Inbound Asset Transfer and Disposal Request (AMI002)

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Interface Description

The Deploy and Maintain Assets business process is within the Asset Accounting and Management (AAM) business process grouping. AAM includes a collection of business processes that:

Manage the records of agency property that supports State operations, including financial and custodial information.
Establish the controls that ensure the integrity of statewide financial reporting.
Perform month-end and year-end closing activities.

This business process includes maintenance of asset records over an asset's life cycle, including record maintenance, depreciation, transfers, dispositions, and physical inventory. In accordance with section 216.102(1), Florida Statutes (F.S), the Agency Asset Custodian (Custodian) maintains financial and physical information of State-owned assets. Maintenance of asset records in Florida PALM includes scheduling regular, periodic functions such as depreciation, inventory, transfers, disposals, and end of period closing activities.

Below requests are received from the Agency Business Systems as a part of AMI002 – Inbound Asset Transfers and Disposal Request interface:

InterUnit Transfer of an Asset
IntraUnit Transfer of an Asset
Retirement/Disposal of an Asset

Agencies provide the Asset details and the corresponding request type in the inbound file. The Inbound Asset Transfers and Disposal Request Interface sends the Assets for approval to be transferred or disposed within Florida PALM.

Click below to view the interface file layout and sample data file.

AMI002-Inbound Asset Transfers and Disposal Request-Layout.xlsx

AMI002-Sample Data.txt

Business Process Model

This interface can be found in the following business processes:

Selection Criteria

N/A

File Layout

Field names and descriptions from the interface layout are provided below.

Data Field	Record Type	Data Field Description
Record Code	Detail	Record Code identifies the category/type of information on the record.
Interface Type	Detail	Interface Type represents the type of asset transaction being requested such as, retirement/disposal, interunit or intraunit transfer. InterUnit transactions are transfers between Agencies. IntraUnit are transfers within an Agency.
Business Unit	Detail	Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions.
Asset ID	Detail	Florida PALM generated Asset ID. Asset Identification represents asset being transferred or retired.
Asset Book Name	Detail	Florida PALM asset book used for the transaction.
ChartField Sequence Number	Detail	The ChartField Sequence Number determines which asset ChartField row should be updated.
Transaction Date	Detail	The date the transaction is performed on the asset.
Accounting Date	Detail	The Accounting Date is the date which determines the Accounting Period in which the transaction is performed on the asset and is posted.
Business Unit To	Detail	Business Unit To represents Agency Business Unit asset will be transferred to.
Asset Profile To	Detail	Asset Profile ID identifies the Accounting Template that determines financial, depreciation and retirement attributes of asset being added.
Organization To	Detail	Organization ChartField tracks information according to a breakdown of your organization. Organization To field represents Agency Organization value to which asset should be transferred to.
Fund To	Detail	Segregates and captures specific activities or classifies certain objectives in accordance with special regulations, restrictions, or limitations. Fund To field represents Agency Fund value to which asset should be transferred to.
Budget Entity To	Detail	Budget Entity ChartField represents organizations and/or functions to which appropriations are made and typically represents a program. Budget Entity To field represents Agency Budget Entity value to which asset should be transferred to.
Category To	Detail	Category ChartField represents both appropriation categories and revenue source codes. Category To field represents Agency Category value to which asset should be transferred to.
State Program To	Detail	State Program is used to identify the plan for an organization and use of resources to meet specified objectives of the State. State Program To field represents Agency State Program value to which asset should be transferred to.
Grant To	Detail	Grant ID value used to track financial assistance that provides support or stimulation to accomplish a public purpose. Grant To field represents Grant value to which asset should be transferred to.
Contract To	Detail	Contract ChartField captures expenditure and revenue transactions for two party agreements. Contract To field represents Contract value to which asset should be transferred to.
OA1 To	Detail	OA1 is a flexible ChartField reserved for tracking for optional reporting or specific use. OA1 To field represents OA1 value to which asset should be transferred to.
OA2 To	Detail	OA2 is a flexible ChartField reserved for tracking for optional reporting or specific use. OA2 To field represents OA2 value to which asset should be transferred to.
Project To	Detail	Project ChartField is used to capture a planned undertaking of something to be accomplished or produced, having a beginning and ending date, for which expenditures/costs and revenues are to be tracked. Project To field represents Agency State Program value to which asset should be transferred to.
Location To	Detail	Location To field represents Agency Location To value to which asset should be transferred to.
Area ID To	Detail	Agency administered field that identifies a more specific area within the location that houses the asset.
Quantity	Detail	Represents the quantity of this transaction.
Transaction Cost	Detail	Asset Cost is amount used to establish acquisition of the asset in Florida PALM. Cost represents asset acquisition cost (the funds disbursed to acquire the asset such as price, installation cost, freight, etc.).
Salvage Value	Detail	Salvage amount assigned to the asset. The Salvage Value is subtracted from Acquisition Cost to determine Depreciable Cost of the asset in Florida PALM.
Transaction Code	Detail	The Transaction Code determines the Accounting Entry Template used for accounting entry.
Disposal Code	Detail	The Disposal Code field is a memo field detailing the method used to dispose of this asset. This field is used for retirement transactions only.
Transaction Proceeds	Detail	Proceeds obtained from disposal of asset. This value is used in the depreciation calculation program to derive the gain/loss amount.
Transaction Removal Cost	Detail	Removal cost incurred as a result of retirement or disposal of asset. This value is used in the depreciation calculation program to derive the gain/loss amount.
Filler1	Detail	This field is reserved for future use in Florida PALM.
Filler2	Detail	This field is reserved for future use in Florida PALM.
Filler3	Detail	This field is reserved for future use in Florida PALM.
Filler4	Detail	This field is reserved for future use in Florida PALM.
Filler5	Detail	This field is reserved for future use in Florida PALM.

Version History

Date	Revision Description
01/07/2024	Original Version
05/24/2024	Updated to add "Area ID To" to the File Layout
06/24/2024	Updates for DDID # 0687 to add 'Asset Book Name', 'ChartField Sequence Number' and 'Quantity' fields to layout.

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Table of contents

Interface Description
Business Process Model
Selection Criteria
File Layout
Version History