Florida Department of Financial Services FLAIR Procedures Manual. Appendix

Transcription

1 Florida Department of Financial Services FLAIR Procedures Manual Appendix Revised January 2018

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3 Table of Contents I. FLAIR NAVIGATION CODES...1 A. ACCESS CONTROL CODES...1 B. FUNCTION KEY CODES...1 C. FLAIR SCREEN SELECT CODES...3 II. FLAIR STATE STANDARD ACCOUNT CODES...4 III. FLAIR ASSET CODES...5 A. ASSET CLASS CODES (Record Type - IE)...5 B. ASSET ACQUISITION METHOD CODES...5 C. ASSETS LEASE PURCHASE SUBSET CODES...5 D. ASSET VALUATION METHOD CODES...6 E. ASSET CONDITION CODES...6 F. ASSET DISPOSITION STATUS CODES...6 IV. FLAIR PURCHASING CARD SUBSYSTEM CODES...7 V. FLAIR EXPANSION FILES...8 A. EXPANSION SET FILE CODES...8 B. EXPANSION OPTION CODES...8 C. ALLOTMENT LEVEL DEFAULT (ALD) D. AVAILABLE BALANCE INDICATOR (ABI) VI. FLAIR EXPENDITURE CODES AND DATA A. MINORITY VENDOR CODES B. VOUCHER TYPE CODES C. WARRANT TYPE CODES D. TRACKING STATUS CODES PROMPT PAYMENT (Interest Penalty) E. TITLE FILE DATA STATUS CODES F. BOOKKEEPING INDICATOR CODES VII. FLAIR REVENUE CODES A. REVENUE TO REVENUE STATUS CODES VIII. RDS INFORMATION A. RDS AGENCY AND FORM IDS B. DEPARTMENTAL/AGENCY ACCOUNTING STANDARD RDS REPORTS C. CENTRAL ACCOUNTING STANDARD REPORTS Revised 2018 Page iii

4 IX. ACRONYMS. 19 X. DATA CODES.. 29 XI. OTHER INFORMATION A. TRANSACTIONS IMPACTING AVAILABLE BALANCE (AB) FILE B. AVAILABLE BALANCES MAINTAINED BY STATE FUND TYPE Revised 2018 Page iv

5 I. FLAIR NAVIGATION CODES A. ACCESS CONTROL CODES P I U A V E B L Prohibited Inquiry Only Add, Inquiry, Update Add, Inquiry Only Update, Inquiry Only Add, Inquiry, Update, and Process Execution (Statewide Only) Bureau of Auditing and State Standard s Limited State Standard s B. FUNCTION KEY CODES PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 Help. When a help menu is available (and asterisk is next to the field name) pressing F1 will open the Help Screen. Quit. The operator must press PF2 to exit the Purchasing Card function. Return. It is used to close a help window or to return to a previous application. Main. This will return the user to the FLAIR main accounting menu. Flip. Used to change the look of the PF keys - how they are displayed on the screen. Preferences. The user has the flexibility to program how the screen will behave after a successful screen modification. Backward. Used to page backward. Forward. Used to page forward. Expand All. Used when the entire distribution must be re-expanded because sensitive data was changed on the distribution. Left. Move left one panel. Right. Move right one panel. Revised 2018 Page 1 of 35

6 Process. Used when a value is placed in the action PF12 field for one line of the distribution. *Function (PF) keys are available for operation when they appears on screen. Revised 2018 Page 2 of 35

7 C. FLAIR SCREEN SELECT CODES S I U A M X Single Add Screens Single Inquiry Screens Single Update Screens Multiple Add Screens Multiple Inquiry Screens Multiple Update Screens Revised 2018 Page 3 of 35

8 II. FLAIR STATE STANDARD ACCOUNT CODES The state standard codes for each of the FLAIR record types listed below are now available as queries through the FLAIR Information Warehouse. Note: Access the queries through the Public/Lookups tab. FLAIR Information Warehouse: OLO CODES (Record Type - AA) BUDGET ENTITY & IBI CODES (Record Type - AB) GAAFR FUND CODES (Record Type - AC) STATE FUND CODES (Record Type - AD) CATEGORY CODES (Record Type - AE) STATE ABBREVIATIONS (Record Type - AF) COUNTY CODES (Record Type - AG) RECIPIENT TYPE CODES (Record Type - AJ) FUND IDENTIFIER CODES (Record Type - CC) STATE PROGRAM CODES (Record Type - CD) OBJECT CODES (Record Type - CF) GENERAL LEDGER CODES (Record Type - CG) Revised 2018 Page 4 of 35

