Inbound Voucher Spreadsheet Upload (API041)
  • 12 Jul 2024
  • 14 Minutes to read
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Inbound Voucher Spreadsheet Upload (API041)

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Article summary

Interface Description

The Voucher Spreadsheet Upload utility allows users to import and process 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.

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 FieldData 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 FieldRecord TypeData Field Description
Record CodeVoucher HeaderIndicates Voucher Header information. This field is the row identifier and should be added at the start of each header row.
AP Business UnitVoucher HeaderAP Business Unit. Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions.
Voucher StyleVoucher HeaderVoucher 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 OriginVoucher HeaderThis value will be specific to each agency and/or system and can be hard coded.
Supplier IDVoucher HeaderThis field will contain a valid Florida PALM Supplier ID for the Supplier SetID provided above. Suppliers will be converted into Florida PALM from multiple sources, e.g., SWVF, VE, ABS, etc.
Supplier LocationVoucher HeaderThis field will contain a valid Florida PALM Supplier Location for the Supplier ID provided above.
Supplier Address Sequence NumberVoucher HeaderSupplier Address Sequence Number field will contain a valid Florida PALM Invoicing Supplier Address Sequence Number for the Supplier ID provided above.
Remit Address Sequence NumberVoucher HeaderRemitting Address Sequence Number field will contain a valid Florida PALM Supplier Remitting Address Sequence Number for the Supplier ID provided above.
Invoice IDVoucher HeaderInvoice 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 DateVoucher HeaderInvoice 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.(Invoice Received Date)Voucher HeaderInvoice Receipt Date identifies the date the invoice is received by the Agency.
Goods and Services Received DateVoucher HeaderDate the goods or services were received
Goods and Services Approved DateVoucher HeaderGoods and Services Approved identifies the date that the goods and services were approved by the Agency.
Match ActionVoucher HeaderMatch Action identifies the need to match the voucher to an existing encumbrance, i.e., PO ID.
Accounting DateVoucher HeaderThe accounting entry date for a given transaction. Date must be in MM/DD/YYYY format
Gross AmountVoucher HeaderGross Invoice Amount will contain the Gross Amount of the Voucher/Supplier invoice. Florida PALM will not process negative vouchers through this interface.
Payment TermsVoucher HeaderPayment 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 FlagVoucher HeaderIdentifies a voucher for payment that is considered confidential and must be restricted for online viewing in Florida PALM and reporting purposes.
Service Date FromVoucher HeaderService Start Date for reporting purposes in Florida PALM.
Service Date ToVoucher HeaderService End Date for reporting purposes in Florida PALM.
Source System User IdVoucher HeaderUser Id in the Source system for tracking and reporting purposes in Florida PALM.
AuditVoucher HeaderEnable "Audit" checkbox for Audit purposes.
Emergency VoucherVoucher HeaderInformation only flag to indicate Auditing to prioritize the review if needed for the voucher.
Final PaymentVoucher HeaderIndicates if it is a final payment of the voucher.
Agency Approval Required?Voucher HeaderFlag to determine if the Agency Approval is needed in Florida PALM for the Voucher.
Record CodeVoucher LineIndicates Voucher Line information. This field is the row identifier and should be added at the start of each line row.
Voucher Line NumberVoucher LineVoucher 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 DescriptionVoucher LineLine Description may contain a description of the good or service provided by the Supplier.
QuantityVoucher LineQuantity field may contain a quantity of the goods or services provided by the Supplier.
Unit of MeasureVoucher LineUnit of Measure for line-item goods or services.
PriceVoucher LineUnit Price of the line-item goods or services.
Merchandise AmountVoucher LineMerchandise 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 VoucherVoucher LineUsed to link one voucher to another voucher in Adjustment voucher. This helps in tracking and managing interconnected voucher transactions in the system.
Distribution MethodVoucher LineIndicates if the line merchandise amount should be distributed to the associated distribution line(s) by amount or quantity.
Ship To LocationVoucher LineAgency Ship To Location
MerchantVoucher LineDesigned primarily for PCard usage for capturing Merchant details, while also offering versatility for other agency applications as necessary.
TravelerVoucher LineDesigned primarily for PCard usage for capturing Traveler details, while also offering versatility for other agency applications as necessary.
PO Business UnitVoucher LinePO 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 IDVoucher LinePO 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 NumberVoucher LinePO 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.

