the Voucher has been approved or denied by the Agency AP Approver.

Agency AP F&A Approver

Voucher Header

Displays the Agency AP F&A Approver's user ID,if the Voucher has been approved or denied by the Agency AP F&A Approver.

Agency AP Processor 

Voucher Header

Displays the Agency AP Processor's user ID who has entered the Voucher in Florida PALM. If the Voucher has been interfaced to Florida PALM, this field will show Batch User ID.

Budget Header Status

Voucher Header

Displays the voucher budget header status.

Voucher Post Status

Voucher Header

Identifies whether a voucher has been posted and recorded in the General Ledger, or not.

Cash Check Status

Voucher Header

Displays the voucher/payment cash check status.

Close Status

Voucher Header

Identifies if a voucher is open for processing or closed.  Vouchers that have accounting entries generated cannot be deleted, but must rather be closed to reverse existing accounting entries recorded in the General Ledger.

Service From Date

Voucher Header

Date the Service was started from.

Service To Date

Voucher Header

Date until the Service was/will be provided.

Source System User ID

Voucher Header

The Source System User ID for the Vouchers interfaced from other systems.

Entered Date

Voucher Header

Date voucher was entered in Florida PALM.

Last Modified Date

Voucher Header

Date the voucher was last modified in Florida PALM.

User Modified By

Voucher Header

User name that last modified the voucher.

Related Voucher

Voucher Header

Used to link the original voucher with the Adjustment voucher. This helps in tracking and managing interconnected voucher transactions in the system.

Emergency Voucher 

Voucher Header

Information only flag to indicate Auditing to prioritize the review if needed for the voucher.

Payment Hold Flag

Voucher Header

Hold Payment Flag is used to place on a voucher payment on Hold.  The payment hold flag must be deselected on the respective voucher online in Florida PALM to allow the voucher to be picked up in Pay Cycle for payment.

Payment Hold Reason

Voucher Header

Payment Hold Reason

Filler1

Voucher Header

This field is reserved for future use in Florida PALM

Filler2

Voucher Header

This field is reserved for future use in Florida PALM

Filler3

Voucher Header

This field is reserved for future use in Florida PALM

Filler4

Voucher Header

This field is reserved for future use in Florida PALM

Filler5

Voucher Header

This field is reserved for future use in Florida PALM

Record Code

Voucher Supplier

Indicates Voucher Supplier information. This field is the row identifier and should be added at the start of each voucher Supplier row.

Name 1

Voucher Supplier

Supplier Name as it will appear on the printed Warrant.

Country

Voucher Supplier

Country Code for the Supplier address.

Address 1

Voucher Supplier

Address as it will appear on the printed Warrant.

Address 2

Voucher Supplier

Address as it will appear on the printed Warrant.  This is an overflow from Address 1.

Address 3

Voucher Supplier

Address as it will appear on the printed Warrant. his is an overflow from Address 2.

City

Voucher Supplier

City for the Supplier address.

State

Voucher Supplier

State for the Supplier address.

Postal Code

Voucher Supplier

Postal Code for the Supplier address.

Filler1

Voucher Supplier

This field is reserved for future use in Florida PALM

Filler2

Voucher Supplier

This field is reserved for future use in Florida PALM

Filler3

Voucher Supplier

This field is reserved for future use in Florida PALM

Filler4

Voucher Supplier

This field is reserved for future use in Florida PALM

Filler5

Voucher Supplier

This field is reserved for future use in Florida PALM

Filler6

Voucher Supplier

This field is reserved for future use in Florida PALM

Filler7

Voucher Supplier

This field is reserved for future use in Florida PALM

Filler8

Voucher Supplier

This field is reserved for future use in Florida PALM

Filler9

Voucher Supplier

This field is reserved for future use in Florida PALM

Filler10

Voucher Supplier

This field is reserved for future use in Florida PALM

Record Code

Voucher Line

Indicates Voucher Line information. This field is the row identifier and should be added at the start of each line row.

Business Unit

Voucher Line

AP Business Unit. Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions.
 
 Legacy Mapping: Operating Level Organization (OLO)

Voucher ID

Voucher Line

Voucher ID is a unique identifier that is a sequential number that cannot be duplicated within an AP Business Unit.
 
 All extract records with the same Source System AP Business Unit and Voucher ID will be processed as a group. 

Voucher Line Number

Voucher Line

Voucher Line Number field will contain a unique, sequential number that will be provided for each voucher line to be created for the Voucher/Supplier invoice. This will be the same number found in the Voucher Line that the Distribution Line below correlates to.

Line Description

Voucher Line

Line Description may contain a description of the good or service provided by the Supplier.

Document Number

Voucher Line

Document Number from ABS / Third Party Systems.

Merchant

Voucher Line

Designed primarily for PCard usage for capturing Merchant details, while also offering versatility for other agency applications as necessary.

Traveler

Voucher Line

Designed primarily for PCard usage for capturing Traveler details, while also offering versatility for other agency applications as necessary.

PO ID

Voucher Line

PO ID reflects the Encumbrance identifier tracked in Florida PALM.

