Inbound Voucher Load (API002)
  • 14 Jun 2024
  • 15 Minutes to read
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Inbound Voucher Load (API002)

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Article summary

Interface Description

The Inbound Voucher Load is an interface between Agency Business Systems (ABS) and Florida PALM for loading voucher data. Vouchers are loaded into Florida PALM through batch processing and will follow the Florida PALM Standard format.

The interface consists of the following core functions in Florida PALM:

  • Create custom voucher load program to load vouchers from agencies.
  • Create process log file with voucher load summary and error details.
  • Ongoing maintenance of custom staging tables to aid error corrections in Florida PALM and clean-up of custom staging tables.

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:

Run Control Parameters

The interface data selection criteria includes the following:

Data FieldData Field Details
None

File Layout

The layout of the interface is listed below. 

Data Field
Record Type
Data Field Description

Record Code

Voucher Header

Indicates Voucher Header information. This field is the row identifier and should be added at the start of each header row.

AP Business Unit

Voucher Header

AP Business Unit. Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions.
 
 Legacy Mapping: Operating Level Organization (OLO)

Voucher Style

Voucher Header

Voucher Style identifies the type of voucher being generated.  Regular vouchers (REG) relate to voucher payments where the payee is maintained as a Supplier/Employee in Florida PALM.
 
 Single payment vouchers (SGLP) relate to voucher payments where the payee is not maintained as a Supplier in Florida PALM.
 
 Adjustment Voucher (ADJ) is used to make corrections such as amounts and to relate two vouchers in Florida PALM.

Voucher Origin

Voucher Header

This value will be specific to each agency and/or system and can be hard coded.  

Supplier ID

Voucher Header

This field will contain a valid Florida PALM Supplier ID for the Supplier SetID provided above.  Suppliers will be converted into Florida PALM from multiple sources (e.g., SWVF, VE, ABS, etc.)

Supplier Location

Voucher Header

This field will contain a valid Florida PALM Supplier Location for the Supplier ID provided above.

Supplier Address Sequence Number

Voucher Header

Supplier Address Sequence Number field will contain a valid Florida PALM Invoicing Supplier Address Sequence Number for the Supplier ID provided above.

Remit Address Sequence Number

Voucher Header

Remitting Address Sequence Number field will contain a valid Florida PALM Supplier Remitting Address Sequence Number for the Supplier ID provided above.

Invoice ID

Voucher Header

Invoice Number field will contain a unique Supplier Invoice Number.
 
 The field will be displayed on the EFT and Check Remittance files.

Invoice Date

Voucher Header

Invoice Date will contain date of the invoice. In conjunction with the payment terms, it is the basis for calculating the Scheduled Pay Date, which is the date the voucher will get picked up for payment.

Invoice Receipt Date.(Invoice Received Date) 

Voucher Header

Invoice Receipt Date identifies the date the invoice is received by the Agency.

Goods and Services Received Date  

Voucher Header

Date the goods or services were received

Goods and Services Approved Date

Voucher Header

Goods and Services Approved identifies the date that the goods and services were approved by the Agency.  

Match Action

Voucher Header

Match Action identifies the need to match the voucher to an existing encumbrance (i.e., PO ID).

Accounting Date

Voucher Header

The accounting entry date for a given transaction. Date must be in MM/DD/YYYY format

Gross Amount

Voucher Header

Gross Invoice Amount will contain the Gross Amount of the Voucher/Supplier invoice.
 
 Florida PALM will not process negative vouchers through this interface.

Payment Terms

Voucher Header

Payment Terms are used to schedule payments for invoices and to calculate amounts remitted to Suppliers.  In conjunction with the Invoice Date, it is used to calculate the Scheduled Pay Date, which is the date the voucher will get picked up for payment.

Confidential Transaction Flag 

Voucher Header

Identifies a voucher for payment that is considered confidential and must be restricted for online viewing in Florida PALM and reporting purposes.

Service Date From 

Voucher Header

Service Start Date for reporting purposes in Florida PALM.

Service Date To 

Voucher Header

Service End Date for reporting purposes in Florida PALM.

Source System User Id 

Voucher Header

User Id in the Source system for tracking and reporting purposes in Florida PALM.

Audit

Voucher Header

Enable "Audit" checkbox for Audit purposes.

