Manage Supplier Banks (30.1.5)
  • 14 Feb 2024
  • 7 Minutes to read
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Manage Supplier Banks (30.1.5)

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Article summary

Business Process Overview

The banking management process within Florida PALM involves receiving a monthly file of authorized banks from the bank through the U.S. Federal Reserve, which is then shared with agencies for integration into their systems. Florida PALM conducts a match of the authorized bank file with supplier banking information, updating routing numbers accordingly. The DFS AP Supplier Banking Processor monitors exceptions and updates through reports, managing electronic payment methods and banking information. Reasons for updates may include discrepancies or supplier-initiated changes. Corrective actions may involve research or contact with suppliers, and updates are made accordingly. If banking information is updated by the supplier, the DFS AP Supplier Banking Processor enters the changes into the system. Payments are adjusted based on the updated information, with temporary methods like System Check used if necessary. Wire payment method requests are reviewed by the Treasury AP Supplier Approver, who assesses data completeness and communicates decisions to the DFS AP Supplier Banking Processor for implementation. Approved wire payments are processed through Voucher Workflow, while suppliers failing to meet requirements retain their existing payment methods.

Business Process Diagram

Business Process Diagram for 30.1.5 Manage Supplier Payment Method and Banks

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. 

  • DFS AP Supplier Approver: DFS role responsible for maintaining the supplier record in Florida PALM, to include reviewing and approving supplier registrations and change requests and monitoring and updating supplier records, as needed
  • DFS AP Supplier Banking Processor: DFS role responsible for managing supplier electronic Payment Methods and banking information
  • Treasury AP Supplier Approver: DFS Treasury role responsible for approving supplier records to be set up with a Wire Payment Method

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. This information should be read in conjunction with the Business Process Flow Diagrams.

Process Step ID

Process Step Title

Description of Process

1

Inbound Authorized Bank Titles (API030)

The bank provides a monthly file to Florida PALM of authorized banks as a passthrough from the U.S. Federal Reserve.

2

Share Authorized Bank Titles File

Florida PALM shares the Authorized Bank Titles file with agencies by placing the file on the server for use in enterprise or agency business systems as needed.


3

Match Supplier Bank Accounts and Update Records

Florida PALM runs a match of the Authorized Banks Title File with Supplier banking information in Florida PALM.  When matches are found within supplier banking information, the bank routing number is updated on the supplier record per the information included within the Federal Reserve file.


4

Manage Bank Exceptions and Updates

The DFS AP Supplier Banking Processor reviews the Supplier Authorized Bank Exceptions and Updates report for any exceptions or updates that may need attention.


5

Identify Need to Update Supplier Payment Method

The DFS AP Supplier Banking Processor manages the supplier electronic Payment Methods and banking information and may identify the need for an update to a supplier record resulting from a review of the Notice of Changes received from the bank as part of the Manage ACH/EFT Notifications standardized business subprocess or the supplier may submit a form to update their banking information.


6

Update Supplier Payment Method

The DFS AP Supplier Banking Processor may have several reasons that the Payment Method or banking information needs to be updated. Based on their review of the Supplier Authorized Bank Exceptions and Updates report, they may need to initiate corrective actions including research and possible contact with the supplier. The DFS AP Supplier Banking Processor updates the supplier record to change the Payment Method, as needed. If there was an issue with the banking information and more information is needed, the DFS AP Supplier Banking Processor may need to set the Payment Method to System Check until the updated banking information is received from the supplier.  

 

The Supplier Detail Report is available for review.


7

Enter Supplier Banking Information

If the supplier submits the appropriate form to DFS to update their banking information, the DFS AP Supplier Banking Processor enters the updated banking information into the appropriate fields within the Location tab on the supplier record within Florida PALM.


8

Supplier Record Updated

Upon save the supplier record is updated with the updated information that was entered by the DFS AP Supplier Banking Processor.


9

Supplier Payment Method System Check

If the Payment Method on the supplier record needs to be updated, but the Wire or ACH/EFT is not yet available for use, the supplier record is automatically updated to System Check. The supplier will receive payments via System Check (warrant) until the banking information has been validated via the prenote process within the Process Pay Cycle business subprocess.


10

Review Supplier Record

If the Payment Method on the supplier record needs to be updated to Wire, The Treasury AP Supplier Approver reviews all Payment Method updates/requests where the Wire Payment Method has been selected.

 

The Treasury AP Supplier Approver reviews the supplier record to determine if all of the required data elements exist or if anything else is needed. If more information is needed, the Treasury AP Supplier Approver and the DFS AP Supplier Banking Processor work with the supplier to obtain the appropriate information. 



11

Inform DFS of Supplier Approval Decision

The Treasury AP Supplier Approver communicates the decision for the Wire Payment Method for the supplier to the DFS AP Supplier Banking Processor.


12

Update Supplier Record

If the requirements are met to approve the supplier with a Wire Payment Method, the DFS AP Banking Supplier Processor updates the supplier Payment Method to Wire.

 

All Vouchers with a Wire Payment Method are routed through Voucher Workflow.

 

If the requirements are not met to approve the supplier with a Wire Payment Method, no updates are necessary on the supplier record.


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 Edit Check, Budget Check, and Cash Check (on applicable entries) prior to posting the transaction.
  • The Run Budget Check (Commitment Control) process automatically affects balances in the appropriate budget ledger (i.e., appropriation, spendable cash) if the transaction passes the budget check process.
  • 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 Actuals Ledger.

The table below provides the most common accounting events applicable to this business process.

Acct Event ID 

Accounting Event

Commitment Control Ledger(s) Impact

Source Module Accounting Entry

General Ledger (Actuals) Entry

N/A





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

R1

APR068

Supplier Detail Report – a report that lists suppliers by name, TIN, or other identifying information

Data Warehouse

Periodic

Agency, DFS

R7

APR112

Supplier Authorized Banks Exceptions Report – a report of supplier banks in Florida PALM not listed on the Authorized Bank File

PeopleSoft

Periodic

DFS

Note: A complete list of reports may be found in the Reports Catalog.

Interfaces

The table below provides the Interfaces identified on the Business Process.

Interface Number

Interface Description

Interface Frequency

Source

Target

API030

Inbound Authorized Bank Titles – Inbound interface containing valid financial institution routing numbers along with names to be matched against the supplier file from the US Federal Reserve.

Daily

Bank

Florida PALM

Note: A complete list of interfaces may be found in the Interface Catalog.

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

02/08/2024

Original Version

02/13/2024Defined updates to payment methods
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