Enter and Process Vouchers (30.3)

Business Process Overview

The Enter and Process Vouchers business process is within the Disbursement Management (DM) business process grouping. DM includes a collection of business processes that:

• Manage supplier information, including demographic and payment information for tax withholding and reporting purposes;

• Support the disbursement process for State obligations from Encumbrance (PO) through payment request, payment creation, and escheatment; and

• Perform month-end and year-end closing activities.

The Enter and Process Vouchers business process encompasses all activities that are required to capture disbursement requests which entail generating vouchers, attaching related documents, performing editing, submitting approvals, budget checking, and voucher posting. 

This process includes the following business subprocesses: Process Vouchers, Voucher Matching, Review and Approve Vouchers, Prompt Payment Interest, Process Carry Forward, and Enterprise Process Voucher. Included are vouchers loaded from various Enterprise Systems interfaces (MyFloridaMarketPlace (MFMP), Purchasing Card (PCard), Travel (STMS), etc.) and other agency business systems.

The business subprocess included are:

• 30.3.1 Process Vouchers

• 30.3.2 Voucher Matching

• 30.3.3 Review and Approve Vouchers

• 30.3.5 Enterprise Process Vouchers

• 30.3.6 Run Prompt Payment Interest Calculation

• 30.3.7 Process Carry/Certified Forward Payables and Vouchers

Appendices:

• Appendix A – Revolving Fund Reimbursements

• Appendix B – Commitment Control Date Concepts

• Appendix C – Disbursement Accounting Date Concepts

• Appendix D – Order of Precedence Based upon Voucher Creation Method

There are several types of vouchers included within the process:

• Regular Voucher is the most common voucher type which is used when making a standard invoice payment. This includes encumbered (PO) and unencumbered vouchers.

• An Adjustment Voucher is used to modify a Regular Voucher that has been posted. 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. Use of the Adjustment Voucher supports reporting since it links the original transaction to the adjustment or correction for that transaction.

• Template Voucher serve as a framework for generating regular vouchers that share common voucher data and are used on a recurring basis. Examples of items that template vouchers could be used for are utilities, phone, and rent.

• Single Payment Voucher is for a one-time supplier and does not require defining/creating the supplier in the system. The Single Payment Voucher can only be used for non 1099 payments that will result in a warrant payment and may not be used for payments requiring an ACH/EFT. Single Payment Vouchers may be submitted via interface. Use of Single Payment Vouchers requires DFS review and approval of the underlying agency processes and controls for these transactions.

Dependencies and Constraints

Dependencies and Constraints describe any conditions or criteria that impact how or when the business process should be executed. These could be set within Florida PALM or from external sources (i.e., Law or Rule).

• Supplier setup must be completed before vouchers can be created, with the exception of Single Payment Voucher.

• Voucher workflow is required.

• Matching rules compare the voucher to the related Encumbrance (PO).

• An accounting template and inheritance rules are required to specify how, and which, accounting entries are generated after a voucher is created.

• Florida PALM will meet record retention requirements for transactions processed in the system. Agencies should retain the supporting documentation for the transactions, even if it is attached as support for Florida PALM transactions.

• Agencies are responsible for managing errors and keeping business systems in sync with Florida PALM.

• Inter/IntraUnit invoice payments follow a separate business process and will not follow the voucher process. Transfers or payments to other agencies or within an agency are addressed as part of the 110.1 Inter/IntraUnit Transaction Processing business process.

• Purchasing Card transactions can be made with prior year budget, up until the 1st reversion, which is on or about July 15th. Carry Forward Payables (Receipts) will not be established for PCard transactions.

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