Emergency Voucher 

Voucher Header

Information only flag to indicate Auditing to prioritize the review if needed for the voucher.

Final Payment

Voucher Header

Indicate if it is a final payment of the voucher.

Filler1

Voucher Header

This field is reserved for future use in Florida PALM.

Filler2

Voucher Header

This field is reserved for future use in Florida PALM.

Filler3

Voucher Header

This field is reserved for future use in Florida PALM.

Filler4

Voucher Header

This field is reserved for future use in Florida PALM.

Filler5

Voucher Header

This field is reserved for future use in Florida PALM.

Record Code

Voucher Line

Indicates Voucher Line information. This field is the row identifier and should be added at the start of each line row.

Voucher Line Number

Voucher Line

Voucher Line Number field will contain a unique, sequential number that will be provided for each voucher line to be created for the Voucher/Supplier invoice.
 Start from 1 and increment by 1 if multiple invoice lines associated to the same Invoice ID.

Line Description

Voucher Line

Line Description may contain a description of the good or service provided by the Supplier.

Quantity

Voucher Line

Quantity field may contain a quantity of the goods or services provided by the Supplier.

Unit of Measure

Voucher Line

Unit of Measure for line item goods or services.  

Price

Voucher Line

Unit Price of the line item goods or services.
 
  

Merchandise Amount

Voucher Line

Merchandise Amount will contain the amount of the Voucher/Supplier invoice line.  If the voucher line contains a Line Quantity, Unit of Measure, and Unit Price then the Line Amount must be equal to the product of the Line Quantity and Unit Price. 

Related Voucher

Voucher
 Line

Used to link one voucher to another voucher in Adjustment voucher. This helps in tracking and managing interconnected voucher transactions in the system.

Distribution Method

Voucher Line

Indicates if the line merchandise amount should be distributed to the associated distribution line(s) by amount or quantity.

Ship To Location

Voucher Line

Agency Ship To Location              

Merchant

Voucher Line

Designed primarily for PCard usage for capturing Merchant details, while also offering versatility for other agency applications as necessary.

Traveler

Voucher Line

Designed primarily for PCard usage for capturing Traveler details, while also offering versatility for other agency applications as necessary.

PO Business Unit

Voucher Line

PO Business Unit identifies the organization Business Unit identifier for Encumbrances tracked in Florida PALM.

PO ID

Voucher Line

PO ID reflects the Encumbrance identifier tracked in Florida PALM.

PO Line Number

Voucher Line

PO Line Number field will contain a unique, sequential number that will be provided for each encumbrance line tracked in Florida PALM under the PO ID specified above.

Receipt Business Unit

Voucher Line

Receipt Business Unit identifies the organization Business Unit identifier for Receipt tracked in Florida PALM.
 
 Receipt Business Unit,Receipt ID,
 Receipt Line Sequence Number,Receipt Ship Sequence Number  fields are required when there is Receipt associated with the Voucher to be created.

Receipt ID

Voucher Line

Receipt ID reflects the Receving identifier tracked in Florida PALM.
 
 Receipt Business Unit,Receipt ID,
 Receipt Line Sequence Number, Receipt Ship Sequence Number  fields are required when there is Receipt associated with the Voucher to be created.

Receipt Line Number

Voucher Line

Receipt Line Number field will contain a unique, sequential number that will be provided for each Receipt line tracked in Florida PALM under the Receipt ID specified above.
 
 Receipt Business Unit,Receipt ID,
 Receipt Line Sequence Number, Receipt Ship Sequence Number  fields are required when there is Receipt associated with the Voucher to be created.

Receipt Ship Sequence Number

Voucher Line

Receipt Ship Sequence Number field will contain a unique, sequential number that will be provided for each Receipt line tracked in Florida PALM under the Receipt ID specified above.
 
 Receipt Business Unit,Receipt ID,
 Receipt Line Sequence Number, Receipt Ship Sequence Number  fields are required when there is Receipt associated with the Voucher to be created.

Document Number

Voucher Line

Document Number from ABS / Third Party Systems.

Filler1

Voucher Line

This field is reserved for future use in Florida PALM.

Filler2

Voucher Line

This field is reserved for future use in Florida PALM.

Filler3

Voucher Line

This field is reserved for future use in Florida PALM.

