My Florida Market Place Invoice Training Agenda q

My. Florida. Market. Place Invoice Training

Agenda q q q MFMP Overview System Basics Defining an Invoice Reconciliation Creating an Invoice Reconciliation Reconciling an IR Approving an IR Disputing an IR Change Orders to Update Accounting Helpful Processing Tips Various FA e. Forms System Searches Failing FLAIR Integration Page - 2

MFMP Overview q q q q My. Florida. Market. Place (MFMP) is the State of Florida’s source of eprocurement (procure to pay) for agency’s purchasing and sourcing. Started operation July 1, 2003. One-stop shop for accessing on-line catalogs and information about vendors that provide goods and services to the State. More Choice: MFMP provides online access to the system’s registered vendors, State Term Contracts, quoting, and sourcing. Reduced Error Rates: More validation of purchasing and F&A information. Faster order processing time: By automating the transactions, contracts, and approvals; the time for requisition to payment is reduced. Reduction in the cost of goods and services: MFMP allows State Purchasing visibility into agency spending thus giving them better leverage when negotiating State Term Contracts which leads to lower costs for agency customers. Page - 3

MFMP Overview q With the Requester group, customers will have the ability to: Ø Create and Submit a Requisition Ø Initiate change orders Ø Initiate receipts against their orders Ø Create and Submit an Invoice e. Form Ø Search and copy their purchase orders Ø Create folders and file items within them q With the Invoicing group, customers will have the ability to: Ø Create and Submit an Invoice e. Form Ø Edit all accounting fields Ø Initiate change orders Ø Reconcile, Approve and Reject Invoice Reconciliations Ø Conduct agency-wide searches for Requisitions, Orders, Invoice Reconciliations, etc. Additional information can be found on the MFMP Toolkit available on the DMS website http: //myfloridamarketplace. com/training. Page - 4

Agenda q q q MFMP Overview System Basics Defining an Invoice Reconciliation Creating an Invoice Reconciliation Reconciling an IR Approving an IR Disputing an IR Change Orders to Update Accounting Helpful Processing Tips Various FA e. Forms System Searches Failing FLAIR Integration Page - 5

System Basics You will sign on with your user name and password You can select “where” you want to go by clicking on your option in the dropdown box Page - 6

System Basics Remember to log out by clicking the Logout button. Don’t click the “X” on your Explorer screen. Page - 7

System Basics When your session has been idle for 14 minutes, the Logout Warning popup will appear with a countdown of 60 seconds. If you want to continue with your work in MFMP, click on the Cancel Logout and your session will remain open Page - 8

System Basics Dropdown boxes hold your last five choices. If your choice is not listed, click “Other” to search by entering all or part of the name or item you wish to select. This feature works the same throughout To expand your view, you can collapse the navigation pane. Page - 9

System Basics When the calendar box has been selected, to move forward by one month, click the single arrow. To move forward by one year, click the double arrow. Once you have found the appropriate date, click on the date and it will populate onto your requisition Page - 10

System Basics To Change your Password, Delegate Approval Authority, or Email notifications, click on your Preferences link Page - 11

System Basics • Passwords must be a minimum of 7 characters and a maximum of 8 characters and are case sensitive. This is secure and should not be shared. If you forget your password, contact your system administrator for assistance • Delegate Approval prior to Leave to ensure the IR process continues in your absence • Preferences can be set to change the frequency in which you receive email notifications • With immediate notification, customers will receive emails as soon as an item requiring their approval becomes active in the workflow • Email summaries are sent once a day and contain a list of all items requiring the customer’s approval Page - 12

Agenda q q q MFMP Overview System Basics Defining an Invoice Reconciliation Creating an Invoice Reconciliation Reconciling an IR Approving an IR Disputing an IR Change Orders to Update Accounting Helpful Processing Tips Various FA e. Forms System Searches Failing FLAIR Integration Page - 13

Defining an Invoice Reconciliation q An IR is created when MFMP matches an invoice to its purchase order and receipt q MFMP handles services differently than commodities Ø MFMP performs a 3 way match for commodities: invoice compared to the order and the receiving report Ø MFMP performs a 2 way match for services: invoice compared to the order q Discrepancies or differences are listed on the IR as exceptions q All exceptions must be reconciled before the IR can be approved for payment Page - 14

