MFMP WebEx Training: Invoice Exception Handler and Invoice Manager

1. MyFloridaMarketPlace MFMP WebEx Training: Invoicing Exception Handler and Invoice Manager Toll free number: (888) 808-6959Conference Code: 9766076#

2. Agenda WebEx Info • For the audio portion of training: • Dial the Suncom Reservations toll free (888) 808-6959 • Conference code: 9766076# • Do not place phones on hold, instead: • Place phones mute by pressing *6 • Unmute your line by pressing #6 to ask questions

3. Agenda Agenda • Welcome • Overview • Reconciling an IR • Approving an IR • Tips and Tricks • Resources • Summary • Contact Us

4. Agenda Welcome • Welcome to MFMP WebEx training. • This training provides you the basic knowledge of how to: • Reconcile invoices in MFMP. • Manually match items. • Identify common exceptions you may encounter. • Update accounting details. • Approve and reject invoices. • Complete change orders for accounting information. • Troubleshoot FLAIR failure messages.

5. Agenda Agenda • Welcome • Overview • Reconciling an IR • Approving an IR • Follow-up • Resources • Summary • Contact Us

6. Agenda Overview • An Invoice Reconciliation (IR) begins when a invoice is entered into MFMP. • There are two ways to create an IR: • Invoice eForm (agency creation) • Using the paper invoice, the agency enters the invoice into MFMP. • Department of Financial Services (DFS) requires a scanned image of the invoice to be attached. • We recommend attaching any supporting documentation. • eInvoice (vendor creation) • Also known as a PO flip or ASN invoice. • Vendors can submit invoices electronically. • DFS does not require a paper copy of the invoice. • Finance and Accounting (F&A) then audits and rejects or approves the IR for payment.

7. Agenda Overview

8. Overview • An IR includes six tabs: • Exceptions: Performs the match and displays the discrepancies. • Approval Flow: Defines who is required to approve and who has approved. • Invoice: Details the invoice. • Order: Offers direct access to the purchase order (PO). • Receipt: Captures all receiving reports (If purchase order is for a service, this tab will be blank.) • History: Details and records all activity on the IR

9. Overview • Discrepancies or differences between the order, invoice, and receipt (if applicable) are listed on the IR as exceptions. • All exceptions must be reconciled before the IR can be approved for payment. • MFMP handles services differently than commodities. • MFMP performs a three-way match for commodities: invoice compared to the order and the receipt. • MFMP performs a two-way match for services: invoice compared to the order.

10. Overview

11. Agenda Agenda • Welcome • Overview • Reconciling an IR • Approving an IR • Tips and Tricks • Resources • Summary • Contact Us

12. Reconciling an IR: Exceptions • Header Level exceptions are differences for the entire invoice. • Amount Variance • The total cost of the invoice is different than the total cost of the purchase order. • This variance occurs when you have a partial payment for an order. • Auto Reject Amount Variance • The invoice's amount, $128.04000USD, does not match the purchase order's amount, $0.00000USD. • Invoice Reconciliation Already Exists • An IR with the same invoice number and supplier already exists. This could be a result of the vendor having already sent an electronic invoice. • If this occurs, the IR will be placed into auto-reject status • PCard Order • Invalid invoices created from PCard orders are not accepted.

13. Reconciling and IR: Exceptions • Line Item exceptions are differences on the individual line level • Accounting Verification • Every IR will have this exception; accounting information must be verified before accepting this exception. • Quantity Variance • The quantity on the invoice line item is different from the quantity left to invoice on the order line item. • Price Variance • The price on the invoice line item is different from the price on the order line item. • Received Quantity Variance • The quantity field on the invoice line item is different from the quantity left to invoice on the receipt line item.