Filler4

Voucher Line

This field is reserved for future use in Florida PALM.

Filler5

Voucher Line

This field is reserved for future use in Florida PALM.

Filler6

Voucher Line

This field is reserved for future use in Florida PALM.

Filler7

Voucher Line

This field is reserved for future use in Florida PALM.

Filler8

Voucher Line

This field is reserved for future use in Florida PALM.

Filler9

Voucher Line

This field is reserved for future use in Florida PALM.

Filler10

Voucher Line

This field is reserved for future use in Florida PALM.

Record Code

Voucher Distribution

Indicates Voucher Distribution Line information. This field is the row identifier and should be added at the start of each Distribution Line row.

Voucher Line Number

Voucher Distribution

Voucher Line Number field will contain a unique, sequential number that will be provided for each voucher line to be created for the Voucher/Supplier invoice. This will be the same number found in the Voucher Line that the Distribution Line below correlates to.

Distribution Line Number

Voucher Distribution

Voucher Distribution Line Number.   If the agencies want to send multiple distribution lines (ChartField Coding string) for a single voucher line then this number needs to be incremented for each Distribution Line.
 
 Start from 1 and increment by 1 if multiple distribution lines associated to the same Invoice ID.

Distribution Line Merchandise Amount

Voucher Distribution

Merchandise amount. This field will contain the Amount of the Voucher/Supplier Invoice that is attributable to the Voucher Distribution Line.  If the Voucher Distribution Line contains a Distribution Line Quantity, then the Distribution Amount must be equal to the product of the Distribution Quantity and Unit Price (from the Voucher Line).   The sum of all Distribution Amounts on the Voucher/Supplier Invoice Distribution Lines must equal the Amount on the Voucher/Supplier Invoice Line.

Distribution Line Quantity

Voucher Distribution

Distribution Line Quantity may contain a quantity of the goods or services provided by the Supplier that is attributable to the Voucher Distribution Line.

GL Business Unit

Voucher Distribution

Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions. 

Organization

Voucher Distribution

Organization ChartField tracks information according to a breakdown of your organization. 

Account

Voucher Distribution

Provides functionality to capture detailed transactional data. Can be specified as a balance sheet account or operating account.

Fund

Voucher Distribution

Segregates and captures specific activities or classifies certain objectives in accordance with special regulations, restrictions, or limitations.

Budget Entity

Voucher Distribution

Budget Entity ChartField represents organizations and/or functions to which appropriations are made and typically represents a program.

Category

Voucher Distribution

Category ChartField represents both appropriation categories and revenue source codes.

State Program

Voucher Distribution

State Program is used to identify the plan for an organization and use of resources to meet specified objectives of the State.

Grant

Voucher Distribution

Grant ID value used to track financial assistance that provides support or stimulation to accomplish a public purpose. 

Contract

Voucher Distribution

Contract ChartField captures expenditure and revenue transactions for two party agreements.

Other Accumulator 1 (OA1) 

Voucher Distribution

Other Accumulator 1 is a flexible ChartField reserved for tracking for optional reporting or specific use.

Other Accumulator 2 (OA2) 

Voucher Distribution

Other Accumulator 2 is a flexible ChartField reserved for tracking for optional reporting or specific use.

PC Business Unit

Voucher Distribution

Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions for Project related ChartFields. 

Project

Voucher Distribution

If the payment is linked to a project which has been set up in Florida PALM, provide the corresponding value. If the Project Costing Business Unit data element is populated for a distribution line, then the file must include a Project value within that distribution line. Must be a valid value within Florida PALM if populated. Project value is required when an FCO category is recorded.

Activity

Voucher Distribution

If the payment is linked to a project which has been set up in Florida PALM, provide the corresponding Activity ID associated with the project. Only required if the PC Business Unit field has been populated. Must be a valid value within Florida PALM if populated

PC Source Type

Voucher Distribution

Source types identify the purpose or origin of a transaction. 

PC Category

Voucher Distribution

Project Category provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project. 

Subcategory

Voucher Distribution

The Subcategory ChartField provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project. 

Budget Date

Voucher Distribution

Budget Date will contain the Budget Date applicable to the Voucher.  This date determines the budget period that will be impacted by the expenditures recorded on the Voucher Distribution Lines.