9 III. FLAIR ASSET CODES A. ASSET CLASS CODES (Record Type - IE) B. ASSET ACQUISITION METHOD CODES 1 Purchased 2 Donated 3 Government Surplus 4 Lease Purchase 5 Other 6 Consolidated Equipment Financing Program 7 Intra-fund Transfer C. ASSETS LEASE PURCHASE SUBSET CODES 13X 13X 13X 13X 13X 13X 13X Total Principal Total Interest Months in Contract Year-to-Date Principal Year-to-Date Interest Life-to-Date Interest Life-to-Date Principal Revised 2018 Page 5 of 35

10 D. ASSET VALUATION METHOD CODES 1 Cost 2 Appraised Historical Value 3 Appraised Fair Market Value 4 Assigned Value 5 Book Value 9 Other E. ASSET CONDITION CODES 1 New 2 Good 3 Fair 4 Poor F. ASSET DISPOSITION STATUS CODES BLANK Active 2 Traded 3 Junked 4 Lost or Stolen 5 Deleted 7 Casualty Loss 8 Lost or Stolen Pending DFS Approval Revised 2018 Page 6 of 35

11 IV. FLAIR PURCHASING CARD SUBSYSTEM CODES The state standard codes for each of the FLAIR Purchasing Card record types below are available as queries through the FLAIR Information Warehouse. FLAIR Information Warehouse/PCard: PURCHASING CARD STATUS (Record Type - MB) PURCHASING CARD APPROVER CODES (Record Type - MC) PURCHASING CARD SIC CODES (Record Type - ME) Revised 2018 Page 7 of 35

12 V. FLAIR EXPANSION FILES A. EXPANSION SET FILE CODES OBJ Object * SI Set Indicator* CAT Category/Revenue Source * GL General Ledger * YR Year (will default to 00 if left blank)* ALI Allotment Level Indicator GTALI Grant Allotment Level Indicator CTALI Contract Allotment Level Indicator PJALI Project Allotment Level Indicator EGL External General Ledger ECAT External Category EOB External Object SC Status (System generated when added. May be changed on the update screen.)* * Bolded to emphasize codes required for adding a set record. B. EXPANSION OPTION CODES ORG Organization (L1-L5)* EO Expansion Option* GF Governmental Accounting, Auditing, and Financial Reporting (GAAFR) Fund Type * SF State Fund Type * FID Fund Identifier* SP State Program* (Single Input Override Capability) ALD Allotment Level Default* VR Version SC Status (System generated when added. May be updated to inactive/deleted.)* AU Agency Unique (Single Input Override Capability) Revised 2018 Page 8 of 35

13 OCA EP G GY CNT CY PRJ SI BE IBI RVL CLR EF OFS BEG DT END DT DM GTALD CTALD PJALD REG ABI GRANT ABI CNT ABI Other Cost Accumulator (Single Input Override Capability) External Program (Single Input Override Capability) Grant (Single Input Override Capability) Grant Year (Single Input Override Capability) Contract (Single Input Override Capability) Contract Year (Single Input Override Capability) Project (Single Input Override Capability) Set Indicator Budget Entity Internal Budget Indicator Revolving Fund Clearing Fund External Fund Original Fund Source Beginning Date for Option Ending Date for Option Director/Manager Grant Allotment Level Default Contract Allotment Level Default Project Allotment Level Default Available Balance Indicators (Regular ABI)* Encumbrances/Enc. Changes/Payables (EC) Encumbered Disbursements/Payable Disbursements (ED) Unencumbered Disbursements (UD) Grant Available Balance Indicator (Grant ABI) Encumbrances/Encumbrance Changes/Payables (GTEC) Encumbered Disbursements/Payable Disbursements (GTED) Unencumbered Disbursements (GTUD) Contract Available Balance Indicator (Contract ABI) Encumbrances/Encumbrance Changes/Payables (CTEC) Encumbered Disbursements/Payable Revised 2018 Page 9 of 35

14 Disbursements (CTED) Unencumbered Disbursements (CTUD) Project Available Balance Indicator (PROJECT ABI) Encumbrances/Encumbrance PRJ ABI Changes/Payables (PJEC) Encumbered Disbursements/Payable Disbursements (PJED) Unencumbered Disbursements (PJUD) * Bolded to emphasize codes required for adding an expansion option record. Revised 2018 Page 10 of 35

