Manage ACH/EFT Notifications (30.5.2)
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Manage ACH/EFT Notifications (30.5.2)
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Business Process Overview
The Manage ACH/EFT Notifications business subprocess describes the steps to manage ACH/EFT notifications for prenote validation and the status of electronic payments.
Business Process Diagram
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.
- AP Reporter: (role not shown as a swim lane on flow diagram) role assigned to view AP reports in Florida PALM
- Confidential AP Viewer: (role not shown as a swim lane on flow diagram) role to view confidential data in AP reports in Florida PALM
- DFS ACH Payment Processor: (role not shown as a swim lane on flow diagram) DFS role assigned to dispatch and hold ACH payments from Financial Gateway pages
- DFS ACH Payment Viewer: (role not shown as a swim lane on flow diagram) DFS role assigned to review ACH payment dispatched and holds from Financial Gateway pages
- Financial Gateway: a component of the Cash Management module leveraged by other modules for payment processing functionality
- Florida PALM: System used to manage payments for the State of Florida
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 ACH/EFT Return Payment (CMI001) | The bank sends an interface file to Florida PALM containing detailed information for ACH/EFT payments returned by the bank using Financial Gateway. |
2 | Inbound ACH/EFT Acknowledgement (CMI006) | The bank sends an interface file to Florida PALM acknowledging the bank received and processed the outbound ACH/EFT file using Financial Gateway. |
3 | Perform Interface Error Checking | Edit validations are performed on each interface before the data is allowed to load to the Cash Management (CM) staging tables. If 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 Cash Management 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:
In addition, there are interface specific edits that pertain to CM data elements and fields. |
4 | Import ACH/EFT Files | The ACH/EFT files are loaded into Florida PALM. |
5 | Cancel Payment and Reissue New Payment | If the record on the file received from the bank is an ACH Return and the Return Reason Code is configured in Florida PALM to allow a new payment to be reissued, the original payment is cancelled and a new payment is automatically reissued as a warrant. The original voucher is used to issue the new payment. The Voucher Post and Payment Post processes are run within the Cancel and Reissued Payments business subprocess to post the appropriate accounting entries related to payment cancellation. |
6 | Update Location and Payment Method | The Payment Method systematically updated to System Check (warrant) and the Location is updated to MAIN. The new payment will be generated during the next Pay Cycle, within the 30.4.1 Process Pay Cycle Business Subprocess. The ACH/EFT Failures and Notice of Changes and ACH Returns and Reissued Warrants reports are available for review. |
7 | Inactivate Supplier ACH Location | Once the new payment has been generated and marked as Paid within the Pay Cycle process, the ACH Location on the supplier record is marked as Inactive, only for specific Return Reason Codes that are configured to make updates to the supplier record. |
8 | Cancel Payment/Close Liability | If the record on the file received from the bank is an ACH Return and the Return Reason Code is configured in Florida PALM to fully cancel the original payment and not reissue a new payment, the original payment is cancelled and the original voucher is closed systematically. The Voucher Post and Payment Post processes are run within the Cancel and Reissued Payments business subprocess to post the appropriate accounting entries related to payment cancellation and voucher close. The ACH/EFT Failures and Notice of Changes and ACH Returns and Reissued Warrants reports are available for review. |
9 | Update Supplier Record | For prenote validation failure records received in the file from the bank, the supplier’s prenote status in the supplier record is updated to Rejected. If no failure is returned on the file after 8 business days, the prenote status on the supplier record is updated to Confirmed. The prenote values are New, Pending, Confirmed, Rejected, and Submitted. The prenote status on the supplier record must be Confirmed for the supplier to receive ACH/EFT payments. The ACH/EFT Failures and Notice of Changes and ACH Returns is available for review. |
10 | Update Supplier Record | For Notice of Change records received in the file from the bank, the ACH Location on the supplier record is updated based on the Change Reason Code and valid values provided in the file. The ACH/EFT Failures and Notice of Changes and ACH Returns is available for review. |
Accounting Events
The accounting and budget events associated with this Business Process are cataloged in the Accounting and Budget Events Inventory. Each event in the BPM flow includes a unique Accounting Event ID, which links directly to a corresponding entry in the Accounting and Budget Events Inventory. This inventory provides detailed information on the accounting treatment and budget impacts of each event, including associated journal entries, ChartFields, and relevant modules. Agencies should reference the Accounting and Budget Events Inventory for a comprehensive view of how each accounting event is handled in Florida PALM.
Reports
Key Reports are displayed as icons with the Report Number on this Business Process. 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 |
|---|---|---|---|---|---|
R2 | CMR008 | ACH/EFT Failures and Notice of Changes Report – a report that identifies ACH/EFT failures and Notices of Changes from the bank | PeopleSoft | Daily | DFS |
R3 | ACH Returns and Reissued Warrants – a report that lists AP related ACH Returns and systematically reissued warrants | PeopleSoft | Daily | Agency, DFS |
Interfaces
The table below provides the Interfaces identified on the Business Process.
Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
CMI001 | Inbound ACH/EFT Return Payment – inbound interface containing detailed information for ACH/EFT payments returned by the bank | Daily | JPM Chase | Florida PALM |
CMI006 | Inbound ACH/EFT Acknowledgement – inbound interface file acknowledging the bank received and processed the outbound ACH/EFT file | Daily | JPM Chase | Florida PALM |
Forms
The table below provides the forms identified on this Business Process.
Form Number | Form Description | Audience |
|---|---|---|
N/A |
Workflows
The table below provides the workflows identified on this Business Process.
Workflow Number | Workflow Description | Audience |
|---|---|---|
N/A |
Version History
Date | Revision Description |
|---|---|
07/08/2024 | Original Version |
| 05/05/2025 | Administrative updates to apply the following changes based on Narrative update dated 04/29/2025:
|
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