MyFloridaMarketPlace

Invoice Training

Page - *Page - *AgendaMFMP OverviewSystem BasicsDefining an Invoice ReconciliationCreating an Invoice ReconciliationReconciling an IRApproving an IRDisputing an IRChange Orders to Update AccountingHelpful Processing TipsVarious FA eFormsSystem SearchesFailing FLAIR Integration

Page - *Page - *MFMP OverviewMyFloridaMarketPlace (MFMP) is the State of Floridas source of e-procurement (procure to pay) for agencys 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 systems 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 - *Page - *MFMP OverviewWith the Requester group, customers will have the ability to:Create and Submit a RequisitionInitiate change ordersInitiate receipts against their orders Create and Submit an Invoice eFormSearch and copy their purchase ordersCreate folders and file items within them

With the Invoicing group, customers will have the ability to:Create and Submit an Invoice eFormEdit all accounting fieldsInitiate change orders Reconcile, Approve and Reject Invoice ReconciliationsConduct 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 - *Page - *Agenda MFMP OverviewSystem BasicsDefining an Invoice ReconciliationCreating an Invoice ReconciliationReconciling an IRApproving an IRDisputing an IRChange Orders to Update AccountingHelpful Processing TipsVarious FA eFormsSystem SearchesFailing FLAIR Integration

Page - *Page - *System BasicsYou can select where you want to go by clicking on your option in the dropdown box

Page - *Page - *System BasicsRemember to log out by clicking the Logout button. Dont click the X on your Explorer screen.

Page - *Page - *System BasicsWhen 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 - *Page - *System BasicsDropdown 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 throughoutTo expand your view, you can collapse the navigation pane.

Page - *Page - *System BasicsWhen 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 - *Page - *System BasicsTo Change your Password, Delegate Approval Authority, or Email notifications, click on your Preferences link

Page - *Page - *System BasicsPasswords 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 notificationsWith immediate notification, customers will receive emails as soon as an item requiring their approval becomes active in the workflowEmail summaries are sent once a day and contain a list of all items requiring the customers approval

Page - *Page - *AgendaMFMP OverviewSystem BasicsDefining an Invoice ReconciliationCreating an Invoice ReconciliationReconciling an IRApproving an IRDisputing an IRChange Orders to Update AccountingHelpful Processing TipsVarious FA eFormsSystem SearchesFailing FLAIR Integration

Page - *Page - *Defining an Invoice ReconciliationAn IR is created when MFMP matches an invoice to its purchase order and receipt

MFMP handles services differently than commoditiesMFMP performs a 3 way match for commodities: invoice compared to the order and the receiving reportMFMP performs a 2 way match for services: invoice compared to the order

Discrepancies or differences are listed on the IR as exceptions

All exceptions must be reconciled before the IR can be approved for payment

Page - *Page - *Defining an Invoice Reconciliation

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.

Exception HandlerInvoice ManagerDFS Audit (if applicable)FLAIROn Behalf Of (OBO)

Page - *Page - *Defining an Invoice ReconciliationCommodity invoices are routed to the Exception Handler (or F&A Gatekeeper) for approval first.OBOs do not need to approve the invoice prior to approval by the F&A Office.OBOs approve the payment by documenting the goods were received via the receiving process.Exception HandlerInvoice ManagerDFS Audit (if applicable)FLAIR

Page - *Page - *Defining an Invoice ReconciliationException Handler

Normally the first F&A ApproverResponsible for reconciling all exceptionsEnsures that the invoice matches to the terms of the orderEnsures goods were received or services were approvedEnsures that the transaction date is accurateInvoice Manager

Ensures the invoice should be approvedFLAIR username and password are recorded in FLAIR when the IR is approvedLast agency approver of the invoiceIf DFS returns the IR for additional information, the Invoice Manager is added to the approval flow

