Inbound Voucher Spreadsheet Upload (API041)
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Inbound Voucher Spreadsheet Upload (API041)
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Interface Description
The Voucher Spreadsheet Upload utility allows users to import and Florida Planning, Accounting, and Ledger Management (PALM) vouchers using spreadsheet files. This document offers comprehensive information on the feature's architecture, setup requirements, data formats, and user interface elements. It provides a detailed description of the required fields, data types, and formatting guidelines. Furthermore, it includes sample templates to help users prepare valid voucher spreadsheets.
It explains the validation and loading processes for Voucher data from spreadsheets into Florida PALM. The documentation addresses error handling and logging mechanisms related to the voucher Spreadsheet Upload feature. It describes the error messages, and exception handling procedures. It also discusses the logging and auditing capabilities available within Florida PALM to track and troubleshoot issues during the voucher upload process.
This interface aims to aid users and administrators to effectively utilize and maintain the functionality, streamlining their voucher management processes.
Note: See Attachment D – Order of Precedence Based upon Voucher Creation Method for additional information on how different things may impact the ChartField values included when a voucher is created.
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:
Run Control Parameters
The interface data selection criteria includes the following:
| Data Field | Data Field Details |
|---|---|
| Attach CSV File (Required) | If there is no file attached, then pop up message “No file attached” is displayed. |
File Layout
The layout of the interface is listed below.
| Data Field | Record Type | Data Field Description |
|---|---|---|
| Record Code | Voucher Header | Indicates Voucher Header information. This field is the row identifier and should be added at the start of each header row. |
| AP Business Unit | Voucher Header | AP Business Unit. Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions. |
| Voucher Style | Voucher Header | Voucher Style identifies the type of voucher being generated. Regular vouchers (REG) relate to voucher payments where the payee is maintained as a Supplier/Employee in Florida PALM. Adjustment Voucher (ADJ) is used to make corrections such as amounts and to relate two vouchers in Florida PALM. |
| Voucher Origin | Voucher Header | This value will be specific to each agency and/or system and can be hard coded. |
| Supplier ID | Voucher Header | This field will contain a valid Florida PALM Supplier ID for the Supplier SetID 'State'. Suppliers will be converted into Florida PALM from multiple sources (e.g., SWVF, VE, ABS, etc.) |
| Supplier Location | Voucher Header | This field will contain a valid Florida PALM Supplier Location for the Supplier ID provided above. |
| Supplier Address Sequence Number | Voucher Header | Supplier Address Sequence Number field will contain a valid Florida PALM Invoicing Supplier Address Sequence Number for the Supplier ID provided above. |
| Remit Address Sequence Number | Voucher Header | Remitting Address Sequence Number field will contain a valid Florida PALM Supplier Remitting Address Sequence Number for the Supplier ID provided above. |
| Invoice ID | Voucher Header | Invoice Number field will contain a unique Supplier Invoice Number. The field will be displayed on the EFT and Check Remittance files. Duplicate invoice details cannot be provided and failure to comply will result in an error of this transaction. |
| Invoice Date | Voucher Header | Invoice Date will contain date of the invoice. In conjunction with the payment terms, it is the basis for calculating the Scheduled Pay Date, which is the date the voucher will get picked up for payment. Duplicate invoice details cannot be provided and failure to comply will result in an error of this transaction. |
| Invoice Receipt Date | Voucher Header | Invoice Receipt Date identifies the date the invoice is received by the Agency. |
| Goods and Services Received Date | Voucher Header | Date the goods or services were received |
| Goods and Services Approved Date | Voucher Header | Goods and Services Approved identifies the date that the goods and services were approved by the Agency. |
| Match Action | Voucher Header | Match Action identifies the need to match the voucher to an existing encumbrance (i.e., PO ID). |
| Accounting Date | Voucher Header | The accounting entry date for a given transaction. Date must be in MM/DD/YYYY format |
| Gross Invoice Amount | Voucher Header | Gross Invoice Amount will contain the Gross Amount of the Voucher/Supplier invoice. Florida PALM will not process negative vouchers through this interface. |
| Payment Terms ID | Voucher Header | Payment Terms are used to schedule payments for invoices and to calculate amounts remitted to Suppliers. In conjunction with the Invoice Date, it is used to calculate the Scheduled Pay Date, which is the date the voucher will get picked up for payment. |
