1 agenda welcome / introduction agency review –system basics –create requisition –comments and...
TRANSCRIPT
1
Agenda
• Welcome / Introduction
• Agency Review
– System Basics
– Create Requisition
– Comments and Attachments
– Following up on your order
– Receiving Commodities
– Approving Services
– Completing an Invoice eForm (INEF)
– System Searches
– Change Orders
– Copy, Cancel and Withdraw
• Questions
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Requisition Status
At anytime you can, and as a best practice should, check the status of your submitted requisition. The easiest way to identify those requisitions are to click on your submitted link.
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Requisition Status
To identify where your requisition is sitting, click on your approval flow tab
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Requisition Status
You are able to identify at what level/role the requisition is awaiting approval. A requisition can be awaiting approval in a person’s queue for 14 days until it progresses to the person’s supervisor. Therefore if you find a requisition has been awaiting approval for quite some time, you may want to contact that person to expedite the approval.
It is important to note that the request will NOT escalate if active with a Role.
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Requisition History
At anytime you can view all actions taken on your requisition/ DO by clicking on the history tab of your requisition. The date, user, action and summary of those changes are identified within this page. To view all information available, you will scroll down the page.
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Viewing the Fully Approved and Ordered Requisition
Once your purchase requisition has been fully approved, it will generate a DO (Direct Order) number which is populated on the line item detail of the requisition and what the vendor will receive and communicate back to the agency with. This approved purchase order has been issued as DO338019.
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Viewing Payment History and Purchase Order Balance
• Once your requisition is in an Ordered Status and the DO (Direct Order) is issued, a PO balance will appear on the DO view (only).
• As long as all payments are made directly through MFMP, or minimally if the invoice must be paid directly in FLAIR but an Invoice Reconciliation (IR) is completed and marked as paid in FLAIR, the PO balance will be updated.
• All IRs will appear on the DO that will include the transaction date, paid date, and amount of payment. The user will be able to click on the IR link to be taken to the IR to view, minimally, the invoice and the payment information to include the warrant #.
• Only IRs in a “Paid” status will affect the PO balance. IR’s rejected, or in an approving or reconciling status will not be reflected in the PO balance.
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Viewing Payment History and Purchase Order Balance
We have searched for and located MA12226-R43.
Any and all payments made against the DO that are in a paid status appear. By clicking on the invoice “link” it will take you directly to the IR.
Total amount of the Purchase Order ($4302.75), minus the one invoice in a fully paid status (262.70) leaves a PO balance of $4040.05, which matches the PO balance on the DO.
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Agenda
• Welcome / Introduction
• Agency Review
– System Basics
– Create Requisition
– Comments and Attachments
– Following up on your order
– Receiving Commodities
– Approving Services
– Completing an Invoice eForm (INEF)
– System Searches
– Change Orders
– Copy, Cancel and Withdraw
• Questions
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Receiving
• Timely receipting must be completed by the Desktop Receiver (Requester or On Behalf Of (OBO)), or the Central Receiver – whatever method your agency employs.
• Chapter 215.422, Florida Statutes, requires that goods and/or services must be inspected and approved within five (5) calendar days of the receipt.
• The receivers should not wait until an invoice is received, or Finance & Accounting is contacting them to complete the receipt because they have received an invoice, but no receiving report.
• A good practice may include attaching a copy of the packing slip to the receipt completed in MFMP.
• For orders in a Received Status, you will be able to view Payment history on the receipt.
NOTE: If the requisition is in Received status, you will only be able to access it from the “Swoosh” or by accessing the purchase orders link under the receive header on your shortcut menu.
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Negative Receiving
Negative Receiving
• This change allows negative receipts to be created and submitted as follows: – Reduce the amount of items previously over-received or received in
error.– A Negative Receipt will only be able to be initiated up to the amount
previously accepted;– A Negative Receipt will only be able to be initiated up to the amount
previously paid.
• Upon submittal of the negative receipt, an error message is initiated to not accept the change IF payment had already been made. If the item was received and now paid in error, the receiver will need to communicate that information with their Finance and Accounting staff. The agency will handle this overpayment as they do with other overpayments.
• While comments are not a required entry to initiate a negative receipt, it is a good business practice to do so in order to document the change. However, the agency may create their own business processes to handle these changes.
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Searching for Orders to Receive
You can click on the “Receive” button of the swoosh, the Purchase Orders link under Receive or go into searches and pull up the requisition and receive. However, once your item has been fully received, you must search using the Receive button on the Swoosh or by accessing the purchase orders link under the receive header on your shortcut menu to reopen your order.
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Searching for Orders to Receive Against from the Swoosh or Purchase Orders link
For multiple orders to view, click the Search button and all “Commodity” orders in an “Ordered” or “Receiving” status that you can receive against will return and you can then select the order to receive against.
The easiest way to access your order is to type in the order # in the search field
and then click search. Also, you will receive the quickest results when searching using
the Order ID field.
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Entering the amount Received
Click next to review or click Submit (as we have in this example) and your receipt will immediately process.We are going to receive against MA12226-
R43.
