Process Vouchers (30.3.1)
  • 23 Apr 2024
  • 18 Minutes to read
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Process Vouchers (30.3.1)

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Article summary

Business Process Overview

This Process Vouchers business process describes the process of handling Vouchers in a financial system. It starts with the acquisition of voucher data from various sources, including Spreadsheet Upload and interfaces with agency business systems. The data undergoes error checks and validations, with errors being resolved and, if possible, updated in the system. Valid vouchers are then created, and the budget, allotment, and accounting checks are performed. Vouchers are posted if they pass all checks, and if errors are found after posting, adjustment vouchers may be required. Vouchers can be deleted under certain circumstances. The text also discusses outbound voucher data transfers and the generation of general ledger journals.

Business Process Diagram

Business Process Diagram for 30.3.1 Process Vouchers

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 entering invoices, voucher corrections and issuing and maintaining disbursements in Florida PALM 
  • Agency AP Spreadsheet Upload Processor: agency role responsible for uploading Inbound Voucher Spreadsheets (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.

Process Step ID

Process Step Title

Description of Process

1

Inbound Voucher Load (API002)

An interface is established with select agency business systems (as appropriate) and Florida PALM to obtain voucher data.


The Document Number field may be used to capture an agency assigned identifier. The Origin Field identifies where or what system the transaction originated from, for example PCard.


2

Inbound Voucher Spreadsheet Upload (API041)

The Agency AP Spreadsheet Upload Processor can use the Inbound Voucher Spreadsheet Upload interface to prepare and enter vouchers for import into Florida PALM.


A SpeedKey may be used in the Voucher Spreadsheet Upload to populate the voucher distribution lines with ChartField values. Agencies will have the opportunity to define their own SpeedKeys.


The Document Number field may be used to capture an agency assigned identifier.


3

Inbound Retiree Payment Load (API129)


An interface is established with FRS business system and Florida PALM to load retiree payments as AP vouchers as well as remittance information.

4

Perform Interface Error Checking

Edit validations are performed on each interface before the data is allowed to load to the Accounts Payable staging tables. If file is rejected, all transactions in the file are rejected and the file must be resubmitted once issue is resolved.


If file is not rejected, edit validations are performed on each transaction before the data is allowed to load for processing in the Accounts Payable module. Additional edits will be performed during the transaction life cycle.


Rejected transactions are managed through the 120.1 Interface Error Handling Process.


Edit Validations include:

  • ChartField Validation
  • ChartField Combination Edits
  • Amount Validation
  • Open Period Validation
  • Supplier Validation
  • The edit check process includes the Budgetary Value combination edit check, which checks Fund, BE, & Cat combinations for a BU, the transaction will fail if this combination is inaccurate.
  • In addition, there are interface specific edits that pertain to AP data elements and fields.


5

Load Inbound Voucher Data

Data passing the initial edits is interfaced into the Accounts Payable (AP) module. This step retrieves the voucher data sent from the source system and loads the voucher data into staging tables.


6

Run Voucher Build Process

The Voucher Build process is used to build vouchers in batch from various source transactions, including transactions originating from third-party systems. The Voucher Build process comprises two subprocesses, pre-edit and voucher edit.


Run Voucher Build performs the Voucher Edit checks that determine default values to populate in the voucher tables; balancing voucher header, lines, and distribution lines; and calculating payment due date.


Next the pre-edit subprocess builds skeleton voucher record sets from limited information that you enter online, or that it retrieves from other sources. After the pre-edit subprocess builds voucher record sets successfully, it calls the voucher edit subprocess to complete these record sets.


A voucher ID is assigned by the system to vouchers that pass the edit checks.


7

Resolve Pre-Edit Errors

If load errors have occurred that prevent the Voucher Build process from creating the voucher, the transaction will result in a “Pre-Edit” error. A Pre-Edit error is caused when key information required to build the voucher is incorrect or missing. In this case the system reserves a Voucher ID and provides error details, which the Agency AP Processor can view using the Voucher Build Error Detail page.


