Direct Journal Deposits (60.2.1)
- 03 Jul 2024
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Direct Journal Deposits (60.2.1)
- Updated on 03 Jul 2024
- 18 Minutes to read
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Business Process Overview
Direct Journal Deposits are used to record payments that are not normally associated with a customer or outstanding receivable. A deposit can have one-to-many payments and one-to-many accounting lines. The agency will make a business decision to understand the level they need to enter payments and accounting lines. Direct Journals are also used to correct accounting entries or reclassify revenues within their agency through $0 deposits. Once deposits and payments are recorded in Florida PALM, they must be verified and approved to go through system checks (e.g., Edit, Budget, and Cash) and post to the ledger where the fund cash balance is updated in Florida PALM. Successfully passing these checks and posting to the ledgers makes the deposit amount available for agency use.
Business Process Diagram
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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 AR Deposit Approver: agency role responsible for reviewing and approving deposits
- Agency AR Deposit Processor: agency role responsible for creating the deposit header and line detail information.
- Agency AR Deposit Spreadsheet Upload Processor: agency role responsible for uploading deposits.
- DFS AR Audit Approver: DFS role responsible for auditing expenditure refunds
- DFS CM Bank Reconciliation Processor: DFS role responsible for reconciling bank accounts (role not shown as a swim lane on flow diagram)
- DFS Same Day Deposit Approver: DFS role responsible for approving Same Day deposit requests
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 | Determines Need to Record Deposit | The Agency AR Deposit Processor receives a payment that is not tied to an open receivable item. Such payments are referred to as Direct Journal Payments. If the deposit is a paper check, the last 3 digits of the deposit slip number can be entered as the Agency Deposit Number (e.g.,111) while creating the deposit for bank reconciliation purposes.
Deposits with a non-revenue GL ChartField Account (e.g., Expenditure Refund to GL Account – 7*****) will require agency and DFS Accounting & Auditing approval through workflow. The best practice is to separate the non-revenue deposits from revenue deposits when preparing the bank deposit slip or transmitting with the bank. The agency business process to separate the non-revenue deposits from the revenue deposits upfront when transacting with the bank will minimize cash delays due to the workflow required on non-revenue deposits.
The agency may also need to reclassify revenues through a $0 deposit.
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2 | Obtain Electronic Deposit # | Before entering electronic deposit payments in Florida PALM, the Agency AR Deposit Processor reviews the ARR021 Unreconciled Deposits Report to obtain the deposit number (e.g., 11111A) and confirm the amount.
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3 | Some agencies provide deposit information via a file, which can be loaded to create the deposit and payments. The Agency AR Deposit Spreadsheet Upload Processor user is responsible for creating and loading the ARI010 Inbound Deposit Spreadsheet Upload file and the ARI007 Inbound Deposit Data interface is loaded through the batch process as an agency business system interface file.
Deposits with a non-revenue GL ChartField Account (e.g., Expenditure Refund to GL Account – 7*****) will require agency and DFS Accounting & Auditing approval through workflow. The best practice is to separate the non-revenue deposits from revenue deposits when preparing the bank deposit slip or transmitting with the bank. The agency business process to separate the non-revenue deposits from the revenue deposits upfront when transacting with the bank will minimize cash delays due to the workflow required on non-revenue deposits.
The CMR001 Agency Bank Deposit Extract report provides bank data in the ARI010 Inbound Deposit Spreadsheet Upload format. Bank data from the report can be copied and pasted to the spreadsheet upload template for a starting point to load deposits. The user will need to provide and enter accounting data to complete the deposit and payment entries.
The CMI004 Outbound Bank Deposit Transactions and the CMI013 Outbound BAI Bank Statement interfaces provide bank data to agencies for creating their inbound deposit files (ARI007 and ARI010).
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4 | Perform Interface Error Checking | Edit validations are performed on each interface before the data is allowed to load to the AR module. 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 AR 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:
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5 | Load Deposit Data | Data passing the initial edits is interfaced and loaded into the AR module through an automated process.
Most deposits and payments interfaced bypass approval workflow and are marked approved systematically through the interface processing. If for example, a non-revenue GL ChartField Account (e.g., Expenditure Refund to GL Account – 7*****) is entered through the interfaces, the payment is routed through workflow (ARW002) for an agency level approval before routing for the DFS audit level approval.
Once deposits and payments are created by the interfaces, the system transactions are available for reconciliation to the bank statement transactions. The agencies can monitor the reconciliation process to confirm the deposit is verified. Deposits and payments must be verified and approved to go through the system jobs (e.g., edit check, budget check, cash check, and post to the ledgers).
