Record Manual Payments (30.5.1)
  • 10 Apr 2024
  • 12 Minutes to read
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Record Manual Payments (30.5.1)

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Article summary

Business Process Overview

The Record Manual Payments business subprocess identifies the steps to record the accounting for payments issued outside Florida PALM.

Business Process Diagram

Business Process Diagram for 30.5.1 Record Manual Payments

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. 

  • Agency AP Processoragency role responsible for entering invoices, voucher corrections and issuing and maintaining disbursements in Florida PALM
  • DFS AP ProcessorDFS role responsible for recording payments issued by DFS outside of Florida PALM

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

Inbound Voucher Load (API002)

Manual Payment Vouchers are loaded into Florida PALM from agency business systems using the Inbound Voucher Load interface to record payments made outside of Florida PALM.


For vouchers where Manual Payment Method is selected, the Check Number for the payment issued outside of Florida PALM must be included within the Payment Reference field in the API002 Inbound Voucher Load interface. This is a required field when the Manual Payment Method is selected.


2

Inbound Voucher Spreadsheet Upload (API041)

Agencies use the Inbound Voucher Spreadsheet Upload to load Manual Payment Vouchers into Florida PALM when an agency business system is not available to handle the connection to record payments made outside of Florida PALM.


For vouchers where the Manual Payment Method is selected, the Check Number for the payment issued outside of Florida PALM must be included within the Payment Reference field in the API041 Inbound Voucher Spreadsheet Upload. This is a required field when the Manual Payment Method is selected.


3

Perform Interface Error Checking

Edit validations are performed on each interface before the data is allowed to load to the Accounts Payable staging tables. If file is rejected, all transactions in the file are rejected and the file must be resubmitted once issue is resolved.


If file is not rejected, edit validations are performed on each transaction before the data is allowed to load for processing in the Accounts Payable module. Additional edits will be performed during the transaction life cycle.


Rejected transactions are managed through the 120.1 Interface Error Handling Process.


Edit Validations include:

  • ChartField Validation
  • ChartField Combination Edits
  • Amount Validation
  • Open Period Validation
  • Supplier Validation
  • The edit check process includes the Budgetary Value combination edit check, which checks Fund, BE, & Cat combinations for a BU, the transaction will fail if this combination is inaccurate.


In addition, there are interface specific edits that pertain to AP data elements and fields.


4

Issue Warrant(s) Outside of Florida PALM

A warrant is issued outside of Florida PALM by the agency.


5

Record Manual Payment Voucher

The Agency AP Processor enters a manual warrant payment made outside of Florida PALM as a Regular Voucher in Florida PALM, and selects the Payment Method ‘Manual’. By selecting the Manual Payment Method, Florida PALM records the payment and handles the appropriate accounting entries, but does not issue a payment to the supplier.


For vouchers where the Manual Payment Method is selected, the Check Number for the payment issued outside of Florida PALM must be included within the Payment Reference field. This is a required field when the Manual Payment Method is selected.


6

Issue Warrant(s) Outside of Florida PALM

A warrant is issued outside of Florida PALM by DFS.


7

Record Manual Payment Voucher

The DFS AP Processor enters a manual warrant payment made outside of Florida PALM as a Regular Voucher in Florida PALM, and selects the Payment Method ‘Manual’. By selecting the Manual Payment Method, Florida PALM records the payment and handles the appropriate accounting entries, but does not issue a payment to the supplier.


For vouchers where the Manual Payment Method is selected, the Check Number for the payment issued outside of Florida PALM must be included within the Payment Reference field. This is a required field when the Manual Payment Method is selected.


8

Run Edit Check

The Edit Check validations will trigger on save for online vouchers. This will validate ChartField values are active, validate Combination Edit rules, including Budgetary value combinations applicable to the transaction (i.e., does transaction reflect an accurate Budget Entity to State Program correlation), and validate that accounting period is open. If edit errors are identified it will prevent the transaction from saving.


9

Resolve Errors

Edit errors must be resolved prior to the transaction proceeding. Processors should confirm the validity of the ChartField values and the ChartField string used on the transaction and make necessary updates. The Agency AP Processor should confirm that the date of the transaction falls within an open period.


If the error persists after making updates, and a SpeedKey is being used, The Agency AP Processor should consult with an Agency COA Maintainer to determine if the SpeedKey was established inaccurately.


10

Run Budget Check

All approved/pre-approved vouchers run through the Budget Check process that validates the amount for the ChartField values entered in the voucher distribution.


Upon successful Budget Check, the budget is consumed and an expenditure entry is created within Commitment Control as noted in the 20.2 Budget Execution and Management business process.


This step liquidates any encumbrance that is associated with the voucher and creates an expenditure entry within commitment control.


Upon failure of Budget Check, the budget will not be consumed and the Budget Exception needs to be corrected within the following steps to proceed forward with the transaction.


11

Review Allotment Warning

Agency established allotment balances will be checked by the Budget Check process. If the transaction amount is less than the available allotment balance, the transaction will continue processing. If the transaction exceeds the available allotment balance, a warning message will display noting that the transaction has passed allotment budget checking but with warnings.