| Confidential Transaction Flag | Voucher Header | Identifies a voucher for payment that is considered confidential and must be restricted for online viewing in Florida PALM and reporting purposes. |
| Service Date From | Voucher Header | Service Start Date for reporting purposes in Florida PALM. |
| Service Date To | Voucher Header | Service End Date for reporting purposes in Florida PALM. |
| Source System User Id | Voucher Header | User Id in the Source system for tracking and reporting purposes in Florida PALM. |
| Audit | Voucher Header | Enable "Audit" checkbox for Audit purposes. |
| Emergency Voucher | Voucher Header | Information only flag to indicate Auditing to prioritize the review if needed for the voucher. |
| Final Payment | Voucher Header | Indicates if it is a final payment of the voucher and it is applicable only when the voucher is associated with the encumbrance. |
| Agency Approval Required? | Voucher Header | Flag to determine if the Agency Approval is needed in Florida PALM for the Voucher. |
| Record Code | Voucher Line | Indicates Voucher Line information. This field is the row identifier and should be added at the start of each line row. |
| Voucher Line Number | Voucher Line | Voucher Line Number field will contain a unique, sequential number that will be provided for each voucher line to be created for the Voucher/Supplier invoice. Start from 1 and increment by 1 if multiple invoice lines associated to the same Invoice ID. |
| Line Description | Voucher Line | Line Description may contain a description of the good or service provided by the Supplier. |
| Line Quantity | Voucher Line | Quantity field may contain a quantity of the goods or services provided by the Supplier. |
| Unit of Measure | Voucher Line | Unit of Measure for line item goods or services. |
| Unit Price | Voucher Line | Unit Price of the line item goods or services. |
| Merchandise Amount | Voucher Line | Merchandise Amount will contain the amount of the Voucher/Supplier invoice line. If the voucher line contains a Line Quantity, Unit of Measure, and Unit Price then the Line Amount must be equal to the product of the Line Quantity and Unit Price. |
| Related Voucher | Voucher Line | Used to link one voucher to another voucher in Adjustment voucher. This helps in tracking and managing interconnected voucher transactions in the system. |
| Distribute by | Voucher Line | Indicates if the line merchandise amount should be distributed to the associated distribution line(s) by amount or quantity. |
| Ship To Location | Voucher Line | Agency Ship To Location |
| Merchant | Voucher Line | Designed primarily for PCard usage for capturing Merchant details, while also offering versatility for other agency applications as necessary. |
| Traveler | Voucher Line | Designed primarily for PCard usage for capturing Traveler details, while also offering versatility for other agency applications as necessary. |
| PO Business Unit | Voucher Line | PO Business Unit identifies the organization Business Unit identifier for Encumbrances tracked in Florida PALM. PO Business Unit,Purchase Order ID, PO Line Number,PO Distribution Line fields are required when there is Encumbrance associated with the Voucher to be created. |
| PO ID | Voucher Line | PO ID reflects the Encumbrance identifier tracked in Florida PALM. PO Business Unit,Purchase Order ID, PO Line Number,PO Distribution Line fields are required when there is Encumbrance associated with the Voucher to be created. |
| PO Line Number | Voucher Line | PO Line Number field will contain a unique, sequential number that will be provided for each encumbrance line tracked in Florida PALM under the PO ID specified above. PO Business Unit,Purchase Order ID, PO Line Number,PO Distribution Line fields are required when there is Encumbrance associated with the Voucher to be created. |
| Receipt Business Unit | Voucher Line | Receipt Business Unit identifies the organization Business Unit identifier for Receipt tracked in Florida PALM. Receipt Business Unit,Receipt ID, Receipt Line Sequence Number,Receipt Ship Sequence Number fields are required when there is Receipt associated with the Voucher to be created. |
| Receipt ID | Voucher Line | Receipt ID reflects the Receving identifier tracked in Florida PALM. Receipt Business Unit,Receipt ID, Receipt Line Sequence Number, Receipt Ship Sequence Number fields are required when there is Receipt associated with the Voucher to be created. |
| Receipt Line Number | Voucher Line | Receipt Line Number field will contain a unique, sequential number that will be provided for each Receipt line tracked in Florida PALM under the Receipt ID specified above. Receipt Business Unit,Receipt ID, Receipt Line Sequence Number, Receipt Ship Sequence Number fields are required when there is Receipt associated with the Voucher to be created. |
| Document Number | Voucher Line | Document Number from ABS / Third Party Systems. |
| SpeedKey | Voucher Line | Shortcut value for Chartfield Combination. |
