Outbound Voucher and Payment Extract (API031)
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Outbound Voucher and Payment Extract (API031)
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Interface Description
The Enter and Process Vouchers business process encompasses all activities required to capture disbursement requests, including generating Vouchers, attaching related documents, performing editing, submitting approvals, Budget Checking, and voucher posting. Agencies enter/interface vouchers in Florida PALM and are routed for approval using Voucher Workflow. If the voucher has passed approval and budget check, the Post Voucher process runs, and the voucher is staged for payment. The Process Pay Cycle business process encompasses all activities where vouchers are scheduled for payment and included in daily payment processing during the Financials Wave.
When the voucher is posted, an accounting entry is generated to recognize an Accounts Payable (i.e., a liability) to the supplier, and to recognize the associated expense/expenditure accrual. The accounting entry is recorded in the Actuals Ledger (i.e., General Ledger).
With this outbound interface, all the voucher statuses, voucher accounting, and payment information that was distributed to General Ledger will be interfaced to source systems. The deleted vouchers will be extracted as well for the source systems to get the deleted vouchers information. This interface will extract voucher accounting information that was added/updated after the last batch run.
This custom interface process will consist of the following 2 core functions:
Generate an “Outbound Voucher and Payment Extract” flat file.
Transfer the generated “Outbound Voucher and Payment Extract” flat file to the pre-defined file server location.
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:
Selection Criteria
The interface data selection criteria includes the following:
Data Field | Data Field Details |
|---|---|
Business Unit | (Optional) Select the business unit for which voucher data is to be extracted. |
Voucher Origin | (Optional) Select the Voucher Origin for which voucher data is to be extracted. |
Voucher Accounting Date From | (Conditional) Select “Voucher Accounting Date From” for Voucher details to be extracted from the Florida PALM system. |
Voucher Accounting Date To | (Conditional) Select “Voucher Accounting Date To” for Voucher details to be extracted from the Florida PALM system. |
Exclude Confidential? | (Optional) Check the checkbox when confidential data needs to be excluded in the interface run. The Exclude Confidential checkbox will be selected for files transmitted to Transparency Websites. |
File Layout
The layout of the interface is listed below.
Data Field | Record Type | Data Field Description |
|---|---|---|
Record Code | Voucher Header | |
Confidentiality Display Indicator | Voucher Header | Used to identify that a supplier or voucher is confidential. |
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. |
Voucher ID | Voucher Header | Voucher ID is a unique identifier that is a sequential number that cannot be duplicated within an AP Business Unit. |
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. |
Voucher Origin | Voucher Header | This value will be specific to each agency and/or system and can be hard coded. |
Invoice ID | Voucher Header | Invoice Number field will contain a unique Supplier Invoice Number. |
Invoice Date | Voucher Header | Invoice Date will contain the date the Supplier Invoice was received by the agencies. 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. |
Accounting Date | Voucher Header | The accounting entry date for a given transaction. |
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. |
Basis Date | Voucher Header | The greater of the goods or services approved,goods or services received and |
Gross Amount | Voucher Header | Gross Invoice Amount will contain the Gross Amount of the Voucher/Supplier invoice. |
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. |
Invoicing Supplier SetID | Voucher Header | Invoicing Supplier SetID |
Invoicing Supplier ID | Voucher Header | This field will contain a valid Florida PALM Supplier ID for the Invoicing Supplier SetID provided above. Suppliers will be converted into Florida PALM from multiple sources (e.g., SWVF, VE, ABS, etc.). |
Invoicing Supplier Location | Voucher Header | This field will contain a valid Florida PALM Invoicing Supplier Location for the Supplier ID provided above. |
Invoicing Supplier Address Sequence Number | Voucher Header | Invoicing Supplier Address Sequence Number field will contain a valid Florida PALM Supplier Invoicing Address Sequence Number for the Supplier ID provided above. |
