Agency AP Processor
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Agency AP Processor
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Role Description and Responsibilities
The Agency AP Processor is the agency role that:
- Enters regular and carry forward related invoices, voucher corrections, and issues and maintains disbursements in Florida PALM;
- Monitors and manages enterprise vouchers;
- Manages and issues Prompt Payment Interest payments; and
- Reviews vouchers and resolves exceptions for period end closing activities in Florida PALM.
Role responsibilities include:
- Views voucher inquiry.
- Enters, updates, corrects, and deletes vouchers.
- Schedules payments.
- Reviews and manages:
- pre-edit and recycle errors.
- match exceptions.
- budget check exceptions.
- cash check errors.
- Reviews / views reports and inquiries for supplier and voucher information.
Role Functions
The following table describes what the Agency AP Processor does in each related Business Process and related workflows. The table also describes the related Topic and Activity found on the Florida PALM Topics and Activities list.
Topic | Activity | Business Process | Related Workflow |
|---|---|---|---|
Processing Voucher | Entering a Voucher Manually | APW001 | |
Processing Voucher | Resolving Voucher Edit Errors | APW001 | |
Processing Voucher | Modifying a Voucher | APW001 | |
Matching Vouchers | Resolving Voucher Match Errors | APW001 | |
Prompt Payment Interest Vouchers | Prompt Payment Interest Voucher Reporting | N/A | |
Processing Carry/Certified Forward Payables and Voucher | Adding/Updating an Encumbered/Unencumbered Carry Forward (CF) Payable (Receipts) | N/A | |
Processing Carry/Certified Forward Payables and Voucher | Creating a Voucher | N/A | |
Processing Carry/Certified Forward Payables and Voucher | Monitoring CF Payables | N/A | |
Managing AP/PO Transactions | Reviewing and Managing AP-PO Transaction Exceptions | N/A |
Conflicts with Other Roles
The table below includes the roles that conflict with the Agency AP Processor, including separation of duty (SOD) conflicts and system enforced restrictions. If an agency identifies a SOD conflict that cannot be resolved, the agency must submit justification and compensating controls to Division of Accounting and Auditing (A&A) to request an exception. A&A will review the agency’s submitted request to determine if an exception will be granted.
| End User Role | Type of Conflict | Reasoning |
|---|---|---|
Agency AP Approver | System Enforced Restriction | It is a standard practice for a Processor not to approve their own transactions, thus the system enforces this restriction. |
Agency AP Supplier Processor | SOD Conflict | Users with the ability to request new suppliers or supplier updates should not have the ability to create vouchers. Users with the ability to establish budgets or resolve cash exceptions should not be able to process vouchers for payment. |
Agency KK Budget Maintainer | ||
Agency KK Budget Processor | ||
Agency KK Cash Maintainer | ||
Agency KK Spreadsheet Upload Processor |
Learning Path
This table shows the available learning materials for each of the Topics and Activities this End User Role will be assigned.
Topic | Activity | Learning Material |
|---|---|---|
Coming Soon |
Other Information
This section includes additional information about this role’s relationships to other roles.
- The Agency AP Processor submits vouchers for approval to the Agency AP Approver.
- The AP Reporter, AP Viewer, GL Reporter, GL Viewer, KK Reporter, and KK Viewer roles are automatically assigned to the Agency AP Processor and will not require separate assignment.
Version History
Date | Revision Description |
|---|---|
05/19/2025 | Original Version |
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