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6 | Create Deposit and Accounting Entries | The Agency AR Deposit Processor enters the required information related to payments on the deposit page. ChartField values are used to link and report deposits associated with projects, grants, and contracts. There are also fields on the deposit to reference a Supplier ID and an Asset ID.
Federal and State funds can be included in one deposit and identified separately in the accounting lines.
If the deposit is related to a clearing fund bank, a specific deposit type is used for financial reporting purposes.
If the deposit is for a revenue reclassification that does not require budget authority, a $0 deposit entry is created with payments and accounting lines representing the revenue reclassifications.
Supporting documentation can be attached for each payment. The DFS A&A Expenditure Refund Form is attached at this step and may require an Accounts Payable (AP) payment query to obtain data for completion.
Once deposits and payments are created by the agencies, the system transactions are available for reconciliation to the bank statement transactions. The agencies can monitor the reconciliation process to confirm the deposit is verified. Deposits and payments must be verified and approved to go through the system jobs (e.g., edit check, budget check, cash check, and post to the ledgers).
If entered online manually, the deposit and payment routes through workflow (ARW002) to the Agency AR Deposit Approver for approval.
Below Figure 1 and Figure 2 provides an example of the Deposit Control Page, Totals Tab, and Payments Tab where deposit and related payment(s) information is displayed.
Below Figure 3 provides an example of the Modify Accounting Entries Page, Directly Journalled Payments Tab where accounting information is displayed.
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7 | Approve Deposit (ARW002) | The deposit approvers use the Direct Journal Deposit Approval link in the WorkCenter to review any payments pending their approval.
If the deposits and payments are Denied or more information is requested by the Agency AR Deposit Approver, the ARW002 Direct Journal Workflow routes the transaction back to the Agency AR Deposit Processor to provide updates or more information.
If a deposit and payment(s) include non-revenue and revenue accounting together on a transaction, the Agency AR Deposit Approver can deny the transaction through workflow and request the Agency AR Deposit Processor to update the non-revenue accounting line to a revenue default accounting line. The update will allow for the transaction to continue in the lifecycle without routing to the DFS AR Audit Approver, which would cause a cash delay. The Agency AR Deposit Processor can create a $0 deposit to reverse the revenue default accounting line and enter the non-revenue accounting line to be routed through workflow for approval. The $0 deposit separates the non-revenue accounting line from the revenue accounting line on the original deposit.
If transactional updates are completed, the transactions will be routed back through all applicable Approvers.
If the transaction is Denied and the Agency AR Processor does not make updates, the agency will follow the 60.1.4 AR Period Close business process to close out the transaction.
If the deposits and payments are Approved by the Agency AR Deposit Approver, the transaction lifecycle proceeds.
Deposits and payments must be verified and approved to go through the system jobs (e.g., edit check, budget check, cash check, and post to the ledgers).
If the payment accounting is for a non-revenue GL ChartField Account (e.g., Expenditure Refund to GL Account – 7*****), the transaction routes to the DFS AR Audit Approver.
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8 | Approve Deposit (ARW002) | The deposit approvers use the Direct Journal Deposit Approval link in the WorkCenter to review any payments pending their approval.
If the deposits and payments are Pushback through the ARW002 Direct Journal Workflow by the DFS AR Audit Approver, the transactions route back to the Agency AR Deposit Approver to provide more information.
If Request Information is used through the ARW002 Direct Journal Workflow by the DFS AR Audit Approver, the transactions are placed on hold for the Agency AR Deposit Processor to provide more information before the approval process can move forward.
If the deposits and payments are Denied through the ARW002 Direct Journal Workflow by the DFS AR Audit Approver, the transactions route back to the Agency AR Deposit Processor for updates (e.g., update to prior year revenue account for expenditure refunds).
If transactional updates are completed, the transactions will be routed back through all applicable Approvers.
If the deposits and payments are Approved by the DFS AR Audit Approver, the transaction lifecycle proceeds.
Deposits and payments must be verified and approved to go through the system jobs (e.g., edit check, budget check, cash check, and post to the ledgers).
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9 | Submit Same Day Deposit Type (ARW002) | In cases where deposit verification approval is needed prior to receiving the bank statement file, the agency submits a Same Day Deposit Type to be routed through the ARW002 Direct Journal Workflow for Treasury review. |
10 | Approve Same Day Deposit Type (ARW002) | The deposit approvers use the Direct Journal Deposit Approval link in the WorkCenter to review any payments pending their approval.
Treasury reviews and approves the same day deposit entry based on validating the information in the banking portal. The workflow is used for large ACH or wire deposits on a case-by-case basis.
If the deposit and payment is Denied or more information is requested by the DFS Same Day Deposit Approver, the ARW002 Direct Journal Workflow routes the transaction back to the Agency AR Deposit Processor to provide updates or more information.
