Inbound Encumbrance Spreadsheet Upload (POI004)
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Inbound Encumbrance Spreadsheet Upload (POI004)
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Interface Description
POI004 - Inbound Encumbrance Spreadsheet Upload is used to load, establish, and maintain Encumbrances via Spreadsheet Upload. Inbound Spreadsheet Upload interface adds/updates/cancels/closes/deletes or reopens Encumbrance details received from Agency Business Systems to Florida PALM.
Click below to view the interface file layout and sample data file.
Business Process Model
This interface can be found in the following business process:
Selection Criteria
The interface data selection criteria include the following:
Data Field | Data Field Details |
|---|---|
Attach CSV File | File browse option to attach CSV file - Required. |
File Layout
Field names and descriptions from the interface layout are provided below.
| Data Field Name | Record Type | Data Field Description |
|---|---|---|
| Record Code | PO Header Details | Indicates Encumbrance Header information. This field is the row identifier and should be added at the start of each header row. |
| PO Header Action | PO Header Details | Used to designate which type of action is to be taken on the file data. |
| Business Unit | PO Header Details | Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions. |
| PO ID | PO Header Details | Florida PALM Encumbrance ID. |
| Hold Status | PO Header Details | Flag to temporarily prevent further processing of the encumbrance. The encumbrance will not be eligible for approval or denial or any processes to pick it up for updates. |
| PO Date | PO Header Details | Denotes date encumbrance line was established in source system. |
| PO Reference | PO Header Details | Free text reference field. Field can be used for sending Source encumbrance number/Approved Travel Authorization Request number. |
| Confidential PO? | PO Header Details | Confidential Encumbrance flag to determine if the Encumbrance/PO is confidential |
| Supplier SetID | PO Header Details | SetID is a value used in Florida PALM to define setup data. It allows the sharing of common setup data across Business Units or specific to Business Unit. |
| Supplier ID | PO Header Details | This field will contain a valid Florida PALM Supplier ID for the Supplier SetID provided above. |
| Supplier Location | PO Header Details | This field will contain a valid Florida PALM Supplier Location for the Supplier ID provided above. |
| Address Sequence Number | PO Header Details | Supplier Address Sequence Number field will contain a valid Florida PALM Invoicing Supplier Address Sequence Number for the Supplier ID provided above. |
| Approval required? | PO Header Details | Flag to determine if Agency Approval is needed in FL PALM for the encumbrance. If Y is selected, the Encumbrance will route through workflow within Florida PALM. |
| Record Code | PO Line Details | Indicates Encumbrance Line information. This field is the row identifier and should be added at the start of each line row. |
| PO Line Action | PO Line Details | Used to designate which type of action is to be taken on the Line data. |
| Line Number | PO Line Details | Encumbrance line number. |
| Category Code | PO Line Details | Provide the category code that you want the system to use to locate the catalog in which you want to search for item categories. |
| Unit of Measure | PO Line Details | The Unit of Measure for the encumbrance line. |
| Amount Only Flag | PO Line Details | To designate the line as an amount-only line. If entered as 'Y', the encumbrance quantity value on the line ship details should always be 1. |
| Physical Nature | PO Line Details | Indicates whether an item is a good or a service. |
| Item Description | PO Line Details | Description of the encumbrance line item. |
| SpeedKey | PO Line Details | Code that defines ChartField line information for GLJournals. The full ChartField string as defined in the SpeedKey will be populated onto the GL Journals during the file load process. |
| Record Code | PO Line Ship Details | Indicates Encumbrance Line Ship information. This field is the row identifier and should be added at the start of each line ship details row. |
| PO Total Line Amount | PO Line Ship Details | Total line amount of the PO/encumbrance |
| PO Quantity | PO Line Ship Details | Quantity of the encumbrance line to be distributed. |
| Record Code | PO Distribution Details | Indicates Encumbrance Distribution Line information. This field is the row identifier and should be added at the start of each distribution line row. |
| PO Distribution Action | PO Distribution Details | Used to designate which type of action is to be taken on the Line Distribution data. |
| Distribution Line Number | PO Distribution Details | Distribution Line number for the encumbrance line. Numeric value starting with 1. |
| Distribution PO Quantity | PO Distribution Details | Quantity to be distributed on the encumbrance distribution line. |
| Distribution Percentage | PO Distribution Details | Enter Distribution Percentage to distribute the cost by a percentage of the total amount. Enter a proration percent value for each distribution line. Total Percentage for single/multiple distribution lines for a single Encumbrance ID must always equal 100%. |
| Distribution Line Merchandise Amount | PO Distribution Details | Total amount of the encumbrance distribution line. |
| Organization | PO Distribution Details | Organization ChartField tracks information according to a breakdown of your organization. |
| Account | PO Distribution Details | General Ledger Account, specified as balance sheet account (e.g., asset, liability, equity) or operating account (e.g., expenditure, revenue).Object code will be mapped to Account Code. |
| Fund | PO Distribution Details | Segregates and captures specific activities or classifies certain objectives in accordance with special regulations, restrictions, or limitations. |
| Budget Entity | PO Distribution Details | Budget Entity ChartField represents organizations and/or functions to which appropriations are made and typically represents a program. |
| Category | PO Distribution Details | Category ChartField represents both appropriation categories and revenue source codes. |
| State Program | PO Distribution Details | State Program ChartField tracks revenue and expenditures for programs within or across your organizations. |
| Grant | PO Distribution Details | Grant ChartField tracks grant Ids within or across your organizations. |
| Contract | PO Distribution Details | Contract ChartField captures expenditure and revenue transactions as required for two party agreements. |
| OA1 | PO Distribution Details | Other Accumulator ChartField can be used for various purposes, such as, tracking for optional reporting, or cost pools. |
| OA2 | PO Distribution Details | Agency Unique ChartField is a flexible field reserved for tracking for optional reporting or specific use. |
| PC Business Unit | PO Distribution Details | Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions for Project related ChartFields. |
| Project | PO Distribution Details | 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. |
| Activity | PO Distribution Details | Tracks specific tasks that make up a Project and records transactional details; a Project must have at least one associated Activity ID. |
| PC Source Type | PO Distribution Details | The Source Type ChartField identifies the purpose or origin of a Project-related transaction. |
| PC Category | PO Distribution Details | The Proj Category ChartField provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project. |
| PC Subcategory | PO Distribution Details | The Subcategory ChartField provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project. |
| Budget Date | PO Distribution Details | Represents a calendar date field on module transactions. Based on the budget date entered, budget checking functionality checks the transaction against the appropriate budget period (i.e., FY). |
| Asset Profile ID | PO Distribution Details | Asset Profile ID identifies the Accounting Template that determines financial, depreciation and retirement attributes of asset being added. |
Version History
Date | Revision Description |
|---|---|
11/29/2023 | Original Version |
| 08/12/2024 | Updated to reflect 07/22/2024 Version History: Updated Processing logic for Record Types L and S |
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