Post on 28-Jun-2020
OCTOBER 8 - 10, 2019
Welcome
Budget Structures Recap
Budget Structures Deep Dive
Illustrative Accounting Journey◦ Budgeting
◦ Recording
◦ Reporting
Wrap-Up and Next Steps
3
Agenda
October 2019Chart of Accounts (COA) Design Working Session #2
4
Chart of Accounts (COA) Design Working Session #2 October 2019
Facilities Logistics
Cell Phone on Silent
Questions/Parking Lot
Break
Public Meeting with Published Meeting Minutes
5
Chart of Accounts (COA) Design Working Session #2
WelcomeHousekeeping
October 2019
Establish the structures, definitions, and individual design components
of the Florida PALM ChartFields and Budget Structures by which
budgetary and financial controls will be managed and financial
transactions tracked and recorded.
Through collaborative efforts with FFMIS partners, DFS, and
organizations:◦ Confirm the Florida PALM COA design
◦ Encourage organizations to apply Budget Structures concepts to operational
scenarios
The effective date of the adoption of the Florida PALM COA will be
aligned with an organization’s transition date to Florida PALM
6
Chart of Accounts (COA) Design Working Session #2
WelcomePurpose
October 2019
Introductions of Florida PALM Team
Introductions of Participating Organizations
7
Chart of Accounts (COA) Design Working Session #2
WelcomeIntroductions
October 2019
StatewideBusiness Unit
Specific
Chart of Accounts (COA) Design Working Session #2
9
Budget Structures RecapFlorida PALM Chart of Accounts
Florida PALM ChartFields
Business
UnitFundOrganization Contract
Agency
UniqueAccount State Program Category Project
Other Accum.
(OA)Budget Entity
Activity
Project-related ChartFields
Source Type Proj Category
Subcategory
October 2019
Commitment Control (KK) represents the PeopleSoft terminology for budgetary accounting. Commitment control ledgers are tightly integrated with the General Ledger and enable budget rules to control and track (i.e., control options) expenditures against expenditure budgets and revenues against revenue estimates.
10
Budget Structures RecapTerminology
October 2019Chart of Accounts (COA) Design Working Session #2
Budget Ledgers are the detail ledgers that stores accounting transaction details. Budget ledgers provide the ability to operate in multiple periods.
Ledger Groups enable grouping of detail ledgers by the type of budget (e.g., expenditure or revenue) to record a transaction (e.g., budgets, expenditures, revenues). Grouping ledgers allow multiple ledgers to be controlled by a single budget structure.
11
Budget Structures RecapTerminology
October 2019Chart of Accounts (COA) Design Working Session #2
A calendar is used to define a Budget Year (i.e., Annual)◦ Each fiscal year is treated as one budget period and budgets are established
for the fiscal year
◦ For start date 07/01/2020 and end date 06/30/2021
Budget Year = 2021
Fiscal Year = 2021
Budget Control ensures that commitments and expenditures don’t exceed budgets. It enables the tracking of transactions against budgets and terminate a document’s cycle if the defined budget conditions are not met.
12
Budget Structures RecapTerminology
October 2019Chart of Accounts (COA) Design Working Session #2
13
Budget Structures RecapTerminology
October 2019Chart of Accounts (COA) Design Working Session #2
15
Budget Structures Deep DiveBudget Structures Overview
October 2019Chart of Accounts (COA) Design Working Session #2
Budget Ledgers and Ledger Groups
Budget Journals◦ Appropriations, Releases, Reserves
◦ Allotments
Available Budget Balance
Budget Checking
Budget Year
17
Budget Structures Deep DiveBudget Ledgers and Ledger Groups
October 2019Chart of Accounts (COA) Design Working Session #2
Ledger Groups are comprised of two types:◦ Expense Ledger Groups
Appropriations
Releases
Reserves
Allotments (Operational, Projects, Contracts, and Projects/Contracts)
◦ Revenue Ledger Group
Revenue
Ledger Groups interact with one another
18
Budget Structures Deep DiveBudget Ledgers and Ledger Groups
October 2019Chart of Accounts (COA) Design Working Session #2
C_APPROP_B
Appropriations Budget Ledger
(holds the Budget)
C_APPROP_E
Appropriations Expenditure Ledger
(valid budget-checked transactions
not necessarily posted)
CC_APPROP
Appropriations Ledger Group
(Appropriations Budget Structure)
C_APPROP_ENC
Appropriations Encumbrance Ledger
The expense Ledger Groups consists of the Budget, Expenditure,
and Encumbrance Detailed Ledgers
Ex. Appropriations Ledger Group
19
Budget Structures Deep DiveBudget Ledgers and Ledger Groups
October 2019Chart of Accounts (COA) Design Working Session #2
C_REVEST_B
Revenue Estimate Budget Ledger
(holds the Revenue Estimates)
C_REVEST_R
Revenue Estimate Recognized Ledger
(Deposits, Journals Recorded)
CC_REVEST
Revenue Estimate Ledger Group
(Revenue Estimate Budget Structure)
