- 16 Jul 2024
- 9 Minutes to read
-
Print
-
DarkLight
-
PDF
Write-Off AR (60.1.3)
- Updated on 16 Jul 2024
- 9 Minutes to read
-
Print
-
DarkLight
-
PDF
Business Process Overview
Florida PALM also provides approval workflow for write-offs and manual online entry to create or update receivables. The customer account is updated to reflect outstanding items and payments received.
Business Process Diagram
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 AR Item Processor: agency role responsible for processing write-offs
- Agency AR Write-Off Approver: agency role responsible for reviewing and approving write-offs
- DFS AR Write-Off Approver: DFS role responsible for reviewing and approving write-offs
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 | Analyze Customer Accounts | The Agency AR Item Processor analyzes and reconciles customer accounts to determine if an outstanding balance needs to be written off (e.g., statute of limitations, bankruptcy, or deceased). |
2 | Create Maintenance Worksheet | If the analysis requires a write-off, the Agency AR Item Processor creates and submits a Maintenance Worksheet with the receivable selected to write-off. The worksheet is routed through the approval workflow to the Agency AR Write-Off Approver. Below provides the Worksheet Application Page where a write-off is applied. |
3 | The Write-Off approvers use the AR Write-Off Approval link in the WorkCenter to review any write-off pending their approval. If the write-off is Denied or more information is requested by the Agency AR Write-Off Approver, the ARW007 Maintenance Write-Off Worksheet Workflow routes the transaction back to the Agency AR Item Processor to provide updates or more information. If transactional updates are completed, the transactions will be routed back through all applicable Approvers. If the transaction is Denied and the Agency AR Processor does not make updates, the agency will follow the 60.1.4 AR Period Close business process to close out the transaction. If the write-off is Approved by the Agency AR Write-Off Approver, the transaction lifecycle proceeds to the DFS AR Write-Off Approver. | |
4 | DFS Write-Off Approval (ARW007) | The Write-Off approvers use the AR Write-Off Approval link in the WorkCenter to review any write-off pending their approval. The DFS AR Write-Off Approver can Pushback the Write-Off through the ARW007 Maintenance Write-Off Worksheet Workflow and the transaction will route back to the Agency AR Write-Off Approver to provide more information. If Request Information is used through the ARW007 Maintenance Write-Off Worksheet Workflow by the DFS AR Write-Off Approver, the transactions are placed on hold for the Agency AR Item Processor to provide more information before the approval process can move forward. If the write-off is Denied through the ARW007 Maintenance Write-Off Worksheet Workflow by the DFS AR Write-Off Approver, the transaction routes back to the Agency AR Item Processor for updates. If transactional updates are completed, the transactions will be routed back through all applicable Approvers. If the write-off is Approved by the DFS AR Write-Off Approver, the transaction lifecycle proceeds. |
5 | Set Worksheet to Post | Write-off must be approved to go through the system jobs (e.g., Edit Check, Budget Check, and post to the Ledgers). Once approved, 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 write-off transaction and continue the lifecycle. Below provides the Worksheet Action Page where a write-off is set to post by selecting Batch Standard. |
6 | 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. |
7 | 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. |
8 | Run Budget Check | Budget Check process will run at the designated interval to decrease the recognized revenue balance. Revenue Budget check is set to systematically pass when an AR Write-Off Account value is present on a transaction. Once the Budget Check process is complete, customer balances are updated in the AR module. |
9 | Update Ledger Balances | Upon passing the budget check, the revenue ledger will be updated in the Commitment Control module. Please see 20.2 Budget Execution and Management for more information. |
10 | 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. |
Worksheet Application Page
Worksheet Action Page
Demo Video
Create Maintenance Worksheet Demo Video: Click the image below to view a demonstration video on creating a Maintenance Worksheet.
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.
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 |
Interfaces
The table below provides the Interfaces identified on the Business Process.
Interface Number | Interface Description | Interface Frequency | Source | Target |
---|---|---|---|---|
N/A |
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 |
---|---|---|
ARW007 | Maintenance Write-Off Worksheet Workflow - Workflow that routes AR maintenance write-off items for approval within or between organizations and DFS. | Agency and A&A |
Version History
Date | Revision Description |
---|---|
02/01/2024 | Original Version |