Enterprise Set Up and Maintain Trees and or Combination Edits (10.1.5)
  • 15 Jul 2024
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Enterprise Set Up and Maintain Trees and or Combination Edits (10.1.5)

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Article summary

Business Process Overview

DFS maintains Tree and ChartField Combination Edit for statewide use in recording and reporting within Florida PALM. A Budgetary Value Combination edit of Business Unit, Fund, Budget Entity, and Category will be maintained by DFS for each agency. Agencies may request configuration or modifications to the Budgetary Value Combination Edit by notifying DFS. The Budgetary Value edit will limit the COA values used on transactions to the specified values in the designated edit for an agency.

Business Process Diagram

Business Process Diagram for 10.1.5 Enterprise Set Up and Maintain Trees and/or Combination Edits

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, 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. 

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

Review Request

The DFS GL COA Maintainer receives the ChartField Structure Request from agencies and DFS. The DFS GL COA Maintainer reviews the ChartField Structure Request to determine if a Tree update is needed or if a Combination Edit needs to be adjusted.


2

Add/Update ChartField Value in Tree

The DFS GL COA Maintainer adds new ChartField values or updates existing ChartField values in ChartField Tree. ChartField values must be included in the tree to be reported correctly when running a report using a tree. Otherwise, balances may not show an accurate reflection of recorded transactions.


3

Add or Update New Ranges

The DFS GL COA Maintainer updates tree ranges as necessary to facilitate desired reporting needs. Based on the value of the ChartField request, an existing range may need to be created or updated.


See an example of the Account Reporting Tree below.


4

Evaluate ChartField Value impact to Combination Edit

The DFS GL COA Maintainer evaluates every ChartField Value Request to determine the addition or modification’s impact on existing Combination Edit rules.


5

Review Budgetary Value Edit Upload

The DFS GL COA Maintainer reviews the Budgetary Value Template with the Fund, Budget Entity, and Category combinations to be configured received from agencies. The Budgetary Value edit will limit the COA used on transactions to the specified values in the designated edit for an agency. Transactions not containing the valid codes in this edit will result in an error where the transaction cannot proceed.


See an example of the ChartField Combination Editing Definition page below.


6

Inbound Combination Edit Spreadsheet Upload (GLI084)

The DFS GL COA Maintainer uses the Combination Edit upload tool to load the requests to Florida PALM.

7

Perform Interface Error Checking

Edit validations are performed on each interface and Spreadsheet Upload before the data is loaded in Florida PALM. If the file is rejected, all Combination Edit records 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 Combination Edit before the data is allowed to load for processing in the General Ledger module.


Rejected Combination Edit records are managed through the 120.1 Interface Error Handling Process.

Edit Validations include:

  • ChartField Validation

  • ChartField Combination Edits

  • Budgetary Value Combination Edit

The Combination Edit Detail Report is available to review active/inactive Combination Edits in Florida PALM.


8

Initiate Updates to Combination Edit Rules

If the ChartField Value Request impacts the configured Combination Edit, the DFS GL COA Maintainer will initiate the combination edit rules process.


See an example of the ChartField Combination Editing Rule page below.


9

Confirm Updates

The DFS GL COA Maintainer confirms that the completed update satisfies the ChartField request.


See an example of the ChartField Combination Editing Group page below.


10

Send Notification (GLW002)

Email Notification that the Budgetary Value Edit Request has been configured and approved will be generated via the workflow.


11

Combination Edits Extract Program

Once Combination Edit additions or updates are completed, they are available to be extracted via the Combination Edit interface Program from Florida PALM to the Enterprise partners and agency business systems. The extract will include the details for the Budgetary Value combination edit.


12

Outbound ChartField Combination Extract (GLI017)

Enterprise partners and agency business systems may receive a combination edit extract via an interface file.

Tree Manager Page

Tree Manager Page


ChartField Combination Editing Definition

ChartField Combination Editing Definition


ChartField Combination Editing Rule

ChartField Combination Editing Rule


ChartField Combination Editing Group

ChartField Combination Editing Group

 

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

N/A





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

R3

GLR167

Combination Edit Detail Report - Custom report/query to pull detail combination edit data to be used in conjunction with the custom combination edit spreadsheet upload tool.

Data Warehouse

Periodic, 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

GLI017

Outbound ChartField Combination Extract – Outbound interface containing valid ChartField combinations of values.

Daily

Florida PALM

Agency Business Systems, Enterprise Partners

GLI084

Combination Edit Spreadsheet Upload Spreadsheet tool to enable the mass uploading of Combination Edit configurations.

Daily

Agency Business Systems

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

GLW002

ChartField Request Workflow - Workflow for appropriately routing Chart of Accounts value requests within an agency or to/within DFS.

Agency, A&A, Treasury

Version History

Date

Revision Description

10/23/2023

Original Version

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