Record AR (60.1.1)
  • 23 Apr 2024
  • 12 Minutes to read
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Record AR (60.1.1)

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Article summary

Business Process Overview

In Florida PALM, agencies have the option to record item receivables for a Customer. The pending receivables are established by manually entering a receivable, uploading a spreadsheet, or interfacing from an Agency Business System and receivable items can be updated as needed.

Business Process Diagram

60.1.1 Record AR (part 1)60.1.1 Record AR (part 2)

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. 

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

Need to Create/Update AR

The Agency AR Item Processor needs to create/update AR in Florida PALM. ChartField values are used to link and report receivables associated with projects, Grants, or Contracts.


If the agency opts to record receivables for a Customer, the pending AR can be manually created online, with an interface, or a Spreadsheet Upload.


If receivables are not recorded to a Customer, the agency can use the 10.2.3 Agency Create and Approve Journal business subprocess to record an AR balance at a summary level in the Florida PALM General Ledger module.


2

Online Enter Pending AR

The Agency AR Item Processor can create a manual pending item to the customer record.


Below Figures provide examples of Receivable Entry Page, Group Control Tab, Pending Item 1 Tab, and Pending Item 2 Tab. These pages show the information entered for a pending item receivable.


3

Create/Update Receivable

The Agency AR Item Processor creates/updates AR balances related to a customer through the Receivables module. An AR Item is created in the Group Entry page or a Maintenance Worksheet is used to adjust receivables. Once completed, it is sent for review and approval through the workflow.


4

Inbound AR Data (ARI008, ARI011)

Some agencies provide AR information via a file, to create the items.


The ARI008 Inbound Deposit Data interface is loaded through the batch process as an agency business system interface file.


The ARI011 Inbound AR Data Spreadsheet Upload file is created and loaded by an agency user the Agency AR Item Spreadsheet Upload Processor.


AR Items with a non-revenue GL ChartField Account value (e.g., Account value not equal to 6*****) will require agency and DFS Accounting & Auditing approval through workflow.


5

Perform Interface Error Checking

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


If the file is not rejected, edit validations are performed on each transaction before the data is allowed to load for processing in the AR 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
  • Open Period Validation


6

Load AR Data

Data passing the initial edits is interfaced and loaded into the AR module through an automated process.


Most AR Items that are interfaced (ARI008, ARI011) bypass approval workflow and are marked approved systematically through interface processing. However, AR Items with a non-revenue GL ChartField Account value (e.g., Account value not equal to 6*****) will require agency and DFS Accounting & Auditing approval through workflow regardless of method of entry. If a non-revenue GL ChartField Account value is entered through the interfaces, the AR Item is routed through workflow (ARW003) for an agency level approval before routing for the DFS audit level approval.


Interfaced AR Items using revenue GL ChartField Account values are automatically approved and are available for posting.


7

Agency Receivable Approval (ARW003)

The Agency AR Item Approvers use the AR Item Approval link in the WorkCenter to review any Items pending their approval.


If the AR Item is Denied or more information is requested by the Agency AR Item Approver, the ARW003 Accounts Receivable Workflow routes the transaction back to the Agency AR Item Processor to provide updates or more information.


If transactional updates are completed, the transactions will be routed back through all applicable Approvers.


If the transaction is Denied and the Agency AR Item Processor does not make updates, the agency will follow the 60.1.4 AR Period Close business process to close out the transaction.


If the AR Items are Approved by the Agency AR Item Approver, the transaction lifecycle proceeds.


If the item accounting is for a non-revenue GL ChartField Account value (e.g., Account value not equal to 6*****), the transaction routes to the DFS AR Audit Approver.


8

DFS Receivable Approval (ARW003)

The item approvers use the AR Item Approval link in the WorkCenter to review any Items pending their approval.


The DFS AR Audit Approver can Pushback the AR Item, the ARW003 Accounts Receivable Workflow routes the transaction back to the Agency AR Item Approver to provide more information.


