Encumbrance Lifecycle
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Encumbrance Lifecycle
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Associated Business Process
Interfaces
The table below provides the Interface IDs for each interface identified with 30.2 Establish and Maintain Encumbrances.
| Interface Number | Interface Description | Business Process or Sub-Process |
|---|---|---|
| POI002 | Inbound Encumbrance Load - Inbound interface to establish and maintain encumbrances. | 30.2.1 Create and Maintain Encumbrances 30.2.3 Establish Enterprise Encumbrances |
| POI004 | Inbound Encumbrance Spreadsheet Upload - Inbound interface to load, establish, and maintain encumbrances via spreadsheet (Excel) upload. | 30.2.1 Create and Maintain Encumbrances |
| POI001 | Outbound Encumbrance Extract - Outbound interface containing encumbrance errors, updates, and closures. | 30.2.1 Create and Maintain Encumbrances 30.2.3 Establish Enterprise Encumbrances |
Conversions
The table below identifies the Conversions related to Encumbrances. These items are not included within the Business Flow Diagrams; however, these items are important elements of preparing for Florida PALM.
| Conversion Number | Conversion Description | Business Process or Sub-Process |
|---|---|---|
| POC001 | Open Encumbrances - Conversion of open encumbrance balances that are authorized for continued use. | 30.2 Establish and Maintain Encumbrances |
Reports
Key Reports are displayed as icons on the Business Process Flow Diagrams. The table below provides the reports related to Encumbrances during a particular process step or used to support the completion of a process step.
| Report RICEFW ID | Report Description | Business Process or Sub-Process |
|---|---|---|
| KKR018 | Agency Commitments Report - Provides encumbrances and payables by ChartField combinations. | 30.2.1 Create and Maintain Encumbrances 30.2.2 Monitor Encumbrances |
| KKR058 | Budget and Cash Checking Exceptions/Warnings Report - Lists transactions' budget and cash check exceptions and warnings along with transaction amounts, to include the type of exception and where an override was applied. | 30.2.1 Create and Maintain Encumbrances 30.2.2 Monitor Encumbrances 30.2.3 Establish Enterprise Encumbrances |
| POR009 | Outstanding Encumbrance Error Report - Lists unresolved encumbrance exceptions. | 30.2.1 Create and Maintain Encumbrances 30.2.2 Monitor Encumbrances 30.2.3 Establish Enterprise Encumbrances |
| POR006 | Purchase Orders Under Pending Approval Group (WorkCenter) - Lists purchase orders that are under the 'Pending Approval' group. | 30.2.1 Create and Maintain Encumbrances |
Data Structure
Encumbrance Structure
Florida PALM uses interfaces from MFMP and other agency business systems to obtain the necessary data to create and update encumbrances. The basic information needed to establish an encumbrance in Florida PALM includes the supplier ID, a valid ChartField string, quantity, and dollar amount. A grant, project, or Contract ID may also be included to associate the encumbrance to a grant, project or contract.
A valid Florida PALM Supplier ID for the Supplier SetID should be used. For Memo/Blanket Encumbrances when the Supplier is not known, a generic Supplier ID will be provided that can be sent in the file. Various PO Header actions ADD, UPDATE, CANCEL, CLOSE, REOPEN, and DELETE can be sent in the file. For PO Header action Add - Sum of product of PO Price and PO Quantity under PO Line Ship Details should be equivalent to the sum of distribution line merchandise amounts.
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