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.

POI001-Outbound Encumbrance Extract-Layout.xlsx

POI001-Sample Data.txt

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 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.
Filler1	PO Header Details	This field is reserved for future use in Florida PALM.
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.

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What's Next

Outbound Carry Forward Payable (POI007)

Table of contents

Interface Description
Business Process Model
Selection Criteria
File Layout
Version History