Pre-Edit Errors Include:

  • Invalid Business Unit
  • Invalid Vendor
  • Missing/Invalid Location
  • Blank Invoice ID
  • Invalid Voucher Origin
  • Missing Voucher Line Information
  • Missing PO/Encumbrance Information


If the error can be corrected within Florida PALM, the Agency AP Processor evaluates action needed to resolve and communicates to appropriate resources within agency and/or DFS.


For example, if the Pre-Edit error is the result of an inactive or unapproved supplier, the DFS Supplier Approver activates or approves the supplier. Once corrected, the Agency AP Processor sets the Pre-Edit status to “To Build” which allows the voucher to successfully build during the next Voucher Build process run.


However, if the Pre-Edit error is due to incorrect ChartField data in the inbound file, and the file is from an Agency Business System (ABS), the Agency AP Processor has the option based on your agency policy to update the transaction within Florida PALM on the Quick Invoice Page or change the Pre-Edit error status to “To Delete”.


This removes the voucher from the staging tables during the next Voucher Build process run, requiring the transaction to be resent with the corrected data in a subsequent file. If the correction is made in Florida PALM your ABS will also need to be updated with the correct information.


8

Voucher Created

All valid vouchers are loaded, assigned a unique Voucher ID by Florida PALM, and are ready for approval, if applicable. Vouchers that pass the Pre-Edit error process are set to a “postable” status.


9

Resolve Recycle Errors

Vouchers that are successfully created during the Voucher Build process may result in a "Recycle" error due to incorrect data that is required to allow the voucher to post.


Any voucher validation set up to reject at the Enterprise level will put a voucher in recycle status. For example, duplicate invoice checking. Other examples include: the voucher may reference an invalid ChartField combination, or the voucher gross amount and total line amount(s) are out of balance. The Agency AP Processor reviews vouchers in Recycle error from the Voucher Regular Entry page.


If the Recycle error is due to inactive data in Florida PALM (e.g., inactive ChartField that should be active), the Agency AP Processor evaluates action needed to resolve and communicates to appropriate resources within agency and/or DFS to correct the data. Once corrected, the transaction continues processing through to posting.


If the error can be corrected within Florida PALM, the Agency AP Processor


However, if the Recycle error is due to incorrect or missing Invoice or ChartField data in the inbound file, and the file is from an ABS the Agency AP Processor has the option based on your agency policy to update the Voucher within Florida PALM or to delete the voucher, requiring the transaction to be resent with the corrected data in a subsequent file. If the correction is made in Florida PALM, your ABS will also need to be updated with the correct information.


10

Enter/Update Voucher

Agencies can create a voucher online in Florida PALM and make corrections/updates to vouchers created through interfaces or spreadsheet uploads.


Invoices are received by the Agency AP Processor authorized by the responsible program manager for payment according to current rules, statutes, and agency policies. The approval by applicable program managers indicates that the goods or services have been received and met the applicable minimum requirements and expectations required to authorize payment.


An Agency AP Processor enters or updates information from the supplier invoice, enters the ChartField values (including project, grant, and/or contract) in the voucher distribution and enters the encumbrance number, if applicable, as shown in Figure 1 Process Voucher Entry Page.


A SpeedKey may be used as a shortcut to enter ChartField information. Values entered with the SpeedKey can be overridden, if needed, and additional ChartField values not included in the SpeedKey can be added.


The Agency AP Processor records the three dates from the three-date stamp, the system will select the latest of the three dates to calculate the Basis Date for the Prompt Payment Calculation. APR024 The Prompt Payment Report assists the Agency AP Processor in monitoring for compliance. Any supporting documents are attached to the voucher.


Assets may be acquired through Agency Business Systems, or directly through the Florida PALM, Accounts Payable (AP) module. Florida PALM AP and Asset Management (AM) modules are integrated to create asset records in AM based on asset-related vouchers processed in the AP module.