C_REVEST_C
Revenue Estimate Collected Ledger
(Deposits, Journals Posted)
The revenue Ledger Group consists of Budget, Recognized, and
Collected Detailed Ledgers
Ex. Revenue Estimate Ledger Group
21
Budget Structures Deep DiveBudget Journals
October 2019Chart of Accounts (COA) Design Working Session #2
Budget Journals are used to record Appropriations, Releases,
Reserves, Allotments, Projects, and Revenues, that have varying
levels of control
Budget Journals are recorded in the budget detailed ledger
Recording Characteristics◦ Budget Journals utilize ChartField values that are budgetary and transactional
◦ Appropriations are loaded at the Florida PALM Budgetary Fund Level
◦ Daily budgetary activity occurs at the Florida PALM Transactional Fund Level
i.e., Allotments
22
Budget Structures Deep DiveBudget Journals
October 2019Chart of Accounts (COA) Design Working Session #2
Budgetary Fund Tree Example
Budgetary Fund Level(Appropriations, Releases, Reserves)
Transactional Fund Level(Allotments & Revenue)
All Funds
9 22750 Financial Institutions Regulatory Trust Fund
9 27500 Division of Financial Institutions
9 27501 Credit Union Regulation
9 27502 Bank Regulation
23
Budget Structures Deep DiveBudget Journals
October 2019Chart of Accounts (COA) Design Working Session #2
Ex: Appropriations for Department of Business and Professional
Regulations
Florida
PALM:
Source Ledger Group Detailed Ledger BU-Fund-BE-CAT-Account BY Amount
LAS/PBS CC_APPROP C_APPROP_B 79000-25470-79010100-040000-700000 2020 $3M
LAS/PBS CC_APPROP C_APPROP_B 79000-20220-79400100-040000-700000 2020 $1M
LAS/PBS CC_APPROP C_APPROP_B 79000-20860-79400300-040000-700000 2020 $8M
24
Budget Structures Deep DiveBudget Journals – Activity #1
October 2019Chart of Accounts (COA) Design Working Session #2
OLO SF Fund Budget Entity Category YR Object Code Amount
430000 1 000 43300400 040000 00 900000 $5M
Business Unit Fund Budget Entity Category Budget Year Account Amount
700000
The Legislature appropriated $5M to DFS for Fiscal Year 2019/2020
in the General Revenue Fund
Translate the following budgetary values into Florida PALM
appropriations budget journal(s)
Florida
PALM:
Budgetary
Values:
25
Budget Structures Deep DiveBudget Journals – Activity #1
October 2019Chart of Accounts (COA) Design Working Session #2
Business Unit Fund Budget Entity Category Budget Year Account Amount
43000 10000 43300400 040000 2020 700000 $5M
- - - - - - -
- - - - - - -
The Legislature appropriated $5M to DFS for Fiscal Year 2019/2020
in the General Revenue Fund
Translate the following budgetary values into Florida PALM
appropriations budget journal(s)
Florida
PALM:
OLO SF Fund Budget Entity Category YR Object Code Amount
430000 1 000 43300400 040000 00 900000 $5M
Budgetary
Values:
26
Budget Structures Deep DiveBudget Journals
October 2019Chart of Accounts (COA) Design Working Session #2
Allotments are used to manage budget lower than appropriations
Organizations may choose the level of control for allotments
Allotment Structures
OperatingAccount
Fund
Budget Entity
Category
Organization
ProjectAccount
Fund
Budget Entity
Category
Organization
Project
ContractAccount
Fund
Budget Entity
Category
Organization
Contract
Project/ContractAccount
Fund
Budget Entity
Category
Organization
Project
Contract
27
Budget Structures Deep DiveBudget Journals
Ex. Appropriations for DFS are allotted down to detailed
Transactional Fund values and detailed Account values
Appropriations
Business Unit Fund Budget Entity Category Budget Year Account Amount
43000 23930 43300400 040000 2020 700000 $5M
Allotments
October 2019Chart of Accounts (COA) Design Working Session #2
Business
UnitOrganization Fund
Budget
EntityCategory Budget Year Account Amount
43000 7120500000 39301 43300400 040000 2020 701201 $3M
43000 7130500000 39302 43300400 040000 2020 701202 $1M
43000 7140500000 39303 43300400 040000 2020 701203 $1M
28
Budget Structures Deep DiveBudget Journals – Activity #2
October 2019Chart of Accounts (COA) Design Working Session #2
The Legislature has appropriated $13M to DFS for Fiscal Year
2019/2020 to Federal Grants Trust Fund 22610. On 07/01/2019, how
can DFS administer allotments to breakout appropriations?
Business
UnitOrganization Fund Budget Entity Category
Budget
YearAccount Amount
7120500000 701201
7130500000 701202
7140500000 701203
AppropriationsBusiness Unit Fund Budget Entity Category Budget Year Account Amount
43000 22610 43300400 040000 2020 700000 $13M
Allotments
29
Budget Structures Deep DiveBudget Journals – Activity #2
October 2019Chart of Accounts (COA) Design Working Session #2
The Legislature has appropriated $13M to DFS for Fiscal Year
2019/2020 to Federal Grants Trust Fund 22610. On 07/01/2019, how
can DFS administer allotments to breakout appropriations?