15 C. ALLOTMENT LEVEL DEFAULT (ALD) Valid input for Allotment Level Default (ALD): A or 1 Organization Level 1 B or 2 Organization Level 2 C or 3 Organization Level 3 D or 4 Organization Level 4 E or 5 Organization Level 5 Valid input for Grant Allotment Level Default (GTALD), Contract Allotment Level Default (CALD), and/or Project Allotment Level Default (PJALD): A Organization Level 1 B Organization Level 2 C Organization Level 3 D Organization Level 4 E Organization Level 5 D. AVAILABLE BALANCE INDICATOR (ABI) Regular ABIs (Required. Defaults to 0 if left blank.): 0 Spending Authority Only 1 Spending Authority and Allotments 2 Spending Authority and Organization Cash 3 Spending Authority, Allotments, and Organization Cash 4 Allotments Only 9 No Available Balance Checking Grant ABIs (required if agency is a FACTS and Grant Subsystem user and a grant code is input): 0 Grant Fund Cash 1 Grant Fund Cash and Grant Allotments 2 Grant Allotments 9 No Available Balance Checking Revised 2018 Page 11 of 35

16 Contact ABIs (required if contract is input): 0 Contract Fund Cash 1 Contract Fund Cash and Contract Allotments 2 Contract Allotments 9 No Available Balance Checking Project ABIs (required if a project is input): 0 Project Fund Cash 1 Project Fund Cash and Project Allotments 2 Project Allotments 9 No Available Balance Checking Revised 2018 Page 12 of 35

17 VI. FLAIR EXPENDITURE CODES AND DATA A. MINORITY VENDOR CODES The minority vendor codes used in expenditure payments are available on the Department of Management Services website. Note: The list is a PDF document titled, Minority Business Enterprise List. Department of Management Services/Documents and Templates: ources/documents_and_templates B. VOUCHER TYPE CODES A1 A2 G1 G2 L1 L2 L3 L4 R1 R2 S1 S2 S3 S4 K1 IE PE P1 P2 P3 P4 Regular Disbursement Voucher Regular Disbursement Contractual Services Voucher Governmental Agencies Revolving Fund Reimbursement Revolving Fund Reimbursement Contractual Services Regular Voucher <$10,000, Not Audited Load/Post Contract Voucher Revolving Fund Reimbursement <$10,000, Not Audited Load/Post Revolving Fund Contract Voucher Refund of Overpayments Refund of Overpayments, Contractual Services Regular Voucher <$10,000, Statistically Sampled To Be Audited Sampled Contract Voucher Revolving Fund Reimbursement <$10,000, Statistically Sampled To Be Audited Sampled Revolving Fund Voucher Purchasing Card Reimbursement MFMP Flagged MFMP Load/Post Auto Pay Voucher Load/Post Auto Pay Contract Voucher Load/Post Revolving Fund Voucher Load/Post Auto Pay Revolving Fund Contract Voucher Revised 2018 Page 13 of 35

18 Journal Transfer Vouchers: B1 JT-1 - Journal Redistribution B4 JT-1 - Journal Redistribution (Automated Journal Transfer System) C1 JT-2 - Non-Operating Transfer C2 JT-2 - Journal Advice C4 JT-2 - Expenditure Refund Journal Advice P5 JT-2 - Auto-Pay JT2 Non-Operating P6 JT-2 - Auto -Pay JT2 Operating P7 JT-2 - Auto-Pay Expenditure Refund Journal Advice P8 JT-1 - Load/Post Intra Agency JT1 P9 JT-1 - Load/Post Intra-Agency JT1 from Batch 55 Q2 JT-2 - Refund Of Overpayments T1 Revenue to Revenue Treasury Receipt Transfer, Intradepartmental U1 Revenue to Revenue Treasury Receipt Transfer, Interdepartmental W1 Revenue to Revenue Treasury Receipt Transfer, Intradepartmental, Flagged X1 Revenue to Revenue Treasury Receipt Transfer, Interdepartmental, Flagged T2 Revenue to Revenue Transfer Receipts Transfer, Intradepartmental U2 Revenue to Revenue Transfer Receipts Transfer, Interdepartmental W2 Revenue to Revenue Transfer Receipts Transfer, Intradepartmental, Flagged X2 Revenue to Revenue Transfer Receipts Transfer, Interdepartmental, Flagged T3 Revenue to Revenue Transfer Journal Receipts Transfer, Intradepartmental U3 Revenue to Revenue Transfer Journal Receipts Transfer, Interdepartmental W3 Revenue to Revenue Transfer Journal Receipts Transfer, Intradepartmental, Flagged X3 Revenue to Revenue Transfer Journal Receipts Transfer, Interdepartmental, Flagged Non- Chief Financial Officer Vouchers: D1 Regular Disbursement Voucher E1 JT-1 - Journal Redistribution F1 JT-2 - Non-Operating Transfer F2 JT-2 - Journal Advice H1 Revolving Fund Reimbursement (Revolving Fund) Revised 2018 Page 14 of 35

