Set Up and Maintain Customer (50.1)

Business Process Overview

The Set Up and Maintain Customer business process is within the Accounts Receivable (AR) business process grouping. AR includes a collection of business processes that:

• Manage Customer information, including demographic and receivable information; and
• Support the receivable process for State revenues.

This business process addresses how the State establishes and maintains customer records. Florida PALM provides a customer record structure that allows each agency to maintain its own customer information. This structure allows the agencies to capture unique customer information. Grantors are also set up as customers in Florida PALM. As an agency provides a customer with services and/or goods, the agency can create the customer record directly in Florida PALM or import customer information through an interface or spreadsheet upload. Establishing a customer record is fundamental to the receivable processes.

Customer records include general information, such as contact information and Taxpayer Identification Number (TIN). Additional fields are also provided to capture agency specific data. Agencies can attach documents such as revenue agreements and include notes pertaining to customer interactions.

This business process has no subprocesses.

Dependencies and Constraints

Dependencies and Constraints describe any conditions or criteria that impact how or when the business process should be executed. These could be set within Florida PALM or from external sources (i.e., Law or Rule).

• Customer records are not required in Florida PALM due to the extensive use of agency business systems, unless the agency is creating receivables on a customer account in Florida PALM.
• Florida PALM provides the ability to integrate customer data with agency business systems. 
• Customer ID is a 15-digit, system generated number that begins with the first three digits of the agency BU and is increased sequentially (i.e., 430000000000001).
• Agency will have several user-defined fields available to capture details such as an Agency Customer ID.

Business Process Diagram

Business Roles

The Business Process Flow Diagrams use horizontal swim lanes to depict where different parties or systems perform activities. Each swim lane is titled with a role, either agency-based or within DFS, and in some cases, is 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 Customer Maintainer - agency role responsible for entering and updating the customer record.

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.

Customer Entry Page, General Info Tab

Customer Entry Page, General Info Tab Continued

Customer Entry Page, Bill To Options Tab

Customer Entry Page, Miscellaneous General Info Tab

Demo Video

Create Customer Demo Video: Click the image below to view a demonstration video on creating a Customer. 

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 system (S) 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.

Reports

Key Reports are displayed as icons with the Report Number on the Business Process Flow Diagrams. The table below provides the reports identified to be produced at a particular process step or used to support the completion of a process step.

Note: A complete list of reports may be found in the Reports Catalog.

Conversions

The table below identifies the Conversions related to this Business Process. These items are not included within the Business Flow Diagrams but are important elements of each Business Process.

Note: A complete list of conversions may be found in the Conversions Catalog.

Interfaces

The table below provides the Interfaces identified on the Business Process.  

Note: A complete list of interfaces may be found in the Interface Catalog. 

Forms

The table below provides the forms identified on this Business Process.  

Workflows

The table below provides the workflows identified on this Business Process.  

Agency Configurations

The table below identifies the Agency Configurations related to this Business Process. These items are not included within the Business Flow Diagrams but are essential elements of each Business Process.

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