Receipt Ship Sequence Number
Voucher Line

Receipt Ship Sequence 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 NumberVoucher LineDocument Number from ABS / Third Party Systems.
SpeedKeyVoucher LineShortcut value for ChartField Combination.
Record CodeVoucher DistributionIndicates Voucher Distribution Line information. This field is the row identifier and should be added at the start of each Distribution Line row.
Voucher Line NumberVoucher DistributionVoucher 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 NumberVoucher DistributionVoucher 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 AmountVoucher DistributionMerchandise 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 QuantityVoucher DistributionDistribution 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 UnitVoucher DistributionUsed to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions.
OrganizationVoucher DistributionOrganization ChartField tracks information according to a breakdown of your organization.
AccountVoucher DistributionProvides functionality to capture detailed transactional data. Can be specified as a balance sheet account or operating account.
FundVoucher DistributionSegregates and captures specific activities or classifies certain objectives in accordance with special regulations, restrictions, or limitations.
Budget EntityVoucher DistributionBudget Entity ChartField represents organizations and/or functions to which appropriations are made and typically represents a program.
CategoryVoucher DistributionCategory ChartField represents both appropriation categories and revenue source codes.
State ProgramVoucher DistributionState Program is used to identify the plan for an organization and use of resources to meet specified objectives of the State.
GrantVoucher DistributionGrant ID value used to track financial assistance that provides support or stimulation to accomplish a public purpose.
ContractVoucher DistributionContract ChartField captures expenditure and revenue transactions for two party agreements.
Other Accumulator 1 (OA1)Voucher DistributionOther Accumulator 1 is a flexible ChartField reserved for tracking for optional reporting or specific use.
Other Accumulator 2 (OA2)Voucher DistributionOther Accumulator 2 is a flexible ChartField reserved for tracking for optional reporting or specific use.
PC Business UnitVoucher DistributionUsed to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions for Project related ChartFields.
ProjectVoucher DistributionIf 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.
ActivityVoucher DistributionIf 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 TypeVoucher DistributionSource types identify the purpose or origin of a transaction.
PC CategoryVoucher DistributionProject Category provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project.
SubcategoryVoucher DistributionThe Subcategory ChartField provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project Legacy Mapping: None
Budget DateVoucher DistributionBudget 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 Business UnitVoucher DistributionPO 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.
Purchase Order IDVoucher DistributionPO 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 NumberVoucher DistributionPO 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 NumberVoucher DistributionPO 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 Business Unit
Voucher Distribution

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 Distribution Line, Receipt Ship Sequence Number  fields are required when there is Receipt associated with the Voucher to be created.

Receipt ID
Voucher Distribution

Receipt ID reflects the Receving identifier tracked in Florida PALM.

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 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 Ship Sequence Number
Voucher Distribution

Receipt Ship Sequence 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 ReferenceVoucher DistributionUsed 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 FlagVoucher DistributionIdentifies that the voucher distribution is associated with an asset and system will create an Asset in Florida PALM.
AM Business UnitVoucher DistributionUsed 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.
Profile IDVoucher DistributionAsset Profile ID is derived from Statewide Class Codes, which determines the depreciation schedule of an asset.
Record CodeVoucher PaymentIndicates Voucher Payment information. This field is the row identifier and should be added at the start of each Voucher Payment row.
Payment MethodVoucher PaymentIdentifies the Payment Method.
Payment Message CodeVoucher PaymentCode that correlates to message text that will appear on the remittance.
Payment Handling CodeVoucher PaymentPayment Handling Code criteria to sort payments.
Payment Hold FlagVoucher PaymentHold 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 ReasonVoucher PaymentPayment Hold Reason
Scheduled Payment DateVoucher PaymentScheduled Pay Date defined the date the voucher is eligible to be selected for payment.
Separate Payment FlagVoucher PaymentSeparate 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 CodeVoucher PaymentPay Group Code provides the ability to segregate vouchers for payment within a specific pay cycle run.
Payment ActionVoucher PaymentPayment 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 NumberVoucher PaymentPayment Reference ID to indicate the payment number assigned to a payment issued outside o Florida PALM.

Version History

DateRevision Description
12/01/2023Original Version
5/21/2024

Updates made for the below DDIDs

DDID#0629 – Add Asset ID to the layout.

DDID#0533 – Add Receipt related fields to the layout.

DDID#0584 – Not allow generic Supplier.

DDID#0599 – Supplier Default Location and Sequence Number.

DDID# 0482 – Payment Reference ID field length update


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