Outbound Encumbrance Extract (POI001)
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Outbound Encumbrance Extract (POI001)

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Article summary

Interface Description

POI001 – The Outbound Encumbrance Extract Interface in Florida PALM serves to extract and transfer information about Encumbrances and Purchase Order at various stages, such as pending approval, approved, denied, dispatched, complete, pending cancel, or canceled. This data, originating within Florida PALM, is then interfaced to external systems like Agency Business Systems and MFMP. Essentially, the interface acts as a bridge, ensuring that relevant information about budgetary commitments and procurement activities conducted within Florida PALM is seamlessly communicated to and integrated with external agency business systems and procurement platforms.

Click below to view the interface file layout and sample data file.

Business Process Model

This interface can be found in the following business processes:

Selection Criteria

The interface data selection criteria includes the following:

Data Field

Data Field Details

Business Unit

Prompt Default - %

  • Required

PO Origin

Prompt Default - %

  • Optional

PO Status

Dropdown

  • All
  • Open
  • Pending Approval
  • Approved
  • Denied
  • Dispatched
  • Cancelled
  • Pending Cancel

Complete

  • Optional

PO Date From

Prompt

  • Required

PO Date To

Prompt

  • Required

File Layout

Field names and descriptions from the interface layout are provided below. 

Data Field
Record Type
Record Type
Record CodePO Header DetailsIndicates Encumbrance Header information. This field is the row identifier and should be added at the start of each header row.
Business UnitPO Header DetailsUsed to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions.
 
PO IDPO Header DetailsSystem generated Encumbrance ID in Florida PALM. 
PO StatusPO Header DetailsCurrent status of the encumbrance in Florida PALM.
Hold StatusPO Header DetailsFlag to temporarily prevent further processing of the encumbrance. The encumbrance will not be eligible for approval, denial or further processing.
Budget Header StatusPO Header DetailsCurrent Budget Check status of the encumbrance in Florida PALM.
PO DatePO Header DetailsDenotes date encumbrance line was established in the source system.
PO ReferencePO Header DetailsFree text reference field. Field can be used for sending Source encumbrance number/Approved Travel Authorization Request number.
PO Confidential?PO Header DetailsConfidential Encumbrance flag to determine if the Encumbrance/PO is confidential
Supplier SetIDPO Header DetailsSetID is a value used in Florida PALM to define setup data. It allows the sharing of common setup data across Business Units or specific to Business Unit.
Supplier IDPO Header DetailsThis field will contain a valid Florida PALM Supplier ID for the Supplier SetID provided above.
Supplier NamePO Header DetailsThis field will contain a valid Florida PALM Supplier Name for the SupplierID provided above.
Supplier LocationPO Header DetailsThis field will contain a valid Florida PALM Supplier Location for the Supplier ID provided above.
Address Sequence NumberPO Header DetailsSupplier Address Sequence Number field will contain a valid Florida PALM Invoicing Supplier Address Sequence Number for the Supplier ID provided above.
PO OriginPO Header DetailsThis value will be specific to each agency and/or system.  The Origin Indicates the source system of the transaction.
Source System User IDPO Header DetailsField to determine the User who requested the addition of the Encumbrance. 
PO Total AmountPO Header DetailsEncumbrance total amount calculated from the merchandise amount.
Encumbrance BalancePO Header DetailsThis represents the remaining balance of the encumbrance. Encumbrances will be included in the outbound file whenever this balance is updated.
 
Filler2PO Header DetailsThis field is reserved for future use in Florida PALM.
Filler3PO Header DetailsThis field is reserved for future use in Florida PALM.
Filler4PO Header DetailsThis field is reserved for future use in Florida PALM.
Filler5PO Header DetailsThis field is reserved for future use in Florida PALM.
Record CodePO Line DetailsIndicates Encumbrance Line information. This field is the row identifier and should be added at the start of each line row.
Business UnitPO Line DetailsUsed to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions.
 
