Level 2 Business Process Workflow: P2P Procurement to Payment. 7.1 P2P Establishing Encumbrances. Agency Accounting. Agency Program/ Unit Area

Transcription

1 Program/ Unit Area Accounting 1 of 9 Date As Of: 06/05/2015 Level 2 Business Workflow: Procurement to Payment 7.1 Establishing s / Branch Steps Shaded Gray Indicate Activities Outside Florida PALM Off 1.6 Passes IP 1 R 1 CP 1 AE 1.8 Established PJT 1.4 GAC 4.1 BUD Need to Adjust? CP 1.10 Adjustment Approved BUD 1.7 CP 1.5 Florida PALM Checks Change Accounting Codes? Make Available Override? CP 1.7 Override Available R2R Input 1.1 s Procurement Office Provides Purchasing Requirements Procurement? 1.3 Need Determined 1.2 Purchase/Obligation for Utility Payments,, or Small Dollar Purchases

2 Receiver or Invoice or Program Invoice Invoice er Enterprise Accounting (CFO) 2 of 9 Date As Of: 06/05/2015 Level 2 Business Workflow: Procurement to Payment 7.2 Invoice through Voucher / Branch Attachment Off IP 2 CP 2 IP 3 CP Select Audit Sample Transaction selected for Audit? CP 2.11 DFS Audits Transaction Approved by Auditing? AE 2.12 Create Voucher 3.1 R 4 R2R 2.1 PJT 2.1 GAC 4.1 BUD 2.13 Approved? 2.13 Invoice R2R 2.1 BUD 2.13 R Approve Invoice Issues Resolved? AE 2.14 Invoice Rejects Transaction 2.6 Invoice 2.7 Passes Change Accounting Codes? Make Available Override? CP 2.8 Override Available BUD 1.7 CP 2.5 Florida PALM Checks Approved? tification to Program to advise of disapproval 2.4 Program R2R 2.1 BUD 2.13 AE 2.3 Invoice/ Credit Submitted AE 1.18 R Authorized Invoice/ Credit Received 2.1 Receive Goods/ Approve Services

3 Accounting Enterprise Accounting (CFO) Treasury 3 of 9 Date As Of: 06/05/2015 Level 2 Business Workflow: Procurement to Payment 7.3 Voucher through Payment / Branch Steps Shaded Gray Indicate Activities Outside Florida PALM Off R 14 CP 3.5 Treasury Wire Transfer R 5 CSH 2.3 CSH AE 2.5 AE Identify Items for Payment CP 3.2 Verify Cash Sufficient Cash? Wire Transfer ed? Offset to apply? R 7 R 9 R CSH CP 3.10 Transparency Portal CSH 3.10 ARB 2.8 CP 3.6 Payment Offsets 3.9 Vendor and Benefitting tified R 6 R 8 R Issue Payment R 12 R 13 R Payment Settled? 3.12 Payment Reconciliation ARB 2.10 CSH 3.1 PJT 2.1 GAC 4.1 A2D 1.3 Transparency Portal 3.13 Cancel Payment and Reissue? 3.3 tify CSH Calculate Offset to Creditor and Available Balance to Vendor 3.14 ACH Return? R 16 R CSH CP 3.13 Reissue/Cancel CSH AE Resolves CP 3.8 Paying Approval Offset in Force? 3.15 Returned/Unsettled Warrant Resolution and Reconciliation Reissue, Cancel, or Pending Escheatment? Escheatment 3.16 Escheatment 3.17 Unclaimed Property 2.3

4 Contract Staff Program and Contract Manager Enterprise DFS A&A 6 of 9 As of: 06/05/2015 Level 2 Business Workflow: Procurement to Payment 7.6 Contracts / Branch Off 6.6 Perform Contract R22 IP 6.7 Finalize and Upload Audit with IP 4 CP 6.4 Program CP 6.5 Manage Contract AE 2.3 Set-up/Modify Executed Contract BUD 2.8 R2R 2.2 R 23 BUD 2.8 CP 4 R2R 2.2 A2D 1.3 PJT 2.1 Passed 6.8 Changes to Contract? 6.9 Are Changes Needed to Closeout? R Enter Contract Terms and Conditions R 19 Generate FY Allotment? IP 6 AE 6.2 Generate FY Allotment R 20 Passed GAC 1.45 AE 6.3 Generate FY R 21 CP 6.10 Contract Complete

5 Staff Program / Direct Supervisor Leadership 7 of 9 As of: 06/05/2015 Level 2 Business Workflow: Procurement to Payment 7.7 / Branch Steps Shaded Gray Indicate Activities Outside Florida PALM Off Approve? CP 7.7 Leadership s CP 7.2 R 25 Approve? 7.3 Advance ed? CP 7.4 Advance Approve Advance? R 28 R Require Leadership Approval? BUD Encumber? R2R 2.2 AE 7.9 Encumber 7.10 Advance? R 33 IP 7.13 Advances via Business Systems AE Submit Approved Advance CP 5 R 32 R 31 AE 2.3 CP 7.15 Expense / Reimbursement IP 7.16 Expense / Reimbursements via Business Systems R Submit Authorization 7.5 Resolve and Resubmit? R Completed R 29 AE 7.14 Submit Expense / Reimbursement

6 Due To (Billing ) Due From (Paying ) Program 8 of 9 Date: 06/05/15 Level 2 Business Workflow: Procurement to Payment 7.8 ergovernmental Due To/Due From / Branch Attachment Off CP 8.13 Program and Edit 8.14 AR/AP Invoice Flip ARB AE Assign to Program 8.2 Acknowledge AR Invoice 8.3 Appears Billed Correctly? 8.4 Return for Additional Information? 8.8 Reject Receivable 8.5 tify Due To that Additional Information is Needed ARB 2.20 ARB 2.20 ARB er-agency Due To/Due From Shared View Update 8.6 Acknowledge for Additional Information 8.7 Update Receivable 8.9 Acknowledge Rejected AR Invoice 8.10 Update Receivable with Rejection Need to Correct Due From Number? 8.11 Correct Due From Number

7 Invoice or Invoice Enterprise (DFS Financial ing) 9 of 9 Date: 06/05/2015 Level 2 Business Model: Procurement to Payment 7.9 Direct Load and PCard Payment / Branch Attachment Off 9.5 Passes 9.8 Direct Load Warrant AE 9.9 Create Voucher 3.1 IP 8 CP 9.4 Florida PALM Checks Change Accounting Codes? Make Available Override? PJT GAC R2R 2.1 BUD b PCard Payment Data CP 9.2 Format edits/ data validity AE 9.3 Invoice/ Credit Submitted R Invoice CP 9.7 Override Available IP 7 9.1a Direct Load Warrant Data (DOR, DEO, AHCA, DCF, DFS, DMS**)