14. Agenda Reconciling an IR • Accounting Details • Verify the accounting information • Organization code • Expansion option (EO) • Object code • Check or update the following as appropriate • Final Payment Indicator (FPI) • Prefix • Grouping character • Description • If your agency used split accounting when the requisition was created, you will need to Click ‘Split Accounting’ at the bottom of the Accounting Details page to update any information. Exit presentation to review website

15. Agenda Reconciling an IR • Use manual match • When the IR line number was: • Removed or chosen incorrectly during the creation of the Invoice eForm. Exit presentation to review website

16. Agenda Reconciling an IR • When you review the IR and accepted or rejected the exceptions, review the accounting details and determine the IR is complete, Click ‘Submit’. Remember • Reconciling is validating the information on the IR and accepting or rejecting exceptions. • Step-by-step instructions are available in the MFMP Buyer Manual. • http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/mfmp_buyers/myflorida_marketplace_toolkit/mfmp_job_aids. Exit presentation to review website

17. Agenda Reconciling an IR • Dispute: • You can place a line on the IR into Dispute status in lieu of rejecting the entire invoice. • This allows for the partial payment of the invoice. • In order to dispute a line, the line amount must be brought to zero. • The Summary view allows you to validate the invoice total is reduced by the line amount being rejected. • Step-by-step instructions are available in the MFMP Buyer Manual. Exit presentation to review website

18. Agenda Reconciling an IR: Auto Reject • When MFMP creates the IR and goes through the matching process, the system marks the IR as Auto Rejected if: • Invoice number is duplicated • Invoice amount or quantity exceeds the amount left to pay • The requester marked the requisition to be paid with a Pcard and the vendor sent an eInvocie. • Verify to determine if the invoice should be rejected or paid. • If it should be paid, reject the rejection, and process the invoice for payment. • If it should be rejected, approve the rejection and the invoice will be placed in Rejected status. (Both Exception Handler and Invoice Manager will have to approve this rejection.) Exit presentation to review website

19. Agenda Agenda • Welcome • Overview • Reconciling an IR • Approving an IR • Tips and Tricks • Resources • Summary • Contact Us

20. Agenda Approving an IR • Approving an IR: • Verify the transaction date • Verify the accounting details • Accept or reject the exceptions • Header level • Line level • Once you have reviewed the IR and are satisfied that it should be processed • Select ‘Approve’ Exit presentation to review website

21. Agenda Approving an IR: Failing FLAIR • If an IR fails FLAIR or is rejected by DFS, MFMP returns it to the Invoice Manager with a failure message. • Header Level messages pertain to the entire IR • Display on the front page of the IR • Provides information about the failure as it pertains to the entire document • Additional information can be found in the line level message • Line Level messages as they pertain to individual lines of the IR • Provides specific information about the particular line failure

22. Agenda Approving an IR: Failing FLAIR • Additional information about a failure or return from DFS is available at the Line Level: • Encumbrance Record Is Not On File • The original encumbrance has been paid out in FLAIR • Insufficient Available Balance • Insufficient budget to process this payment • Check with the F&A manager or the budget office • Expansion Option Record Not on File • There has been an update in FLAIR to the EO that was chosen. • Withdraw the PR, update the EO, and resubmit it. • Password Not On File • FLAIR password has been changed and must be updated in MFMP. • Invalid Prior Period Indicator • Update the prior period indicator in MFMP to match FLAIR.

23. Agenda Agenda • Welcome • Overview • Reconciling an IR • Approving an IR • Tips and Tricks • Resources • Summary • Contact Us

24. Agenda Tips & Tricks: Status • The Status of an IR can be: • Reconciling – Awaiting approval by the requester or Exception Handler • Approving – Awaiting approval by the Invoice Manager • Rejected – Rejected by the Exception Handler or the Invoice Manager • Paid – Processed completely • IR’s successfully processed through MFMP and Irs marked ‘Paid in FLAIR’ both go into Paid status and reduce the PO Balance.