PO Origin

Voucher Line

This value will be specific to each agency and/or system. The PO Origin Indicates the source system of the transaction.

PO Line Number

Voucher Line

PO Line Number field will contain a unique, sequential number that will be provided for each encumbrance line tracked in Florida PALM under the PO ID specified above.

PO reference

Voucher Line

PO Reference field will contain a source system Encumbrance ID

Receipt ID

Voucher Line

Receipt ID reflects the Payable ID in Florida PALM.

Merchandise Amount

Voucher Line

Merchandise Amount will contain the amount of the Voucher/Supplier invoice line.  If the voucher line contains a Line Quantity, Unit of Measure, and Unit Price then the Line Amount must be equal to the product of the Line Quantity and Unit Price. 

Filler1

Voucher Line

This field is reserved for future use in Florida PALM

Filler2

Voucher Line

This field is reserved for future use in Florida PALM

Filler3

Voucher Line

This field is reserved for future use in Florida PALM

Filler4

Voucher Line

This field is reserved for future use in Florida PALM

Filler5

Voucher Line

This field is reserved for future use in Florida PALM

Filler6

Voucher Line

This field is reserved for future use in Florida PALM

Filler7

Voucher Line

This field is reserved for future use in Florida PALM

Filler8

Voucher Line

This field is reserved for future use in Florida PALM

Filler9

Voucher Line

This field is reserved for future use in Florida PALM

Filler10

Voucher Line

This field is reserved for future use in Florida PALM

Record Code

Voucher Accounting Line

Indicates Voucher Accounting information. This field is the row identifier and should be added at the start of each line row.

Business Unit

Voucher Accounting Line

AP Business Unit. Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions.
 
 Legacy Mapping: Operating Level Organization (OLO)

Voucher ID

Voucher Accounting Line

Voucher ID is a unique identifier that is a sequential number that cannot be duplicated within an AP Business Unit.
 
 All extract records with the same Source System AP Business Unit and Voucher ID will be processed as a group. 

Voucher Line Number

Voucher Accounting Line

Voucher Line Number field will contain a unique, sequential number that will be provided for each voucher line to be created for the Voucher/Supplier invoice. This will be the same number found in the Voucher Line that the Distribution Line below correlates to.

Distribution Line Number

Voucher Accounting Line

Voucher Distribution Line Number.

Posting Process

Voucher Accounting Line

Posting Process

Accounting Entry Type

Voucher Accounting Line

Voucher Posting creates accounting entries by using standard distribution account types.

GL Business Unit

Voucher Accounting Line

GL Business Unit represents an organization/agency at an appropriation level and is used to define a financial reporting entity for General Ledger reporting.

Organization

Voucher Accounting Line

Organization represents which departmental entity the transaction belongs to. 

Account

Voucher Accounting Line

General Ledger Account, specified as balance sheet account (e.g., asset, liability, equity) or operating account (e.g., expenditure, revenue).
 
 Legacy Mapping: General Ledger Code, Object Code

Fund

Voucher Accounting Line

Fund is used to segregate and capture specific activities or classify certain objectives in accordance with special regulations, restrictions, or limitations (e.g., restricted Fund).
 
 Legacy Mapping: GAAFR, SF, FID

Budget Entity

Voucher Accounting Line

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

Category

Voucher Accounting Line

Category represents both appropriation categories and revenue source codes.

State Program

Voucher Accounting Line

State Program is used to identify the plan for an organization and use of resources to meet specified objectives of the State.
 
 Legacy Mapping: State Program Component

Grant

Voucher Accounting Line

Grant ID value used to track financial assistance that provides support or stimulation to accomplish a public purpose. 

Contract

Voucher Accounting Line

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

Other Accumulator 1 (OA1) 

Voucher Accounting Line

Other Accumulator 1 is a flexible ChartField reserved for tracking for optional reporting or specific use.

Other Accumulator 2 (OA2) 

Voucher Accounting Line

Other Accumulator 2 is a flexible ChartField reserved for tracking for optional reporting or specific use.

PC Business Unit

Voucher Accounting Line

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

Voucher Accounting Line

Project is used to capture a planned undertaking, having a finite beginning and a finite ending, can cross fiscal years, for which expenditures/costs and revenues are to be tracked
 
 Legacy Mapping: Project

Activity

Voucher Accounting Line

Activity tracks specific tasks that make up a Project and records transactional details; a Project must have at least one associated Activity ID.
 
 Legacy Mapping: None

PC Source Type

Voucher Accounting Line

The Source Type ChartField identifies the purpose or origin of a Project-related transaction.
 
 Legacy Mapping: None

PC Category

Voucher Accounting Line

The Proj Category ChartField provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project.
 
 Legacy Mapping: None

Subcategory

Voucher Accounting Line

The Subcategory ChartField provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project.
 
 Legacy Mapping: None

Budget Date

Voucher Accounting Line

Budget Date will contain the Budget Date applicable to the Voucher.  This date determines the budget period that will be impacted by the expenditures recorded on the Voucher Distribution Lines.