Entry Status | Voucher Header | Identifies the status of voucher processing through it's lifecycle. |
Match Status | Voucher Header | Displays the voucher match status for related encumbrances. |
Approval Status | Voucher Header | Identifies the voucher approval status. |
Audit Reason Code | Voucher Header | Identifies the Audit Reason Code for vouchers returned by the Bureau of Auditing (BOA). |
Agency AP Approver | Voucher Header | Displays the Agency AP Approver's user ID,if the Voucher has been approved or denied by the Agency AP Approver. |
Agency AP F&A Approver | Voucher Header | Displays the Agency AP F&A Approver's user ID,if the Voucher has been approved or denied by the Agency AP F&A Approver. |
Agency AP Processor | Voucher Header | Displays the Agency AP Processor's user ID who has entered the Voucher in Florida PALM. If the Voucher has been interfaced to Florida PALM, this field will show Batch User ID. |
Budget Header Status | Voucher Header | Displays the voucher budget header status. |
Voucher Post Status | Voucher Header | Identifies whether a voucher has been posted and recorded in the General Ledger, or not. |
Cash Check Status | Voucher Header | Displays the voucher/payment cash check status. |
Close Status | Voucher Header | Identifies if a voucher is open for processing or closed. Vouchers that have accounting entries generated cannot be deleted, but must rather be closed to reverse existing accounting entries recorded in the General Ledger. |
Service From Date | Voucher Header | Date the Service was started from. |
Service To Date | Voucher Header | Date until the Service was/will be provided. |
Source System User ID | Voucher Header | The Source System User ID for the Vouchers interfaced from other systems. |
Entered Date | Voucher Header | Date voucher was entered in Florida PALM. |
Last Modified Date | Voucher Header | Date the voucher was last modified in Florida PALM. |
User Modified By | Voucher Header | User name that last modified the voucher. |
Related Voucher | Voucher Header | Used to link the original voucher with the Adjustment voucher. This helps in tracking and managing interconnected voucher transactions in the system. |
Emergency Voucher | Voucher Header | Information only flag to indicate Auditing to prioritize the review if needed for the voucher. |
Payment Hold Flag | Voucher Header | 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 Pay Cycle for payment. |
Payment Hold Reason | Voucher Header | Payment Hold Reason |
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 Supplier | Indicates Voucher Supplier information. This field is the row identifier and should be added at the start of each voucher Supplier row. |
AP Business Unit | Voucher Supplier | AP Business Unit. Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions. |
Voucher ID | Voucher Supplier | Voucher ID is a unique identifier that is a sequential number that cannot be duplicated within an AP Business Unit. |
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. |
Address 4 | Voucher Supplier | Address as it will appear on the printed Warrant. This is an overflow from Address 3. |
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 Line | Indicates Voucher Line information. This field is the row identifier and should be added at the start of each line row. |
AP Business Unit | Voucher Line | AP Business Unit. Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions. |
Voucher ID | Voucher Line | Voucher ID is a unique identifier that is a sequential number that cannot be duplicated within an AP Business Unit. |
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. This will be the same number found in the Voucher Line that the Distribution Line below correlates to. |
Line Description | Voucher Line | Line Description may contain a description of the good or service provided by the Supplier. |
Document Number | Voucher Line | Document Number from ABS / Third Party Systems. |
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 ID | Voucher Line | PO ID reflects the Encumbrance identifier tracked in Florida PALM. |
PO Origin | Voucher Line | This value will be specific to each agency and/or system. The PO Origin Indicates the source system of the transaction. |
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. |
PO reference | Voucher Line | PO Reference field will contain a source system Encumbrance ID |
Receipt ID | Voucher Line | Receipt ID reflects the Payable ID in Florida PALM. |
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. |
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 Accounting Line | Indicates Voucher Accounting information. This field is the row identifier and should be added at the start of each line row. |