25. Agenda Tips & Tricks: Status • Payments processed in MFMP are viewable on the Order tab of an IR. • Create a system search for the order by: • Order number • Requisition number • IR number • From the order, Click on the IR ID link. • Click on the Payment link (PAY link) to view: • Warrant number • Warrant date • Statewide document and voucher numbers Exit presentation to review website

26. Agenda Tips & Tricks: Change Orders • F&A can make accounting changes to orders using the CO No Workflow group without additional approvals. • Only 38 fields can be changes that will not generate the original workflow. • If you change the ‘Delay Purchase Until’ or ‘Need By’ dates, MFMP will route the order through the original workflow. • Step-by-step instructions are available in the MFMP Buyer Manual

27. Tips & Tricks: Change Orders

28. Agenda Agenda • Welcome • Overview • Reconciling an IR • Approving an IR • Tips and Tricks • Resources • Summary • Contact Us

29. Resources • Contact the MFMP CSD at BuyerHelp@MyFloridaMarketPlace.com or (866) 352-3776 • Buyer -https://MyFloridaMarketPlace.com:9140/Buyer/Main • MFMP toolkit http://dms.MyFlorida.com/buyertoolkit • Bulletin board & hot topics • Training opportunities • WebEx sessions • Statewide training • Training materials • Job aids • Buyer manual • System Administrator manual • Meeting materials • MFMP Punchout catalogs and eInvoicing • Working with vendors • Communications • eNewsletter • Reporting tools

30. Resources • Contact your agency system administrator for password resets • Vendor searches: • Vendor Administrative Lookup tool: https://vendor.MyFloridaMarketPlace.com/admin/index.jhtm • Username and password: ‘publicuser’ (must be entered in lower case) • SPURSView:http://fcn.state.fl.us/owa_spurs/owa/spurs_www.main_menu_form • Username or password is not required • Contact the vendor CSD at VendorHelp@MyFloridaMarketPlace.com or (866) 352-3776

31. The buyer training environment is a mirrored version of the live system where customers test their knowledge on how the system works using agency-specific data. https://learning.MyFloridaMarketPlace.com The login is the same name the customer uses to sign on in ‘live’ MFMP 2.0; the password is train20 Data is refreshed quarterly with current production data, including: A refresh of current customer profiles Accounting data Transactions Catalogs Operational data e.g. changes to agency workflow Agency system administrators also have the ability to add new users into the training environment should the need arise. Resources: Training Environment

32. Buyer 2.0 Web-based Training OnDemand is a Web-based training program that allows you to learn at your convenience. You can gain well-rounded knowledge of software functionality, complete with conceptual understanding in a simulated environment. OnDemand demonstrates how to complete a task and guides you as you work. View and find available training modules, lessons, and topics, and then launch training for a specific topic at: http://training.MyFloridaMarketPlace.com/buyer If the page does not automatically display, disable pop-up blockers. Resources: OnDemand Training

33. Presentation-style training tools PowerPoint training presentations provide step-by-step instructions. Assists with classroom or individualized training needs. WebEx training provided quarterly http://dms.MyFlorida.com/mfmp_webex. MFMP recorded training “tours” This allows customers to access to the same basic information provided in other courses, at their leisure. http://dms.MyFlorida.com/mfmp_tours Training registration is available at http://dms.MyFlorida.com/mfmp-buyer_training. Resources: Training Tools

34. Agenda Agenda • Welcome • Overview • Reconciling an IR • Approving an IR • Tips and Tricks • Resources • Summary • Contact Us

35. Agenda Recap Let’s recap today’s training: • How to reconcile and approve an IR, including: • Roles in F&A • Exception Handler • Invoice Manager • Manual match • Rejecting a line item • How to review the exceptions and accounting details • How to use the C/O No Workflow to make accounting changes • How to better understand the FLAIR failure messages 8-30-10 Page - 35

36. Contact Us Contact the MFMP CSD at BuyerHelp@MyFloridaMarketPlace.com or (866) 352-3776