Page - *Page - *AgendaMFMP OverviewSystem BasicsDefining an Invoice ReconciliationCreating an Invoice ReconciliationReconciling an IRApproving an IRDisputing an IRChange Orders to Update AccountingHelpful Processing TipsVarious FA eFormsSystem SearchesFailing FLAIR Integration

Page - *Page - *Creating an Invoice ReconciliationThere are two ways to create an IR:

Invoice eForm (Agency creation)Using the paper invoice, the invoice is entered into MFMP by the agencyA scanned image of the invoice and supporting documentation should be attached to the Invoice eForm

Electronic Invoice (Vendor creation)Also known as a PO flip or ASN invoiceVendors have the ability to submit invoices electronicallyA paper copy of the invoice is not needed

Page - *Page - *Creating an Invoice ReconciliationFrom either of these links you can select a variety of eForms including the Invoice eForm

Page - *Page - *Creating an Invoice ReconciliationSelect Invoice eForm to create an Invoice Reconciliation. Depending on your assigned groups you may have additional eForms

Page - *Page - *Creating an Invoice ReconciliationEnter an appropriate Title following your agencys 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 vendors invoice. Should a number not be provided please refer to your agencys practices.

Page - *Page - *Creating an Invoice ReconciliationSupplier Invoice Date: This is the date of your vendors 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 - *Page - *Creating an Invoice ReconciliationSelect 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 - *Page - *Creating an Invoice Reconciliation

To choose a vendor, type in your vendors 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

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

When you locate your vendor, press the Select button

Page - *Page - *Creating an Invoice ReconciliationEnter the total amount of the invoice in the Subtotal fieldPress the Next button to select an Order to invoice againstSupplier Name will populate with the Vendor Location choice

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

Page - *Page - *Creating an Invoice ReconciliationOnce you have found the correct Order, press the Select buttonIf you have selected the wrong vendor location, the purchase order will not return.

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

Page - *Page - *Creating an Invoice ReconciliationIf your order has multiple lines and you are not invoicing against the entire order, check the item that youd like to delete and press the Delete buttonEnter in the quantity and amount that is being invoicedNote: Ensure the appropriate line number is in the Line # box, or it will become an unmatched item on the IR

Page - *Page - *Creating an Invoice ReconciliationIf 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 recommendedPress the Next button to complete the invoice

Creating an Invoice ReconciliationTo 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 buttonReview the eForm for accuracy. If no changes are necessary, press the Submit button to create your IR

Page - *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

For more information on your Agencys Confidential Policy, contact your agency MFMP Security Administrator

Further information on Scanning and Attachment Guidelines can be located in the MFMP Toolkit

Scanning & Attachment Guidelines Scanning and File Attachment Guidelines .doc

Confidential Information Purging Confidential Information Purge Request ProcessPUR 3785 - Confidential Information Purge Request Form

Creating an Invoice Reconciliation

Page - *Page - *Benefits of Electronic Invoicing An Invoice eForm will not need to be created No need to scan attachmentsReduce invoice data entry requirements for State AgenciesVendors will be notified systematically if an invoice is rejected and will see the comments that the agency includes as to the reason for rejectionReduction of paper flowImproved data accuracy (no keying mistakes)Disputed line item comments will be transmitted to the vendor

Creating an Invoice Reconciliation

Page - *Page - *Currently Utilizing e-Invoicing (8-1-09)Office Depot BSDGrainger Industrial SupplyHayes E-GovernmentResourcesLewis Digital, Inc.Gulf Ice Systems, Inc.Computer Tutors USADell Marketing L.PLeitz & Reed Office Products, Inc.Stanbio LaboratoryBay Systems, Inc

VF ImagewearMarpan Supply Company, Inc.Colamco, Inc.Mac PapersTYBRIN CorporationRonco Communications & Electronics, Inc.Information Builders, Inc.Creating an Invoice Reconciliation

