Refund AR (60.1.2)
  • 12 Mar 2024
  • 7 Minutes to read
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Refund AR (60.1.2)

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Article summary

Business Process Overview

Agencies with an AR business system may choose to continue recording and maintaining receivables in their Agency Business System. In Florida PALM, agencies have the option to record item receivables for a Customer. The pending receivables are established by manually entering a receivable, uploading a spreadsheet, or interfacing from an Agency Business System and receivable items can be updated as needed.

Business Process Diagram

Business Process Diagram for 60.1.2 Refund AR

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

Need to Create a Refund

The Agency AR Item Processor needs to create a refund to a Customer (e.g., overpayment, item correction, disputed service, credit balance).


The AR module can be used to issue customer refunds when AR items are recorded for the Customer. If the refund is not related to a customer AR item, the customer refund needs to be processed through an AP voucher in 30.3.1 Process Vouchers business subprocess.


2

Create a Maintenance Worksheet

If a receivable is being refunded, the Agency AR Item Processor uses the Maintenance Worksheet to select Item(s) for refund. A Maintenance Worksheet is a workspace for adjusting posted receivables. If needed, the Application for Refund form is attached to the Maintenance Worksheet to provide support for the refund.


Below provides the Worksheet Application Page where a refund is applied.


3

Set Worksheet to Post

The Agency AR Item Processor sets the Maintenance Worksheet to post by selecting Batch Standard on the page. This step is required for the Receivables Update to process the refund transaction and continue the lifecycle.


Below provides the Worksheet Action Page where a refund is set to post be selecting Batch Standard.


4

Run Edit Check

Edit Check process will run at the designated interval. Edit Check process will validate that ChartField values are active, validate Combination Edit rules applicable to the transaction (i.e., does transaction reflect an accurate Budget Entity to State Program correlation), and validate the Accounting Period is open.


5

Resolve Edit Errors

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


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


6

Run Budget Check

Budget Check process will run at the designated interval to increase or decrease the revenue balances. Revenue Budget check is set to systematically pass when revenue Account values are present on a transaction to allow revenue to post.


Once the Budget Check process is complete, customer balances are updated in the AR module.


7

Update Ledger Balances

For the Refund Customer transaction, there are no Commitment Control impacts as they were created in the 60.1.1 Record AR business subprocess through the Reduce AR accounting event.


8

Generate GL Journals

Journal Generator (JGEN) processes 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.


9

Process Receivable Refund

The Receivable Refund Request process is an automated system process that will run at the designated interval.


A refund is created as a Single Payment Supplier voucher.


The Receivable Refund Request process builds a voucher in Accounts Payable (AP) (30.3.1 Process Vouchers) and generates the refund payment to the customer where the applicable ledgers are impacted.

Worksheet Application Page

Worksheet Application Page

Worksheet Action

Worksheet Action

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

AR06

Refund Customer

Debit: AR (S)

Credit: Revenue Refund Account (S)

Refund Customer AP Accounting Events will be provided later.

N/A

Debit: AR

Credit: Revenue Refund Account

Reports

Key Reports are displayed as icons with the Report Number on this Business Process. 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

ARR025

AR Data Report – A report that provides AR data including pending items and items to agencies for analysis purposes.

PeopleSoft

Periodic

Agencies

R2

KKR023

Revenue Report – A report that provides revenue estimates, revenue recognized, and revenue collected by Fund, Budget Entity, Category, and account code by ChartField combinations.

PeopleSoft

Periodic

Agency, DFS

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

Interfaces

The table below provides the Interfaces identified on the Business Process.

Interface Number

Interface Description

Interface Frequency

Source

Target

N/A



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

Forms

The table below provides the forms identified on this Business Process.

Form Number

Form Description

Audience

N/A



Workflows

The table below provides the workflows identified on this Business Process.

Workflow Number

Workflow Description

Audience

N/A



Version History

Date

Revision Description

02/01/2024

Original Version

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