PO Business Unit

Voucher Distribution

PO Business Unit identifies the organization Business Unit identifier for Encumbrances tracked in Florida PALM.
 
 PO Business Unit,Purchase Order ID,
 PO Line Number,PO Distribution Line fields are required when there is Encumbrance associated with the Voucher to be created.

Purchase Order ID

Voucher Distribution

PO ID reflects the Encumbrance identifier tracked in Florida PALM.
 
 PO Business Unit,Purchase Order ID,
 PO Line Number,PO Distribution Line fields are required when there is Encumbrance associated with the Voucher to be created.

PO Line Number

Voucher Distribution

PO Line Number field will contain a unique, sequential number that will be provided for each encumbrance line tracked in Florida PALM under the PO ID specified above.
 
 PO Business Unit,Purchase Order ID,
 PO Line Number,PO Distribution Line fields are required when there is Encumbrance associated with the Voucher to be created.

PO Distribution Line Number

Voucher Distribution

PO Distribution Line Number. This field will be left blank if there is no Purchase Order associated with the voucher to be created.  If there is a Purchase Order then this field will contain a valid Purchase Order Distribution Line for the PO ID, Line Number, and Schedule Number entered above.
 
 PO Business Unit,Purchase Order ID,
 PO Line Number,PO Distribution Line fields are required when there is Encumbrance associated with the Voucher to be created.

Receipt Business Unit

Voucher Distribution

Receipt Business Unit identifies the organization Business Unit identifier for Receipt tracked in Florida PALM.
 
 Receipt Business Unit,Receipt ID,
 Receipt Line Sequence Number,Receipt Distribution Line, Receipt Ship Sequence Number  fields are required when there is Receipt associated with the Voucher to be created.

Receipt ID

Voucher Distribution

Receipt ID reflects the Receipt identifier tracked in Florida PALM.
 
 Receipt Business Unit,Receipt ID,
 Receipt Line Sequence Number,Receipt Distribution Line, Receipt Ship Sequence Number  fields are required when there is Receipt associated with the Voucher to be created.

Receipt Line Number

Voucher Distribution

Receipt Line Number field will contain a unique, sequential number that will be provided for each Receipt line tracked in Florida PALM under the Receipt ID specified above.
 
 Receipt Business Unit,Receipt ID,
 Receipt Line Sequence Number,Receipt Distribution Line, Receipt Ship Sequence Number  fields are required when there is Receipt associated with the Voucher to be created.

Receipt Ship Sequence Number

Voucher Distribution

Receipt Ship Sequence Number field will contain a unique, sequential number that will be provided for each Receipt line tracked in Florida PALM under the Receipt ID specified above.
 
 Receipt Business Unit,Receipt ID,
 Receipt Line Sequence Number,Receipt Distribution Line, Receipt Ship Sequence Number  fields are required when there is Receipt associated with the Voucher to be created.

Receipt Distribution Line Number

Voucher Distribution

Receipt Distribution Line Number. This field will be left blank if there is no Receipt associated with the voucher to be created.  If there is a Receipt then this field will contain a valid Receipt Distribution Line for the Receipt ID, Receipt Line Number, and Receipt Ship Sequence Number entered above.
 
 Receipt Business Unit,Receipt ID,
 Receipt Line Sequence Number,Receipt Distribution Line, Receipt Ship Sequence Number  fields are required when there is Receipt associated with the Voucher to be created.

Asset ID Reference 

Voucher Distribution

Used to associate the expenditure such as utilities, repair etc. tied to an Asset ID that is already created in Florida PALM to the voucher for financial reporting of asset costs.

Asset Flag

Voucher Distribution

Identifies that the voucher distribution is associated with an asset and system will create an Asset in Florida PALM.

AM Business Unit

Voucher Distribution

Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions for Asset Management.

Asset ID

Voucher Distribution

Used to associate valid Asset ID in Florida PALM to the voucher. 

Profile ID

Voucher Distribution

Asset Profile ID is derived from Statewide Class Codes, which determines the depreciation schedule of an asset.              

Filler1

Voucher Distribution

This field is reserved for future use in Florida PALM

Filler2

Voucher Distribution

This field is reserved for future use in Florida PALM

Filler3

Voucher Distribution

This field is reserved for future use in Florida PALM

Filler4

Voucher Distribution

This field is reserved for future use in Florida PALM

Filler5

Voucher Distribution

This field is reserved for future use in Florida PALM

Record Code

Voucher Supplier

Indicates Voucher Supplier information. This field is the row identifier and should be added at the start of each voucher Supplier row.