Business
UnitOrganization Fund Budget Entity Category
Budget
YearAccount Amount
43000 7120500000 26101 43300400 040000 2020 701201 $5M
43000 7130500000 26102 43300400 040000 2020 701202 $5M
43000 7140500000 26103 43300400 040000 2020 701203 $3M
Allotments
AppropriationsBusiness Unit Fund Budget Entity Category Budget Year Account Amount
43000 22610 43300400 040000 2020 700000 $13M
32
Budget Structures Deep DiveAvailable Budget Balance
October 2019Chart of Accounts (COA) Design Working Session #2
General Ledger
ACTUALS
Actuals Ledger
(All financial activity is posted
at a summarized level)
Commitment Control
C_APPROP_B
Appropriations Budget Ledger
(holds the Budget)
C_APPROP_E
Appropriations Expenditure Ledger
(valid budget-checked transactions
not necessarily posted)
C_APPROP_ENC
Appropriations Encumbrance
Ledger
CC_APPROP
Appropriations Ledger Group
(Appropriations Budget Structure)
33
Budget Structures Deep DiveAvailable Budget Balance
October 2019Chart of Accounts (COA) Design Working Session #2
Source Ledger Group Detailed Ledger BU-Fund-BE-CAT-Account BY Amount
Budget Journal CC_APPROP C_APPROP_B 55000-25400-55150500-040000-700000 2020 $3,000,000
Source Module CC_APPROP C_APPROP_E 55000-54001-55150500-040000-723043 2020 $400,000
Source Ledger Group Detailed Ledger BU-Org-Fund-BE-CAT-Account FY BY Amount
Source Module ACTUALS ACTUALS 55000-0330203520-54001-55150500-040000-723043 2020 2020 $400,000
The $400,000 expenditure for a source module transaction, once
budget checked, is stored on the Expenditure detailed ledger of the
Commitment Control module to calculate budget consumption
Budget
$3,000,000
Encumbrances
$0-
-
-
- Expenditures
$400,000 =
= Available Budget Balance
$2,600,000
34
Budget Structures Deep DiveAvailable Budget Balance – Activity #3
October 2019Chart of Accounts (COA) Design Working Session #2
The Legislature has appropriated $850,000 to DOT for Fiscal Year
2019/2020 to Budget Entity 55150500 and Category 040000
DOT spends $20,000 on legal services (Account 723043) charging to
State Transportation Trust Fund – Fund 54001 and Organization
0330203520
DOT spends $25,000 on engineering services (Account 723057)
charging to State Transportation Trust Fund – Fund 54001 and
Organization 0330203520
There are no encumbrances established
35
Budget Structures Deep DiveAvailable Budget Balance – Activity #3
October 2019Chart of Accounts (COA) Design Working Session #2
What is the Available Budget Balance for this appropriation?
Budget
$850,000
Encumbrances
_______-
-
-
- Expenditures
________ =
= Available Budget Balance
__________
Source Ledger Group Detailed Ledger BU-Fund-BE-CAT-Account FY BY Amount
Budget Journal CC_APPROP C_APPROP_B 55000-25400-55150500-040000-700000 2020 2020 $850,000
Source Module CC_APPROP C_APPROP_E
Source Module CC_APPROP C_APPROP_E
Source Ledger Group Detailed Ledger BU-Org-Fund-BE-CAT-Account FY BY Amount
Source Module ACTUALS ACTUALS
Source Module ACTUALS ACTUALS
36
Budget Structures Deep DiveAvailable Budget Balance – Activity #3
October 2019Chart of Accounts (COA) Design Working Session #2
Source Ledger Group Detailed Ledger BU-Fund-BE-CAT-Account FY BY Amount
Budget Journal CC_APPROP C_APPROP_B 55000-25400-55150500-040000-700000 2020 2020 $850,000
Source Module CC_APPROP C_APPROP_E 55000-54001-55150500-040000-723043 2020 2020 $ 20,000
Source Module CC_APPROP C_APPROP_E 55000-54001-55150500-040000-723057 2020 2020 $ 25,000
Source Ledger GroupDetailed
LedgerBU-Org-Fund-BE-CAT-Account FY BY Amount
Source Module ACTUALS ACTUALS 55000-0330203520-54001-55150500-040000-723043 2020 2020 $ 20,000
Source Module ACTUALS ACTUALS 55000-0330203520-54001-55150500-040000-723057 2020 2020 $ 25,000
What is the Available Budget Balance for this appropriation?