PO IDPO Line DetailsSystem generated Encumbrance ID in Florida PALM. 
PO ReferencePO Line DetailsFree text reference field. Source encumbrance number.
PO Line NumberPO Line DetailsEncumbrance line number.
Cancel StatusPO Line DetailsEncumbrance line cancel status.
Change StatusPO Line DetailsChange Order Status for the encumbrance line.          
Category CodePO Line DetailsProvide the category code that you want the system to use to locate the catalog in which you want to search for item categories.
Unit of MeasurePO Line DetailsThe Unit of Measure for the encumbrance line.
Amount Only FlagPO Line DetailsTo designate the line as an amount-only line.
 If entered as 'Y', the encumbrance quantity value on the line ship details should always be 1.
Physical NaturePO Line DetailsIndicates whether an item is a good or a service.
Item DescriptionPO Line DetailsDescription of the encumbrance line item.
Filler1PO Line DetailsThis field is reserved for future use in Florida PALM.
Filler2PO Line DetailsThis field is reserved for future use in Florida PALM.
Filler3PO Line DetailsThis field is reserved for future use in Florida PALM.
Filler4PO Line DetailsThis field is reserved for future use in Florida PALM.
Filler5PO Line DetailsThis field is reserved for future use in Florida PALM.
Filler6PO Line DetailsThis field is reserved for future use in Florida PALM.
Filler7PO Line DetailsThis field is reserved for future use in Florida PALM.
Filler8PO Line DetailsThis field is reserved for future use in Florida PALM.
Filler9PO Line DetailsThis field is reserved for future use in Florida PALM.
Filler10PO Line DetailsThis field is reserved for future use in Florida PALM.
Record CodePO Line Ship DetailsIndicates Encumbrance Line Shipping information. This field is the row identifier and should be added at the start of each line ship details row.
 
Business UnitPO Line Ship DetailsUsed to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions.
 
PO IDPO Line Ship DetailsSystem generated Encumbrance ID in Florida PALM. 
PO ReferencePO Line Ship DetailsFree text reference field. Source encumbrance number.
PO Line NumberPO Line Ship DetailsEncumbrance line number.
PO Schedule NumberPO Line Ship DetailsEncumbrance Schedule Number
PO Price PO Line Ship DetailsUnit Price for the encumbrance line item. 
PO QuantityPO Line Ship DetailsQuantity of the encumbrance line to be distributed. 
Total Merchandise AmountPO Line Ship DetailsTotal amount for the encumbrance line to be distributed.
Filler1PO Line Ship DetailsThis field is reserved for future use in Florida PALM.
Filler2PO Line Ship DetailsThis field is reserved for future use in Florida PALM.
Filler3PO Line Ship DetailsThis field is reserved for future use in Florida PALM.
Filler4PO Line Ship DetailsThis field is reserved for future use in Florida PALM.
Filler5PO Line Ship DetailsThis field is reserved for future use in Florida PALM.
Filler6PO Line Ship DetailsThis field is reserved for future use in Florida PALM.
Filler7PO Line Ship DetailsThis field is reserved for future use in Florida PALM.
Filler8PO Line Ship DetailsThis field is reserved for future use in Florida PALM.
Filler9PO Line Ship DetailsThis field is reserved for future use in Florida PALM.
Filler10PO Line Ship DetailsThis field is reserved for future use in Florida PALM.
Record CodePO Distribution DetailsIndicates Encumbrance Distribution Line information. This field is the row identifier and should be added at the start of each distribution line row.
Business UnitPO Distribution DetailsUsed to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions.
 
