Inbound Supplier Load (API015)
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Inbound Supplier Load (API015)
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Interface Description
In Florida PALM, all payees are called suppliers (also known as vendors). Supplier profiles must be established before receiving payments, except when using a Single Payment Supplier. In Florida PALM, suppliers include retirees, payroll suppliers, and employees. Supplier records are created in Florida PALM based on integrations with other modules (e.g. HCM for employees suppliers via API022 Inbound Employee Load) within Florida PALM and from enterprise systems (e.g. retirees will come from Retirement via API127 Inbound Retiree Supplier Load and vendors will either come from MFMP or from the new Vendor Portal via API015 Inbound Supplier Load).
The Set-Up and Maintain Suppliers business process encompasses all activities that are required to set up and use a supplier profile. Specifically, the Import Supplier business process includes adding a new supplier profile or requesting updates to an existing profile, validating a supplier TIN, and intercepting a supplier payment for various business events.
An interface is necessary to automatically load external system supplier information into the Florida PALM supplier tables for use in the payment process.
Click below to view the interface file layout and sample data file.
Business Process Model
This interface can be found in the following business processes:
Selection Criteria
The interface data selection criteria include the following:
Data Field | Data Field Details |
|---|---|
N/A |
File Layout
Field names and descriptions from the interface layout are provided below.
| Data Field Name | Record Type | Data Field Description |
|---|---|---|
| Record Code | Supplier Information | Record Code idenitfying the information on the record: Supplier Information |
| Supplier Action | Supplier Information | Used to designate which type of action is to be taken on the retire supplier information. |
| SetID | Supplier Information | SetID |
| Supplier ID | Supplier Information | Supplier ID |
| Short Supplier Name | Supplier Information | Short name for the Supplier if applicable. But will be determined by the system if left blank. |
| Supplier Name | Supplier Information | The actual legal name of the supplier. |
| Additional Name | Supplier Information | Any additional names the supplier is known for. |
| Classification | Supplier Information | Classification which systematically determines what type of supplier this is. |
| Type of Contractor | Supplier Information | Type of contractor field for the supplier. |
| TIN Match Status | Supplier Information | W9 TIN Match Status coming from W9 System or Vendor Portal. |
| TIN Match Date | Supplier Information | Date when the TIN Matched happened coming from W9 System or Vendor Portal. |
| Comment Text | Supplier Information | Any comments needed for the supplier profile. |
| Business Designation | Supplier Information | Business Designation information coming from W9 System or Vendor Portal. |
| Business Designation Effective Date | Supplier Information | Business Designation Effective Date information coming from W9 System or Vendor Portal. |
| Confidential | Supplier Information | Flag to indicate if the supplier is Confidential. |
| Withholding Applicable | Supplier Information | Specify if the supplier is Withholding/1099 Applicable |
| Default Location | Supplier Information | Indicates the default Location to be used by the supplier. |
| Filler 3 | Supplier Information | This field is reserved for future use in Florida PALM. |
| Filler 4 | Supplier Information | This field is reserved for future use in Florida PALM. |
| Filler 5 | Supplier Information | This field is reserved for future use in Florida PALM. |
| Filler 6 | Supplier Information | This field is reserved for future use in Florida PALM. |
| Filler 7 | Supplier Information | This field is reserved for future use in Florida PALM. |
| Filler 8 | Supplier Information | This field is reserved for future use in Florida PALM. |
| Filler 9 | Supplier Information | This field is reserved for future use in Florida PALM. |
| Filler 10 | Supplier Information | This field is reserved for future use in Florida PALM. |
| Record Code | Supplier Information - H1 | Record Code idenitfying the information on the record: Supplier Information - Profile Questions |
| Question ID | Supplier Information - H1 | Question ID configuration. |
| Response Status Description | Supplier Information - H1 | The answers to the corresponding profile question. |