Law Enforcement Targets, IncAlston & Bird LLPBMC Software Distribution Inc.Thermal Tech, IncThe Canopy of Technology, Inc.CLASSIC PRINTING COMPANYSysco Food Services of South Florida, IncFor an updated list of all eInvoicing vendors is available on the MFMP Toolkit

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

Page - *Page - *AgendaMFMP OverviewSystem BasicsDefining an Invoice ReconciliationCreating an Invoice ReconciliationReconciling an IRApproving an IRDisputing an IRChange Orders to Update AccountingHelpful Processing TipsVarious FA eFormsSystem SearchesFailing FLAIR Integration

Page - *Page - *Reconciling an IRFrom 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 - *Page - *Reconciling an IRYou 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 queueNOTE: The IR number is comprised of two parts: the invoice number that was entered on the invoice eForm (eInvoice) and a 6 digit sequence number

When referring to the IR, use the sequence number

Page - *Page - *Reconciling an IRChoose 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 - *Page - *Reconciling an IRReceive invoiceVerify receiving report/ services were approvedCompare invoice to terms in contract documentApprove invoiceKey into FLAIR The IR will pre-audit your invoice against the order and receipt (if a commodity)

All exceptions/discrepancies will be displayed and you will be required to reconcile and resolve theseReconciling is auditing the invoice

By approving the invoice, you are bypassing the requirement to enter the information into FLAIR. Typical Audit StepsMFMP Audit Steps

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

Page - *Page - *Reconciling an IRNotice the Received Quantity Variance between what has been received and what has been invoicedThe Exception Details define what the exception is

Page - *Page - *Reconciling an IRAn IR is comprised of 6 componentsExceptions: Performs the match and displays the discrepancies Approval Flow: Defines who is required to approve and who has approvedInvoice: Details the invoiceOrder: Offers direct access to the purchase orderReceipt: Captures all receiving reports (If PO is for service, this tab will be blank)History: Details and records all activity on the IR

Page - *Page - *Reconciling an IRHeader Level Exceptions: Exceptions for the entire invoiceAmount 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 orderInvoice 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 ExceptionLine Item Exceptions: Exceptions for a lineAccounting Verification Exception: Every IR will have this exception. Accounting information must be verified before accepting this exceptionQuantity Variance: The quantity on the invoice line item is different from the quantity left to invoice on the order line itemPrice Variance: The price on the invoice line item is different from the price on the order line itemReceived Quantity Variance: The quantity field on the invoice line item is different from the quantity left to invoice on the receipt line item

Page - *Page - *Reconciling an IRValidate 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 - *Page - *Reconciling an IRIR matches items to the line item of the order

Page - *Page - *Reconciling an IRYou can click on the Invoice eForm link to view the scanned invoice attachment If the invoice was received electronically the Invoice eForm link will not be availableThe purchase orders amount reflected here indicates how much is left to bill on the invoice. This does not reflect any IRs in Reconciling or Approving Status

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

Page - *Page - *Reconciling an IRTo add an approver select a customer by pressing the Select button and search for the appropriate approverSelect Approver or WatcherProvide a reason This field is optional, however, it will be included on the approval flowYou can select where the added approver will fall in the approval flow

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

Page - *Page - *Reconciling an IRAccounting information can be viewed on the invoice tab. This is the accounting information from the order. If youve changed the accounting information on the Exceptions tab, the changes will not be reflected hereThe Invoice Tab displays all information from the Invoice eForm or electronic invoice

Page - *Page - *Reconciling an IRAll IRs in Paid status will be tracked including IRs Marked Paid in FLAIR

Invoice Reconciliations in Reconciling, Approving, or Rejecting status will not be recorded as part of the payment history

Cancelled warrants can also be tracked and recorded

Page - *Page - *Reconciling an IRThe PO Balance shows the current remaining balance of the order. It is drawn down after IRs are in Paid statusPaid IRs will be tracked in the Payment Details