Budget
$850,000
Encumbrances
$0-
-
-
- Expenditures
$45,000 =
= Available Budget Balance
$805,000
39
Budget Structures Deep DiveBudget Checking
October 2019Chart of Accounts (COA) Design Working Session #2
Transactions are subject to budget check based on Account Type◦ Expenditure Account Type will be subject to Appropriations, Releases,
Reserves, and Allotments
◦ Revenue Account Type will be subject to Revenue Estimates
Budget Check outcomes are driven by the Budget Structure rule
“Control Option” with configuration options of “Control”, “Track with
Budget”, or “Track without Budget”
Budget Check process checks for all applicable budgets
Budget checking statuses indicate the state of a transaction whether
it is eligible to move forward in the transaction lifecycle or a correction
is needed◦ Sample Status Values:
Not Budget Checked – transaction has not been budget checked
Valid Budget – transaction has no errors but may have warnings, the control budget
ledger is updated
Error in Budget Check – transaction failed budget checking, the process does not
update any control budget ledger
Warning – transaction has a warning, but the process completed successfully and
updates the control budget ledger
40
Budget Structures Deep DiveBudget Checking
October 2019Chart of Accounts (COA) Design Working Session #2
41
Budget Structures Deep DiveBudget Checking – Control
October 2019Chart of Accounts (COA) Design Working Session #2
Budget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(control)
Original Budget $3,000,000 $2,700,000 $1,500,000
Expenses 0 0 0
Available Budget $3,000,000 $2,700,000 $1,500,000
Before
Source Ledger Group BU-Org-Fund-BE-CAT-Account FY BY Amount Budget Check
Source Module ACTUALS 43000-7120500000-39301-43300400-040000-701020 2020 2020 $400,000
Appropriations
Releases
Allotments
Budget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(control)
Original Budget $3,000,000 $2,700,000 $1,500,000
Expenses $ 400,000 $ 400,000 $ 400,000
Available Budget $2,600,000 $2,300,000 $1,100,000
After
A transaction of $400,000 is less than the available appropriations,
releases, and allotments budget balances and passes budget check
42
Budget Structures Deep DiveBudget Checking – Control
October 2019Chart of Accounts (COA) Design Working Session #2
Source Ledger Group BU-Org-Fund-BE-CAT-Account FY BY Amount Budget Check
Source Module ACTUALS 43000-7120500000-39301-43300400-040000-701020 2020 2020 $1,700,000
Appropriations
Releases
Allotments
Budget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(control)
Original Budget $3,000,000 $2,700,000 $1,500,000
Expenses $ 400,000 $ 400,000 $ 400,000
Available Budget $2,600,000 $2,300,000 $1,100,000
BeforeBudget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(control)
Original BudgetNo change
Expenses
Available Budget No change
After
A transaction of $1.7M is greater than the available allotments
budget balance and fails budget check
A transaction of $2.5M is greater than the available releases and
allotments budget balances and fails budget check
43
Budget Structures Deep DiveBudget Checking – Control
October 2019Chart of Accounts (COA) Design Working Session #2
Source Ledger Group BU-Org-Fund-BE-CAT-Account FY BY Amount Budget Check
Source Module ACTUALS 43000-7120500000-39301-43300400-040000-701020 2020 2020 $2,500,000
Appropriations
Releases
Allotments
Budget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(control)
Original Budget $3,000,000 $2,700,000 $1,500,000
Expenses $ 400,000 $ 400,000 $ 400,000
Available Budget $2,600,000 $2,300,000 $1,100,000
BeforeBudget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(control)
Original BudgetNo change
Expenses
Available Budget No change
After
44
Budget Structures Deep DiveBudget Checking – Track With Budget
October 2019Chart of Accounts (COA) Design Working Session #2
A transaction of $1.55M is greater than the available allotments
budget balance, but will pass since allotments is set to track with
budget. The transaction is less than the available appropriations and
releases budget balances and passes budget check.Source Ledger Group BU-Org-Fund-BE-CAT-Account FY BY Amount Budget Check
Source Module ACTUALS 43000-7120500000-39301-43300400-040000-701020 2020 2020 $1,550,000
Appropriations
Releases
Allotments
Budget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(track w/)
Original Budget $3,000,000 $2,700,000 $1,500,000
Expenses 0 0 0
Available Budget $3,000,000 $2,700,000 $1,500,000
BeforeBudget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(track w/)
Original Budget $3,000,000 $2,700,000 $1,500,000
Expenses $1,550,000 $1,550,000 $1,550,000
Available Budget $1,450,000 $1,150,000 ($ 50,000)
After
45
October 2019Chart of Accounts (COA) Design Working Session #2
A transaction of $1.2M is greater than the applicable allotment
budgets balance and passes budget check. However, the
transaction exceeds available releases budget balance.
Source Ledger Group BU-Org-Fund-BE-CAT-Account FY BY Amount Budget Check
Source Module ACTUALS 43000-7120500000-39301-43300400-040000-701020 2020 2020 $1,200,000
Appropriations
Releases
Allotments
Budget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(track w/)
Original Budget $3,000,000 $2,700,000 $1,500,000
Expenses $1,550,000 $1,550,000 $1,550,000
Available Budget $1,450,000 $1,150,000 ($ 50,000)
BeforeBudget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(track w/)
Original BudgetNo change
Expenses
Available Budget No change
After
Budget Structures Deep DiveBudget Checking – Track With Budget
46
October 2019Chart of Accounts (COA) Design Working Session #2
A revenue transaction of $1,000 passes budget check and continues
to track revenues for reporting purposes.
Source Ledger Group BU-Org-Fund-BE-CAT-Account FY BY Amount Budget Check
Source Module ACTUALS 43000-7120500000-39301-43300400-000100-601020 2020 2020 $1,000 Revenues
Budget Structures Deep DiveBudget Checking – Track Without Budget
Budget OverviewRevenues
(track w/o)
Revenue Estimate $50,000
Collected Revenue $0
Recognized Revenue $0
Remaining Revenue Estimate $50,000
Before
Budget OverviewRevenues
(track w/o)
Revenue Estimate $50,000
Collected Revenue $1,000
Recognized Revenue $1,000
Remaining Revenue Estimate $49,000
After
47
Budget Structures Deep DiveBudget Checking – Activity #4, #5, & #6
October 2019Chart of Accounts (COA) Design Working Session #2
The Legislature has appropriated $3M for Fiscal Year 2019/2020 to
DMS for the following:
Budget Entity 72400100
Category 040000
DMS creates a $3,000 allotment for the Inspector General Executive
Office for the following:
Organization ChartField value of 1010203000
General In State Travel Account ChartField value of 700129
There is no encumbrance established
48
Budget Structures Deep DiveBudget Checking – Activity #4, #5, & #6
October 2019Chart of Accounts (COA) Design Working Session #2
An Accounts Payable transaction processor creates a voucher to
process two payments of related travel expenses of $1,800 and
$2,500 in Fiscal Year 2019/2020.