| Record Code | Supplier Information - H2 | Record Code idenitfying the information on the record: Supplier Information - Additional ID Nos |
| Standard ID Qualifier | Supplier Information - H2 | Standard ID Qualifier |
| ID Number | Supplier Information - H2 | The value for TIN/SSN/SID/UEI. |
| Record Code | Supplier Information - H3 | Record Code idenitfying the information on the record: Supplier Information - Government Classifications |
| Certification Source | Supplier Information - H3 | Indication for CBE codes associated to the supplier. |
| Government Classification | Supplier Information - H3 | The actual CBE codes associated to the supplier. |
| Effective Date | Supplier Information - H3 | Date when the CBE Code takes effect in the system. |
| Certification Number | Supplier Information - H3 | Any certification numbers provided when the CBE was ganted. |
| Certificate Expiration | Supplier Information - H3 | Expiration of the certification if applicable. |
| Record Code | Supplier Information - H4 | Record Code idenitfying the information on the record: Supplier Information - Confidential |
| Business Unit | Supplier Information - H4 | Indicates which Business Unit the supplier is confidential to. |
| Record Code | Supplier Address Information | Record Code idenitfying the information on the record: Supplier Address |
| Address Sequence Number | Supplier Address Information | Unique address idenitfier. |
| Description | Supplier Address Information | Address description. |
| Effective Date | Supplier Address Information | Date when the address takes effect in the system. |
| Status as of Effective Date | Supplier Address Information | Status as of the date when the address takes effect in the system. |
| Payment Alternate Name 1 | Supplier Address Information | Alternate name that will be printed in checks/advices. |
| Payment Alternate Name 2 | Supplier Address Information | Alternate name that will be printed in checks/advices. |
| Email ID | Supplier Address Information | Email ID |
| Country | Supplier Address Information | Country |
| Address Line 1 | Supplier Address Information | Address Line 1 |
| Address Line 2 | Supplier Address Information | Address Line 2 |
| Address Line 3 | Supplier Address Information | Address Line 3 |
| City | Supplier Address Information | City |
| County | Supplier Address Information | County |
| State | Supplier Address Information | State |
| Postal Code | Supplier Address Information | Postal Code |
| Withholding Alternate Name 1 | Supplier Address Information | Alternative names for 1099/Withholding reporting. |
| Withholding Alternate Name 2 | Supplier Address Information | Alternative names for 1099/Withholding reporting. |
| Address Line 4 | Supplier Address Information | Address Line 4 |
| Filler 2 | Supplier Address Information | This field is reserved for future use in Florida PALM. |
| Filler 3 | Supplier Address Information | This field is reserved for future use in Florida PALM. |
| Filler 4 | Supplier Address Information | This field is reserved for future use in Florida PALM. |
| Filler 5 | Supplier Address Information | This field is reserved for future use in Florida PALM. |
| Filler 6 | Supplier Address Information | This field is reserved for future use in Florida PALM. |
| Filler 7 | Supplier Address Information | This field is reserved for future use in Florida PALM. |
| Filler 8 | Supplier Address Information | This field is reserved for future use in Florida PALM. |
| Filler 9 | Supplier Address Information | This field is reserved for future use in Florida PALM. |
| Filler 10 | Supplier Address Information | This field is reserved for future use in Florida PALM. |
| Record Code | Supplier Address Information - A1 | Record Code idenitfying the information on the record: Supplier Address - Phone |
| Address Sequence Number | Supplier Address Information - A1 | Unique address idenitfier. |
| Effective Date | Supplier Address Information - A1 | Date when the address takes effect in the system. |
| Phone Type | Supplier Address Information - A1 | System identifier what type of phone number this is. |
| International Prefix | Supplier Address Information - A1 | International Prefix |
| Telephone | Supplier Address Information - A1 | Telephone |
| Phone Extension | Supplier Address Information - A1 | Phone Extension |
| Record Code | Supplier Contact Information | Record Code idenitfying the information on the record: Supplier Contact |
| Description | Supplier Contact Information | Description of the contact person. |
| Effective Date | Supplier Contact Information | Date when the contact takes effect in the system. |