The voucher must include an AM BU, Asset Profile ID, Quantity, and Acquisition Merchandise Amount (Cost) to establish an asset record in AM via AP integration.


The supplier record includes the applicable payment method and terms. The Agency AP Processor selects the supplier profile with the appropriate terms and payment method (i.e., warrant, EFT, or wire). Each supplier is set up with payment defaults on the Supplier Location tab. The Supplier Location is a default set of rules that defines how business is conducted with a supplier. The payment method is an example of this. The supplier EFT information is also set up on this tab. The payment method for the posted voucher is shown below in Figure 3 Vouchers Payment Page, Payments Tab.


However, the Agency AP Processor may change the payment method on the voucher when entering the invoice information.


The Agency AP Processor may check the Hold Payment option on the voucher if the decision has been made to hold the payment temporarily.


11

Run Edit Check

The Edit Check validations will trigger on save for online vouchers. This will validate ChartField values are active, validate combination edit rules, including Budgetary value combinations applicable to the transaction (i.e., does transaction reflect an accurate Budget Entity to State Program correlation), and validate that accounting period is open. If edit errors are identified it will prevent the transaction from saving.


12

Resolve Errors

Edit errors must be resolved prior to the transaction proceeding. Processors should confirm the validity of the ChartField values and the ChartField string used on the transaction and make necessary updates. The Agency AP Processor should confirm that date of transaction falls within an open period.


If error persists after making updates, and a SpeedKey is being used, The Agency AP Processor should consult with Agency COA Maintainer to determine if SpeedKey was established inaccurately.


The Agency AP Processor may resolve by deleting the transaction if needed. When no errors exist, the transaction will proceed with processing, and voucher will be created.


13

Voucher Created

All valid vouchers are created, assigned a unique Voucher ID by Florida PALM. Vouchers will go through the Match Process if related to a PO/Encumbrance, and are ready for approval, if applicable.


14

Initiate Voucher Workflow (APW001)

Upon voucher creation the system determines if matching is required. Matching compares the PO information for the encumbrance to the voucher information. If match is successful, Approval Workflow is initiated for vouchers selected for DFS Audit Approval. Any Match errors must be resolved, refer to the Voucher Matching Business Subprocess.


All vouchers that are not pre-approved require one or more workflow approvals using the Review/Approve Vouchers business subprocess. The Review/Approve Vouchers business subprocess allows for a workflow approval for vouchers requiring approval prior to the voucher being ready for posting. Voucher Approval can be viewed as shown below in Figure 2 Voucher Summary Page, Summary Tab.


Backup documents may be attached to the voucher and sent through workflow to assist with the audit process.


Unposted Vouchers returned from DFS Audit have five days to be updated or the system will automatically delete them. Vouchers pending approval are monitored on the APR010 Voucher Approval Aging Report.


15

Run Budget Check

All approved/pre-approved vouchers run through the Budget Check process that validates the amount for the ChartField values entered in the voucher distribution.


This step consumes the budget and creates an expenditure entry within Commitment Control as noted in the 20.2 Budget Execution and Management business process.


This step liquidates any encumbrance that is associated with the voucher and creates an expenditure entry within commitment control.


16

Review Allotment Warning

Agency established allotment balances will be checked by the budget check process. If transaction amount is less than the available allotment balance, the transaction will continue processing. If transaction exceeds the available allotment balance, a warning message will display noting that the transaction has passed allotment budget checking but with warnings.


Transaction can proceed with a warning. Internal agency policy should guide Processor regarding transaction processing when a warning is returned.


Please see 20.2 Budget Execution and Management for more information on managing warnings and the resulting negative allotment balances created.


17

Manage Budget Exceptions

If transaction exceeds the available Appropriations (includes appropriations and releases) balance, the transaction will fail Budget Check.


