Cancel and Reissue Payments (30.5.4)
  • 10 Apr 2024
  • 8 Minutes to read
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Cancel and Reissue Payments (30.5.4)

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Article summary

Business Process Overview

The Cancel and Reissue Payments business subprocess describes the steps to cancel and/or reissue payments issued from or recorded within Florida PALM.

Business Process Diagram

Business Process Diagram for 30.5.4 Cancel and Reissue Payments

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. 

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

Inbound Payment Cancellation (API006)

The Inbound Payment Cancellation interface is a flat file containing payments for cancellation.


2

Perform Interface Error Checking

Edit validations are performed on each interface before the data is allowed to load to the Accounts Payable staging tables. If the file is rejected, all transactions in the file are rejected and the file must be resubmitted once the issue is resolved.


If the file is not rejected, edit validations are performed on each transaction before the data is allowed to load for processing in the Accounts Payable module. Additional edits will be performed during the transaction life cycle.


Rejected transactions are managed through the 120.1 Interface Error Handling Process.


Edit Validations include:

  • File validations
  • Requesting BU valid
  • Request BU matches Payment BU
  • Request Description field not blank
  • Payment Reference field is not blank and is valid and eligible for cancellation or duplicate
  • Agency Requester Name field not blank and valid
  • Cancel Action specified and valid
  • Cancel Reason Code specified and valid
  • ACH validation (ineligible for payment cancellation if sent to the bank)


If Hold Reason populated, valid value must be provided


3

Identify Payment for Cancellation

The Agency AP Payment Cancellation Processor/DFS Payroll AP Payment Cancellation Processor identifies the need to cancel a payment based on applicable business events.


Figure 1 provides an example of the Payment Cancellation Request Search page where the agency user can search to see if a Payment Cancellation Request already exists.


4

Enter Payment Cancellation Request

The Agency AP Payment Cancellation Processor/DFS Payroll AP Payment Cancellation Processor enters a payment cancellation on the Payment Cancellation page in Florida PALM to request a payment cancellation for any payment specific to the users Business Unit recorded in Florida PALM.


If the payment cancellation has been denied or more information is requested by the approver, the Agency Payment Cancellation Processor/DFS Payroll Payment Cancellation Processor updates the payment cancellation as necessary, or cancels the payment cancellation request if the payment is not eligible for cancellation.


The Payment Detail Report lists warrant and electronic payment detail and cleared or outstanding status. This information is used to determine whether the payment is eligible for cancellation.


Figure 2 provides an example of the Payment Cancellation Request page where the agency user enters and submits a Payment Cancellation Request for review and approval.


5

Review Payment Cancellation Request (APW002)

The Agency AP Payment Cancellation Approver/DFS Payroll AP Payment Cancellation Approver reviews the Payment Cancellation Request for approval or denial via Payment Cancellation Workflow.


If the request is denied, the Agency AP Payment Cancellation Processor/DFS Payroll AP Payment Cancellation Processor is notified to update or cancel the request, as necessary.


6

Identify Payment for Cancellation

The DFS AP Payment Cancellation Processor identifies the need to cancel a payment based on applicable business events.


Figure 1 provides an example of the Payment Cancellation Request Search page where the DFS user can search to see if a Payment Cancellation Request already exists.


7

Enter Payment Cancellation Request

The DFS AP Payment Cancellation Processor enters the Payment Cancellation on the Payment Cancellation page in Florida PALM to request a payment cancellation.


The Payment Detail Report lists warrant and electronic payment detail and cleared or outstanding status. This information is used to determine whether the payment is eligible for cancellation.


Figure 2 provides an example of the Payment Cancellation Request page where the DFS user enters and submits a Payment Cancellation Request for review and approval.


8

Review Payment Cancellation Request (APW002)

A different user with the DFS AP Payment Cancellation Processor role, reviews the payment cancellation request and approves or denies the request via Payment Cancellation Workflow.


If the request is denied, the DFS AP Payment Cancellation Processor user that entered the request is notified to update or cancel the request, as necessary.