Defining an Invoice Reconciliation On Behalf Of (OBO) q q q Exception Handler Invoice Manager DFS Audit (if applicable) FLAIR Services invoices require the requester to approve the invoice prior to the Exception Handler. By approving the IR, the requester is approving that the services were received. A PO with a “ 9” series commodity code is an order for services. Page - 15

Defining an Invoice Reconciliation Exception Handler q q q Invoice Manager DFS Audit (if applicable) FLAIR Commodity invoices are routed to the Exception Handler (or F&A Gatekeeper) for approval first. OBO’s do not need to approve the invoice prior to approval by the F&A Office. OBO’s approve the payment by documenting the goods were received via the receiving process. Page - 16

Defining an Invoice Reconciliation Exception Handler q q q Normally the first F&A Approver Responsible for reconciling all exceptions Ensures that the invoice matches to the terms of the order Ensures goods were received or services were approved Ensures that the transaction date is accurate Invoice Manager q q Ensures the invoice should be approved FLAIR username and password are recorded in FLAIR when the IR is approved Last agency approver of the invoice If DFS returns the IR for additional information, the Invoice Manager is added to the approval flow Page - 17

Agenda q q q MFMP Overview System Basics Defining an Invoice Reconciliation Creating an Invoice Reconciliation Reconciling an IR Approving an IR Disputing an IR Change Orders to Update Accounting Helpful Processing Tips Various FA e. Forms System Searches Failing FLAIR Integration Page - 18

Creating an Invoice Reconciliation q There are two ways to create an IR: Ø Invoice e. Form (Agency creation) - Using the paper invoice, the invoice is entered into MFMP by the agency - A scanned image of the invoice and supporting documentation should be attached to the Invoice e. Form Ø Electronic Invoice (Vendor creation) - Also known as a PO flip or ASN invoice - Vendors have the ability to submit invoices electronically - A paper copy of the invoice is not needed Page - 19

Creating an Invoice Reconciliation From either of these links you can select a variety of e. Forms including the Invoice e. Form Page - 20

Creating an Invoice Reconciliation Select Invoice e. Form to create an Invoice Reconciliation. Depending on your assigned groups you may have additional e. Forms Page - 21

Creating an Invoice Reconciliation • Enter an appropriate Title following your agency’s standard titling convention. This field allows numbers, letters, and special characters • Supplier Invoice # field can contain a maximum of 30 characters, and becomes part of the IR #. The last 9 digits will be sent to FLAIR and will be recorded on the warrant so the number should reflect the vendor’s invoice. Should a number not be provided please refer to your agency’s practices. Page - 22

Creating an Invoice Reconciliation • Supplier Invoice Date: This is the date of your vendor’s invoice as provided by the vendor • Invoice Received Date: Record the date the invoice was received by the office notated in the Bill To section of the purchase order • Services Start Date & Services End Date: DFS requires that services start and end dates are entered for all services invoices Page - 23

Creating an Invoice Reconciliation • Select the Vendor Location by clicking on the drop down box • This must be the exact Vendor Location that is on the purchase order • The last five vendors will be displayed. If the vendor you need to invoice is not displayed, select other Page - 24

Creating an Invoice Reconciliation • To choose a vendor, type in your vendor’s name and click Search • You can also search utilizing other options. You can search by any one of the fields listed in the box to the left When you locate your vendor, press the Select button • Click on the dropdown to change your search options. The headers correspond to the available search options • When you have multiple returns, you can sort by the header column of your choice Page - 25

Creating an Invoice Reconciliation Supplier Name will populate with the Vendor Location choice Enter the total amount of the invoice in the Subtotal field Press the Next button to select an Order to invoice against Page - 26

Creating an Invoice Reconciliation. Invoicing without Order/ Release? : • For invoices against orders select “No”. • For invoices directly against a contract (MA###), select “Yes” Purchase Order: Press the select button the search for your Order Page - 27

Creating an Invoice Reconciliation Once you have found the correct Order, press the Select button If you have selected the wrong vendor location, the purchase order will not return. Page - 28

Creating an Invoice Reconciliation Once the Order has been selected. Press the Generate Invoice button to display all the lines of the order Page - 29