19 C. WARRANT TYPE CODES 1 Public Assistance 2 Unemployment Compensation 3 Salary & Class C Travel 4 Expense 5 Retirement 8 Electronic Fund Transfer 9 Unemployment Compensation D. TRACKING STATUS CODES PROMPT PAYMENT (Interest Penalty) 01 Unpaid Interest Penalty Due 02 Paid 03 Unpaid Waiver in Part 04 Paid Waiver in Part 05 Deleted 06 Appealed 07 Appeal Denied 08 Waiver in Whole 09 Vendor Declines Payment E. TITLE FILE DATA STATUS CODES A U I D C Added/Active Used Inactive Delete Closed (Contract and Grant Titles Only) Revised 2018 Page 15 of 35

20 F. BOOKKEEPING INDICATOR CODES A C E N X Z # $ Used in disbursement transactions to bypass the automated posting. Flags the voucher to be audited. Used in disbursement correction transactions to cancel a check that has already been written (if coded, a check number must be coded into the local fund check number field). Used in disbursement correction transactions to erase a check that has not actually been written (if coded, no check number may be coded into the local fund check number field). Used in disbursement transactions to produce a non-cfo voucher and bypass the on-line voucher audit. For cash receipt corrections, N will prevent the transactions from being included in treasury receipts processing. Used in disbursement transactions to bypass voucher processing, producing no voucher, and bypassing on-line voucher audit. Bypass Central Accounting Contract Tracking System. Used in disbursement and revenue/refund transactions to indicate that a check is to be printed (if coded, a check number must not be coded into the local fund check number field). Used in disbursement and revenue/refund transactions to indicate that a check will be manually produced (if coded, a check number must be coded into the local fund check number field). Revised 2018 Page 16 of 35

21 VII. FLAIR REVENUE CODES A. REVENUE TO REVENUE STATUS CODES A P R D S N C Awaiting Transfer Ready for Processing Rejected Deleted Sent to Nightly Processing Central Posting Reject Completed Transaction Revised 2018 Page 17 of 35

22 A. RDS AGENCY AND FORM IDS VIII. RDS INFORMATION B. DEPARTMENTAL/AGENCY ACCOUNTING STANDARD RDS REPORTS C. CENTRAL ACCOUNTING STANDARD REPORTS Revised 2018 Page 18 of 35

23 IX. ACRONYMS Acronym/ Abbreviation A AB AB ABI AC-DT ACCT CODE ACCUM DEPREC ACCUM-DPR-AMT ACD-DT ACQ COST ACQ-DT ACT AD ADO ADJ-DT AGENCY DOC / AGN DOC AGCY-SC AI AICPA ALD AL-EGL AL-EGL ALI AMT / AMOUNT AMT-CHANGE APPR / APPROP AMT TO BE DEPR APRV APRVD BUDGET AP-DT Automated Available Balance Function (via TYPE field) Available Balance Override Indicator Available Balance Indicator Activity Date Account Accumulated Depreciation Accumulated Depreciation Amount Accumulated Depreciation Computation Date Acquisition Cost Acquisition Date Action Account Description Account Description Override Indicator Date of Last Record Adjustment Agency Document Number (Voucher Number) Agency Status Accrual Indicator American Institute of Certified Public Accountants Allotment Level Default Allotment External General Ledger Allotment General Ledger Allotment Level Indicator Amount (dollar value) Amount change Appropriations Amount to be Depreciated Approve a Warrant Cancellation or Stop Payment Request for Warrant and Cancellations Approved Budget Accounts Payable Date Revised 2018 Page 19 of 35

