Source Module Journal Entry (10.2.1)
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Source Module Journal Entry (10.2.1)
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Business Process Overview
The General Ledger (GL) records summarized entries from Source Modules within Florida PALM. Source Modules within Florida PALM create accounting entries. The systematic process called Journal Generator (J-Gen) creates the appropriate journals from the accounting entries and sends them to the GL for posting to the Actuals Ledger. Posted accounting data can be used for detail and summary financial reporting.
Business Process Diagram
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.
- Florida PALM GL Batch Processor: system function responsible for generating the required journal accounting entries to update the Actuals Ledger
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 | Florida PALM Source Module Transactions | Agency module processors create, modify, and approve transactions within each Source Module. As transactions are processed, accounting entries are created and stored on the module’s accounting table. |
| 2 | Execute Journal Generator | The automated Journal Generator (J-Gen) process runs at scheduled times. This process selects all eligible transactions that need to be posted within the GL. |
| 3 | Journal Created | The automated process retrieves the accounting entries from each Source Module accounting table, summarizes the entries by ChartField String, and creates a balanced journal. The journals contain a journal ID and source which will identify the source module. Source module journals cannot be modified. |
| 4 | Run Journal Edit | After the creation of the journal, the automated process will run the Journal Edit process. This process will validate the ChartField values and ChartField combinations. For more information on the journal edit check reference business process model 10.2.2 Edit Check. |
| 5 | Run Budget/Cash Check | The automated process for budget/cash check is systematically set to run the process. Budget and cash are not impacted by this process due to the transactions passing budget/cash check in the source module. |
| 6 | Post GL Journal Entries | After the budget/cash check processes complete, the source module GL journal entries are posted to the GL without additional approvals to update the Actuals Ledger. The source module accounting table is updated to reflect the associated GL journal ID, journal line number, fiscal year, and accounting period for reference. |
AP Source Module Posted Journal, Header Tab:
AP Source Module Posted Journal, Lines Tab:
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 (U) of the primary line (i.e., expenditure, revenues) with an automated system (S) 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) before posting the transaction.
- The Run Budget Check (Commitment Control) process automatically affects balances in the appropriate budget ledger (i.e., Appropriations, 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 |
|---|---|---|---|---|
| GL01 | Summarized Journal Generator Transactions – Accounts Payable Module | No Entry | Debit: Expenditures (S) Credit: Accounts Payable (S) | Debit: Expenditures Credit: Accounts Payable |
| GL02 | Summarized Journal Generator Transactions – Accounts Receivable Module | No Entry | Debit: Cash (S) Credit: Revenue (S) | Debit: Cash Credit: Revenue |
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 |
|---|---|---|---|---|---|
| N/A |
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 |
|---|---|---|---|---|
| N/A |
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 |
|---|---|---|
| N/A |
Version History
| Date | Revision Description |
|---|---|
| 12/22/2023 | Original Version |
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