What is the available budget balances for the appropriations,
releases, and allotments budget structures when:a) the Allotment Budget Structure for DMS is set to “Control”?
b) the Allotment Budget Structure for DMS is set to “Track w/ Budget”?
c) the Allotment Budget Structure for DMS is set to “Track w/o Budget?”
49
October 2019Chart of Accounts (COA) Design Working Session #2
Budget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(control)
Original Budget $3,000,000 $2,700,000 $3,000
Expenses $0 $0 $0
Available Budget $3,000,000 $2,700,000 $3,000
BeforeBudget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(control)
Original Budget
Expenses
Available Budget
After
Budget Structures Deep DiveBudget Checking – Activity #4
SourceLedger
GroupBU-Org-Fund-BE-CAT-Account-Org FY BY Amount Budget Check
Source
ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $1,800
Appropriations
Releases
Allotments
Pass Fail
Pass Fail
Pass Fail
Source
ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $2,500
Appropriations
Releases
Allotments
Pass Fail
Pass Fail
Pass Fail
50
October 2019Chart of Accounts (COA) Design Working Session #2
SourceLedger
GroupBU-Org-Fund-BE-CAT-Account-Org FY BY Amount Budget Check
Source
ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $1,800
Appropriations
Releases
Allotments
Pass Fail
Pass Fail
Pass Fail
Source
ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $2,500
Appropriations
Releases
Allotments
Pass Fail
Pass Fail
Pass Fail
Budget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(control)
Original Budget $3,000,000 $2,700,000 $3,000
Expenses $0 $0 $0
Available Budget $3,000,000 $2,700,000 $3,000
Budget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(control)
Original Budget $3,000,000 $2,700,000 $3,000
Expenses $ 1,800 $ 1,800 $1,800
Available Budget $2,998,200 $2,698,200 $1,200
Before After
Budget Structures Deep DiveBudget Checking – Activity #4
51
October 2019Chart of Accounts (COA) Design Working Session #2
Budget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(track w/)
Original Budget $3,000,000 $2,700,000 $3,000
Expenses $0 $0 $0
Available Budget $3,000,000 $2,700,000 $3,000
Budget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(track w/)
Original Budget
Expenses
Available Budget
Before After
Budget Structures Deep DiveBudget Checking – Activity #5
SourceLedger
GroupBU-Org-Fund-BE-CAT-Account-Org FY BY Amount Budget Check
Source
ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $1,800
Appropriations
Releases
Allotments
Pass Fail
Pass Fail
Pass Fail
Source
ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $2,500
Appropriations
Releases
Allotments
Pass Fail
Pass Fail
Pass Fail
SourceLedger
GroupBU-Org-Fund-BE-CAT-Account-Org FY BY Amount Budget Check
Source
ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $1,800
Appropriations
Releases
Allotments
Pass Fail
Pass Fail
Pass Fail
Source
ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $2,500
Appropriations
Releases
Allotments
Pass Fail
Pass Fail
Pass Fail
52
October 2019Chart of Accounts (COA) Design Working Session #2
Budget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(track w/)
Original Budget $3,000,000 $2,700,000 $3,000
Expenses $0 $0 $0
Available Budget $3,000,000 $2,700,000 $3,000
Budget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(track w/)
Original Budget $3,000,000 $2,700,000 $3,000
Expenses $ 4,300 $ 4,300 $4,300
Available Budget $2,995,700 $2,695,700 ($1,300)
Before After
Budget Structures Deep DiveBudget Checking – Activity #5
53
October 2019Chart of Accounts (COA) Design Working Session #2
Budget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(track w/o)
Original Budget $3,000,000 $2,700,000 $0
Expenses $0 $0 $0
Available Budget $3,000,000 $2,700,000 $0
Budget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(track w/o)
Original Budget
Expenses
Available Budget
Before After
Budget Structures Deep DiveBudget Checking – Activity #6
SourceLedger
GroupBU-Org-Fund-BE-CAT-Account-Org FY BY Amount Budget Check
Source
ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $1,800
Appropriations
Releases
Allotments
Pass Fail
Pass Fail
Pass Fail
Source
ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $2,500
Appropriations
Releases
Allotments
Pass Fail
Pass Fail
Pass Fail
SourceLedger
GroupBU-Org-Fund-BE-CAT-Account-Org FY BY Amount Budget Check
Source
ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $1,800
Appropriations
Releases
Allotments
Pass Fail
Pass Fail
Pass Fail
Source
ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $2,500
Appropriations
Releases
Allotments
Pass Fail
Pass Fail
Pass Fail
54
October 2019Chart of Accounts (COA) Design Working Session #2
Budget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(track w/o)
Original Budget $3,000,000 $2,700,000 $0
Expenses $0 $0 $0
Available Budget $3,000,000 $2,700,000 $0
Budget
Overview
Appropriations
(control)
Releases
(control)
Allotments
(track w/o)
Original Budget $3,000,000 $2,700,000 $0
Expenses $ 4,300 $ 4,300 $4,300
Available Budget $2,995,700 $2,695,700 ($4,300)
Before After
Budget Structures Deep DiveBudget Checking – Activity #6
57