| Address Sequence Number | Supplier Contact Information | Unique contact idenitfier. |
| Status as of Effective Date | Supplier Contact Information | Status as of the date when the contact takes effect in the system. |
| Contact Name | Supplier Contact Information | Contact Name |
| Contact Type | Supplier Contact Information | System identifier what type of contact person this is. |
| Contact Title | Supplier Contact Information | Contact Title |
| Email ID | Supplier Contact Information | Email ID |
| Filler 1 | Supplier Contact Information | This field is reserved for future use in Florida PALM. |
| Filler 2 | Supplier Contact Information | This field is reserved for future use in Florida PALM. |
| Filler 3 | Supplier Contact Information | This field is reserved for future use in Florida PALM. |
| Filler 4 | Supplier Contact Information | This field is reserved for future use in Florida PALM. |
| Filler 5 | Supplier Contact Information | This field is reserved for future use in Florida PALM. |
| Filler 6 | Supplier Contact Information | This field is reserved for future use in Florida PALM. |
| Filler 7 | Supplier Contact Information | This field is reserved for future use in Florida PALM. |
| Filler 8 | Supplier Contact Information | This field is reserved for future use in Florida PALM. |
| Filler 9 | Supplier Contact Information | This field is reserved for future use in Florida PALM. |
| Filler 10 | Supplier Contact Information | This field is reserved for future use in Florida PALM. |
| Record Code | Supplier Contact Information - C1 | Record Code idenitfying the information on the record: Supplier Contact - Phone |
| Contact Sequence Number | Supplier Contact Information - C1 | Date when the contact takes effect in the system. |
| Effective Date | Supplier Contact Information - C1 | Date when the Contact takes effect in the system. |
| Phone Type | Supplier Contact Information - C1 | System identifier what type of phone number this is. |
| International Prefix | Supplier Contact Information - C1 | International Prefix |
| Telephone | Supplier Contact Information - C1 | Telephone |
| Phone Extension | Supplier Contact Information - C1 | Phone Extension |
| Record Code | Supplier Location Information | Record Code idenitfying the information on the record: Supplier Location |
| Supplier Location | Supplier Location Information | Unique Location idenitfier. |
| Description | Supplier Location Information | Location Description. |
| Effective Date | Supplier Location Information | Date when the Location takes effect in the system. |
| Status as of Effective Date | Supplier Location Information | Status as of the date when the Location takes effect in the system. |
| Payment Terms ID | Supplier Location Information | system configuration that dictates the duration of the date for payment for transactions. |
| Remitting Address | Supplier Location Information | Legal address where remittances are sent to the supplier. |
| Filler 1 | Supplier Location Information | This field is reserved for future use in Florida PALM. |
| Filler 2 | Supplier Location Information | This field is reserved for future use in Florida PALM. |
| Filler 3 | Supplier Location Information | This field is reserved for future use in Florida PALM. |
| Filler 4 | Supplier Location Information | This field is reserved for future use in Florida PALM. |
| Filler 5 | Supplier Location Information | This field is reserved for future use in Florida PALM. |
| Filler 6 | Supplier Location Information | This field is reserved for future use in Florida PALM. |
| Filler 7 | Supplier Location Information | This field is reserved for future use in Florida PALM. |
| Filler 8 | Supplier Location Information | This field is reserved for future use in Florida PALM. |
| Filler 9 | Supplier Location Information | This field is reserved for future use in Florida PALM. |
| Filler 10 | Supplier Location Information | This field is reserved for future use in Florida PALM. |
| Record Code | Supplier Location Information - L1 | Record Code idenitfying the information on the record: Supplier Location - Additional ID Nos |
| Standard ID Qualifier | Supplier Location Information - L1 | Standard ID Qualifier for Document Control Number. |
| ID Number | Supplier Location Information - L1 | The value for Document Control Number. |
| Record Code | Supplier Location Information - L2 | Record Code idenitfying the information on the record: Supplier Location - URL |
| URLID | Supplier Location Information - L2 | The URL for the supplier website. |
| Description | Supplier Location Information - L2 | Description of the supplier website. |