Transaction can proceed with a warning. Internal agency policy should guide Processor regarding transaction processing when a warning is returned.


Please see 20.2 Budget Execution and Management for more information on managing warnings and the resulting negative allotment balances created.


12

Manage Budget Exceptions

If the transaction exceeds the available Appropriations (includes appropriations and releases) balance, the transaction will fail Budget Check.


If an ABS transaction fails budget check, it’s the agency’s decision on how to proceed. The Agency AP Processor can update the amount and/or ChartField String or cancel/delete the transaction to resolve the error or contact the Agency KK Budget Maintainers. The source system would also need to be updated.


The Agency AP Processor has the option, based on your agency policy, to update the Voucher within Florida PALM or to delete the voucher, requiring the transaction to be resent with the corrected data in a subsequent file. If the correction is made in Florida PALM, your ABS will also need to be updated with the correct information.


Please see 20.2 Budget Execution and Management for more information. Transactions that fail budget check do not consume appropriations. Budget check exceptions continue to be systematically checked until they are resolved.


13

Voucher Post

The Voucher Post step indicates that the voucher completed the required steps and is approved for payment at the scheduled date.


When the voucher is posted, an accounting entry is generated to recognize an accounts payable (i.e., a liability) to the supplier, and to recognize the associated expense/expenditure accrual.


The posted voucher identifies the scheduled payment date, which is used for selection to the applicable Pay Cycle to generate the warrant or electronic payment, as applicable.


Several reports are available for managing vouchers. 


14

Run Cash Check

The Cash Check process will run at the designated interval. Cash Check validates transactions to spendable cash and confirms use of valid ChartField Strings. Spendable cash represents the remaining available fund cash balance reflected in the Cash Ledger.


If the transaction exceeds the spendable cash balance, the transaction will fail. Transactions with errors stop at the Cash Checking stage and do not proceed until the error is corrected, adjusted, or cancelled.


15

Manage Cash Checking Errors

The Agency AP Processor can update the amount and/or ChartField strings, or cancel the transaction to resolve the error or contact the Agency KK Cash Maintainer for guidance. Please see 20.2.2 Manage Cash Checking and Chart of Account Design for more information regarding spendable cash balances. Transactions that fail cash check do not consume spendable cash. Cash Check errors continue to be systematically checked until they are resolved.


When the transaction passes Cash Check with no exceptions, the transaction will proceed with its lifecycle.


Spendable cash balance is reduced by the amount of the transaction upon passing Cash Check.


16

Payment Post

Payment Post creates accounting entries from payment-related transactions, such as manual payments, System Checks (warrants), ACH/EFT payments, and cancelled payments. These accounting entries are stored in the General Ledger.


Multiple payment-related reports are available within Florida PALM to assist users in managing the payment process. Payment related reports can be found within the Key Reports section of the 30.4 Process Payments Business Process.


The Journal Generator (JGEN) process runs following Payment Post to process posted accounting entry data from the Florida PALM Source Modules, summarizes the data, and creates journals in the General Ledger. The Journal Generator process will edit, budget check and post the journal entries created during the process. Please see 10.2 Enter and Process Journals for more information on source module journal entries.


Following Payment Post, automatic bank reconciliation is initiated within the 70.2 Manage and Reconcile Bank Statements Business Process.


17

Outbound Voucher and Payment Extract (API031)

The Outbound Voucher and Payment Extract interface is a flat file that provides voucher and payment detail information to FFMIS and agency business systems, as well as internally and externally managed transparency websites and source data systems, including: State of Florida Transparency Portal, and Vendor Payment History Site.

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

AP01

Creating an Encumbered Voucher

Debit: Expenditures (U)

Credit: Accounts Payable (S)

Liquidates encumbrance and reduces Release Balance

Debit: Expenditures

Credit: Accounts Payable

AP02

Creating an Unencumbered Voucher

Debit: Expenditures (U)

Credit: Accounts Payable (S)

Reduces Available Appropriation, Allotment, and Release balances

Debit: Expenditures

Credit: Accounts Payable

AP03

Payment Issuance

Debit: Accounts Payable (U)

Credit: Agency Fund Cash (S)

Reduces spendable cash balance

Debit: Accounts Payable

Credit: Agency Fund Cash

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

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

Periodic, Ad Hoc

Agency, DFS

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

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

API002

Inbound Voucher Load – inbound interface containing invoice data from external systems to load Regular Vouchers, Single Payment Vouchers, and Adjustment Vouchers

Daily

Agency Business Systems

Florida PALM

API031

Outbound Voucher and Payment Extract – Outbound interface containing voucher accounting, voucher status and payment information to source systems, transparency sites and Vendor History

Daily

Florida PALM

Agency Business Systems, MFMP, STMS, Works

API041

Inbound Voucher Spreadsheet Upload – Inbound interface to load voucher information via spreadsheet (Excel) upload

Daily

Agency Business Systems

Florida PALM

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

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

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