Creating an Invoice Reconciliation Enter in the quantity and amount that is being invoiced Note: Ensure the appropriate line number is in the Line # box, or it will become an unmatched item on the IR If your order has multiple lines and you are not invoicing against the entire order, check the item that you’d like to delete and press the Delete button Page - 30

Creating an Invoice Reconciliation Press the Next button to complete the invoice If another line item needs to be added (i. e. for shipping), you can add a new line item which will need all information to be populated NOTE: Although you have the option to copy a line item, it is not recommended Page - 31

Creating an Invoice Reconciliation To add a copy of the invoice as required by DFS, or any other attachment: • Read the disclaimer and Check the checkbox indicating your compliance • Click the Add Attachment button Review the e. Form for accuracy. If no changes are necessary, press the Submit button to create your IR

Creating an Invoice Reconciliation q If confidential information is attached to the IR an Confidential Information Removal Request Form must be completed and submitted to the Customer Service Desk by the appropriate agency liaison q For more information on your Agency’s Confidential Policy, contact your agency MFMP Security Administrator q Further information on Scanning and Attachment Guidelines can be located in the MFMP Toolkit q Scanning & Attachment Guidelines Scanning and File Attachment Guidelines. doc q Confidential Information Purging Confidential Information Purge Request Process PUR 3785 - Confidential Information Purge Request Form Page - 33

Creating an Invoice Reconciliation Benefits of Electronic Invoicing q An Invoice e. Form will not need to be created q No need to scan attachments q Reduce invoice data entry requirements for State Agencies q Vendors will be notified systematically if an invoice is rejected and will see the comments that the agency includes as to the reason for rejection q Reduction of paper flow q Improved data accuracy (no keying mistakes) q Disputed line item comments will be transmitted to the vendor Page - 34

Creating an Invoice Reconciliation Currently Utilizing e-Invoicing (8 -1 -09) Law Enforcement Targets, Inc q Office Depot BSD q Grainger Industrial Supply q q Hayes E-Government Resources Lewis Digital, Inc. q Gulf Ice Systems, Inc. q Thermal Tech, Inc q Computer Tutors USA q The Canopy of Technology, Inc. q Dell Marketing L. P q q Leitz & Reed Office Products, Inc. Stanbio Laboratory q Bay Systems, Inc q q Alston & Bird LLP q BMC Software Distribution Inc. q CLASSIC PRINTING COMPANY q Sysco Food Services of South Florida, Inc q VF Imagewear q Marpan Supply Company, Inc. q Colamco, Inc. q Mac Papers q TYBRIN Corporation q Ronco Communications & Electronics, Inc. q Information Builders, Inc. For an updated list of all e. Invoicing vendors is available on the MFMP Toolkit Page - 35

Practical Exercise 1 If you have questions, please raise your hand for assistance Page - 36

Agenda q q q MFMP Overview System Basics Defining an Invoice Reconciliation Creating an Invoice Reconciliation Reconciling an IR Approving an IR Disputing an IR Change Orders to Update Accounting Helpful Processing Tips Various FA e. Forms System Searches Failing FLAIR Integration Page - 37

Reconciling an IR From your Reconcile queue in the shortcut menu, you can see the invoices that require your attention. Notice that the number displayed shows how many items are pending your approval Page - 38

Reconciling an IR • You can group items by status, supplier, etc. This can be helpful when prioritizing your work • By Clicking the Table Options Menu, you can group, export and Show / Hide fields within your queue NOTE: • The IR number is comprised of two parts: the invoice number that was entered on the invoice e. Form (e. Invoice) and a 6 digit sequence number • When referring to the IR, use the sequence number Page - 39

Reconciling an IR • Choose the IR that you are going to work on • Any Row can be sorted by clicking on the Header • The status of the IR indicates what state the item is in: Approving status means the IR has been reconciled and requires approval Reconciling status means the IR requires reconciliation Page - 40

Reconciling an IR Typical Audit Steps Receive invoice Compare invoice to terms in contract document Verify receiving report/ services were approved Approve invoice Key into FLAIR MFMP Audit Steps The IR will pre-audit your invoice against the order and receipt (if a commodity) q All exceptions/discrepancies will be displayed and you will be required to reconcile and resolve these §Reconciling is “auditing” the invoice q By approving the invoice, you are bypassing the requirement to enter the information into FLAIR. q Page - 41