24 Acronym/ Abbreviation AP-EGL AP-GL AP-NO AP-NO & LINE AR AR-DT AQM AR-EGL AR-GL AR-NO AR-NO & LINE AU AUDIT DATE B BC BE BEG DATE / BEG-DT BF-CAT BF-CAT/YR BF-CF BF-EO BF-OB / BF-OBJ BF-ORG BF-YR BI/BKI BLDG ADDRESS BPIN CAFR CALC-IND CANX CAT / CATEGORY CERT F DIS / CF DISB Accounts Payable External General Ledger Accounts Payable General Ledger Accounts Payable Document Number Accounts Payable Document and Line Number Accounts Receivable Accounts Receivable Date Acquisition Method Accounts Receivable External General Ledger Accounts Receivable General Ledger Accounts Receivable Document Number Accounts Receivable Document and Line Number Agency Unique Contract Voucher Audit Date Batch Character Budget Control Budget Entity Beginning Date Benefiting Fund Appropriation Category Benefiting Fund Appropriation Category and Year Benefiting Fund Certified Forward Indicator Benefiting Fund Expansion Option Benefiting Fund Object Benefiting Fund Organization Number Benefiting Fund Appropriation Year Bookkeeping Indicator Physical Address of Building Beginning Property Item Number Comprehensive Annual Financial Report Calculation Indicator Cancelled Indicator Appropriation Category or Revenue Source Certified Forward Disbursements Revised 2018 Page 20 of 35

25 Acronym/ Abbreviation CERT F DIS / C CF CANC APR CG-GL CH-ITEM / CH-ITEM NUM CID CK-DT CK-NO CLR CMPT-SC CNTRT / CONTRACT NO CFO CFO REC COND CONTRACT ABI COST FOR DPR COUNT CP CR CR-DT CS CT CTALD CTALI C-USAGE CU FUND CY D DA DB DB-DT DC DEP-NO Certified Forward Indicator Certified Forward Cancellation Appropriations Contracts and Grants General Ledger Chained Item Number Custodian Identifier Revolving Fund Check Date Revolving Fund Check Number Clearing Fund Identifier Chief Financial Officer Status Contract Number Chief Financial Officer Chief Financial Officer Receipt Date Property Condition Contract Available Balance Indicator Cost for Depreciation Count of Sequencing Cash Receipts Utility (via TYPE field) Credit Cash Receipts Date Cash Sale Indicator Contract Payments (via TYPE field) Contract Allotment Level Default Contract Allotment Level Indicator Current Usage Current Use Fund Contract Year Marked for Deletion (Status ) Disposition Authority Debit Disbursement Date Delegate Deposit Number Revised 2018 Page 21 of 35

26 Acronym/ Abbreviation DFS DISB DISP PROCEEDS DISPDT DISP-RDOC DISP-VENDOR DOC-LINE DOC-NO DOC-TYPE DPM DPMDC DSDT-2K DT-REC / RCV-DT / DT-RECVD DUPLICATE IND EC EC-DT EC / ER-CD ECAT / XCAT ED EDI EF EFT EGL ELU ENC-AMT END DATE / END-DT EN-DT EN-EGL EN-GL EN-NO EN-NO & LINE EO Department of Financial Services Disbursement Proceeds from Disposition Disposition Date Disposition Reference Document Disposition Vendor Document Line Number Document Number Document Type Depreciation Method Depreciation, Monthly Depreciation Calculated Date of Next to Last Data Update Date Received Duplicate Indicator Encumbrance/Payable Estimated Completion Date Error External Category Encumbered Disbursement Electronic Data Interchange External Fund Type Electronic Fund Transfer External General Ledger Expected Life Units Encumbrance Amount Ending Date Encumbrance Date Encumbrance External General Ledger Encumbrance General Ledger Encumbrance Document Number Encumbrance Document and Line Number Expansion Option Indicator Revised 2018 Page 22 of 35