If an ABS transaction fails budget check, it’s the agency’s decision on how to proceed. The Agency AP Processor can update the amount and/or ChartField string or cancel/delete the transaction to resolve the error or contact the Agency KK Budget Maintainers. The source system would also need to be updated.


The Agency AP Processor has the option based on your agency policy to update the Voucher within Florida PALM or to delete the voucher, requiring the transaction to be resent with the corrected data in a subsequent file. If the correction is made in Florida PALM, your ABS will also need to be updated with the correct information.


Please see 20.2 Budget Execution and Management for more information. Transactions that fail budget check do not consume appropriations. Budget check exceptions continue to be systematically checked until they are resolved.


18

Post Voucher

The Post Voucher step indicates that the voucher completed the required steps and is approved for payment at the scheduled date.


When the voucher is posted, an accounting entry is generated to recognize an account payable (i.e., a liability) to the supplier, and to recognize the associated expense/expenditure accrual.


The posted voucher identifies the scheduled payment date, which is used for selection to the applicable Pay Cycle to generate the warrant or electronic payment, as applicable.


Several reports are available for managing vouchers: APR009 Voucher Register, APR003 Outstanding Vouchers, APR091 AP Holds by Hold Type, and APR008 AP Staff Productivity Report.


19

Delete Voucher

Agencies may decide to delete vouchers for several reasons:

  • Pre-edit Error
  • Recycle Error
  • Match error
  • Allotment Exception
  • Budget Exception


Once a voucher is posted it cannot be deleted. Instead, it must be corrected. Vouchers can only be deleted if it has not been posted, selected for payment, or paid. If an error is found or an update is needed on the voucher after it has posted, an Adjustment Voucher will be required. Use of the Adjustment Voucher supports reporting since it links the original transaction to the adjustment or correction for that transaction.


Adjustment Vouchers are created independent of original voucher, the original voucher is referenced on the adjustment voucher and accounting entries are generated for redistributions, corrections, or other purposes, for vouchers that have been posted, or posted and paid. The gross amount of the adjustment voucher must be zero to balance the transaction.


Voucher close is available for vouchers in posted status, that have not been selected for payment, or not fully paid. This process is normally used when a voucher has a remaining liability that will not be paid. Closing the voucher restores the budget for the unused amount on the voucher.


A voucher that is denied during the approval workflow is reviewed by the Agency AP Processor to review the rejection reason. As needed, the Agency AP Processor obtains and attaches the additional documentation to the transaction or corrects the transaction. Upon review, if it is determined that the transaction is no longer required, then the entered voucher is deleted by the Agency AP Processor.


Vouchers returned from DFS Accounting have five days to be updated or the system will automatically delete them.


20

Outbound Voucher and Payment Extract (API031)

An Outbound interface flat file containing voucher accounting, voucher status and payment information is available for agency business systems, source systems, and transparency sites.


21

Generate GL Journals

Journal Generator (JGEN) processes post accounting entry data from the Florida PALM source modules, summarize the data, and create journals in the General Ledger. The Journal Generator process will edit check, budget check, and post the journal entries created during the process. Please see 10.2 Enter and Process Journals for more information on source module journal entries.

Figure 1: Process Voucher Entry Page, Invoice Information Tab

Figure 1: Process Voucher Entry Page, Invoice Information Tab

Figure 2: Voucher Summary Page, Summary Tab

Figure 2: Voucher Summary Page, Summary Tab

Figure 3: Voucher Payments Page, Payments Tab

Figure 3: Voucher Payments Page, Payments Tab

Demo Video

Enter a Regular Voucher Demo Video: Click the image below to view a demonstration video on entering a Regular Voucher. 

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.