Reconciling an IR • Once the IR is created, MFMP will conduct a match against the order, invoice, and receipt (if applicable) • The discrepancies will be listed as exceptions • Click an Exception to see additional details about the exception Page - 42

Reconciling an IR The Exception Details define what the exception is Notice the Received Quantity Variance between what has been received and what has been invoiced Page - 43

Reconciling an IR q An IR is comprised of 6 components Ø Exceptions: Performs the match and displays the discrepancies Ø Approval Flow: Defines who is required to approve and who has approved Ø Invoice: Details the invoice Ø Order: Offers direct access to the purchase order Ø Receipt: Captures all receiving reports (If PO is for service, this tab will be blank) Ø History: Details and records all activity on the IR Page - 44

Reconciling an IR Header Level Exceptions: Exceptions for the entire invoice q Amount Variance: The total cost of the invoice is different than the total cost of the purchase order. This variance will occur when you have a partial payment for an order q Invoice Reconciliation Already Exists: An Invoice Reconciliation with the same Invoice Number and Supplier already exists. This could be a result of the vendor having already sent an electronic invoice. *This is not a common Exception Line Item Exceptions: Exceptions for a line q Accounting Verification Exception: Every IR will have this exception. Accounting information must be verified before accepting this exception q Quantity Variance: The quantity on the invoice line item is different from the quantity left to invoice on the order line item q Price Variance: The price on the invoice line item is different from the price on the order line item q Received Quantity Variance: The quantity field on the invoice line item is different from the quantity left to invoice on the receipt line item Page - 45

Reconciling an IR • Validate the Transaction Date. This date is used to calculate your prompt payment compliance • MFMP selects the date based on the information that is available in the system at the time the IR is generated • If the receiving report has not been created, MFMP will not take the received date into consideration View the receipts tab to see when the commodity was received Page - 46

Reconciling an IR IR matches items to the line item of the order Page - 47

Reconciling an IR • You can click on the Invoice e. Form link to view the scanned invoice attachment • If the invoice was received electronically the Invoice e. Form link will not be available The purchase order’s amount reflected here indicates how much is left to bill on the invoice. This does not reflect any IR’s in Reconciling or Approving Status Page - 48

Reconciling an IR Remember: An IR will escalate if it has been pending in a “CUSTOMER” queue for 10 business days. Items pending a role do not escalate. If you have a business need to have another approver review the IR, you can manually add an approver Page - 49

Reconciling an IR • To add an approver select a customer by pressing the Select button and search for the appropriate approver • Select “Approver” or “Watcher” • Provide a reason This field is optional, however, it will be included on the approval flow You can select where the added approver will fall in the approval flow Page - 50

Reconciling an IR Notice that an approver has been added to an approval flow. A reason was added and when you hover the approver, a pop up displays the reason why the approver was added Page - 51

Reconciling an IR The Invoice Tab displays all information from the Invoice e. Form or electronic invoice Accounting information can be viewed on the invoice tab. This is the accounting information from the order. If you’ve changed the accounting information on the Exceptions’ tab, the changes will not be reflected here Page - 52

Reconciling an IR q All IRs in Paid status will be tracked including IRs Marked Paid in FLAIR q Invoice Reconciliations in Reconciling, Approving, or Rejecting status will not be recorded as part of the payment history q Cancelled warrants can also be tracked and recorded Page - 53

Reconciling an IR • The PO Balance shows the current remaining balance of the order. It is drawn down after IRs are in Paid status • Paid IRs will be tracked in the Payment Details Page - 54

Reconciling an IR The Line Items will reflect a cumulative history of the order including how many items were received Page - 55

Reconciling an IR • All receipts will be tracked on the Receipts Tab • If only one receipt is displayed and it is in composing status, no Receipts have been completed If a receipt is completed while the IR is processing, this will not change the exception on the IR The Transaction Date will not automatically update. You will have to adjust it as appropriate • If there are no receipts shown on the receipts tab (nothing in composing), this is an order for a Service • DO’s for services do not require receipts • You can review any receipt by clicking on the Receipt ID Page - 56

