Agency Estimated Revenue (20.1.4)

1

Review Prior Year Revenue Collected

The Agency KK Budget Processor reviews prior year(s) revenue collected to assist in developing revenue estimates Budget Journals throughout the fiscal year, as appropriate, and before closing the fiscal year.

The Budgets Overview screen, Revenue Report, and the Schedule of Allotment Balances Report are available for review and management purposes.

2

Create Revenue Estimates Request (New/ Adjustment)

The Agency KK Budget Processor monitors revenue estimates for Trust Funds throughout the fiscal year. Revenue estimates are created at the Transactional Fund level only and can be updated as appropriate throughout the fiscal year and before the closing fiscal year. Internal agency policy should provide guidance on how revenue estimates are monitored and managed.  Florida PALM provides three methods for agencies to create revenue estimates which are manual budget journals online, spreadsheet upload tool or import agency revenue estimates data using the inbound budget journal interface to be used by agency business system.

The Agency Commitments Report, Spend Plan Projections Report, and Annual Operating Budget Report are available for review and management purposes.

3

Create/Edit Manual Revenue Estimates Budget Journals

The Agency KK Budget Processor navigates to the Enter Budget Journals page online within Florida PALM, which can be used for a low number of revenue estimates budget journals.

The Agency KK Budget Processor will create or adjust revenue estimates budget journals for the designated agency using applicable {{glossary.ChartField}} combinations. Budget journal entries require only a single-sided entry. The Agency KK Budget Processor can add supporting documentation to the enter revenue budget journals budget header screen.

Once the Agency KK Budget Processor has successfully created manual revenue estimates budget journals, using the appropriate ChartField combinations, the manual revenue estimates budget journals are routed internally via workflow functionality for review and approval by the Agency KK Budget Maintainer for posting to the budget ledger.

Separation of duties will be controlled through Commitment Control Security, i.e., the Agency KK Budget Processor creating budget journals cannot approve the same budget journals.

The use of the Enter Budget Journals page online could produce errors preventing the creation and adjustment of revenue estimates budget journals. The revenue estimates data lines containing errors will need to be resolved before they can be posted to the revenue budget ledger in Florida PALM. If there are no errors, then the revenue estimates budget journals can be reviewed and approved to be posted.

Budget Journals Entry Page, Budget Header Tab shown below depicts the Revenue Ledger (CC_REVENUE). The other example is the Budget Journals Entry Page, Budget Lines Tab.

4

Run Edit Check

The edit check process will run at the designated interval. The edit check process will validate that ChartField values are active, validate combination edit rules applicable to the transaction (i.e., does the transaction reflect an accurate Budget Entity to State Program correlation), and validate that the accounting period is open.

5

Inbound Budget Journal Spreadsheet Upload (KKI012, KKW001)

The creation or adjustment of revenue estimates budget journals may be completed via the spreadsheet upload, which can be used for a large number of revenue estimates budget journals.

Once the Agency KK Budget Processor or the Agency KK Spreadsheet Upload Processor has completed the spreadsheet upload template for revenue estimate budget journals, the spreadsheet is uploaded into Florida PALM. The spreadsheet upload for revenue estimates budget journals does not require approval through workflow for posting to the allotments budget ledger. 

If spreadsheet upload file is rejected, all transactions in the file are rejected and the file must be resubmitted once issue is resolved.  Rejected transactions are managed through the Interface Error Handling Process.  If spreadsheet upload file is not rejected, the revenue estimates load/import process is performed and successfully creates the revenue estimates in Florida PALM.

6

Execute Revenue Estimates Load/Import Process

Once the revenue estimates budget journals are saved, the execute Revenue Estimates Import Process program imports agency revenue estimates budget journals via the spreadsheet upload into the budget header and budget line tables of the revenue budget ledger in Florida PALM.  The execution of the Revenue Estimates Import Process could produce errors preventing the upload of revenue estimates budget journals. If there are no errors, then the revenue estimates budget journals will proceed with edit check and budget check processes.

7

Create or Modify Interface Revenue Estimates Budget Journal

The creation or adjustment of revenue estimates budget journals is done via a designated interface, in compliance with the interface data file layout, which can be used for the highest number of revenue estimates budget journals to be used by agency business system.

Once the Agency KK Budget Processor has successfully created the interface revenue budget journals, using the appropriate ChartField combinations, the interface revenue estimates budget journals proceed through the transaction lifecycle.

8

Inbound Revenue Estimates Budget Journal (KKI001)

Revenue estimates data file is electronically generated by the agency business system and transmitted to Florida PALM. Revenue estimates data file conforms to the Inbound Budget Journal data layout.

If the revenue estimates interface data file is rejected, all transactions in the file are rejected, and the file must be resubmitted once the issue is resolved. Rejected transactions are managed through the Interface 120.1 Interface Error Handling Process. If the revenue estimates interface data file is not rejected, the load data file, evaluation, and validation process are performed.

9

Load Inbound Revenue Estimates Data File

The Budget Load/Import Process loads revenue estimates interface data file from the agency business system into Florida PALM staging tables to prepare revenue estimates data file for validation.

10

Evaluate Inbound Revenue Estimates Data Files

The systematic evaluation and validation of the revenue estimate interface data file includes the count of revenue estimates data lines, monetary amounts, COA budgetary codes, and interface layout.

