Monitor Encumbrances (30.2.2)
  • 15 Jul 2024
  • 7 Minutes to read
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Monitor Encumbrances (30.2.2)

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Article summary

Business Process Overview

Encumbrances are used to obligate Agency Appropriationss for goods or services ordered and subsequently are unobligated when the goods or services are received and approved for payment. State procurement activity, including the creation of Purchase Orders, is handled through procurement systems outside Florida PALM. These POs, are generated primarily from MFMP, are used to communicate to Suppliers an order for goods or services. All procurement activities including the creation of POs and the approval of goods and services received occur outside Florida PALM. Florida PALM uses interfaces from MFMP (and other Agency Business Systems, as applicable) to obtain the necessary data to create and update Encumbrances.

Business Process Diagram

Business Process Diagram for 30.2.2 Monitor Encumbrances

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. 

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

Monitor Encumbrance Errors

Each Encumbrance is subject to Budget Check to validate whether spending authority is available. If there is no available spending authority, the transaction fails and must go through exception handling to continue.


The Agency Encumbrance Processor monitors encumbrances to ensure resolution of errors. Two types of errors exist: errors that require a budget resolution, such as a Budget Amendment or budget override, or an error that requires an accounting resolution, such as a ChartField edit on the encumbrance.


If the error requires a budget resolution the transaction is subject to the Budget Execution and Management business process.


In limited scenarios (e.g., statewide emergency), the Agency Encumbrance Processor may request the DFS Override Processor to override the failed transaction.


If the budget error is resolved, the budget check re-runs, and the encumbrance is created. If it remains unresolved, the encumbrance is not processed.


The Agency Encumbrance Processor uses the Encumbrance Aging Report, and the Budget and Cash Checking Exceptions report to manage the resolution of the budget exceptions.


If the error requires an accounting resolution, the Agency Encumbrance Processor may return to the Create/Update Encumbrance step to make the necessary edit or delete the transaction and edit in the Source System.


Each agency has the option to correct non-MFMP interfaced encumbrance errors within Florida PALM or correct them in the source system and resend the transaction.


MFMP encumbrances may be monitored in Florida PALM, but all updates and addition of MFMP encumbrances will be sent via interface from MFMP.


If a budget resolution or accounting resolution is unable to be completed, the Agency Encumbrance Processor may choose to delete the encumbrance.


2

Delete Encumbrance

An Encumbrance that has an error that cannot be resolved may be deleted as long as it has not been budget checked or dispatched.


3

Run Close Process

If monitoring determines whether a PO/encumbrance should be closed or it is at the end of the purchase order lifecycle, the close purchase order process is performed. If you have a dispatched PO/encumbrance with a balance you will not use or is no longer needed, the PO/encumbrance can be closed. Any amount remaining will be restored to your budget as long as the Budget Period is still open.


4

Run Re-Open Process

Florida PALM offers an option to re-open a PO/encumbrance you may have inadvertently closed in error. The process reverses the effects of the Close Purchase Order process. Budget will be consumed.


5

Manage/Review

Encumbrances

Encumbrances are monitored and reviewed by the Agency Encumbrance Viewer using the Encumbrance Aging Report, the Budget and Cash Checking Exceptions Report, and the Closed Encumbrances Report. The Agency Encumbrance Viewer provides direction as to the appropriate resolution of any exceptions or required actions to manage established encumbrances.


Encumbrance Budget Information Tab:

Encumbrance Budget Information Tab

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) before posting the transaction.
  • The Run Budget Check (Commitment Control) process automatically affects balances in the appropriate budget ledger (i.e., Appropriations, 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

Source Module
 Accounting Entry

Commitment Control
Ledger(s) Impact

General Ledger (Actuals) Entry

PO02

 

Close Encumbrance

No Entry

Decrease Encumbrance 

Increase Appropriation 

Increase Allotment 

No Entry

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 is used to support the completion of a process step.

Report Number

Report RICEFW ID

Report Description

Report Source

Report Frequency

Audience

R1

KKR018

Agency Commitments Report – A custom report that provides encumbrances and payables by ChartField combinations.

PeopleSoft

Daily, Monthly

Agency

R2

POR008

Closed Encumbrances Report – A report that lists closed encumbrances.

Data Warehouse

Daily, Monthly

Agency

R3

KKR058

Budget and Cash Checking Exceptions/Warnings Report – A custom report that lists transactions budget and cash check exceptions and warnings along with transaction amounts, to include the type of exception and where an override was applied. 

PeopleSoft

Daily, Monthly

Agency, DFS

R4

POR002

Encumbrance Aging Report – A report that lists all encumbrances, date encumbrance was established, and the date the last activity occurred.

Data Warehouse

Daily, Monthly, Annually

Agency

R6

POR009

Outstanding Encumbrance Error Report – A report that lists unresolved encumbrance exceptions.

PeopleSoft

Daily

Agency


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

N/A






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

12/22/2023

Original Version

07/02/2024Added Role: Confidential AP Viewer
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