Enterprise Process Vouchers (30.3.5)
- 18 Mar 2024
- 8 Minutes to read
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Enterprise Process Vouchers (30.3.5)
- Updated on 18 Mar 2024
- 8 Minutes to read
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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 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
- DFS AP Payment Processor: enterprise role responsible for managing and issuing disbursements of warrants/EFT/ACH payments across all agencies and loading MyFloridaMarketPlace, STMS and PCard information into Florida PALM for all agencies
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 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. |
2 | Inbound Voucher Load (API002) | MyFloridaMarketPlace (MFMP) approvals are handled within MFMP and the expenditure and encumbrance data is interfaced with Florida PALM.
State travel approvals are handled within the State Travel Management System (STMS) and the expenditure data is interfaced with Florida PALM.
PCard approvals are handled in the Works system.
PCard and 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:
|
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 APR092 Vouchers Deleted Report 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 account 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 | 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. |
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 |
|---|---|---|---|---|
KK01 | Encumbered Voucher Budget Check | No Entry | Liquidates encumbrance by the amount of the Voucher and increases expense balance. | No Entry |
| KK02 | Unencumbered Voucher Budget Check | No Entry | Reduces Available Appropriations, Allotments, and Release Balances, and increases expense balance. | No Entry |
| AP01 | Encumbered Voucher Post | Debit: Expenditures (U) Credit: Accounts Payable (S) | No Entry | Debit: Expenditures Credit: Accounts Payable |
| AP02 | Unencumbered Voucher Post | Debit: Expenditures (U) Credit: Accounts Payable (S) | No Entry | 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 |
|---|---|---|---|---|---|
R5 | APR009 | Voucher Register – a report that lists posted vouchers, to include totals, that can be filtered by various criteria | Data Warehouse | Daily, Monthly | Agency, DFS |
Note: A complete list of reports may be found in the Reports Catalog.
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 |
Note: A complete list of conversions may be found in the Conversions 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 |
|---|---|---|---|---|
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 |
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 |
|---|---|---|
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
| Date | Revision Description |
|---|---|
12/01/2023 | Original Version |
| 3/18/2024 | Updated KK01 and KK02 accounting events |
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