27 Acronym/ Abbreviation EOB EOG EOG-OPB EP EST REVENUE EST SALVAGE ET ETME EXDT F (FEID) F / FPI F.S. FED PART FID FLAIR FLRS FMMIS FT G GAA GAAP GAAFR GASB GF GL GRANT GRANT ABI GTALD GTALI GY I/A IBI IC / IDLE External Object Executive Office of the Governor Executive Office of the Governor Office of Planning & Budget External Program Estimated Revenue Estimated Salvage Value Electronic Fund Transfer (via TYPE field) Time of Input (Machine Generated) Maintenance/Warranty Expiration Date Federal Employer Identification Number Final Payment Indicator Florida Statutes Federal Participation Fund Identifier Florida Accounting and Information Resource Number of Floors in a Building Florida Financial Management Information System Flow Through Indicator Grouping Character General Appropriations Act Generally Accepted Accounting Principles Governmental Accounting, Auditing, and Financial Reporting Governmental Accounting Standards Board Governmental Accounting, Auditing, and Financial Reporting Fund Type General Ledger Grant Number Grant Available Balance Indicator Grant Allotment Level Default Grant Allotment Level Indicator Grant Year I = Operator Input. A = System Automated Entry. Internal Budget Indicator Idle Revised 2018 Page 23 of 35

28 Acronym/ Abbreviation IND INQ INS CODE INVEN-DT INT ASSESSED INVOICE ISSUE YEAR ITEM NUM JT L1 L2 L3 / OLO L1 L2 L3 L4 L5/ L1-L5 / ORG LAS/PBS CODE LINE LOC LTD LTD INTEREST LTD PRINCIPAL LU L-UPDT / LUDT-2K M-AMOUNT M-PCT MAND MBI MC MDC MFMP MGDT MI MIC MO MWI MWIC Fund Transfer Indicator Inquire Insurance Inventory Date Interest Assessed Vendor Invoice Number Year Warrant Issued Item Number Journal Transfer Operating Level Organization Organization Legislative Appropriations System/Planning Budgeting System Document Line Number Physical Location of Property Life-to-Date Lease Purchase Life-to-Date Interest Paid Lease Purchase Life-to-Date Principal Paid Life Units Last Update of Data Monthly Depreciation Amount Monthly Depreciation Percentage Mandatory Memo Blanket Indicator Minority Vendor Classification Monthly Depreciation Calculated MyFloridaMarketPlace Machine Generated Date of Input Middle Initial Months in Contract Month Maintenance Warranty Indicator Maintenance Warranty Interval Revised 2018 Page 24 of 35

29 Acronym/ Abbreviation N NA NBI NCF NSC OBJECT OCA OFS OFFSET GL OFUND OLO ORIG-DT ORIG-RCPT ORIG-VOUCHER OMB OTHER-DOC OTHER-ID PAID DATE PAY PAYMENT-AMT PDN / PRIME-DOC P E DATE / P E DATE PEN-DT PF PI PID PJALD PJALI PMNT-CYCLE PMNT-TYPE PPI PROJECT ABI Other Assigned Number New Account Requests (via TYPE field) New Balance Indicator New Certified Forward Indicator New Status Object Other Cost Accumulator Original Fund Source Offsetting General Ledger Ownership Fund Operating Level Organization Original Date Original Receipt Original Voucher Office of Management and Budget Other Document Number Other Identification Number Date Warrant Cleared the Treasury Payment Indicator Payment Amount Primary Document Number Period End Date Date Added to Property Pending Program Function Key Period Indicator Product Identifier Project Allotment Level Default Project Allotment Level Indicator Payment Cycle Payment Type Prior Period Indicator Project Available Balance Indicator Revised 2018 Page 25 of 35

30 Acronym/ Abbreviation PROJECT ID PROP-DOC / PROPERTY-DOC PURCH ADDR PU PURGE PW PYMT-SC PYRL IND QTY-CHANGE RC RCD ST RE-NO REC OLO RECEIVING REC-DT REC-TYPE / RT REGULAR ABI REJECT CD REMIT-ADDR REV RLU ROT RP RQ RR / RS RSN CODE RT / RTYP / RTYPE RV RVI S (SSN) SA SC Project Identifier Property History Tracking Number Purchasing Address Property Unique Purge Paid Warrant Index (via TYPE field) Payment Status Payroll Indicator Quantity Change Customer File - Receipts Report Request used by Receiver to Browse Transfers for Transfer Function Record Status Recurring Payment Identification Number Receiving Agency Operating Level Organization Revenue Account Receiver Received Date Record Type Regular Available Balance Indicator Central Accounting Rejection Remittance Address Revenue Categories Remaining Life Units Refund of Overpayment of Taxes Account Report Processing Revenue Correction/Reallocation Report Request Browse Revenue Correction/Reallocation Reason Record Type Add Revenue Correction/Reallocation Revolving Fund Indicator/Identifier Social Security Number State Accounts (via TYPE field) State Chief Financial Officer Accounts Mini Menu (via TYPE field) Revised 2018 Page 26 of 35