| Record Code | Supplier Location Information - L3 | Record Code idenitfying the information on the record: Supplier Location - Payables |
| Payment Method | Supplier Location Information - L3 | Type of payment that will be defaulted when using the location in transactions. |
| Hold Payment | Supplier Location Information - L3 | Hold Payment |
| Prenotification Required | Supplier Location Information - L3 | Prenotification Required |
| Email ID | Supplier Location Information - L3 | Email ID |
| Record Code | Supplier Location Information - L4 | Record Code idenitfying the information on the record: Supplier Location - Payables Email |
| Sequence Number | Supplier Location Information - L4 | Sequence Number |
| Payment Method | Supplier Location Information - L4 | Payment Method |
| Record Code | Supplier Location Information - L5 | Record Code idenitfying the information on the record: Supplier Location - Withholding |
| Address Sequence Number | Supplier Location Information - L5 | Unique address idenitfier. |
| Record Code | Supplier Location Information - L6 | Record Code idenitfying the information on the record: Supplier Location - Bank |
| Bank Account Seq Nbr | Supplier Location Information - L6 | Unique identifier for the Bank Account for the supplier location. |
| Description | Supplier Location Information - L6 | Description of the supplier bank. |
| Default Election | Supplier Location Information - L6 | Flag if the bank is the default to for the location if there are multiple. |
| Country | Supplier Location Information - L6 | Bank Address: Country |
| Address Line 1 | Supplier Location Information - L6 | Bank Address: Address Line 1 |
| Address Line 2 | Supplier Location Information - L6 | Bank Address: Address Line 2 |
| Address Line 3 | Supplier Location Information - L6 | Bank Address: Address Line 3 |
| City | Supplier Location Information - L6 | Bank Address: City |
| County | Supplier Location Information - L6 | Bank Address: County |
| State | Supplier Location Information - L6 | Bank Address: State |
| Postal Code | Supplier Location Information - L6 | Bank Address: Postal Code |
| Bank ID Qualifier | Supplier Location Information - L6 | The bank ID qualifier contains the country-specific numeric value by which the bank or counterparty is identified. |
| Bank ID | Supplier Location Information - L6 | Bank ID of the supplier bank. |
| Branch ID | Supplier Location Information - L6 | If appropriate, enter a branch ID for the bank. |
| Bank Account Type | Supplier Location Information - L6 | System classification for Bank Accounts |
| Bank Account # | Supplier Location Information - L6 | Enter an account number for the bank. |
| Check Digit | Supplier Location Information - L6 | If appropriate, enter the two numeral check digit code for USA. |
| DFI Qualifier | Supplier Location Information - L6 | Enter a DFI qualifier if you are making ACH, wire, or EFT payments to this vendor location |
| DFI ID | Supplier Location Information - L6 | If you select a DFI qualifier, you must also supply the bank's DFI ID. |
| Bank Name | Supplier Location Information - L6 | The Supplier Bank Name |
| Int'l Prefix | Supplier Location Information - L6 | Int'l Prefix for Bank Phone Number. |
| Telephone | Supplier Location Information - L6 | Bank Telephone |
| Phone Extension | Supplier Location Information - L6 | Bank Phone Extension |
| Fax Number | Supplier Location Information - L6 | Bank Fax Number |
Version History
Date | Revision Description |
|---|---|
03/12/2024 | Original Version |
| 10/1/2024 | Updated layout, and data elements for DDID 0838 Marked Record Codes and associated fields within the Record Code as conditional instead of required when they are only required for specific actions. The processing rules were also updated to clearly explain when the record codes and associated fields are required or conditionally required. |
| 11/21/2024 | Updated per 10/29/2024 version history: Updated layout, data elements and sample data for DDID 0858. Updated the Withholding Applicable field to allow suppliers to be added without a TIN per the processing logic noted in the Additional ID fields. Updated to remove the exclusion for the Foreign Supplier Classification as foreign suppliers will be sent within this interface by MFMP and Supplier Portal. Address Line 4 field was added using a filler field to accommodate foreign addresses. Updated to add the Default Location field using a filler field within the Supplier Information Record Type. Updated to clarify the processing rules of fields with prompt or translate values. |
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