Through the Budget Import Process, if there are no errors, revenue estimates budget journals are created and posted to the revenue budget ledger. If errors are detected, the revenue estimates data lines containing errors will be excluded in the creation of the budget journals. The revenue estimates data lines containing errors will need to be resolved before they can be posted to the revenue budget ledger in Florida PALM.

11

Update ChartField Values on Transaction Line

Suppose revenue estimates budget journals are not created due to errors. In that case, the Agency KK Budget Processor will confirm if ChartField values have not been configured to create revenue estimates budget journals.

The Agency KK Budget Processor follows the Subprocess 10.1.1 Agency Add or Modify ChartField Values Business Process to set up the appropriate ChartFields in Florida PALM. The Agency KK Budget Processor and Agency KK Budget Maintainer will confirm that any new ChartFields are successfully created before revenue estimates budget journals can be created.

12

Submit Manual Revenue Estimates Budget Journals for Approval (KKW001)

The Agency KK Budget Processor submits manual revenue estimates Budget Journals internally via Workflow functionality to the Agency KK Budget Maintainer for approval, editing, or rejection.

13

Approve, Edit, or Reject Manual Revenue Estimates Budget Journals (KKW001)

The Agency KK Budget Maintainer receives manual revenue estimates budget journals internally via workflow functionality from the Agency KK Budget Processor for approval, editing, or rejection and takes the appropriate action.

Florida PALM Commitment Control Security controls the separation of duties whereas, once an Agency KK Budget Maintainer edits a budget journal, the workflow will systematically reassign the request to another Agency KK Budget Maintainer for review and approval.

14

Run Budget Check

The Budget Check process will run at the designated interval. Budget check will post completed budget journals to the budget ledger.

15

Post Budget Journals

During the Agency Estimated Revenue business process, revenue estimates budget journals are posted to update the revenue budget ledger to reflect budget revenue estimates created or adjusted.

The Agency KK Budget Processor uses the Budget Detail Activity Report to verify the allotments budget journal posting process from all methods has been posted.

16

Manage Budget Exceptions

The Agency KK Budget Maintainer can update the ChartField string to resolve budget exceptions. Budget Check exceptions continue to be systematically checked until they are resolved and do not proceed until they are corrected or adjusted for the Agency Estimated Revenue business process. Please see 20.2.1 Manage Budget Checking for more information.

The Budget and Cash Checking Exceptions/Warnings Report, online Exception Inquiry page, Process Monitor, and Commitment Control Notification feature, including notifications by email and workflow worklist, are available to assist in managing exceptions for resolution.

17

Verify Revenue Estimates Posted

The Agency KK Budget Processor verifies revenue estimates have been successfully posted by generating queries and/or reports.

The Budgets Overview screen and Revenue Report are available for review of posted appropriations for review and management purposes.

18

Notify Agency Programs of Successful Revenue Estimates Posted

The Agency KK Budget Processor notifies agency programs after revenue estimates journals have been successfully posted.

19

Outbound Budget Extract (KKI009)

Florida PALM will allow agencies to export agency revenue estimates to agency business systems directly from Florida PALM by using the Outbound Budget Extract Interface on demand.

KK04

Records Revenue Estimates Budget Journals

Records Revenue Estimates Balances

No Entry

No Entry

R1

KKR019

Budget Detail Activity Report – A custom report that provides budget journal detail based on user-defined criteria. The report will be provided by business unit, ledger, and ChartField combination at a specified time period.

PeopleSoft

Periodic

DFS, Agency

R2

KKR058

Budget and Cash Checking Exceptions/Warnings Report – A report displaying budget and cash check exceptions, balances, vouchers with errors and budget exceptions, and vouchers where an override was applied.

PeopleSoft

Periodic

DFS Agency

R3

KKR008

Schedule of Allotment Balances Report – Report which provides an accrual basis budget report within an expenditure category and account code for recorded allotments, encumbrances, expenditures, and remaining balances. The report is grouped by Fund and/or Budget Entity and available at designated time periods by ChartField combinations.

PeopleSoft

Periodic

DFS, EOG. EOG/OPB, Agency

R5

KKR018

Agency Commitments Report – A report that provides encumbrances and payables by ChartField combinations.

PeopleSoft

Periodic

DFS, EOG/OPB, Agency

R6

KKR010

Spend Plan Report – A report displaying appropriations balances, encumbrances, expenditures (actuals and scheduled payments), and available balances.

Data Warehouse

Periodic

DFS, Agency

R7

KKR023

Revenue Report – A report displaying revenue estimates, revenue recognized, and revenue collected by Fund, Budget Entity, Category, and account code by ChartField combinations

Periodic

DFS, Agency

N/A

KKI001

Inbound Budget Journal – Inbound interface containing General Appropriations Act (GAA)/Adjusted Appropriations, Supplementals, Budget Amendments, and Certified Forward Reversions (July & February). Agencies can load budget allotments and estimated revenue data into Florida PALM.

Periodic

LAS/PBS, Agency Business System

Florida PALM

KKI009

Outbound Budget Extract – Outbound budget extract of budget journals from Florida PALM to agencies

Periodic

Florida PALM

Agency Business Systems

KKI012

Inbound Budget Journal Spreadsheet Upload – Inbound interface containing budget journal entries loaded into the system en masse via the Import Budget Journal functionality, including Carry Forward Appropriations.

Periodic

Agency Business Systems

Florida PALM

N/A

KKW001

Budget Journal Workflow – Workflow that routes budget journals for approval.

Agency KK Budget Maintainer

12/01/2023

Original Version