Enterprise Process Vouchers (30.3.5)
  • 24 Sep 2024
  • 8 Minutes to read
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Enterprise Process Vouchers (30.3.5)

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Article summary

Business Process Overview

The Enterprise Process Vouchers process describes the process of handling various types of expenditure data in a financial system, including PCard, MyFloridaMarketPlace (MFMP), and State Travel Management System (STMS). It begins with the approval and interface of expenditure data from these systems into Florida PALM. The data undergoes edit validations, and errors are managed through an error handling process. Valid data is loaded into staging tables and processed, with Voucher created in Florida PALM. Budget Checks are performed, and vouchers that do not pass are deleted. Deleted voucher updates are managed through the source system, and finally, posted vouchers generate accounting entries for payment, with outbound files containing accounting and status information sent to source systems.

Business Process Diagram

Business Process Diagram for 30.3.5 Enterprise Process Vouchers

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 AP Processor: agency role responsible for entering invoices, voucher corrections and issuing and maintaining disbursements in Florida PALM 
  • AP Reporter Role responsible for viewing AP Reports (role not shown as a swim lane on flow diagram)
  • Confidential AP Viewer: Role responsible for viewing confidential data in AP Reports (role not shown as a swim lane on flow diagram)

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 IDProcess Step TitleDescription of Process

1

Inbound PCard Disbursement (API058)

Purchasing Card (PCard) Works approvals are handled within the State Purchasing Card system Works and the expenditure data is interfaced with Florida PALM. 

PCard approvals are handled in the Works system. PCard may be post audited.

2

Inbound Voucher Load (API002)

MyFloridaMarketPlace (MFMP) approvals are handled within MFMP, and the expenditure and encumbrance (PO) data are interfaced with Florida PALM.

State travel approvals are handled within the Statewide  Travel Management System (STMS) and the expenditure data is interfaced with Florida PALM. STMS may be post audited.

Agencies not using STMS or an agency business system to interface travel vouchers may enter travel reimbursement requests as a Regular voucher in 30.3.1 Enter and Process Vouchers.

3

Perform Interface Error Checking

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

 

If 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:

 

  • ChartField Validation
  • ChartField Combination Edits
  • Amount Validation
  • Open Period Validation
  • Supplier Validation
  • The edit check process includes the Budgetary Value combination edit check, which checks Fund, BE, & Cat combinations for a BU, the transaction will fail if this combination is inaccurate.
  • In addition, there are interface specific edits that pertain to AP data elements and fields.


4

Load Inbound Voucher Data

This step retrieves the voucher data from STMS, Works and MFMP and loads the expenditure data into staging tables.


5

Run Voucher Build

Run Voucher Build performs the Voucher Pre-Edit checks that determine default values to populate in the voucher tables; balancing voucher header, lines, and distribution lines; and calculating payment due date status. A voucher ID is also assigned to vouchers that pass the edit checks.

Vouchers that fail pre-edit will be deleted.


6

Create Voucher

Data passing pre-edit and voucher edit checks create a voucher in Florida PALM. Vouchers that that contain errors and are not “postable” are set to a “recycle” status. Vouchers that pass the edit process are set to a “postable” status.


7

Run Budget Check

Budget Check validates the ChartField values entered in the expenditure distribution against the budget for each voucher. 

 

Budget check process will run at the designated interval. Budget check will confirm sufficient budget balances exist in the budget ledgers. Vouchers with Budget exceptions will be deleted.


8

Delete Voucher

If a STMS, MFMP, or PCard Works voucher did not pass the pre-edit check or the voucher is in “recycle” status the voucher will be deleted. 

 

If the voucher did not pass budget check due to a budget error, or if the transaction exceeds the available Appropriations (includes appropriations and releases) balance, the transaction will be deleted. Transactions that fail budget check do not consume appropriations.


9

Manage Deleted Voucher Errors

Updates for deleted vouchers are completed in the source system, brought into Florida PALM with the next interface and processed through the Enterprise Process Vouchers business subprocess. The Agency AP Processor uses the APR009 Voucher Detail to monitor vouchers that have been deleted.


10

Post Voucher

The Post Voucher step indicates that the voucher completed the required steps and is approved for payment at the scheduled date. 

When the voucher is posted, an accounting entry is generated to recognize an accounts payable (i.e., a liability) to the supplier, and to recognize the associated expense/expenditure accrual.

11

Outbound Voucher and Payment Extract (API031)

An Outbound interface flat file containing voucher accounting, voucher status and payment information is available for agency business systems, source systems, and transparency sites.


12

Outbound PCard Error Details (API132)

An Outbound Interface sent to WORKs containing the error details for PCard disbursement transactions. Specifically transactions that encountered errors that occurred when processing the Inbound PCard Disbursement interface (API058).

13

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 check, 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.

14Outbound PCard COA and SpeedKeys (API131)An Outbound interface containing Florida PALM Chart of Accounts and SpeedKey values to be used within the PCard system.

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

Source Module Accounting Entry

Commitment Control Ledger(s) Impact

General Ledger (Actuals) Entry

AP01
Relieve Encumbrance
No Entry

Decreases Encumbrance 

Increases Available Appropriations

Increases Allotments
No Entry
Encumbered Voucher Post

Debit: Expenditures (U)

Credit: Accounts Payable (S)

Decreases Available Appropriations 

Decreases Allotments Decreases Releases 

Increases Expense

Debit: Expenditures

Credit: Accounts Payable

AP02
Unencumbered Voucher Post
Debit: Expenditures (U)
Credit: Accounts Payable (S)

Decreases Available Appropriations 

Decreases Allotments Decreases Releases 

Increases Expense
Debit: Expenditures
Credit: Accounts Payable

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

R4

APR009

Voucher Detail – a report that lists posted vouchers that can be filtered by various criteria.

Data Warehouse

Daily, Monthly

Agency, DFS

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.

Conversion Number

Conversion Description

Source

N/A



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

API002

Inbound Voucher Load – Inbound interface containing invoice data from external systems to load regular, single payment, and manual payment vouchers for select agencies.

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 History.

Daily

Florida PALM

Agency Business Systems, MFMP, STMS, Works

API058

Inbound PCard Disbursement – Inbound interface containing PCard Disbursement transactions from the Purchasing Card bank and a return file containing load errors. 

Daily

Works

Florida PALM

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

N/A



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.

Configuration Number

Configuration Description

Configuration Maintainer

N/A



Version History

DateRevision Description

12/01/2023

Original Version

3/18/2024Updated KK01 and KK02 accounting events
07/03/2024Added new roles and Steps 12 & 14
08/30/2024Updated Report number


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