Establish Enterprise Encumbrances (30.2.3)
  • 15 Jul 2024
  • 6 Minutes to read
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Establish Enterprise Encumbrances (30.2.3)

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Article summary

Business Process Overview

The basic information needed to establish an encumbrance in Florida PALM includes: the supplier ID, a valid ChartField String, and an amount. A grant, contract or project number may also be included to associate the Encumbranceto a grant, contract or project. A Budget Check is required for all encumbrances.

Business Process Diagram

Business Process Diagram for 30.2.3 Establish Enterprise Encumbrances

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 Encumbrance Processoragency role responsible for entering/updating Encumbrances and monitoring Encumbrance errors into Florida PALM
  • Confidential AP Viewerrole 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 ID

Process Step Title

Description of Process

1

Inbound Encumbrance Load (POI002)

A flat file interface is established with Enterprise business systems and Florida PALM to establish Encumbrances in the new fiscal year. Due to the volume of encumbrances being added at the beginning of a new fiscal year MyFloridaMarketPlace (MFMP) will use the Inbound Encumbrance Load file rather than the Inbound Encumbrance Web Service to load new fiscal year encumbrances. Data is in a standard file format.


The PO Reference field may be used to capture an assigned identifier.


2

Perform Interface Error Checking

Edit validations are performed on each interface before the data is allowed to load to the PO/Encumbrance staging tables. If the 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 PO/Encumbrance 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
  • Amount Validation
  • Open Period Validation
  • Supplier Validation


Any transactions that are transmitted from an Enterprise system that encounter an error will be deleted and will require resubmission.


3

Inbound Encumbrance Web Service (POI003)

A Web Service is available between MFMP and Florida PALM to validate and load daily encumbrance data. Encumbrances will be budget checked and dispatched, MFMP will we receive a message for any data with errors.


4

Perform CI Interface Validation

Encumbrance data received via the Web Service is validated through a Component Interface. Any transactions containing errors will be deleted and an error message will be returned to MFMP.


5

Load Inbound Data/Create PO ID

Florida PALM loads the encumbrance data into staging tables. Florida PALM uses the PO/encumbrance data to create the encumbrance.


MFMP encumbrances are reviewed and approved in MFMP and will be received as pre-approved and will not initiate workflow.


6

Run Budget Check

Each encumbrance is subject to Budget Check to validate whether spending authority is available.


MFMP/Enterprise encumbrances failing budget check will be deleted and an error message will be returned to MFMP or the Enterprise system. The MFMP/Enterprise encumbrances will need to be corrected in the source system and resent in a subsequent file.


The Agency Encumbrance Processor, and others, use the Budget and Cash Exceptions Report and the Outstanding Encumbrance Error Report to manage budget exceptions


7

Delete Encumbrance

All MFMP or enterprise transactions with errors will be deleted.


Encumbrances entered through an MFMP interface cannot be updated in Florida PALM. They must be updated within MFMP and submitted via a subsequent MFMP interface.


8

Record Encumbrance

Encumbrances passing Budget Check are recorded in the Encumbrance Budget Ledger and budget is consumed. The Encumbrance Aging Report is available for managing encumbrance activity.


Each encumbrance is released when a voucher is created referencing the encumbrance. The PO details including the Chart of Account values are brought into the voucher from the encumbrance.


Encumbrances may be partially reduced when vouchers do not consume the entire encumbrance.


9

Dispatch PO

A PO/Encumbrance must be dispatched before it is available to be used on a voucher transaction.


10

Outbound Encumbrance Extract (POI001)

Florida PALM interfaces with MFMP and agency business systems, as applicable, to provide encumbrance information, including encumbrance errors, updates, and closures


11

Inbound Encumbrance Web Service (POI003)

The Inbound Web Service sends information back to MFMP including newly created encumbrances, updated encumbrances, and error messages as applicable.

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

PO01

 

Establish Encumbrance

No Entry

Establishes Encumbrance and reduces Available Appropriation and Allotment balances

No Entry

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

R3

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

Daily, Monthly

Agency, DFS

R6

POR009

Outstanding Encumbrance Error Report – A report that lists unresolved encumbrance exceptions.

PeopleSoft

Daily

Agency


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

POI001

Outbound Encumbrance Extract – Outbound interface containing encumbrance errors, updates, and closures.

Daily

Florida PALM

Agency Business System

POI002

Inbound Encumbrance Load – Inbound interface to establish and maintain encumbrances.

Daily

Agency Business System

Florida PALM

POI003

Inbound Encumbrance Web Service – Inbound web service to establish encumbrances from external systems.

Daily

MFMP

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



Version History

Date

Revision Description

12/01/2023

Original Version

07/02/2024Added Role: Confidential AP Viewer

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