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

Page - *Page - *Reconciling an IRAll receipts will be tracked on the Receipts Tab If only one receipt is displayed and it is in composing status, no Receipts have been completedIf 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 appropriateIf there are no receipts shown on the receipts tab (nothing in composing), this is an order for a Service DOs for services do not require receiptsYou can review any receipt by clicking on the Receipt ID

Page - *Reconciling an IRNegative Receipts can be entered to correct receiving errors

Page - *Page - *Reconciling an IRThe 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 - *Reconciling an IRHistory details show each field that was changed or edited by user

Page - *Page - *Reconciling an IROnce you have audited the invoice and resolved all the exceptions, youll 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 - *Reconciling an IRAdvanced 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 - *Page - *Reconciling an IRThe 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 - *Page - *Reconciling an IRIf 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 FLAIRIf 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 - *Page - *Reconciling an IRIf the funds were encumbered, the Encumber Funds box will be checked and an encumbered disbursement transaction (TR 70) will be sent to FLAIRIf you need to process the IR as unencumbered, uncheck the box. MFMP will send an unencumbered transaction (TR51) 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 - *Page - *Reconciling an IRTo split the disbursement across different accounts, funds, org, etc. Click the Split Accounting buttonGrouping Character: If your agency uses Grouping Characters enter it hereCertified Forward: If the Order should be certified, this box must be checked and can be completed on the Requisition or IRDescription: 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.)

Page - *Page - *Reconciling an IRYou can split the transaction by amount, percentage, or by quantityYoull need to allocate the split

Page - *Page - *Reconciling an IRAs 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 buttonThe line number indicates the split number

Page - *Page - *Reconciling an IRIf need to add an additional split, click the Add Split buttonMFMP 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

Page - *Page - *Reconciling an IRIf 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 - *Page - *Reconciling an IRYou 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 - *Page - *Reconciling an IRIf, when the invoice eForm was created, an incorrect line from the order was selected you can change it by using the Manual Match function

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

Page - *Page - *Reconciling an IRSelect the appropriate order line item to match the invoice line to

Page - *Page - *Reconciling an IRIf youve 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 - *Page - *Reconciling an IROnce all exceptions have been reconciled, Submit, Reject or Refer the IR as appropriateOnce the Header Level and Line Level Exceptions are accepted, you will receive this message

Page - *Page - *Reconciling an IRIf you need to process the payments directly in FLAIR (i.e. JT payments), youll need to mark the Payment Completed in FLAIR checkboxOnce Payment is completed, you should complete a Payment Update eForm to record your payment information

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

******By using the Logout button this officially logs out your session with MFMP. Clicking the X wont necessarily end your MFMP session.********Note that the system will detect duplicate invoice #s.***Vendors who are considering electronic invoicing already complete electronic invoicing with other customers. The MyFloridaMarketPlace team is working with these vendors to determine next steps to include Florida as an electronic invoicing customer with them.

All transactions from all agencies will be handled in the same way (paper or electronic invoicing). Representatives from agencies will have the have advance notice of vendors who decide to move to electronic invoices.

All vendors who are registered for the ASN have the possibility of electronic invoicing. The MyFloridaMarketPlace team is working with high-volume vendors, but you can also encourage vendors who work specifically with your agency to explore electronic invoicing. Vendors who want to move to electronic invoicing should contact their Ariba account manager.*Vendors who are considering electronic invoicing already complete electronic invoicing with other customers. The MyFloridaMarketPlace team is working with these vendors to determine next steps to include Florida as an electronic invoicing customer with them.

All transactions from all agencies will be handled in the same way (paper or electronic invoicing). Representatives from agencies will have the have advance notice of vendors who decide to move to electronic invoices.

All vendors who are registered for the ASN have the possibility of electronic invoicing. The MyFloridaMarketPlace team is working with high-volume vendors, but you can also encourage vendors who work specifically with your agency to explore electronic invoicing. Vendors who want to move to electronic invoicing should contact their Ariba account manager.************************