AR Period Close (60.1.4)
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AR Period Close (60.1.4)
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Business Process Overview
Florida PALM also offers various reporting and inquiring capabilities for researching and reviewing transactions. This allows agencies to efficiently manage open item receivables. It also allows agencies to reconcile and correct transaction errors prior to closing the AR accounting period.
Business Process Diagram
Business Roles
The Business Process Flow Diagrams use horizontal swim lanes to depict where activities are performed by different parties or systems. Each swim lane is titled with a role, either agency-based or within DFS, and in some cases, are 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 AR Reconciler: Agency role responsible for month end period close. Role described in this process is generic. Agency should follow the source module business process where the transaction occurred for the role (e.g., Agency AR Item Processor, Agency AR Deposit Processor) to assist in resolving the pending transaction/exception.
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.
Process Step ID | Process Step Title | Description of Process |
|---|---|---|
1 | Need to Close AR | The Agency AR Reconciler needs to perform month end period close that aligns with the GL month end close process for Accounts Receivable module. |
2 | Monitor and Review WorkCenter/Reports | The Agency AR Reconciler reviews any pending transactions (e.g., AR and deposits) that have not been approved and posted. The reconciler also reviews alerts to update errors accordingly and monitors reports to understand the transaction lifecycle for the next action in the system. |
3 | Resolve Exceptions | The Agency AR Reconciler reviews the exceptions and determines if the errors should be adjusted or a value must be added or changed to resolve the exceptions (e.g., Accounting Date). The month end closing process includes a GL to AR reconciliation where the GL Reconciliation Processor collaborates with the Agency AR Reconciler to resolve reconciling items. |
Accounting Events
The accounting and budget events associated with this Business Process are cataloged in the Accounting and Budget Events Inventory. Each event in the BPM flow includes a unique Accounting Event ID, which links directly to a corresponding entry in the Accounting and Budget Events Inventory. This inventory provides detailed information on the accounting treatment and budget impacts of each event, including associated journal entries, ChartFields, and relevant modules. Agencies should reference the Accounting and Budget Events Inventory for a comprehensive view of how each accounting event is handled in Florida PALM.
Reports
Key Reports are displayed as icons with the Report Number on this Business Process. The table below provides the reports identified to be produced at a particular process step or is used to support the completion of a process step.
Report Number | Report RICEFW ID | Report Description | Report Source | Report Frequency | Audience |
|---|---|---|---|---|---|
R1 | ARR025 | AR Data Report – A report that provides AR data including pending items and items to agencies for analysis purposes. | PeopleSoft | Periodic | Agencies |
R2 | KKR023 | Revenue Report – A report that provides revenue estimates, revenue recognized, and revenue collected by Fund, Budget Entity, Category, and account code by ChartField combinations. | PeopleSoft | Periodic | Agency, DFS |
R4 | ARR021 | Unreconciled Deposits Report – A report that provides a list of unreconciled deposits. Report includes unreconciled bank data to assist with deposit entries that are needed in the system for reconciliation. | PeopleSoft | Periodic | Agency, DFS |
R5 | KKR058 | Budget and Cash Checking Exceptions Report – A report that lists budget and cash check exceptions along with balances, Vouchers with errors and budget exceptions, and vouchers where an override was applied. | PeopleSoft | Periodic | Agency, DFS |
Interfaces
The table below provides the Interfaces identified on the Business Process.
Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
| N/A |
Forms
The table below provides the forms identified on this Business Process.
Form Number | Form Description | Audience |
|---|---|---|
N/A |
Workflows
The table below provides the workflows identified on this Business Process.
Workflow Number | Workflow Description | Audience |
|---|---|---|
N/A |
Version History
Date | Revision Description |
|---|---|
02/01/2024 | Original Version |
| 03/26/2025 | Agency AR Reconciler description updated |
| 05/14/2025 | Administrative updates to apply the following changes based on narrative update dated 04/29/2025: Updated Accounting Entries section per new standard. |
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