| Record Code | Voucher Distribution | Indicates Voucher Distribution Line information. This field is the row identifier and should be added at the start of each Distribution Line row. |
| Voucher Line Number | Voucher Distribution | Voucher Line Number field will contain a unique, sequential number that will be provided for each voucher line to be created for the Voucher/Supplier invoice. This will be the same number found in the Voucher Line that the Distribution Line below correlates to. |
| Distribution Line Number | Voucher Distribution | Voucher Distribution Line Number. If the agencies want to send multiple distribution lines (ChartField Coding string) for a single voucher line then this number needs to be incremented for each Distribution Line. Start from 1 and increment by 1 if multiple distribution lines associated to the same Invoice ID. |
| Distribution Line Merchandise Amount | Voucher Distribution | Merchandise amount. This field will contain the Amount of the Voucher/Supplier Invoice that is attributable to the Voucher Distribution Line. If the Voucher Distribution Line contains a Distribution Line Quantity, then the Distribution Amount must be equal to the product of the Distribution Quantity and Unit Price (from the Voucher Line). The sum of all Distribution Amounts on the Voucher/Supplier Invoice Distribution Lines must equal the Amount on the Voucher/Supplier Invoice Line. |
| Distribution Line Quantity | Voucher Distribution | Distribution Line Quantity may contain a quantity of the goods or services provided by the Supplier that is attributable to the Voucher Distribution Line. |
| GL Business Unit | Voucher Distribution | Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions. |
| Organization | Voucher Distribution | Organization ChartField tracks information according to a breakdown of your organization. |
| Account | Voucher Distribution | Provides functionality to capture detailed transactional data. Can be specified as a balance sheet account or operating account. |
| Fund | Voucher Distribution | Segregates and captures specific activities or classifies certain objectives in accordance with special regulations, restrictions, or limitations. |
| Budget Entity | Voucher Distribution | Budget Entity ChartField represents organizations and/or functions to which appropriations are made and typically represents a program. |
| Category | Voucher Distribution | Category ChartField represents both appropriation categories and revenue source codes. |
| State Program | Voucher Distribution | State Program is used to identify the plan for an organization and use of resources to meet specified objectives of the State. |
| Grant | Voucher Distribution | Grant ID value used to track financial assistance that provides support or stimulation to accomplish a public purpose. |
| Contract | Voucher Distribution | Contract ChartField captures expenditure and revenue transactions for two party agreements. |
| Other Accumulator 1 (OA1) | Voucher Distribution | Other Accumulator 1 is a flexible ChartField reserved for tracking for optional reporting or specific use. |
| Other Accumulator 2 (OA2) | Voucher Distribution | Other Accumulator 2 is a flexible ChartField reserved for tracking for optional reporting or specific use. |
| PC Business Unit | Voucher Distribution | 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 | Voucher Distribution | If the payment is linked to a project which has been set up in Florida PALM, provide the corresponding value. If the Project Costing Business Unit data element is populated for a distribution line, then the file must include a Project value within that distribution line. Must be a valid value within Florida PALM if populated. Project value is required when an FCO category is recorded. |
| Activity | Voucher Distribution | If the payment is linked to a project which has been set up in Florida PALM, provide the corresponding Activity ID associated with the project. Only required if the PC Business Unit field has been populated. Must be a valid value within Florida PALM if populated |
| PC Source Type | Voucher Distribution | Source types identify the purpose or origin of a transaction. |
| PC Category | Voucher Distribution | Project Category provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project. |
| PC Subcategory | Voucher Distribution | The Subcategory ChartField provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project. Legacy Mapping: None |
| Budget Date | Voucher Distribution | Budget Date will contain the Budget Date applicable to the Voucher. This date determines the budget period that will be impacted by the expenditures recorded on the Voucher Distribution Lines. |
| PO Line Number | Voucher Distribution | PO Line Number field will contain a unique, sequential number that will be provided for each encumbrance line tracked in Florida PALM under the PO ID specified above. PO Business Unit,Purchase Order ID, PO Line Number,PO Distribution Line fields are required when there is Encumbrance associated with the Voucher to be created. |
