Outbound Encumbrance Extract (POI001)
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Outbound Encumbrance Extract (POI001)
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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 - %
|
PO Origin | Prompt Default - %
|
PO Status | Dropdown
Complete
|
PO Date From | Prompt
|
PO Date To | Prompt
|
File Layout
Field names and descriptions from the interface layout are provided below.
| Data Field | Record Type | Record Type |
|---|---|---|
| Record Code | PO Header Details | Indicates Encumbrance Header information. This field is the row identifier and should be added at the start of each header row. |
| Business Unit | PO Header Details | Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions. |
| PO ID | PO Header Details | System generated Encumbrance ID in Florida PALM. |
| PO Status | PO Header Details | Current status of the encumbrance in Florida PALM. |
| Hold Status | PO Header Details | Flag to temporarily prevent further processing of the encumbrance. The encumbrance will not be eligible for approval, denial or further processing. |
| Budget Header Status | PO Header Details | Current Budget Check status of the encumbrance in Florida PALM. |
| PO Date | PO Header Details | Denotes date encumbrance line was established in the source system. |
| PO Reference | PO Header Details | Free text reference field. Field can be used for sending Source encumbrance number/Approved Travel Authorization Request number. |
| PO Confidential? | PO Header Details | Confidential Encumbrance flag to determine if the Encumbrance/PO is confidential |
| Supplier SetID | PO Header Details | SetID 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 ID | PO Header Details | This field will contain a valid Florida PALM Supplier ID for the Supplier SetID provided above. |
| Supplier Name | PO Header Details | This field will contain a valid Florida PALM Supplier Name for the SupplierID provided above. |
| Supplier Location | PO Header Details | This field will contain a valid Florida PALM Supplier Location for the Supplier ID provided above. |
| Address Sequence Number | PO Header Details | Supplier Address Sequence Number field will contain a valid Florida PALM Invoicing Supplier Address Sequence Number for the Supplier ID provided above. |
| PO Origin | PO Header Details | This value will be specific to each agency and/or system. The Origin Indicates the source system of the transaction. |
| Source System User ID | PO Header Details | Field to determine the User who requested the addition of the Encumbrance. |
| PO Total Amount | PO Header Details | Encumbrance total amount calculated from the merchandise amount. |
| Encumbrance Balance | PO Header Details | This represents the remaining balance of the encumbrance. Encumbrances will be included in the outbound file whenever this balance is updated. |
| Filler2 | PO Header Details | This field is reserved for future use in Florida PALM. |
| Filler3 | PO Header Details | This field is reserved for future use in Florida PALM. |
| Filler4 | PO Header Details | This field is reserved for future use in Florida PALM. |
| Filler5 | PO Header Details | This field is reserved for future use in Florida PALM. |
| Record Code | PO Line Details | Indicates Encumbrance Line information. This field is the row identifier and should be added at the start of each line row. |
| Business Unit | PO Line Details | Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions. |
| PO ID | PO Line Details | System generated Encumbrance ID in Florida PALM. |
| PO Reference | PO Line Details | Free text reference field. Source encumbrance number. |
| PO Line Number | PO Line Details | Encumbrance line number. |
| Cancel Status | PO Line Details | Encumbrance line cancel status. |
| Change Status | PO Line Details | Change Order Status for the encumbrance line. |
| Category Code | PO Line Details | Provide 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 Measure | PO Line Details | The Unit of Measure for the encumbrance line. |
| Amount Only Flag | PO Line Details | To 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 Nature | PO Line Details | Indicates whether an item is a good or a service. |
| Item Description | PO Line Details | Description of the encumbrance line item. |
| Filler1 | PO Line Details | This field is reserved for future use in Florida PALM. |
| Filler2 | PO Line Details | This field is reserved for future use in Florida PALM. |
| Filler3 | PO Line Details | This field is reserved for future use in Florida PALM. |
| Filler4 | PO Line Details | This field is reserved for future use in Florida PALM. |
| Filler5 | PO Line Details | This field is reserved for future use in Florida PALM. |
| Filler6 | PO Line Details | This field is reserved for future use in Florida PALM. |
| Filler7 | PO Line Details | This field is reserved for future use in Florida PALM. |
| Filler8 | PO Line Details | This field is reserved for future use in Florida PALM. |
| Filler9 | PO Line Details | This field is reserved for future use in Florida PALM. |
| Filler10 | PO Line Details | This field is reserved for future use in Florida PALM. |
| Record Code | PO Line Ship Details | Indicates Encumbrance Line Shipping information. This field is the row identifier and should be added at the start of each line ship details row. |
| Business Unit | PO Line Ship Details | Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions. |
| PO ID | PO Line Ship Details | System generated Encumbrance ID in Florida PALM. |
| PO Reference | PO Line Ship Details | Free text reference field. Source encumbrance number. |
| PO Line Number | PO Line Ship Details | Encumbrance line number. |
| PO Schedule Number | PO Line Ship Details | Encumbrance Schedule Number |
| PO Price | PO Line Ship Details | Unit Price for the encumbrance line item. |