If a transactional update is completed, the transaction routes back through all applicable Approvers.
If the transaction is Denied and the Agency AR Processor does not make updates, the agency will follow the 60.1.4 AR Period Close business process to close out the transaction.
If the deposit and payment is Approved by the DFS Same Day Deposit Approver, the transaction lifecycle proceeds.
Deposits and payments must be verified and approved to go through the system jobs (e.g., edit check, budget check, cash check, and post to the ledgers).
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11 | Review Unreconciled Same Day Deposits | DFS Same Day Deposit Approver reviews unreconciled system transaction deposits entered by the agency against unreconciled bank transactions for reconciliation purposes.
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12 | Semi Manual Reconciliation | If the same day deposit system transaction matches the bank transaction, the DFS Same Day Deposit Approver reconciles the transactions together through the Semi Manual Reconciliation page.
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13 | Review Unreconciled Deposits | After bank reconciliation runs, if the deposit is not reconciled, the Agency AR Deposit Processor must review and determine why the deposit is not reconciled. If a deposit correction is needed, the Agency AR Deposit Processor must correct the deposit entry to match the bank deposit information. If a bank correction is needed, the Agency AR Deposit Processor must contact Treasury.
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14 | Submit Research Request/Recon. Assist. Form (CMF007) | The Agency AR Deposit Processor submits a Treasury Correspondence Form – Research Req Reconciliation form to provide the specific bank or deposit assistance needed.
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15 | Review Assistance Needed | If a bank correction is needed, the DFS CM Bank Reconciliation Processor contacts the bank. If the DFS CM Bank Reconciliation Processor needs further information, the form is routed back to the Agency AR Deposit Processor.
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16 | Run Edit Check | Edit check process will run at the designated interval. Edit check process will validate that ChartField values are active, validate combination edit rules applicable to the transaction (i.e., does transaction reflect an accurate Budget Entity to State Program correlation), and validate the accounting period is open.
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17 | Resolve Edit Errors | Edit errors must be resolved prior to the transaction proceeding. The Agency AR Deposit Processor should confirm the validity of the ChartField values and the ChartField string used on the transaction and make necessary updates. Agency AR Deposit Processor should confirm that date of transaction falls within an open period.
If error persists after making updates, and a SpeedKey is being used, Agency AR Deposit Processor should consult with Agency COA Maintainer to determine if SpeedKey was established inaccurately.
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18 | Run Budget/Cash Check | Revenue deposits Budget check process will run at the designated interval to increase or decrease the revenue balances. Revenue Budget check is set to systematically pass when revenue Account values are present on a transaction to allow revenue to post.
Revenue deposits Cash check process will run at the designated interval to confirm use of valid ChartFields and increase or decrease the spendable cash balances.
Expenditure Refund deposits Budget check process will run at the designated intervals to confirm use of valid ChartFields and restore the appropriation balances expended and received within the same fiscal year.
Expenditure Refund deposits Cash check process will run at the designated intervals to confirm use of valid ChartFields and increase the spendable cash balances.
When a Revenue or Expenditure Refund deposit passes budget and cash check with no exceptions, the transaction lifecycle will proceed.
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19 | Manage Budget/Cash Exceptions | If a deposit is consuming cash (e.g., debit deposit adjustment) and exceeds the spendable cash balance, the transaction will fail. Transactions with errors stop at the Cash Checking stage and do not proceed until the error is corrected or overridden by DFS. To correct errors, agencies will monitor the KKR058 Budget and Cash Checking Exceptions/Warning report, review cash fund balances on the KKR059 Trust Fund Cash Balance and Activity Report and update COA values on the transaction, as appropriate. Please see 20.2 Budget Execution and Management for more information
If an Expenditure Refund deposit results in an available appropriation balance that exceeds the original appropriation amount (e.g., expenditure refund amount exceeds the total expended for the fiscal year) or no budget exists for the ChartField string, the transaction fails budget check. The Agency AR Deposit Processor can update the ChartField string (e.g., update to prior year revenue account, update expenditure category) to resolve the error or contact the Agency KK Budget and Cash Maintainers. Internal agency policy should guide the Agency AR Deposit Processor regarding transaction processing when an error is returned. Please see 20.2 Budget Execution and Management for more information.
Budget and cash check errors continue to be systematically checked until they are resolved.
DFS Enterprise will monitor agency cash errors and notify agencies when not cleared in a timely manner.
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20 | Update Ledger Balances | Upon passing the budget and cash check, the applicable revenue, budget, or cash ledgers will be updated. Please see 20.2 Budget Execution and Management for more information.