31 Acronym/ Abbreviation SC / ST / STAT / STATUS SCHD-DT SDN / SEC-DOC / SECOND DOC SEC SEL SENDING SEQ SF SGL SHORT DESC SI SITE SQFT STATE-DOC / STATEWIDE DOC / SWDN STATE PART STATUS DATE STOP-DT STPGM SUB VEN / SUB- VENDOR-ID TC / TR / TR-CD TF TFO TID TIME TIN TR ST / TRACK STS TRDT / TRN-DT TR-TP / TR-TYPE U A UD Status Payment Scheduled Date Secondary Document Number Security Access Level Selection Revenue Sender for Transfer Function Vendor Sequence Number State Fund Type Secondary (offsetting) General Ledger Short Description Set Indicator Input Terminal Site Square Footage of Building Statewide Document Number State Participation Date of Status Change Date to which Depreciation is Calculated State Program Sub-vendor Identification Number Transaction Transfer Function (via TYPE field) Title File Override Indicator Terminal/Gateway of Input Duration of Project Tax Identification Number Tracking Status Transaction Date Transaction Type Use Allowance Unencumbered Disbursement Revised 2018 Page 27 of 35

32 Acronym/ Abbreviation UNITS UPD USER-ID VA VE VEN ID / VENDOR- ID VH VM VOUCH-NO VR VS V-LINE WA WARRANT AVAIL DT WARRANT DATE / WT DATE WARRANT NO / WT NO WARRANT PAID DATE WARRANT STATUS WARRANT TYPE WR WRT-CAN-DT WRT-ISSUE-DT WRT-NO WRT-SC WRT-TYPE XCAT YR Units (Breakdown Components) of Project Update Field User Identification Number Voucher Audit (via TYPE field) Employee Vendor File Vendor Identification Number Vendor History Inquiry (via TYPE field) Valuation Method Voucher Number Expansion Option Version Statewide Vendor File Voucher Line Number Warrant Cancellation Function (via TYPE field) Warrant Available Date Warrant Issue Date Warrant Number Date Warrant Cleared the Treasury Warrant Status Warrant Type Warrant Reconciliation Warrant Cancelled Date Warrant Issued Date Warrant Number Warrant Status Warrant Type External Category Appropriation Year Revised 2018 Page 28 of 35

33 X. DATA CODES FLAIR Modules Florida Accountability Contract Tracking System (FACTS) Name Length Expenditures Revenue Purchasing Card Property Projects Grants Contracts Agency Unique (AU) Appropriation Category (CAT) Budget Entity (BE) 2A/N X X X X 6N X X X X X X 8N X X X X X X Class 10A/N X Contract (CNTRT) 5A/N X X X X X X X County 2N X X Disposition Authority Expansion Option (EO) Expansion Option Version (VR) External Category (ECAT) External Fund Type (EF) External General Ledger (EGL) External Object (EOB) 2A/N 2A/N X X X 2A/N X X X 6N X X X X 1N X X X X 1N X X X X 3A X X X X X Revised 2018 Page 29 of 35

34 FLAIR Modules Florida Accountability Contract Tracking System (FACTS) Name Length Expenditures Revenue Purchasing Card Property Projects Grants Contracts External Program (EP) Fund Identifier (FID) GAAFR Fund Type (GF) General Ledger (GL) 2N X X X X 6N X X X X X X 2N X X X X X X 5N X X X X Grant 5A/N X X X X X Inactivation Reason 1A X X X X X Insurance 7A/N X Internal Budget Indicator (IBI) 2N X X X X X X Location 16A/N X Object (OBJ) Operating Level Organization (OLO) Organization Levels 1-5 Original Fund Source (OFS) Other Cost Accumulator (OCA) Product Identifier (PID) 6N X X X X 6N X X X X X X X 11N X X X X X X 1A/N X X X X X 5A/N X X X X X 3A/N X X X X X Revised 2018 Page 30 of 35

35 FLAIR Modules Florida Accountability Contract Tracking System (FACTS) Name Length Expenditures Revenue Purchasing Card Property Projects Grants Contracts Prior Period Indicator (I) 1A/N X X X Project Identifier 11A/N X X X X X X Project Status 2A/N X Project Type 2A/N X Recipient Type 1 A X X Service Types 6A/N X X X Site 2A/N X X X X X State Abbreviation 2A X X X X X State Fund Types (SF) 1N X X X X X X State Program 16N X X X X X Year (YR) 2N X X X X X X Revised 2018 Page 31 of 35