Acct Event ID 

Accounting Event

Commitment Control Ledger(s) Impact

Source Module Accounting Entry

General Ledger (Actuals) Entry

KK01

Encumbered Voucher Budget Check
No Entry
Liquidates encumbrance by the amount of the Voucher and increases expense balance.
No Entry
KK02
Unencumbered Voucher Budget Check
No Entry
Reduces Available Appropriations, Allotments, and Release Balances, and increases expense balance.
No Entry
AP01
Encumbered Voucher Post
Debit: Expenditures (U)
Credit: Accounts Payable (S)
No Entry
Debit: Expenditures
Credit: Accounts Payable
AP02
Unencumbered Voucher Post
Debit: Expenditures (U)
Credit: Accounts Payable (S)
No Entry
Debit: Expenditures
Credit: Accounts Payable

Reports

Key Reports are displayed as icons with the Report Number on the Business Process Flow Diagrams. 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.

Report Number

Report RICEFW ID

Report Description

Report Source

Report Frequency

Audience

R1

APR024

Prompt Payment Report – a report listing invoices approaching Prompt Payment processing deadlines

PeopleSoft

Daily, Monthly

Agency, DFS

R3

KKR058

Budget and Cash Checking Exceptions Report – a report that lists budget and cash exceptions along with balances

PeopleSoft

Daily, Monthly

Agency, DFS

R4

APR010

Voucher Approval Aging Report – an aging schedule of vouchers pending approval

PeopleSoft

Daily, Monthly

Agency, DFS

R5

APR009

Voucher Register – a report that lists posted vouchers, to include totals, that can be filtered by various criteria

Data Warehouse

Daily, Monthly

Agency, DFS

R6

APR003

Outstanding Vouchers Report – a report listing all unposted vouchers

PeopleSoft

Daily, Monthly

Agency, DFS

R7

APR008

AP Staff Productivity Report – a voucher activity count by username

PeopleSoft

Daily, Monthly

Agency

R8

APR091

AP Holds by Hold Type Report – a list of all vouchers on hold including the hold reason

PeopleSoft

Daily, Monthly

Agency

R11

APR096

Single Payment Vouchers Report – a listing of all vouchers processed using a single payment supplier. If any single payment voucher with a 1099 Object Code was approved and processed, it is included on this report.

PeopleSoft

Daily, Monthly

Agency, DFS

Note: A complete list of reports may be found in the Reports Catalog.

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.

Conversion Number

Conversion Description

Source

N/A



Note: A complete list of conversions may be found in the Conversions Catalog.

Interfaces

The table below provides the Interface IDs for each interface identified on the Business Process Flow Diagrams.

Interface Number

Interface Description

Interface Frequency

Source

Target

API129Inbound Retiree Payment Load – Inbound interface to load retiree payments as AP vouchers as well as remittance information that is stored on the voucher Payments page.DailyFlorida Retirement SystemFlorida PALM

API002

Inbound Voucher Load – Inbound interface containing invoice data from external systems to load regular, single payment, and manual payment vouchers for select agencies

Daily

Agency Business Systems

Florida PALM

API031

Outbound Voucher and Payment Extract – Outbound interface containing voucher accounting, voucher status and payment information to source systems, transparency sites and Vendor History

Daily

Florida PALM

Agency Business Systems, MFMP, STMS, Works

API041

Inbound Voucher Spreadsheet Upload – Inbound interface to load voucher information via spreadsheet (Excel) upload

Daily

Agency Business Systems

Florida PALM

Note: A complete list of interfaces may be found in the Interface Catalog.

Forms

The table below provides the Form Numbers for any forms identified on the Business Process Flow Diagrams.

Form Number

Form Description

Audience

N/A



Workflows

The table below provides the Workflow Numbers for any workflows identified on the Business Process Flow Diagrams.

Workflow Number

Workflow Description

Audience

APW001

Voucher Workflow – Workflow that routes vouchers to DFS auditors for approval based on sampling rules
Agency, A&A

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.

Configuration Number

Configuration Description

Configuration Maintainer

N/A



Version History

DateRevision Description
12/01/2023Original Version
12/22/2023Updated Agency AP Spreadsheet Processor role title to Agency AP Spreadsheet Upload Processor 
02/07/2023Added API129
3/18/2024Updated KK01 and KK02 accounting events

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