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21 | Generate GL Journals | Journal Generator (JGEN) processes 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.
Below Figure 4 provides an example of the Modify Accounting Entries Page where the Journal IDs are referenced after the JGEN process.
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22 | Export Deposit Data | Florida PALM exports agency specific Direct Journal Deposit data.
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23 | Outbound Deposit Data (ARI024) | Outbound Direct Journal Deposits and payments are sent to agency business systems. |
Figure 1: Deposit Control Page, Totals Tab
Figure 2: Deposit Control Page, Payments Tab
Figure 3: Modify Accounting Entries Page, Directly Journalled Payments Tab
Figure 4: Modify Accounting Entries Page, Directly Journalled Payments Tab
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 (S) 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) before posting the transaction.
- If the transaction passes the budget check process, the Run Budget Check (Commitment Control) process automatically affects balances in the appropriate budget ledger (i.e., appropriation, spendable cash).
- 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 | Source Module | General Ledger (Actuals) Entry |
|---|---|---|---|---|
AR01 | Revenue Deposit | Increases Collected Revenue Balance, Increases Spendable Cash Balance | Debit: Cash (S) Credit: Revenue (U) | Debit: Cash Credit: Revenue |
AR02 | Revenue Deposit Returned Item or Bank Adjustment | Decreases Collected Revenue Balance, Decreases Spendable Cash Balance | Debit: Revenue (U) Credit: Cash (S) | Debit: Revenue Credit: Cash |
AR03 | Expenditure Refund Deposit | Increases Spendable Cash Balance, Increases Available Appropriations Balance | Debit: Cash (S) Credit: Expenditures (U) | Debit: Cash Credit: Expenditures |
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.
Report Number | Report RICEFW ID | Report Description | Report Source | Report Frequency | Audience |
|---|---|---|---|---|---|
R1 | CMR001 | Agency Bank Deposit Extract Report – A report that provides a query to prepopulate the deposit spreadsheet from the bank statement file to assist agencies in recording deposits. | PeopleSoft | Periodic | Agency, DFS |
R2 | ARR021 | Unreconciled Deposits Report – A report that provides a list of unreconciled deposits. The report includes unreconciled bank data to assist with deposit entries that are needed in the system for reconciliation. | PeopleSoft | Periodic | Agency, DFS |
R3 | ARR007 | Deposit Report – A report that provides detailed information for deposits. | PeopleSoft | Periodic | Agency, DFS |
R4 | ARR020 | Reconciled Deposits Report – A report that provides reconciled deposits. Report can be used to monitor deposits that have been reconciled. | PeopleSoft | Periodic | Agency, DFS |
R5 | ARR070 | DOR Agency Deposit Report – A report that provides a list of Agency Deposit transactions that were entered by DOR. | PeopleSoft | Periodic | Agency, DFS |
R6 | KKR058 | Budget and Cash Checking Exceptions/Warnings Report – A custom report that lists transactions budget and cash check exceptions and warnings along with transaction amounts, to include the type of exception and where an override was applied. | PeopleSoft | Periodic | Agency, DFS |
R7 | 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 |
| R11 | KKR059 | Trust Fund Cash Balance and Activity Report - A report that provides the daily spendable cash balance for Trust Funds and related cash impacting activity. | PeopleSoft | Periodic | Agency, DFS |
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 |
|---|---|---|---|---|
ARI007 | Inbound Deposit Data – Inbound interface file that provides direct journal and customer deposit information from business systems. | Daily | Agency Business Systems | Florida PALM |
ARI010 | Inbound Deposit Spreadsheet Upload – Inbound interface file that provides direct journal and AR deposit information via a spreadsheet (Excel) upload. | Daily | Agency Business Systems | Florida PALM |
ARI024 | Outbound Deposit Data – Outbound interface file that provides Item payment and Direct journal payment data to business systems. | Daily | Florida PALM | Agency Business Systems |
Forms
The table below provides the Form Numbers for any forms identified on the Business Process Flow Diagrams.
Form Number | Form Description | Audience |
|---|---|---|
CMF007 | Research Request/Reconciliation Assistance - Request form organizations use to request Research Request/Reconciliation Assistance from DFS. | Agency, Treasury |
Workflows
The table below provides the Workflow Numbers for any workflows identified on the Business Process Flow Diagrams.
Workflow Number | Workflow Description | Audience |
|---|---|---|
ARW002 | Direct Journal Workflow – Workflow that routes Direct Journal Deposit entries for approval. | Agency, A&A, Treasury |
Version History
Date | Revision Description |
|---|---|
12/22/2023 | Original Version |
| 06/28/2024 | Step 19 added KKR058 & KKR059 to assist with error monitoring. |
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