9

Reissue Payment

Upon approval of the Payment Cancellation request, if the payment is to be reissued, the original voucher is used to reissue the payment with a new Payment Reference and Payment Date. If the original voucher needs to be updated to reissue the payment, the voucher is subject to re-review through Voucher Workflow. If there are no updates needed to the original voucher, the voucher is routed for inclusion in the applicable Pay Cycle within the 30.4.1 Process Pay Cycle Business Subprocess.


10

Payment Post

Payment Post following the reissuance of a payment generates the AP payment cancellation accounting entries.


The Journal Generator (JGEN) process runs following Payment Post to process posted accounting entry data from the Florida PALM Source Modules, summarizes the data, and creates journals in the General Ledger. The Journal Generator process will edit, budget check and post the journal entries created during the process. Please see 10.2 Enter and Process Journals for more information on source module journal entries.


11

Cancel Payment/Close Liability

Upon approval of the payment cancellation request, if the payment does not need to be reissued, the payment is cancelled and updated to ‘Void’ Payment Status.


The Payment Detail and Payment Cancellation reports are available for review.


12

Payment Post

The Payment Post process following the cancel payment and close liability generates the AP payment cancellation accounting entries.


The Journal Generator (JGEN) process runs following Payment Post to process posted accounting entry data from the Florida PALM source modules, summarizes the data, and creates journals in the General Ledger. The Journal Generator process will edit, budget check and post the journal entries created during the process. Please see 10.2 Enter and Process Journals for more information on source module journal entries.


13

Voucher Post

When the Voucher Post process runs for payment cancellations, Florida PALM generates the AP payment cancellation accounting entries for the voucher and closes the associated voucher.


The Journal Generator (JGEN) process runs following Voucher Post to process posted accounting entry data from the Florida PALM source modules, summarizes the data, and creates journals in the General Ledger. The Journal Generator process will edit, budget check and post the journal entries created during the process. Please see 10.2 Enter and Process Journals for more information on source module journal entries.


14

Outbound Voucher and Payment Extract (API031)

The Outbound Voucher and Payment Extract interface is a flat file that provides voucher and payment detail information to FFMIS and agency business systems, as well as internally and externally managed transparency websites and source data systems, including: State of Florida Transparency Portal, and Vendor Payment History.


Payment Cancellation Request Search Page

Payment Cancellation Request Search Page

Payment Cancellation Request Page

Payment Cancellation Request Page

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 (I) of the primary line (i.e., expenditure, revenues) with an automated (A) system 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.

Acct Event ID 

Accounting Event

Commitment Control Ledger(s) Impact

Source Module Accounting Entry

General Ledger (Actuals) Entry

AP06

Current Year Payment Cancellations (Payment)

TBD

TBD

TBD

AP07

Prior Year Payment Cancellation (Payment)

TBD

TBD

TBD

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 is used to support the completion of a process step. 

Report Number

Report RICEFW ID

Report Description

Report Source

Report Frequency

Audience

R6

APR032

Payment Detail Report – a listing of payment details and statuses for all payments, electronic and warrant.

Data Warehouse

Periodic, Daily, Monthly

Agency, DFS

R7

APR050

Payment Cancellation Report – a report that lists all cancelled payments and the number of days outstanding at the point of cancellation

PeopleSoft

Periodic, Daily

Agency, DFS

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

Interfaces

The table below provides the Interface IDs for each interface identified on the Business Process Flow Diagrams.

Interface Number

Interface Description

Interface Frequency

Source

Target

API006

Inbound Payment Cancellation – inbound interface containing payments for cancellation

Daily

Agency Business Systems

Florida PALM

API031

Outbound Voucher and Payment Extract – Outbound interface containing voucher accounting, voucher status and payment information to source systems, transparency sites and Vendor HistoryDailyFlorida PALMAgency Business Systems, MFMP, STMS, Works

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

Forms

The table below provides the Form Numbers for any forms identified on the Business Process Flow Diagrams.

Form Number

Form Description

Audience

N/A



Workflows

The table below provides the Workflow Numbers for any workflows identified on the Business Process Flow Diagrams.

Workflow Number

Workflow Description

Audience

APW002

Payment Cancellation Workflow – routes payment cancellations entered in Florida PALM by agency or enterprise (including Bureau of State Payrolls) users through approval workflow

Agency, DFS

Version History

Date

Revision Description

12/01/2023

Original Version

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