Enter and Maintain Receivables (60.1)

Business Process Overview

The Enter and Maintain Receivables business process is within the Accounts Receivable (AR) business process grouping. AR includes a collection of business processes that:

• Manage accounting, reporting, and collection of outstanding State revenues;
• Support the intake and accounting for cash receipts; and
• Ensures that the write-off of outstanding debt is appropriately approved.

This business process addresses how the State records item receivables transactions to customers and performs period closings. The business subprocesses included are:

• 60.1.1 Record AR
• 60.1.2 Refund AR
• 60.1.3 Write-Off AR
• 60.1.4 AR Period Close

Agencies with an AR business system may choose to continue recording and maintaining receivables in their Agency Business System. In Florida PALM, agencies have the option to record item receivables for a customer. The pending receivables are established by manually entering a receivable, uploading a spreadsheet, or interfacing from an Agency Business System and receivable items can be updated as needed. Florida PALM also provides approval workflow for write-offs and manual online entry to create or update receivables. The customer account is updated to reflect outstanding items and payments received.

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.

Dependencies and Constraints

Dependencies and Constraints describe any conditions or criteria that impact how or when the business process should be executed. These could be set within Florida PALM or from external sources (i.e., Law or Rule).

• Establishing accounts receivable at a customer account level is optional based upon agency use of Florida PALM.
• Florida PALM provides the ability to interface AR data with agency business systems.
• Transactions are reconciled, and errors corrected prior to closure of the accounting period.

Agency Configurations

The table below identifies the Agency Configurations related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process.

Conversions

The table below identifies the Conversions related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process.

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