36 XI. OTHER INFORMATION A. TRANSACTIONS IMPACTING AVAILABLE BALANCE (AB) FILE TR Fund Type Fund Cash ORG Cash Fund Release Allotment 20 +/- Records allotments /- Records releases 30 +/- +/- +/- +/- Description Records appropriation, approved budget, and estimated revenue Records cash receipts (allotment and release balances are updated only with expenditure object codes) 31 CLR +/- Records cash receipts in a clearing fund 32 RVL +/- 33 +/- +/- +/- +/- Records cash receipts in a revolving fund and clears record from 7S Subsidiary File Records accounts receivable cash receipts (allotment and release balances are updated only with expenditure object codes) 34 CLR +/- Records cash receipts in a clearing fund 51 +/- +/- +/- +/- Records unencumbered disbursements 52 OPR +/- +/- +/- +/- RVL +/- Records revolving fund unencumbered disbursements D Records payable disbursements 54 OPR D RVL - Records revolving fund payable disbursements 58 +/- +/- +/- +/- Records disbursement corrections 59 OPR +/- +/- +/- +/- RVL +/ Records revolving fund disbursement corrections Records encumbrances and updates Encumbrance Subsidiary 6S +/- Records updates to Encumbrance Subsidiary Records encumbered disbursements 71 OPR D REV - Records revolving fund encumbered disbursements Revised 2018 Page 32 of 35

37 TR 79 Fund Type Fund Cash ORG Cash Fund Release Allotment D 8S +/- 96 +/- +/- +/- +/- 97 +/- +/- +/- +/- 98 OPR +/- +/- +/- +/- CLR +/- 99 +/- +/- +/- +/- CLR = Clearing Fund + = increase RVL = Revolving Fund - = decrease OPR or blank = Operating Fund +/- = increase/ decrease Description Automated current year expense refunds (no impact on available balances) Records unencumbered payables and updates the subsidiary Records encumbered payables and updates the subsidiary Records updates to Accounts Payable Subsidiary Records journal transfer receipts and corrections (allotment updated only with expenditure object codes) Records journal transfer accounts receivable receipts and corrections (allotment updated only with expenditure object codes) Automated: Clears the clearing fund and records revenue in the operating fund (allotment updated only with expenditure object codes) Automated journal transfer receipts occurs within an agency only (does not carry project ID number or update project cash or project allotment balances) D = Difference between encumbrance/payable amount and disbursement amount Revised 2018 Page 33 of 35

38 B. AVAILABLE BALANCES MAINTAINED BY STATE FUND TYPE Type of Balance State Fund Type(s) Balance Maintained Fund Cash Balances 2, 3, 8 only Fund Release Balances 1, 2, 3 only Organization Cash Balances 2, 3, 8 only Allotment Balances 1, 2, 3, 8 Grant Fund Cash Balances 2, 3, 8 only Contract Fund Cash Balances 2, 3, 8 only Grant Allotment Balances 1, 2, 3, 8 Contract Allotment Balances 1, 2, 3, 8 Operating Level Organization (OLO) Fund (Governmental Accounting, Auditing, and Financial Reporting Fund [GF], State Fund [SF], Fund Identifier [FID]) OLO Fund (GF, SF, FID) Budget Entity (BE) Internal Budget Indicator (IBI) Category Appropriation Year Certified Forward Indicator (CFI) OLO Organization Levels L1-L5 Agency Unique (AU) Fund (GF, SF, FID) OLO Allotment Level Organization OLO Fund (GF, SF, FID) Grant OLO Fund (GF, SF, FID) Contract OLO Allotment Level Organization Fund (GF, SF, FID) BE and IBI Category Appropriation Year Grant OLO Allotment Level Organization Fund (GF, SF, FID) BE and IBI Category Appropriation Year Grant Revised 2018 Page 34 of 35

39 Type of Balance State Fund Type(s) Balance Maintained Project Fund Cash Balances 2, 3, 8 only Project Allotment Balances 1, 2, 3, 8 OLO Fund (GF, SF, FID) Project OLO Allotment Level Organization Fund (GF, SF, FID) BE and IBI Category Appropriation Year Project Revised 2018 Page 35 of 35