Interface File Error Handling (120.1.1)
- 29 Aug 2024
- 7 Minutes to read
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Interface File Error Handling (120.1.1)
- Updated on 29 Aug 2024
- 7 Minutes to read
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Business Process Overview
Florida PALM provides each Agency, Enterprise Partner or 3rd Party with a specific file folder on the Managed File Transfer (MFT server) for holding inbound files. Once files are processed, interfacing parties will be notified by email if an error has occurred. The interfacing partner will be able to review the error log in the folder specified in the email. A link to the Report Distribution Manager page will also be included which will allow users with Florida PALM access to view the error log online. The interfacing partner will be able to identify the file processed with the unique name sent for processing and the unique process instance linked to the file which was processed.
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 Batch Scheduler: System role that loads and processes interfaces.
- Automated Batch Processing: Processes that occur automatically as part of the automated batch schedule.
- Agency Module Processor: Various agency roles in Florida PALM modules that process transactions through spreadsheet uploads and resolve errors.
- Technical Interface Contact: Interface partner (e.g., Agency, Enterprise Partner, Third Party) technical resource responsible for loading/transmitting files to Florida PALM for processing.
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. This information should be read in conjunction with the Business Process Flow Diagrams.
Process Step ID | Process Step Title | Description of Process |
|---|---|---|
1 | Inbound Interface File | The interfacing partner will transmit the file to the specified inbound file folder on MFT where it will be held until processed. |
2 | Perform File Validations | File level validations are performed. Errors encountered during this step are considered fatal errors and a new file will be required for processing. |
3 | Perform Key Field Validations | Key interface fields are validated. Errors during this step are considered hard errors and will be written to the error log. Records with hard errors must be corrected and resubmitted for processing in a new interface file or entered manually in Florida PALM. |
4 | Perform ChartField/Combo Edit Validations | ChartFields and ChartField Combination Edits are validated. Errors during this step are considered hard errors. Valid transactions will continue to the next step while hard errors must be corrected and resubmitted for processing. Hard errors will be listed in a log and error file for review. Please see 10.1 Set Up and Maintain Chart of Accounts for more information on valid ChartFields and ChartField combination edits. |
5 | Load Inbound Transactions to Staging Tables | Transactions are loaded to Florida PALM staging tables. The transactions will remain in the staging tables until processed by delivered Florida PALM functionality. |
6 | Load/Validate Transactions from Staging to Final | Transactions are validated and will be loaded to the transaction tables if no Soft Errors are present. Transactions with soft errors will remain in the staging tables and will be marked in error. Agency Module Processors will be able to review and correct most errors utilizing a Work Center page. PeopleSoft WorkCenters are designed to allow users to access their most used reports, queries, pages, and processes in a single location. |
7 | Continue Processing | All transactions that pass validations will continue processing and be loaded into the final transaction tables. |
8 | Send Interface Error Notification Email | After an error log has been generated, an email notification will be automatically created and sent to the appropriate agency email distribution list. This email will contain both a link to the Florida PALM Report Distribution Manager as well as error file name information for retrieval from MFT. |
9 | Review Message from Florida PALM Report Distribution Manager | If Fatal Errrors or Hard Errors are encountered Agency Module Processors will be notified by email that an error has occurred. A link will be provided in the email to view errors in Florida PALM. |
10 | Review Email Message and MFT Error File | If fatal or hard errors are encountered, Agency Technical Interface Contacts will be notified by email that an error has occurred and will provide the log/error name which can be found on MFT. |
11 | Create Manual Entries | Agency Module Processors may choose to create transactions directly in Florida PALM to correct transaction errors. |
12 | Review/Resolve Transaction/Data Errors | Pages and reports are available to Agency Module Processors which will aid in the review and correction of soft errors directly in Florida PALM. If the transaction is no longer needed the transaction can be deleted. For Enterprise submitted data, transactions encountering soft errors will be deleted from Florida PALM and will require resubmission from the source system. |
13 | Create Corrected File and Place on MFT Inbound Folder | If a fatal error occurs, a new file needs to be placed on the inbound MFT folder. If a hard error occurs, only transactions that failed validations need to be placed in a file on the inbound MFT folder. |
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 |
|---|---|---|---|---|
N/A |
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 | APR125 | Budget Check Errors – A report in the WorkCenter used to display a list of vouchers with budget check errors. | PeopleSoft | Periodic | DFS, Agency |
R2 | APR126 | Cash Check Errors – A delivered report used to review Revenue Estimate budget checking errors. | WorkCenter | Periodic | Agency Module Processor |
R3 | ARR022 | Revenue Estimate Exceptions – A delivered report used to review Revenue Estimate budget checking errors. | WorkCenter | Periodic | Agency Module Processor |
R4 | ARR029 | Direct Journal Budget Exceptions – A delivered report used to review Direct Journal budget checking errors. | WorkCenter | Periodic | Agency Module Processor |
R5 | ARR065 | Posting Errors – A delivered report in the WorkCenter used to display pending items containing errors, with access to Online Error Correction pages. | WorkCenter | Periodic | Agency Module Processor |
R6 | ARR067 | Direct Journal Accounting Entry Errors – Used to correct Direct Journal accounting entry edit errors. | WorkCenter | Periodic | Agency Module Processor |
R7 | CMR011 | Accounting Errors – Summary listing of accounting errors. | WorkCenter | Periodic | Agency Module Processor |
R8 | GLR139 | Journals with Errors - Journals with any type of error that requires action. | PeopleSoft | Periodic | DFS, Agency |
R9 | GLR140 | Journals with Edit Errors - Journals specifically with edit errors that require action. | PeopleSoft | Periodic | DFS, Agency |
Interfaces
The table below provides the Interfaces identified on the Business Process.
Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
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 |
|---|---|---|
N/A |
Version History
Date | Revision Description |
|---|---|
12/22/2023 | Original Version |
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