If the AR Item is Denied or more information is requested by the DFS AR Audit Approver, the ARW003 Accounts Receivable Workflow routes the transaction back to the Agency AR Item Processor to provide updates or more information.


If transactional updates are completed, the transactions will be routed back through all applicable Approvers.


If the AR Items are Approved by the DFS AR Audit Approver, the transaction lifecycle proceeds.


9

Set Pending AR to Post

Once the AR Item is approved, the accounting entries are ready for posting. The posting process includes system jobs to Edit Check and Budget Check the transaction prior to posting to the Ledgers.


10

Run Edit Check

Edit Check process will run at the designated interval. Edit Check process will validate that ChartField values are active, validate Combination Edit rules applicable to the transaction (i.e., does transaction reflect an accurate Budget Entity to State Program correlation), and validate the Accounting Period is open.


11

Resolve Edit Errors

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


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


12

Run Budget Check

Budget Check process will run at the designated interval to increase or decrease the revenue balances. Revenue Budget check is set to systematically pass when revenue Account values are present on a transaction to allow revenue to post.


Once the Budget Check process is complete, customer balances are updated in the AR module.


13

Update Ledger Balances

Upon passing the Budget Check, the revenue ledger will be updated in the Commitment Control module. A Create/Increase AR Item will increase the agency recognized revenue balance. A Reduce AR Item entry will decrease an agency recognized revenue balance.


Please see 20.2 Budget Execution and Management for more budget check information.


14

Generate GL Journals

Journal Generator (JGEN) processes posted accounting entry data from the Florida PALM source modules, summarizes the data, and creates journals in the General Ledger. The Journal Generator process will edit, 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.


15

Export AR Data

This process generates and exports a data file for agencies.

16

Outbound AR Data (ARI034)

The data file includes Items (AR data to business systems).

Receivable Entry Page, Group Control Tab

Receivable Entry Page, Group Control Tab

Receivable Entry Page, Pending Item 1 Tab

Receivable Entry Page, Pending Item 1 Tab

Receivable Entry Page, Pending Item 2 Tab

Receivable Entry Page, Pending Item 2 Tab

Demo Video

Create AR Demo Video: Click the image below to view a demonstration video on creating AR. 

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

AR04

Create/Increase AR

Debit: AR (S)

Credit: Revenue (U)

Increases Recognized Revenue Balance

Debit: AR

Credit: Revenue

AR05

Reduce AR

Debit: Revenue (U)

Credit: AR (S)

Decreases Recognized Revenue Balance

Debit: Revenue

Credit: AR

Reports

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

ARR025

AR Data Report – A report that provides AR data including pending items and items to agencies for analysis purposes.

PeopleSoft

Periodic

Agencies

R2

KKR023

Revenue Report – A report that provides revenue estimates, revenue recognized, and revenue collected by Fund, Budget Entity, Category, and account code by ChartField combinations.

PeopleSoft

Periodic

Agency, DFS

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

Interfaces

The table below provides the Interfaces identified on the Business Process.

Interface Number

Interface Description

Interface Frequency

Source

Target

ARI008

Inbound AR Data Spreadsheet Upload – Inbound interface that provides Accounts Receivable data via spreadsheet (Excel) upload.

Daily

Agency Business Systems

Florida PALM

ARI011

Inbound AR Data – Inbound interface that provides Accounts Receivable data from agency business systems.

Daily

Agency Business Systems

Florida PALM

ARI034

Outbound AR Data Outbound interface file that provides Item (AR) data to business systems.

Daily

Florida PALM

Agency Business Systems

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

Forms

The table below provides the forms identified on this Business Process.

Form Number

Form Description

Audience

N/A



Workflows

The table below provides the workflows identified on this Business Process.

Workflow Number

Workflow Description

Audience

ARW003

Accounts Receivable Workflow - Workflow that routes Account Receivable items for approval.

Agency and A&A

Version History

Date

Revision Description

02/01/2024

Original Version

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