Budget Structures Deep DiveBudget Year Overview
October 2019Chart of Accounts (COA) Design Working Session #2
All transactions are tracked against the appropriate Budget Year via a
transactional feature called Budget Date
Upon budget checking, the Budget Date transaction drives budget
consumption in the desired Budget Year either current Fiscal Year for
normal activities or in a prior Fiscal Year for Carry Forward, Certified
Forward (FCO), or Continuing Appropriations
Budget Date transactional feature provides the desired tracking as
FLAIR Data Element Year
58
Budget Structures Deep DiveBudget Year in Transactions
October 2019Chart of Accounts (COA) Design Working Session #2
For transactions, the Budget Year captured represents the current
Fiscal Year. This will consume budget from the current Fiscal Year
Budget
OverviewBudget Year
Appropriations
(control)
Original Budget 2020 $3,000,000
Expenses 2020 0
Available Budget 2020 $3,000,000
Before AfterBudget
OverviewBudget Year
Appropriations
(control)
Original Budget 2020 $3,000,000
Expenses 2020 $400,000
Available Budget 2020 $2,600,000
SourceLedger
Group
Detailed
LedgerBU-Org-Fund-BE-CAT-Account FY BY Amount
Source
ModuleACTUALS ACTUALS 64000-3606302000-14100-64200700-040000-723043 2020 2020 $400,000
59
Budget Structures Deep DiveBudget Year in Carry Forward Transactions
October 2019Chart of Accounts (COA) Design Working Session #2
Budget
OverviewBudget Year
Appropriations
(control)
Original Budget 2019 $700,000
Expenses 2019 0
Available Budget 2019 $700,000
Before AfterBudget
OverviewBudget Year
Appropriations
(control)
Original Budget 2019 $700,000
Expenses 2019 $85,000
Available Budget 2019 $615,000
For Carry Forward transactions, the Budget Year captured represents
the prior Fiscal Year. This consumes budget from the prior year’s
budget balance carried forward
SourceLedger
Group
Detailed
LedgerBU-Org-Fund-BE-CAT-Account FY BY Amount
Source
ModuleACTUALS ACTUALS 64000-3606302000-14100-64200700-040000-723043 2020 2019 $85,000
SourceLedger
Group
Detailed
LedgerBU-Org-Fund-BE-CAT-Account-PRJ-Activity FY BY Amount
Source
ModuleACTUALS ACTUALS 64000-3606302000-14100-64200700-084108-723043-DOHGCHD00201800-LANDP1508000000 2020 2018 $525,000
60
Budget Structures Deep DiveBudget Year in Project Transactions
Budget
OverviewBudget Year
Appropriations
(control)
Original Budget 2018 $2,000,000
Expenses 2018 $0
Available Budget 2018 $2,000,000
Before
For FCO projects, the Budget Year captured represents the
appropriated Fiscal Year. This consumes budget from selected Fiscal
Year if budget balance is available.
AfterBudget
OverviewBudget Year
Appropriations
(control)
Original Budget 2018 $2,000,000
Expenses 2018 $ 525,000
Available Budget 2018 $1,475,000
October 2019Chart of Accounts (COA) Design Working Session #2
61
Budget Structures Deep DiveBudget Year Reporting
October 2019Chart of Accounts (COA) Design Working Session #2
BU Organization Fund AccountBudget
EntityCategory Project Activity
Fiscal
Year
Budget
YearAmount
64000 3040203000
(Gadsden County
Director- North)
14100 723043
(Land
Purchase)
64200700 084108
(Fixed Capital
Outlay)
DOHGCHD00201800
(Gadsden County
Health Dept Annex)
LANDP1508000000
(Land Purchase)
2020 2018 $525K
64000 3040203000 14100 723043 64200700 084108 DOHGCHD00201800 SURVEY00000000
2
(Survey)
2020 2018 $60K
64000 3040203000 14100 723043 64200700 084108 DOHGCHD00201800 APPRA0000000003
(Appraisal)
2020 2019 $10K
64000 3040203000 14100 723043 64200700 084108 DOHGCHD00201800 SITEA0000000004
(Site Assessment)
2020 2019 $15K
64000 3040203000 14100 723043 64200700 084108 DOHGCHD00201800 INSPECT00000005
(Inspection)
2020 2020 $5K
62
October 2019Chart of Accounts (COA) Design Working Session #2
63
October 2019Chart of Accounts (COA) Design Working Session #2
Illustrative Accounting JourneyOverview
Activities to support using ChartField concepts in conjunction with
Budget Structures concepts. The journey encapsulates:◦ Budgeting
◦ Recording
◦ Reporting
Instructions◦ Read the activity description provided in the presentation
◦ Complete each using a representative ChartField string as requested
◦ Values needed to complete the ChartField strings are provided in the
Accounting Journey Appendix
64
October 2019Chart of Accounts (COA) Design Working Session #2
Illustrative Accounting JourneyPost Current Year Appropriations – Activity #1
DFS receives a total of $3.2M in appropriations for Fiscal Year
2019/2020 to the Insurance Regulatory Trust Fund for the
Professional Training and Standards budget entity. This includes
$2.7M for the Expenditures category and $500,000 for the
Acquisition/Motor Vehicle category.
Using the scenario above, identify the budget journals that will post
appropriations in Florida PALM to its appropriate ledger
65
October 2019Chart of Accounts (COA) Design Working Session #2
Illustrative Accounting JourneyPost Current Year Appropriations – Activity #1
DFS receives a total of $3.2M in appropriations for Fiscal Year
2019/2020 to the Insurance Regulatory Trust Fund for the
Professional Training and Standards budget entity. This includes
$2.7M for the Expenditures category and $500,000 for the
Acquisition/Motor Vehicle category.