Reconciling an IR Negative Receipts can be entered to correct receiving errors Page - 57

Reconciling an IR • The History tab tracks all changes/edits made on the IR. All customers who make changes to the IR will be logged here • Click the Edited link to see the fields that were edited Page - 58

Reconciling an IR History details show each field that was changed or edited by user Page - 59

Reconciling an IR • Once you have audited the invoice and resolved all the exceptions, you’ll need to review and verify the accounting information. Check the box by the line to be updated • Click the Edit button to view the accounting information Page - 60

Reconciling an IR Advanced Payment Indicator is selected on the PR. The requester also chooses a customer to notify of the advance payment. When the DO is issued, the chosen customer will receive an email notification Page - 61

Reconciling an IR The information on the accounting details page, is the accounting information from the order/contract. As an F&A approver, you are responsible for validating that the information is accurate Page - 62

Reconciling an IR If this IR will be made using payable funds, check the Payable Disbursement box. Once checked you will be directed to enter in a payable number and payable line # If the IR is the final invoice for the order, you can click the Final Payment Indicator to final out the encumbrance line in FLAIR If you do not have funds but still require the payment from this account, you can override the transaction in FLAIR by checking the Available Balance Override Indicator. You will need to have the MFMP ABOI Group and the appropriate permissions in FLAIR Page - 63

Reconciling an IR • If the funds were encumbered, the Encumber Funds box will be checked an encumbered disbursement transaction (TR 70) will be sent to FLAIR • If you need to process the IR as unencumbered, uncheck the box. MFMP will send an unencumbered transaction (TR 51) to FLAIR • The Encumbrance Number and Encumbrance Line Number fields indicate the encumbrance number that is recorded in FLAIR. • If you are processing an invoice against a contract that was encumbered, the encumbrance number will be reflected in the Contract Encumbrance Number and Contract Encumbrance Line Number fields Page - 64

Reconciling an IR • Grouping Character: If your agency uses Grouping Characters enter it here • Certified Forward: If the Order should be certified, this box must be checked and can be completed on the Requisition or IR • Description: Limited information can be entered here and will appear in the Description field in FLAIR. (This can also be completed on the requisition and will carry forward to the IR. ) To split the disbursement across different accounts, funds, org, etc. Click the Split Accounting button Page - 65

Reconciling an IR You can split the transaction by amount, percentage, or by quantity You’ll need to allocate the split Page - 66

Reconciling an IR The line number indicates the split number As you scroll down the page, update the accounting information and allocate the split as appropriate. If you created a split in error you can press the Delete button Page - 67

Reconciling an IR • MFMP will track your allocation; you will only be able to move forward if the allocation is 100% • Press the OK button to save your changes If need to add an additional split, click the Add Split button Page - 68

Reconciling an IR • If you cannot resolve an exception you can mark it as Cannot Resolve • When you mark a line as Cannot Resolve, the status will be updated appropriately Page - 69

Reconciling an IR • You should refer the IR to another customer for reconciliation. For example if you need assistance you may want to refer your IR to your supervisor • Comments are not required, however, they are a good business practice and are encouraged Page - 70

Reconciling an IR If, when the invoice e. Form was created, an incorrect line from the order was selected you can change it by using the Manual Match function Page - 71

Reconciling an IR This line is matched to line 2 of the order. You can change this by Selecting a new line. Page - 72

Reconciling an IR Select the appropriate order line item to match the invoice line to Page - 73

Reconciling an IR If you’ve reviewed the invoice, reconciled the exceptions and agree that this invoice should be approved, Accept the exception. You will need to accept the Header Level Exceptions as well as the Line Item Exceptions Page - 74

Reconciling an IR Once the Header Level and Line Level Exceptions are accepted, you will receive this message Once all exceptions have been reconciled, Submit, Reject or Refer the IR as appropriate Page - 75

Reconciling an IR • If you need to process the payments directly in FLAIR (i. e. JT payments), you’ll need to mark the Payment Completed in FLAIR checkbox • Once Payment is completed, you should complete a Payment Update e. Form to record your payment information Page - 76

Practical Exercise 2 If you have questions, please raise your hand for assistance Page - 77