| PO Distribution Line Number | Voucher Distribution | PO Distribution Line Number. This field will be left blank if there is no Purchase Order associated with the voucher to be created. If there is a Purchase Order then this field will contain a valid Purchase Order Distribution Line for the PO ID, Line Number, and Schedule Number entered above. PO Business Unit,Purchase Order ID, PO Line Number,PO Distribution Line fields are required when there is Encumbrance associated with the Voucher to be created. |
| Receipt Line Number | Voucher Distribution | Receipt Line Number field will contain a unique, sequential number that will be provided for each Receipt line tracked in Florida PALM under the Receipt ID specified above. Receipt Business Unit,Receipt ID, Receipt Line Sequence Number,Receipt Distribution Line, Receipt Ship Sequence Number fields are required when there is Receipt associated with the Voucher to be created. |
| Receipt Distribution Line Number | Voucher Distribution | Receipt Distribution Line Number. This field will be left blank if there is no Receipt associated with the voucher to be created. If there is a Receipt then this field will contain a valid Receipt Distribution Line for the Receipt ID, Receipt Line Number, and Receipt Ship Sequence Number entered above. Receipt Business Unit,Receipt ID, Receipt Line Sequence Number,Receipt Distribution Line, Receipt Ship Sequence Number fields are required when there is Receipt associated with the Voucher to be created. |
| Asset ID Reference | Voucher Distribution | Used to associate the expenditure such as utilities, repair etc. tied to an Asset ID that is already created in Florida PALM to the voucher for financial reporting of asset costs. |
| Asset Flag | Voucher Distribution | Identifies that the voucher distribution is associated with an asset and system will create an Asset in Florida PALM. |
| AM Business Unit | Voucher Distribution | Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions for Asset Management. |
| Asset ID | Voucher Distribution | Used to associate valid Asset ID in Florida PALM to the voucher. Enter 'NEXT' when new Florida PALM generated Asset ID to be assigned automatically. |
| Asset Profile ID | Voucher Distribution | Asset Profile ID is derived from Statewide Class Codes, which determines the depreciation schedule of an asset. |
| Record Code | Voucher Payment | Indicates Voucher Payment information. This field is the row identifier and should be added at the start of each Voucher Payment row. |
| Payment Method | Voucher Payment | Identifies the Payment Method. |
| Payment Message Code | Voucher Payment | Code that correlates to message text that will appear on the remittance. |
| Payment Handling Code | Voucher Payment | Payment Handling Code criteria to sort payments. |
| Payment Hold Flag | Voucher Payment | Hold Payment Flag is used to place on a voucher payment on Hold. The payment hold flag must be deselected on the respective voucher online in Florida PALM to allow the voucher to be picked up in PayCycle for payment. |
| Payment Hold Reason | Voucher Payment | Payment Hold Reason |
| Scheduled Pay Date | Voucher Payment | Scheduled Pay Date defined the date the voucher is eligible to be selected for payment. |
| Separate Payment Flag | Voucher Payment | Separate Payment Flag identified that a payment should not be grouped with other payments for the remit to supplier within the AP Business Unit. |
| Pay Group Code | Voucher Payment | Pay Group Code provides the ability to segregate vouchers for payment within a specific pay cycle run. |
| Payment Action | Voucher Payment | Payment Action indicates whether the payment is available for Payment processing via Florida PALM or if the payment has been issued outside of Florida PALM and is being recorded for tracking purposes in Florida PALM. |
| Payment Reference Number | Voucher Payment | Payment Reference ID to indicate the payment number assigned to a payment issued outside o Florida PALM. |
Version History
| Date | Revision Description |
|---|---|
| 12/01/2023 | Original Version. |
| 5/21/2024 | Updates made for the below DDIDs.
|
| 07/11/2024 | DDID# 0677 - SpeedKeys related verbiage update and making required COA as conditional. |
| 09/05/2024 | DDID#0730 - Admin update to remove repeating PO and Receipt related fields from Distribution. DDID 0760 – Updates made to for Multi Line SpeedKey, Final Payment and COA order of precedence. |
| 11/22/2024 | Updated Sample Layout and 11/8/24 updates - DDID# 0837 – Updates made to the FD section to include the following. - Payment Ref# when length is over 10, it can only be alpha or alpha numeric. - Adjustment voucher Line and Header Amount is zero - Change Merchandise Amount in line and header from required to conditional to tackle the number field type that cannot accept zero if it is marked as required. - Distribution Line Number length updated to 5 - Adjustment voucher to have (A)mount as a value for Distribute by field. DDID# 0855 - Payment Action for wire payment method will be set as "R” i.e. Recording instead of ‘S’ Scheduling |
| 12/13/2024 | Updated per version history 12/13/2024: Updated field names to match with the layout field names. |
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