Capital Lease criteria are applied outside of Florida PALM, and pertinent information is provided to the Agency AM Asset Processor.
Agency AM Asset Processor inputs payable lease data in Florida PALM. Florida PALM requires basic information for a lease, such as financial details, and asset information from which a lease and a corresponding leased asset record are created.
The Agency AM Asset Processor inputs lease information such as lease name, lease type, lessor, location, region, commencement date, termination date, and lease administrator.
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.
Agency AM Asset Processor: agency role responsible for creating and maintaining asset records in Florida PALM
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
Create Lease
Capital Lease criteria are applied outside of Florida PALM, and pertinent information is provided to the Agency AM Asset Processor.
Agency AM Asset Processor inputs payable lease data in Florida PALM.
Florida PALM requires basic information for a lease, such as financial details, and asset information from which a lease and a corresponding leased asset record are created.
The Agency AM Asset Processor inputs lease information such as lease name, lease type, lessor, location, region, commencement date, termination date, and lease administrator.
Required financial information includes the Interest rate, payment type, payment amount, payment schedule, and escalation type, if applicable.
Agency AM Asset Processor also inputs asset information such as Profile ID, description, asset type, location code, transfer of ownership designation if applicable, quantity, cost, and COA values.
2
Review/Classify Lease
Agency AM Asset Processor accesses the Asset List frame, selects the Classification tab, checks the Reviewed box, and selects Classify Asset option from the Action dropdown list.
3
Activate Lease/Create Asset
The Agency AM Asset Processor activates the lease in Florida PALM.
Upon successful activation of the lease, a unique asset ID is generated. The lease also generates a unique Payable Lease number and a Lease Payment Schedule.
4
Create Lease Payment Data
The Agency AM Asset Processor runs the Transaction Generator process to create the lease payment voucher data.
The Agency AM Asset Processor can review the voucher data in the Lease Administration module before it is moved to the Accounts Payable module to create a voucher for payment. Or, if the auto-approval option is turned on, the Interface to AP/Billing process will automatically move the data to Accounts Payable for processing to create vouchers.
The Manage Transaction Generator can also be scheduled to run at a frequency that best suits the agency's needs.
5
Integrate Lease Payment Voucher Data with AP
The agency may use an Agency Business System (ABS) to manage and execute monthly lease payments, or utilize the integrated lease payment function provided by AP.
The Agency AM Asset Processor runs the Interface to AP/Billing process to move the lease payment voucher data from the Lease Administration module to the Accounts Payable module voucher staging tables. This data is used to create vouchers for lease payment.
The Interface to AP/Billing process can be initiated manually or scheduled to run at a frequency that best suits the agency’s needs.
After the AP/Billing process, the Agency AP Processor executes the Process Vouchers business process to create lease payment vouchers.
6
Calculate Depreciation
Florida PALM initiates the Calculate Depreciation process based on an established schedule. This process calculates the depreciation for a leased asset for its entire useful life based on the depreciation attributes selected for the Asset – cost, salvage value, and useful life.
Calculate Depreciation may also be initiated on demand for individual asset transactions. This process must be run when a leased asset has been created.
If the asset is non-depreciable, Florida PALM by-passes the Calculate Depreciation, and completes the Create Accounting Entries process.
7
Complete Creation of Asset
After Depreciation Calculation is successfully executed against each asset, Florida PALM (per enterprise schedule), runs the following core processes to acquire updated asset information and create accounting transactions. The Agency AM Asset Processor may also run these processes on demand.
Load Depreciation Reporting Table process - This process loads the Depreciation Reporting table (DEPR_RPT) with life-to-date depreciation expense data. Content of DEPR_RPT table provides the basis for most depreciation reports.
Load Asset Net Book Value Process - This process loads the Asset Net Book Value table (ASSET_NBV_TBL) with data used for Asset Net Book Value reports.
Depreciation Close - This process generates period depreciation accounting entries for depreciation expense and lease expense (including principal and interest) for all depreciable assets in a particular accounting period. The process should be run for an accounting period that has not yet been closed.
Create Accounting Entries - This process generates accounting entries for all financial transactions unrelated to depreciation. Examples for accounting entries are asset cost, increase of asset cost, and transfer of assets.
8
Generate GL Journals
Journal Generator (JGEN) processes posted accounting entry data from the Florida PALM source modules, summarizes the data, and creates journals in the General Ledger. The Journal Generator process will edit, budget check, and post the journal entries created during the process. Please see 10.2, Enter and Process Journals for more information on source module journal entries.
9
General Ledger Allocation
Governmental Funds account for one fiscal year of information and cannot own assets with a useful life over one year. Fixed assets acquired through a Governmental Fund must be accounted for in an Ownership Fund.
A Mapping Table that establishes the Governmental/Ownership Fund relationship is configured in GL. This table must be maintained with the addition of new Governmental Funds and/or updates to corresponding Ownership Fund, configured in GL by the Agency COA Maintainer. The Mapping Table uses existing Governmental Funds to systematically reclassify values to predetermined Ownership Fund values.
General Ledger Allocation reclassifies AM journal data for owned asset, leased asset, associated depreciation expense, and accumulated depreciation resulting from acquisition of assets with Governmental Funds, to the corresponding Ownership Fund. The reclassification occurs in the General Ledger module via the General Ledger Allocation process.
10
Outbound Asset Extract (AMI003)
Florida PALM provides an outbound file with data of asset additions, updates, transfers, and disposals. The Outbound Asset Extract includes asset records marked as Fully Sensitive and asset records marked as Partially Sensitive.
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 (S) 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
Source Module Accounting Entry
Commitment Control Ledger(s) Impact
General Ledger (Actuals) Entry
AM02
Record Asset Depreciation.
Debit: Depreciation (S)
Credit: Accumulated Depreciation (S)
No Entry
Debit: Depreciation
Credit: Accumulated Depreciation
AM04
Depreciation Adjustment -Governmental Fund to Ownership Fund (Part 2)
Debit: Depreciation Expenditure – with Ownership Fund (S)
Credit: Accumulated Depreciation – with Ownership Fund (S)
No Entry
Debit: Depreciation Expenditure – with Ownership Fund
Credit: Accumulated Depreciation – with Ownership Fund
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
R3
AMR013
Asset Acquisition by PO or Supplier Report – a report that lists assets by Purchase Order or Supplier.
Data Warehouse
Periodic
Agency
Interfaces
The table below provides the Interfaces identified on the Business Process.