BU Ledger Org Fund AccountState
Program
Budget
EntityCategory Project Activity Contract OA AU
Budget
Year
Budget
Balance
43000
Dept. of
Financial
Services
C_APPROP_B 23930
Insurance
Regulatory
Trust Fund
DOI
700000
All
Expenditures
43300400
Prof
Training &
Standards
040000
Expenses
2020 $2,700,00
43000
Dept. of
Financial
Services
C_APPROP_B 23930
Insurance
Regulatory
Trust Fund
DOI
700000
All
Expenditures
43300400
Prof
Training &
Standards
100021
Acquisition/
Motor
Vehicles
2020 $500,000
66
October 2019Chart of Accounts (COA) Design Working Session #2
Illustrative Accounting JourneyPrior Year Certified Forward Appropriations – Activity #2
DFS has $1M in Fixed Capital Outlay (FCO) appropriations
remaining from Fiscal Year 2016/2017
Using the scenario above, show the line item budget journal entry to
reflect the $1M balance to the appropriate ledger
67
October 2019Chart of Accounts (COA) Design Working Session #2
Illustrative Accounting JourneyPrior Year Certified Forward Appropriations – Activity #2
DFS has $1M in Fixed Capital Outlay (FCO) appropriations
remaining from Fiscal Year 2016/2017
BU Ledger Org Fund AccountState
Program
Budget
EntityCategory Project Activity Contract OA AU
Budget
Year
Budget
Balance
43000
Dept. of
Financial
Services
C_APPROP_B 23930
Insurance
Regulatory
Trust Fund
DOI
700000
All
Expenditures
43300400
Prof
Training &
Standards
080990
Fire
College –
Bldg Maint
2017 $1,000,000
68
October 2019Chart of Accounts (COA) Design Working Session #2
Illustrative Accounting JourneyCreate Allotments – Activity #3
DFS budget checks allotments at the control level and chooses to do
the following allotments:◦ From the DFS FCO budget, $800,000 to the Fire College repairs and
maintenance project and the Burn Tower activity for the Training Academy
State Fire Marshall
◦ From the DFS Operating budget, $450,000 to the Fire Fighting Equipment
contract for the Training Academy State Fire Marshall
69
October 2019Chart of Accounts (COA) Design Working Session #2
Illustrative Accounting JourneyCreate Allotments – Activity #3
From the DFS FCO budget, $800,000 to the Fire College repairs
and maintenance project and the Burn Tower activity for the Training
Academy State Fire Marshall
BU Ledger Org Fund AccountState
Program
Budget
EntityCategory Project Activity Contract OA AU
Budget
Year
Budget
Balance
43000
Dept. of
Financial
Services
C_ALLOT
PROJ_B
7120500000
Training
Academy
State Fire
Marshall
39301
Insurance
Regulatory
Trust Fund
DOI
700000
All
Expenditures
43300400
Prof
Training &
Standards
080990
Fire
College –
Bldg Maint
FCRM0
80990
00000
Fire
College
R/M
BT080
92000
00000
Burn
Tower
2017 $800,000
70
October 2019Chart of Accounts (COA) Design Working Session #2
Illustrative Accounting JourneyCreate Allotments – Activity #3
From the DFS Operating budget, $450,000 to the Fire Fighting
Equipment contract for the Training Academy State Fire Marshall
BU Ledger Org Fund AccountState
Program
Budget
EntityCategory Project Activity Contract OA AU
Budget
Year
Budget
Balance
43000
Dept. of
Financial
Services
C_ALLOT
CNTRCT
_B
7120500000
Training
Academy
State Fire
Marshall
39301
Insurance
Regulatory
Trust Fund
DOI
700000
All
Expenditures
43300400
Prof
Training &
Standards
040000
Expenses
FM419
00000
Fire
Fighting
Equipment
2020 $450,000
71
October 2019Chart of Accounts (COA) Design Working Session #2
Illustrative Accounting JourneyRecording – Activity #4
On July 21, 2019, Training Academy State Fire Marshall purchased
air tanks for $10,000 using the fire fighting equipment contract
Enter the transaction to record the purchase
72
October 2019Chart of Accounts (COA) Design Working Session #2
Illustrative Accounting JourneyRecording – Activity #4
On July 21, 2019, Training Academy State Fire Marshall purchased
air tanks for $10,000 using the fire fighting equipment contract
Enter the transaction to record the purchase
BU Ledger Org Fund AccountState
Program
Budget
EntityCategory Project Activity Contract
Budget
Date
Fiscal
YearAmount
43000
Dept. of
Financial
Services
ACTUALS 71205
00000
Training
Academy
State Fire
Marshall
39301
Insurance
Regulatory
Trust Fund
DOI
700100
Equipment
12020
00000
Law
Enforcement
43300400
Prof Training
& Standards
040000
Expenses
FM419
00000
Fire
Fighting
Equipment
07/21/2019 2020 $10,000
73
October 2019Chart of Accounts (COA) Design Working Session #2
Illustrative Accounting JourneyRecording – Activity #4
On February 16, 2020, a payment of $700,000 to maintain the roof
was made on the Fire College repairs and maintenance project and
the Burn Tower activity for the Training Academy State Fire Marshall