AP Business Unit | Voucher Accounting Line | AP Business Unit. Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions. |
Voucher ID | Voucher Accounting Line | Voucher ID is a unique identifier that is a sequential number that cannot be duplicated within an AP Business Unit. |
Voucher Line Number | Voucher Accounting 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. This will be the same number found in the Voucher Line that the Distribution Line below correlates to. |
Distribution Line Number | Voucher Accounting Line | Voucher Distribution Line Number. |
Posting Process | Voucher Accounting Line | Posting Process |
Accounting Entry Type | Voucher Accounting Line | Voucher Posting creates accounting entries by using standard distribution account types. |
GL Business Unit | Voucher Accounting Line | GL Business Unit represents an organization/agency at an appropriation level and is used to define a financial reporting entity for General Ledger reporting. |
Organization | Voucher Accounting Line | Organization represents which departmental entity the transaction belongs to. |
Account | Voucher Accounting Line | General Ledger Account, specified as balance sheet account (e.g., asset, liability, equity) or operating account (e.g., expenditure, revenue). |
Fund | Voucher Accounting Line | Fund is used to segregate and capture specific activities or classify certain objectives in accordance with special regulations, restrictions, or limitations (e.g., restricted Fund). |
Budget Entity | Voucher Accounting Line | Budget Entity ChartField represents organizations and/or functions to which appropriations are made and typically represents a program. |
Category | Voucher Accounting Line | Category represents both appropriation categories and revenue source codes. |
State Program | Voucher Accounting Line | State Program is used to identify the plan for an organization and use of resources to meet specified objectives of the State. |
Grant | Voucher Accounting Line | Grant ID value used to track financial assistance that provides support or stimulation to accomplish a public purpose. |
Contract | Voucher Accounting Line | Contract ChartField captures expenditure and revenue transactions for two party agreements. |
Other Accumulator 1 (OA1) | Voucher Accounting Line | Other Accumulator 1 is a flexible ChartField reserved for tracking for optional reporting or specific use. |
Other Accumulator 2 (OA2) | Voucher Accounting Line | Other Accumulator 2 is a flexible ChartField reserved for tracking for optional reporting or specific use. |
PC Business Unit | Voucher Accounting 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 | Voucher Accounting Line | Project is used to capture a planned undertaking, having a finite beginning and a finite ending, can cross fiscal years, for which expenditures/costs and revenues are to be tracked |
Activity | Voucher Accounting Line | Activity 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 | Voucher Accounting Line | The Source Type ChartField identifies the purpose or origin of a Project-related transaction. |
PC Category | Voucher Accounting Line | The Proj Category ChartField provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project. |
Subcategory | Voucher Accounting Line | The Subcategory ChartField provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project. |
Budget Date | Voucher Accounting Line | 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. |
Fiscal Year | Voucher Accounting Line | Fiscal Year |
Accounting Period | Voucher Accounting Line | Identifies a time period to which you post transactions. Typically, an accounting period represents a month, but it can also represent a week, a day, or any user-defined interval. An accounting period has a beginning date and an ending date, and is defined in the calendar table. |
GL Distribution Status | Voucher Accounting Line | Displays the Florida PALM General Ledger distribution status. |
Journal ID | Voucher Accounting Line | Identifies a journal entry, consisting of a header and one or more lines. The Journal ID itself does not have to be unique, but together with the journal business unit and journal date, it forms a unique journal identifier. |
Journal Line | Voucher Accounting Line | Uniquely identifies a journal line with a sequence number. |
Journal Date | Voucher Accounting Line | Specifies the date the journal was created. |
Monetary Amount | Voucher Accounting Line | Specifies the monetary amount of a debit or credit in the business unit base currency. Debit entries are positive and credit entries are negative. This amount is only zero if associated with a statistical account. |