Fiscal Year

Voucher Accounting Line

Fiscal Year                   

Accounting Period

Voucher Accounting Line

 Identifies a time period to which you post transactions.  Typically, an accounting period represents a month, but it can also represent a week, a day, or any user-defined interval. An accounting period has a beginning date and an ending date, and is defined in the calendar table.

GL Distribution Status

Voucher Accounting Line

Displays the Florida PALM General Ledger distribution status.          

Journal ID

Voucher Accounting Line

Identifies a journal entry, consisting of a header and one or more lines.  The Journal ID itself does not have to be unique, but together with the journal business unit and journal date, it forms a unique journal identifier.

Journal Line

Voucher Accounting Line

Uniquely identifies a journal line with a sequence number.  

Journal Date

Voucher Accounting Line

Specifies the date the journal was created.

Monetary Amount

Voucher Accounting 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.  This amount is only zero if associated with a statistical account.

Posting Date

Voucher Accounting Line

Displays the posting process for the specific entry.

Filler1

Voucher Accounting Line

This field is reserved for future use in Florida PALM

Filler2

Voucher Accounting Line

This field is reserved for future use in Florida PALM

Filler3

Voucher Accounting Line

This field is reserved for future use in Florida PALM

Filler4

Voucher Accounting Line

This field is reserved for future use in Florida PALM

Filler5

Voucher Accounting Line

This field is reserved for future use in Florida PALM

Filler6

Voucher Accounting Line

This field is reserved for future use in Florida PALM

Filler7

Voucher Accounting Line

This field is reserved for future use in Florida PALM

Filler8

Voucher Accounting Line

This field is reserved for future use in Florida PALM

Filler9

Voucher Accounting Line

This field is reserved for future use in Florida PALM

Filler10

Voucher Accounting Line

This field is reserved for future use in Florida PALM

Record Code

Voucher Payment

This field is used to specify the row type for payment information

Business Unit

Voucher Payment

AP Business Unit. Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions.
 
 Legacy Mapping: Operating Level Organization (OLO)

Voucher ID

Voucher Payment

Voucher ID is a unique identifier that is a sequential number that cannot be duplicated within an AP Business Unit.
 
 All extract records with the same Source System AP Business Unit and Voucher ID will be processed as a group. 

Remit Supplier SetID

Voucher Payment

This is the Remittance Supplier Set ID specified on the voucher.

Remit Supplier ID

Voucher Payment

This is the Remittance Supplier ID specified on the voucher.

Remit Supplier Name

Voucher Payment

This is the Remittance Supplier Name associated with the Supplier ID specified on the Voucher.

Remit Supplier Location

Voucher Payment

This is the Remittance Supplier Location specified on the Voucher.

Remit Address Sequence Number

Voucher Payment

Remitting Address Sequence Number field will contain a valid Florida PALM Supplier Remitting Address Sequence Number for the Supplier ID provided above.

Name1

Voucher Payment

Alternate Payee Name 1

Name2

Voucher Payment

Alternate Payee Name 2

Payment Date

Voucher Payment

Defines the date the voucher was paid.

Payment Amount

Voucher Payment

Payment Amount                

Payment Method

Voucher Payment

Identifies the Payment Method for the payment issued by Florida PALM, or if the payment has been issued outside of Florida PALM and is being recorded for tracking purposes in Florida PALM.

Payment Reference             

Voucher Payment

Payment Reference ID to indicate the payment number assigned to an issued payment.

Payment Status

Voucher Payment

Indicates the status of the payment generated in Florida PALM.

Cancellation Action

Voucher Payment

Indicates whether the payment has been cancelled.

Cancel Date

Voucher Payment

Indicates the date that the payment was cancelled. 

Stale Date Status

Voucher Payment

Indicates Stale dated payments are either Escheated or Exempted payments 

Payment Handling Code     

Voucher Payment

Payment Handling Code criteria to sort payments.

Payment Reconciliation Status

Voucher Payment

Indicates if the Payment has been reconciled with the bank statement

Payment Reconciliation Date

Voucher Payment

Indicates the date when the Payment was reconciled/unreconciled

Filler1

Voucher Payment

This field is reserved for future use in Florida PALM

Filler2

Voucher Payment

This field is reserved for future use in Florida PALM

Filler3

Voucher Payment

This field is reserved for future use in Florida PALM

Filler4

Voucher Payment

This field is reserved for future use in Florida PALM

Filler5

Voucher Payment

This field is reserved for future use in Florida PALM

Filler6

Voucher Payment

This field is reserved for future use in Florida PALM

Filler7

Voucher Payment

This field is reserved for future use in Florida PALM

Filler8

Voucher Payment

This field is reserved for future use in Florida PALM

Filler9

Voucher Payment

This field is reserved for future use in Florida PALM

DDID# 0301 : Added the PO origin field in the run control and the layout.

Added the Agency Processor and Approvers field in the layout.

DDID# 0301: Added Carry Forward Reference Field – Receipt ID in the Layout.

Added Single payment Voucher information in the Layout.

Added all 4 prompt payment dates in the Layout.

Added Supplier Name and Location to the Payment Record code in the Layout.

Added Cash Check Status in the Payment Record.

Updated as per DDID# 0482:Updated the Payment Reference Field length to 20.