Outbound Carry Forward Payable (POI007)

Updated on 08 Aug 2024
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Interface Description

As part of the State’s requirement to support the Carry Forward / Certified Forward year-end process, there is a need to enable users to establish a payable transaction to set aside an expenditure/encumbrance that is obligated in the prior fiscal year (i.e., June 30) using prior year appropriation budget, that could be paid in the new fiscal year between July 1 – September 30.

Users have until mid-July to establish an encumbrance and payable transactions at which time a file is sent to LAS/PBS that identifies what is being requested for Carry Forward / Certified Forward.

Florida PALM will leverage the delivered Receiving module functionality to record encumbrance and non-encumbrance (AP) related payables as a “Receipt” to denote goods and services that have been received but not invoiced by fiscal year-end (i.e., 6/30/YYYY).

In Florida PALM, several actions can be taken on Receipts such as Cancelling, Closing, and running the Receipt Accrual process. Closing/Cancelling a Receipt makes it unavailable for future processing.

POI007 - Outbound interface will provide the agency with established encumbered and unencumbered payables for Carry Forward purposes, leveraging the receipt accrual functionality.

Click below to view the interface file layout and sample data file.

POI007 - Outbound Carry Forward Payable - Layout.xlsx

POI007 - Sample Data.txt

Business Process Model

This interface can be found in the following business process:

30.3 Enter and Process Vouchers

Selection Criteria

The interface data selection criteria includes the following:

Data Field	Data Field Details
Business Unit	Required
Data Extract Flag	Required
Receipt Status	Optional
Receipt Date From	Required
Receipt Date To	Required

File Layout

Field names and descriptions from the interface layout are provided below.