Name 1

Voucher Supplier

Supplier Name as it will appear on the printed Warrant.

Country

Voucher Supplier

Country Code for the Supplier address.

Address 1

Voucher Supplier

Address as it will appear on the printed Warrant.

Address 2

Voucher Supplier

Address as it will appear on the printed Warrant.  This is an overflow from Address 1.

Address 3

Voucher Supplier

Address as it will appear on the printed Warrant. his is an overflow from Address 2.

City

Voucher Supplier

City for the Supplier address.

State

Voucher Supplier

State for the Supplier address.

Postal Code

Voucher Supplier

Postal Code for the Supplier address.

Filler1

Voucher Supplier

This field is reserved for future use in Florida PALM

Filler2

Voucher Supplier

This field is reserved for future use in Florida PALM

Filler3

Voucher Supplier

This field is reserved for future use in Florida PALM

Filler4

Voucher Supplier

This field is reserved for future use in Florida PALM

Filler5

Voucher Supplier

This field is reserved for future use in Florida PALM

Filler6

Voucher Supplier

This field is reserved for future use in Florida PALM

Filler7

Voucher Supplier

This field is reserved for future use in Florida PALM

Filler8

Voucher Supplier

This field is reserved for future use in Florida PALM

Filler9

Voucher Supplier

This field is reserved for future use in Florida PALM

Filler10

Voucher Supplier

This field is reserved for future use in Florida PALM

Record Code

Voucher Payment

Indicates Voucher Payment information. This field is the row identifier and should be added at the start of each Voucher Payment row.

Payment Method

Voucher Payment

Identifies the Payment Method.

Payment Message Code

Voucher Payment

Code that correlates to message text that will appear on the remittance.

Payment Handling Code

Voucher Payment

Payment Handling Code criteria to sort payments.

Payment Hold Flag

Voucher Payment

Hold Payment Flag is used to place on a voucher payment on Hold.  The payment hold flag must be deselected on the respective voucher online in Florida PALM to allow the voucher to be picked up in PayCycle for payment.

Payment Hold Reason

Voucher Payment

Payment Hold Reason

Scheduled Payment Date

Voucher Payment

Scheduled Pay Date defined the date the voucher is eligible to be selected for payment.  
 
 Agencies should consider prompt payment dates when scheduling payments. 

Separate Payment Flag

Voucher Payment

Separate Payment Flag identified that a payment should not be grouped with other payments for the remit to supplier within the AP Business Unit.

Pay Group Code

Voucher Payment

Pay Group Code provides the ability to segregate vouchers for payment within a specific pay cycle run.  

Payment Action

Voucher Payment

Payment Action indicates whether the payment is available for Payment processing via Florida PALM or if the payment has been issued outside of Florida PALM and is being recorded for tracking purposes in Florida PALM.

Payment Reference Number

Voucher Payment

Payment Reference ID to indicate the payment number assigned to a payment issued outside o Florida PALM.      
   

Filler1

Voucher Payment

This field is reserved for future use in Florida PALM

Filler2

Voucher Payment

This field is reserved for future use in Florida PALM

Filler3

Voucher Payment

This field is reserved for future use in Florida PALM

Filler4

Voucher Payment

This field is reserved for future use in Florida PALM

Filler5

Voucher Payment

This field is reserved for future use in Florida PALM

Filler6

Voucher Payment

This field is reserved for future use in Florida PALM

Filler7

Voucher Payment

This field is reserved for future use in Florida PALM

Filler8

Voucher Payment

This field is reserved for future use in Florida PALM

Filler9

Voucher Payment

This field is reserved for future use in Florida PALM

Filler10

Voucher Payment

This field is reserved for future use in Florida PALM

 

Version History

DateRevision Description
12/01/2023Original Version
05/31/2024

Updates made for the below DDIDs

DDID#0629 – Add Asset ID to the layout.

DDID#0533 – Add Receipt related fields to the layout.

DDID#0584 – Not allow generic Supplier.

DDID#0599 – Supplier Default Location and Sequence Number.

DDID# 0482 – Payment Reference ID field length update to 20.



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