Posting Date | Voucher Accounting Line | Displays the posting process for the specific entry. |
Filler1 | Voucher Accounting Line | This field is reserved for future use in Florida PALM |
Filler2 | Voucher Accounting Line | This field is reserved for future use in Florida PALM |
Filler3 | Voucher Accounting Line | This field is reserved for future use in Florida PALM |
Filler4 | Voucher Accounting Line | This field is reserved for future use in Florida PALM |
Filler5 | Voucher Accounting Line | This field is reserved for future use in Florida PALM |
Filler6 | Voucher Accounting Line | This field is reserved for future use in Florida PALM |
Filler7 | Voucher Accounting Line | This field is reserved for future use in Florida PALM |
Filler8 | Voucher Accounting Line | This field is reserved for future use in Florida PALM |
Filler9 | Voucher Accounting Line | This field is reserved for future use in Florida PALM |
Filler10 | Voucher Accounting Line | This field is reserved for future use in Florida PALM |
Record Code | Voucher Payment | This field is used to specify the row type for payment information |
AP Business Unit | Voucher Payment | AP Business Unit. Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions. |
Voucher ID | Voucher Payment | Voucher ID is a unique identifier that is a sequential number that cannot be duplicated within an AP Business Unit. |
Remit Supplier SetID | Voucher Payment | This is the Remittance Supplier Set ID specified on the voucher. |
Remit Supplier ID | Voucher Payment | This is the Remittance Supplier ID specified on the voucher. |
Remit Supplier Name | Voucher Payment | This is the Remittance Supplier Name associated with the Supplier ID specified on the Voucher. |
Remit Supplier Location | Voucher Payment | This is the Remittance Supplier Location specified on the Voucher. |
Remit Address Sequence Number | Voucher Payment | Remitting Address Sequence Number field will contain a valid Florida PALM Supplier Remitting Address Sequence Number for the Supplier ID provided above. |
Name1 | Voucher Payment | Alternate Payee Name 1 |
Name2 | Voucher Payment | Alternate Payee Name 2 |
Payment Date | Voucher Payment | Defines the date the voucher was paid. |
Payment Amount | Voucher Payment | Payment Amount |
Payment Method | Voucher Payment | Identifies the Payment Method for the payment issued by Florida PALM, or if the payment has been issued outside of Florida PALM and is being recorded for tracking purposes in Florida PALM. |
Payment Sequence Number | Voucher Payment | Identifies the Payment Sequence Number and helps to identify if the Payment is re-issued. |
Payment Reference | Voucher Payment | Payment Reference ID to indicate the payment number assigned to an issued payment. |
Payment Status | Voucher Payment | Indicates the status of the payment generated in Florida PALM. |
Cancellation Action | Voucher Payment | Indicates whether the payment has been cancelled. |
Cancel Date | Voucher Payment | Indicates the date that the payment was cancelled. |
Stale Date Status | Voucher Payment | Indicates Stale dated payments are either Escheated or Exempted payments |
Return Reason Code | Voucher Payment | Indicates the return reason code if the ACH payment was returned by the bank. |
Payment Handling Code | Voucher Payment | Payment Handling Code criteria to sort payments. |
Payment Reconciliation Status | Voucher Payment | Indicates if the Payment has been reconciled with the bank statement |
Payment Reconciliation Date | Voucher Payment | Indicates the date when the Payment was reconciled/unreconciled |
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
Date | Revision Description |
|---|---|
12/01/2023 | Original Version |
03/26/2024 | DDID# 0301 : Added the PO origin field in the run control and the layout. Added the Agency Processor and Approvers field in the layout. |
05/15/2024 | DDID# 0301: Added Carry Forward Reference Field – Receipt ID in the Layout. Added Single payment Voucher information in the Layout. Added all 4 prompt payment dates in the Layout. Added Supplier Name and Location to the Payment Record code in the Layout. Added Cash Check Status in the Payment Record. Updated as per DDID# 0482:Updated the Payment Reference Field length to 20. |
07/24/2024 | Added Payment Sequence Number and the Return Reason Code as per DDID# 0712 |
8/15/2024 | Added BU and Voucher Id to the Voucher Supplier Record code as per DDID# 0761 |
09/30/2024 | Updated per version history 09/11/2024: Updated the Posting Process valid values to remove RECL |
10/21/2024 | Updated per version history 10/16/2024:Added Address Line 4 for Voucher Supplier record for single payment suppliers as per DDID# 0853 |
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