using funds from Fiscal Year 2016/2017 appropriation
Enter the transaction to record the purchase
74
October 2019Chart of Accounts (COA) Design Working Session #2
Illustrative Accounting JourneyRecording – Activity #4
On February 16, 2020, a payment of $700,000 to maintain the roof
was made on the Fire College repairs and maintenance project and
the Burn Tower activity for the Training Academy State Fire Marshall
using funds from Fiscal Year 2016/2017 appropriation
Enter the transaction to record the purchase
BU Ledger Org Fund AccountState
Program
Budget
EntityCategory Project Activity Contract
Budget
Date
Fiscal
YearAmount
43000
Dept. of
Financial
Services
ACTUALS 71205
00000
Training
Academy
State Fire
Marshall
39301
Insurance
Regulatory
Trust Fund
DOI
700200
Repairs &
Maintenance
12020
00000
Law
Enforcement
43300400
Prof
Training
&
Standards
080990
Fire College
– Bldg Maint
FCRM0
80990
00000
Fire
College
R/M
BT080
92000
00000
Burn
Tower
06/30/2017 2020 $700,000
75
October 2019Chart of Accounts (COA) Design Working Session #2
Illustrative Accounting JourneyRecording – Activity #4
The Training Academy State Fire Marshall collected $32,000 in fees
from participating counties on April 1, 2020
Enter the transaction to record the receipt
76
October 2019Chart of Accounts (COA) Design Working Session #2
Illustrative Accounting JourneyRecording – Activity #4
The Training Academy State Fire Marshall collected $32,000 in fees
from participating counties on April 1, 2020
Enter the transaction to record the receipt
BU Ledger Org Fund AccountState
Program
Budget
EntityCategory Project Activity Contract OA
Budget
Date
Fiscal
YearAmount
43000
Dept. of
Financial
Services
ACTUALS 71205
00000
Training
Academy
State Fire
Marshall
39301
Insurance
Regulatory
Trust Fund
DOI
601001
Reporting
Fees
12020
00000
Law
Enforcement
43300400
Prof
Training
&
Standards
000100
Land Use
Fees
B2490 04/01/2020 2020 $32,000
77
Illustrative Accounting JourneyReporting – Activity #5
October 2019Chart of Accounts (COA) Design Working Session #2
BU Ledger Organization Fund AccountBudget
EntityCategory Project Activity Contract Budget Year Budget Balance
43000 C_APPROP_B 23930 700000 43300400 040000 2020 $2,700,00
43000 C_APPROP_B 23930 700000 43300400 100021 2020 $500,000
43000 C_APPROP_B 23930 700000 4330040 080990 2017 $1,000,000
43000 C_ALLOTPROJ_B 7120500000 39301 700000 4330040 080990 FCRM0809900000 BT0809200000000 2017 $800,000
43000 C_ALLOTCNTRCT_B 7120500000 39301 700000 4330040 040000 FM41900000 2020 $450,000
BU Ledger Organization Fund AccountState
Program
Budget
EntityCategory Project Activity Contract OA
Budget
Date
Fiscal
YearAmount
43000 ACTUALS 7120500000 39301 700100 1202000000 4330040 040000 FM41900000 07/21/2019 2020 $10,000
43000 ACTUALS 7120500000 39301 700200 1202000000 4330040 080990 FCRM0809900000 BT0809200000000 06/30/2017 2020 $700,000
43000 ACTUALS 7120500000 39301 600100 1202000000 4330040 000100 B2490 04/01/2020 2020 $32,000
Run a report for BU = 43000, FY = 2020, Fund = 23930, Account =
All Expenditures Rollup, Appropriation ledger group, Contract
Allotment ledger group
Run a report for BU = 43000, FY = 2020, Fund = 23930, Account = All
Revenues Rollup, Revenue Estimate
78
Illustrative Accounting JourneyReporting – Activity #5
October 2019Chart of Accounts (COA) Design Working Session #2
Business Unit Fund Fiscal Year Appropriation Allotment Encumbrance Expenditure
Business Unit Fund Fiscal Year Revenue Estimate Total Revenue
Run a report for BU = 43000, FY = 2020, Fund = 23930, Account =
All Expenditures Rollup, Appropriation ledger group, Contract
Allotment ledger group
Run a report for BU = 43000, FY = 2020, Fund = 23930, Account = All
Revenues Rollup, Revenue Estimate
79
October 2019Chart of Accounts (COA) Design Working Session #2
Business Unit Fund Fiscal Year Appropriation Allotment Encumbrance Expenditure
43000 23930 2020 $3,200,000 $450,000 $0 $710,000
Business Unit Fund Fiscal Year Revenue Estimate Total Revenue
43000 23930 2020 $0 $32,000
Illustrative Accounting JourneyReporting – Activity #5
80
Chart of Accounts (COA) Design Working Session #2 October 2019
Wrap-Up and Next Steps
October 2019
Office Hours◦ The Florida PALM Team is available to answer questions via conference calls
and in-person by appointment
Conference Calls are open to all
If you desire an appointment, please contact us and note the topic you would like
to discuss
Chart of Accounts (COA) Design Working Session #2
81
Embrace the Journey
82
October 2019Chart of Accounts (COA) Design Working Session #2
CONTACT US
FLORIDAPALM@MYFLORIDACFO.COM
PROJECT WEBSITE
WWW.MYFLORIDACFO.COM/FLORIDAPALM/