Manage Electronic Receipts Data (60.2.4)
- 03 Jul 2024
- 4 Minutes to read
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Manage Electronic Receipts Data (60.2.4)
- Updated on 03 Jul 2024
- 4 Minutes to read
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Business Process Overview
Manage Electronic Receipts Data is a process to import ePayment and ACH Notification of Change (NOC) data from financial institutions and make available to the agencies for use in customer transaction processing.
Business Process Diagram
Business Roles
The Business Process Flow Diagrams use horizontal swim lanes to depict where different parties or systems perform activities. Each swim lane is titled with a role, either agency-based or within DFS, and in some cases, is 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.
- Agency AR Deposit Reporter: Agency role responsible for reviewing electronic receipts data.
- DFS AR Electronic Receipts Maintainer: DFS role responsible for managing electronic receipts data.
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 | OIT Receives ePayment Data | DFS Office of Information Technology (OIT) receives the bank's ePayment data (e.g., credit cards). |
2 | OIT Distributes ePayment Data | DFS OIT distributes ePayment Data received from the bank to agencies through a DFS server. |
3 | Agency Receives ePayment Data | The agency receives ePayment data to support processing in agency business systems. This information informs decisions related to deposits. |
4 | Inbound ACH NOC Interface (ARI033) | The ACH NOC interface contains details about customer drafts that require changes to the banking information (e.g., insufficient funds, changes to bank routing/bank account numbers). |
5 | Perform Interface Error Checking | Edit validations are performed on each interface before the data is allowed to load to the AR module. If the file is rejected, all transactions in the file are rejected, and the file must be resubmitted once the issue is resolved. If the file is not rejected, edit validations are performed on each transaction before the data is allowed to load for processing in the AR 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:
|
6 | Load & Parse ACH NOC Data | Upon receipt, Florida PALM imports the ACH NOC data and parses the data by agency. |
7 | Export ACH NOC Data | Florida PALM exports agency-specific ACH NOC data. |
8 | Outbound ACH NOC Interface (ARI012) | The Agency AR Deposit Reporter receives the agency-specific ACH NOC data, which provides support in processing customer drafts. |
9 | Review ACH NOC Data | The Agency AR Deposit Reporter reviews the ACH NOC data online to identify updates to customer banking data. Figure 8 provides an example of the ACH Notice of Change page where NOC Details can be identified. |
Figure 13: ACH Notice of Change Page
Accounting Events
Accounting events originate during transaction processing in the applicable source module. The accounting events impact the source module, Commitment Control ledgers, and the General ledger (Actuals).
- Source Module accounting entries require user input (I) of the primary line (i.e., expenditure, revenues) with an automated (A) system offsetting line (i.e., payable, receivable) during transaction entry. The source model transaction must pass {{glossary.Edit Check}}, {{glossary.Budget Check}}, and {{glossary.Cash Check}} (on applicable entries) before posting the transaction.
- If the transaction passes the budget check process, the Run Budget Check (Commitment Control) process automatically affects balances in the appropriate budget ledger (i.e., appropriation, spendable cash).
- After the transaction is posted in the source module, an automated system process summarizes and posts the entries in the General Ledger module to the Actual Ledger.
The table below provides the most common accounting events applicable to this business process.
Acct Event ID | Accounting Event | Commitment Control | Source Module | General Ledger (Actuals) Entry |
|---|---|---|---|---|
N/A |
Reports
Key Reports are displayed as icons with the Report Number on the Business Process Flow Diagrams. The table below provides the reports identified to be produced at a particular process step or used to support the completion of a process step.
Report Number | Report RICEFW ID | Report Description | Report Source | Report Frequency | Audience |
|---|---|---|---|---|---|
R8 | ARR035 | ACH Notification of Changes Report - A report that provides a query and drilldown capability to the NOC detail. | PeopleSoft | Periodic | Agency, DFS |
Interfaces
The table below provides the Interface IDs for each interface identified on the Business Process Flow Diagrams.
Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
ARI012 | Outbound ACH NOC Deposit Data – Outbound interface file that provides detailed ACH Notification of Change information transmitted to agencies. | Daily | Florida PALM | Agency Business Systems |
ARI033 | Inbound ACH NOC and Return Deposit Data – Inbound interface from NIC that provides ACH returned and ACH details related to customer drafts requiring banking information changes. | Daily | Bank | Florida PALM |
Forms
The table below provides the Form Numbers for any forms identified on the Business Process Flow Diagrams.
Form Number | Form Description | Audience |
|---|---|---|
N/A |
Workflows
The table below provides the Workflow Numbers for any workflows identified on the Business Process Flow Diagrams.
Workflow Number | Workflow Description | Audience |
|---|---|---|
N/A |
Version History
Date | Revision Description |
|---|---|
12/01/2023 | Original Version |
| 02/08/2024 | Replaced ARR024 with ARR035. Replaced image. |
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