Data Field Name	Record Type	Data Field Description
Record Code	Receipt Header	Indicates Receipt Header information. This field is the row identifier and should be added at the start of each header row.
Business Unit	Receipt Header	Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions for the Receipt.
Receipt ID	Receipt Header	Florida PALM Receipt ID
Receipt Source ID	Receipt Header	Indicates the unique Receipt Source ID for the Payable in the Source system.
Receipt Status	Receipt Header	Indicates the current status of the Receipt in Florida PALM.
PO Receipt?	Receipt Header	Denotes if it is an Encumbrance/PO-related receipt or not.
Confidential Receipt?	Receipt Header	Confidential Receipt flag to determine if the Receipt/PO is confidential
Supplier Set ID	Receipt Header	SetID is a value used in Florida PALM to define setup data. It allows the sharing of common setup data across Business Units or specific to Business Unit.
Supplier ID	Receipt Header	This field will contain a valid Florida PALM Supplier ID for the Supplier SetID provided above.
Supplier Location	Receipt Header	This field will contain a valid Florida PALM Supplier Location for the Supplier ID provided above.
Source System User ID	Receipt Header	Indicates the User ID who has requested for the Payable in the Source system.
Filler1	Receipt Header	This field is reserved for future use in Florida PALM.
Filler2	Receipt Header	This field is reserved for future use in Florida PALM.
Filler3	Receipt Header	This field is reserved for future use in Florida PALM.
Filler4	Receipt Header	This field is reserved for future use in Florida PALM.
Filler5	Receipt Header	This field is reserved for future use in Florida PALM.
Record Code	Receipt Line	Indicates Receipt Line information. This field is the row identifier and should be added at the start of each line row.
Receipt ID	Receipt Line	Florida PALM Receipt ID
Receipt Line Number	Receipt Line	Used to designate which type of action is to be taken on the Line data.
PO Business Unit	Receipt Line	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 PO Receipt to be created..
PO ID	Receipt Line	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 PO Receipt to be created.
PO Line	Receipt 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. PO Business Unit, Purchase Order ID, PO Line Number, PO Distribution Line fields are required when there is Encumbrance associated with the PO Receipt to be created.
Category Code	Receipt Line	Provide the category code that you want the system to use to locate the catalog in which you want to search for item categories.
Unit of Measure	Receipt Line	The Unit of Measure for the Receipt line.
Amount Only Flag	Receipt Line	To designate the line as an amount-only line. If entered as 'Y', the Receipt quantity value on the line details should always be 1.
Item Description	Receipt Line	Description of the Receipt line item.
Receipt Line Merchandise Amount	Receipt Line	Line Merchandise Amount of the Receipt Line.
Receipt Quantity	Receipt Line	Quantity of the Receipt Line.
SpeedKey	Receipt Line	Code that defines ChartField line information for GL Journals. The full ChartField string as defined in the SpeedKey will be populated onto the GL Journals during the file load process.
Filler1	Receipt Line	This field is reserved for future use in Florida PALM.
Filler2	Receipt Line	This field is reserved for future use in Florida PALM.
Filler3	Receipt Line	This field is reserved for future use in Florida PALM.
Filler4	Receipt Line	This field is reserved for future use in Florida PALM.
Filler5	Receipt Line	This field is reserved for future use in Florida PALM.
Filler6	Receipt Line	This field is reserved for future use in Florida PALM.
Filler7	Receipt Line	This field is reserved for future use in Florida PALM.
Filler8	Receipt Line	This field is reserved for future use in Florida PALM.
Filler9	Receipt Line	This field is reserved for future use in Florida PALM.
Filler10	Receipt Line	This field is reserved for future use in Florida PALM.
Record Code	Receipt Distribution Line	Indicates Receipt Line Distribution information. This field is the row identifier and should be added at the start of each line distribution details row.
Business Unit	Receipt Distribution Line	Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions for the Receipt.
Receipt ID	Receipt Distribution Line	Florida PALM Receipt ID
Receipt Line Number	Receipt Distribution Line	Used to designate which type of action is to be taken on the Line data.
Distribution Line Number	Receipt Distribution Line	Distribution Line number for the Receipt line. Numeric value starting with 1.
Distribution Merchandise Amount	Receipt Distribution Line	Merchandise amount of the Receipt distribution line.
Distribution Receipt Quantity	Receipt Distribution Line	Quantity to be distributed on the Receipt distribution line.
Organization	Receipt Distribution Line	Organization ChartField tracks information according to a breakdown of your organization.
Account	Receipt Distribution Line	General Ledger Account, specified as balance sheet account (e.g., asset, liability, equity) or operating account (e.g., expenditure, revenue).
Fund	Receipt Distribution Line	Segregates and captures specific activities or classifies certain objectives in accordance with special regulations, restrictions, or limitations.
Budget Entity	Receipt Distribution Line	Budget Entity ChartField represents organizations and/or functions to which appropriations are made and typically represents a program.
Category	Receipt Distribution Line	Category ChartField represents both appropriation categories and revenue source codes.
State Program	Receipt Distribution Line	State Program ChartField tracks revenue and expenditures for programs within or across your organizations.
Grant	Receipt Distribution Line	Grant ChartField tracks grant Ids within or across your organizations.
Contract	Receipt Distribution Line	Contract ChartField captures expenditure and revenue transactions as required for two party agreements.
OA1	Receipt Distribution Line	Other Accumulator ChartField can be used for various purposes, such as, tracking for optional reporting, or cost pools.
OA2	Receipt Distribution Line	Agency Unique ChartField is a flexible field reserved for tracking for optional reporting or specific use.
PC Business Unit	Receipt Distribution Line	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	Receipt Distribution Line	Project ChartField is used to capture a planned undertaking of something to be accomplished or produced, having a beginning and ending date, for which expenditures/costs and revenues are to be tracked.
Activity	Receipt Distribution Line	Tracks specific tasks that make up a Project and records transactional details; a Project must have at least one associated Activity ID.
PC Source Type	Receipt Distribution Line	The Source Type ChartField identifies the purpose or origin of a Project-related transaction.
PC Category	Receipt Distribution Line	The Proj Category ChartField provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project.
PC Subcategory	Receipt Distribution Line	The Subcategory ChartField provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project.
Budget Date	Receipt Distribution Line	Represents a calendar date field on module transactions. Based on the budget date entered, budget checking functionality checks the transaction against the appropriate budget period (i.e., FY).
Asset Profile ID	Receipt Distribution Line	Asset Profile ID identifies the Accounting Template that determines financial, depreciation and retirement attributes of asset being added.
Filler1	Receipt Distribution Line	This field is reserved for future use in Florida PALM.
Filler2	Receipt Distribution Line	This field is reserved for future use in Florida PALM.
Filler3	Receipt Distribution Line	This field is reserved for future use in Florida PALM.
Filler4	Receipt Distribution Line	This field is reserved for future use in Florida PALM.
Filler5	Receipt Distribution Line	This field is reserved for future use in Florida PALM.
Filler6	Receipt Distribution Line	This field is reserved for future use in Florida PALM.
Filler7	Receipt Distribution Line	This field is reserved for future use in Florida PALM.
Filler8	Receipt Distribution Line	This field is reserved for future use in Florida PALM.
Filler9	Receipt Distribution Line	This field is reserved for future use in Florida PALM.
Filler10	Receipt Distribution Line	This field is reserved for future use in Florida PALM.

Version History

Date	Revision Description
08/08/2024	Original Version

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Outbound Encumbrance Extract (POI001)

Table of contents

Interface Description
Business Process Model
Selection Criteria
File Layout
Version History