| PO Quantity | PO Line Ship Details | Quantity of the encumbrance line to be distributed. |
| Total Merchandise Amount | PO Line Ship Details | Total amount for the encumbrance line to be distributed. |
| Filler1 | PO Line Ship Details | This field is reserved for future use in Florida PALM. |
| Filler2 | PO Line Ship Details | This field is reserved for future use in Florida PALM. |
| Filler3 | PO Line Ship Details | This field is reserved for future use in Florida PALM. |
| Filler4 | PO Line Ship Details | This field is reserved for future use in Florida PALM. |
| Filler5 | PO Line Ship Details | This field is reserved for future use in Florida PALM. |
| Filler6 | PO Line Ship Details | This field is reserved for future use in Florida PALM. |
| Filler7 | PO Line Ship Details | This field is reserved for future use in Florida PALM. |
| Filler8 | PO Line Ship Details | This field is reserved for future use in Florida PALM. |
| Filler9 | PO Line Ship Details | This field is reserved for future use in Florida PALM. |
| Filler10 | PO Line Ship Details | This field is reserved for future use in Florida PALM. |
| Record Code | PO Distribution Details | Indicates Encumbrance Distribution Line information. This field is the row identifier and should be added at the start of each distribution line row. |
| Business Unit | PO Distribution Details | Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions. |
| PO ID | PO Distribution Details | System generated Encumbrance ID in Florida PALM. |
| PO Reference | PO Distribution Details | Free text reference field. Source encumbrance number. |
| PO Line Number | PO Distribution Details | Encumbrance line number. |
| PO Schedule Number | PO Distribution Details | Encumbrance Schedule Number |
| PO Distribution Line Number | PO Distribution Details | Distribution Line number for the encumbrance line. Numeric value starting with 1. |
| Distribution Encumbrance Quantity | PO Distribution Details | Quantity to be distributed on the encumbrance distribution line. |
| Distribution Percentage | PO Distribution Details | Enter 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 Amount | PO Distribution Details | Total amount of the encumbrance distribution line. |
| Organization | PO Distribution Details | Organization ChartField tracks information according to a breakdown of your organization. |
| Account | PO Distribution Details | General Ledger Account, specified as balance sheet account (e.g., asset, liability, equity) or operating account (e.g., expenditure, revenue). |
| Fund | PO Distribution Details | Segregates and captures specific activities or classifies certain objectives in accordance with special regulations, restrictions, or limitations. |
| Budget Entity | PO Distribution Details | Budget Entity ChartField represents organizations and/or functions to which appropriations are made and typically represents a program. |
| Category | PO Distribution Details | Category ChartField represents both appropriation categories and revenue source codes. |
| State Program | PO Distribution Details | State Program ChartField tracks revenue and expenditures for programs within or across your organizations. |
| Grant | PO Distribution Details | Grant ChartField tracks grant Ids within or across your organizations. |
| Contract | PO Distribution Details | Contract ChartField captures expenditure and revenue transactions as required for two party agreements. |
| OA1 | PO Distribution Details | Other Accumulator ChartField can be used for various purposes, such as, tracking for optional reporting, or cost pools. |
| OA2 | PO Distribution Details | Agency Unique ChartField is a flexible field reserved for tracking for optional reporting or specific use. |
| PC Business Unit | PO Distribution Details | Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions for Project related ChartFields. |
| Project | PO Distribution Details | Project 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. |
| Activity | PO Distribution Details | Tracks specific tasks that make up a Project and records transactional details; a Project must have at least one associated Activity ID. |
| PC Source Type | PO Distribution Details | The Source Type ChartField identifies the purpose or origin of a Project-related transaction. |
| PC Category | PO Distribution Details | The Proj Category ChartField provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project. |
| PC Subcategory | PO Distribution Details | The Subcategory ChartField provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project. |
| Budget Date | PO Distribution Details | Budget 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 ID | PO Distribution Details | Asset Profile ID |
| Filler1 | PO Distribution Details | This field is reserved for future use in Florida PALM. |
| Filler2 | PO Distribution Details | This field is reserved for future use in Florida PALM. |
| Filler3 | PO Distribution Details | This field is reserved for future use in Florida PALM. |
| Filler4 | PO Distribution Details | This field is reserved for future use in Florida PALM. |
| Filler5 | PO Distribution Details | This field is reserved for future use in Florida PALM. |
| Filler6 | PO Distribution Details | This field is reserved for future use in Florida PALM. |
| Filler7 | PO Distribution Details | This field is reserved for future use in Florida PALM. |
| Filler8 | PO Distribution Details | This field is reserved for future use in Florida PALM. |
| Filler9 | PO Distribution Details | This field is reserved for future use in Florida PALM. |
| Filler10 | PO Distribution Details | This field is reserved for future use in Florida PALM. |
Version History
Date | Revision Description |
|---|---|
12/01/2023 | Original Version |
| 5/22/2024 | Removed 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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