PO IDPO Distribution DetailsSystem generated Encumbrance ID in Florida PALM. 
PO ReferencePO Distribution DetailsFree text reference field. Source encumbrance number.
PO Line NumberPO Distribution DetailsEncumbrance line number.
PO Schedule NumberPO Distribution DetailsEncumbrance Schedule Number
PO Distribution Line NumberPO Distribution DetailsDistribution Line number for the encumbrance line.
 Numeric value starting with 1.
Distribution Encumbrance QuantityPO Distribution DetailsQuantity to be distributed on the encumbrance distribution line. 
Distribution PercentagePO Distribution DetailsEnter Distribution Percentage to distribute the cost by a percentage of the total amount.
 Enter a proration percent value for each distribution line.
 Total Percentage for single/multiple distribution lines for a single Encumbrance ID must always equal 100%.
Distribution Line Merchandise AmountPO Distribution DetailsTotal amount of the encumbrance distribution line.
OrganizationPO Distribution DetailsOrganization ChartField tracks information according to a breakdown of your organization.
AccountPO Distribution DetailsGeneral Ledger Account, specified as balance sheet account (e.g., asset, liability, equity) or operating account (e.g., expenditure, revenue).
FundPO Distribution DetailsSegregates and captures specific activities or classifies certain objectives in accordance with special regulations, restrictions, or limitations.
Budget EntityPO Distribution DetailsBudget Entity ChartField represents organizations and/or functions to which appropriations are made and typically represents a program.
CategoryPO Distribution DetailsCategory ChartField represents both appropriation categories and revenue source codes.
State ProgramPO Distribution DetailsState Program ChartField tracks revenue and expenditures for programs within or across your organizations.
GrantPO Distribution DetailsGrant ChartField tracks grant Ids within or across your organizations.
ContractPO Distribution DetailsContract ChartField captures expenditure and revenue transactions as required for two party agreements.
OA1PO Distribution DetailsOther Accumulator ChartField can be used for various purposes, such as, tracking for optional reporting, or cost pools.
OA2PO Distribution DetailsAgency Unique ChartField is a flexible field reserved for tracking for optional reporting or specific use.
PC Business UnitPO Distribution DetailsUsed to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions for Project related ChartFields.
ProjectPO Distribution DetailsProject ChartField is used to capture a planned undertaking of something to be accomplished or produced, having a beginning and ending date, for which expenditures/costs and revenues are to be tracked.
ActivityPO Distribution DetailsTracks specific tasks that make up a Project and records transactional details; a Project must have at least one associated Activity ID.
PC Source TypePO Distribution DetailsThe Source Type ChartField identifies the purpose or origin of a Project-related transaction.
PC CategoryPO Distribution DetailsThe Proj Category ChartField provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project.
PC SubcategoryPO Distribution DetailsThe Subcategory ChartField provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project.
Budget DatePO Distribution DetailsBudget Date will contain the Budget Date applicable to the Encumbrance Distribution Line. This date determines the budget period that will be impacted by the expenditures recorded on the Encumbrance Distribution Lines.
Asset Profile IDPO Distribution DetailsAsset Profile ID
Filler1PO Distribution DetailsThis field is reserved for future use in Florida PALM.
Filler2PO Distribution DetailsThis field is reserved for future use in Florida PALM.
Filler3PO Distribution DetailsThis field is reserved for future use in Florida PALM.
Filler4PO Distribution DetailsThis field is reserved for future use in Florida PALM.
Filler5PO Distribution DetailsThis field is reserved for future use in Florida PALM.
Filler6PO Distribution DetailsThis field is reserved for future use in Florida PALM.
Filler7PO Distribution DetailsThis field is reserved for future use in Florida PALM.
Filler8PO Distribution DetailsThis field is reserved for future use in Florida PALM.
Filler9PO Distribution DetailsThis field is reserved for future use in Florida PALM.
Filler10PO Distribution DetailsThis field is reserved for future use in Florida PALM.

Version History

Date

Revision Description

12/01/2023

Original Version

5/22/2024Removed the PO Encumbrance Balance field from file layout.
5/12/2025

Administrative updates to apply the following changes based on the layout updates dated 04/18/2025:

- Replaced the PO Header Details Filler 1 field with  Encumbrance Balance.


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