Enter in the quantity of the items you have received and accepted. Enter in the date if other than the date you are initiating your receipt as the field will default with that date and time. NOTE: the date received cannot be any earlier than the date the order was issued.
Access your Purchase Order and
immediately receive the
day you receive the
goods. Don’t wait
until tomorrow!
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Reviewing Processed Receipt Details
The completed receipt verifies that 3 items were accepted and documented as received on 3/10/07 and the receipt was immediately processed.
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Completing a Negative Receipt
There may be times when you accidentally entered in a received amount more than you actually received. You can correct the quantity received by entering a “negative” number in the Accepted field. Leave the date as the date you are creating the negative receipt.
A good practice is to
enter in a comment to
document why you have created a negative receipt.
Locate your order to create a negative receipt as when you did to create a “positive” receipt.
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The Approval Flow for a Receipt
For desktop receivers only one name will appear in the approval flow and that will be the requester or OBO (On Behalf Of). Once you submit the approval flow populates with a green checkmark to show it was approved.
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Reviewing Receipts from the Purchase Order
The system will automatically generate a receipt in Composing status. When a receipt is in this status, it means the order is open to receive against and this is the next receipt you will enter quantities for (negative or positive).
To view the details from the last approved receipt, click on the Receipt ID – in this example RC451722.
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Receipts Details
By clicking on the Receipt #, it takes us to the last approved receipt. In this example, this was the one we created a negative receipt against. The Accepted field is populated with a negative value and the date received is date the negative receipt was completed.
The receipt goes into a Processed State which means you can do another receipt immediately. The comments, who entered the comments and the date entered all appear at the bottom of the receipt.
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Agenda
• Welcome / Introduction
• Agency Review
– System Basics
– Create Requisition
– Comments and Attachments
– Following up on your order
– Receiving Commodities
– Approving Services
– Completing an Invoice eForm (INEF)
– System Searches
– Change Orders
– Copy, Cancel and Withdraw
• Questions
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Approving Services/ Reconciling Invoices
If you purchase services, watch your Reconcile Invoices queue. When there are invoices for your approval a number will populate next to the Invoices link. Click on the link to be taken to your queue.
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Accessing Invoices in your Queue
When reviewing your invoices, always work from the transaction date that is the farthest out and then in to the current date.
You can access the invoice by clicking on the ID (IR) link or selecting the Reconcile button
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Viewing Invoice Details
To view the details of your IR, click on the Invoice Tab or the Invoice link
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Invoice Details
The details provide you with information directly input from the Invoice eForm and how the line item matched to the purchase order
This detail button shows you the accounting details
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Submitting (Approving) the IR
Upon final review of the invoice and you are ready to approve, click the Submit button. The approval flow will reflect your approval and now be active with the next approver (generally the PUI Exception Handler)
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Agenda
• Welcome / Introduction
• Agency Review
– System Basics
– Create Requisition
– Comments and Attachments
– Following up on your order
– Receiving Commodities
– Approving Services
– Completing an Invoice eForm (INEF)
– System Searches
– Change Orders
– Copy, Cancel and Withdraw
• Questions
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Invoice eForm Details
• The Invoice eForm is found under Create Header in the shortcut menu. Select Company eForm to get to the forms directory.
• Complete the Invoice eForm when you receive the invoice
• Before submitting the invoice ensure that the receiving has been completed.
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Invoice eForm
Supplier Invoice # field can contain a maximum of 30 characters and the last 9 digits will be sent to FLAIR.
Enter an appropriate title following your agency’s standard titling convention.
Enter in the Invoice date from the Supplier’s invoice
Enter in the date that the designated office received the invoice.
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Invoice eForm
Services start and end dates are only required for services invoices.
Select your supplier from the vendor location
Enter the total amount of the invoice.
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Invoice eForm.
For invoices against orders select “No”. Press the Select link to choose the order to invoice against.
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Invoice eForm
When you click the Generate Invoice button, all line items are pulled over. If you are not invoicing against the entire order, check the item that you’d like to delete and press the delete button.
Notice that the release number is populated. Click the Generate Invoice button to pull the line items from the order onto the invoice.
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Agenda
• Welcome / Introduction
• Agency Review
– System Basics
– Create Requisition
– Comments and Attachments
– Following up on your order
– Receiving Commodities
– Approving Services
– Completing an Invoice eForm (INEF)
– System Searches
– Change Orders
– Copy, Cancel and Withdraw
• Questions
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System Searches
You can search by either clicking on the Explore link on the Swoosh or by clicking on the Search link from the navigation panel.
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System Searches
If you had saved searches they would be listed here.
The standard system searches are listed here.
You can click the circled link to create a new search.
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System Searches
Available search filters.
You can change your search Category from this menu.
PR will populate. Need the prefix for the search to work.
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System Searches
You can select multiple items by checking more than one selection. In this example, we’ve selected multiple PUIs.
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System Searches
Check this box to select all the options. In this case we wanted all the PUIs selected (see circled items above.)
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System Searches
.
Additional search filters can be added. For example Encumbrance #, Preparer, Approver, etc.
Remember it is always best to use
at least TWO search criteria; your results will
be returned faster
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System Searches
You can add/remove any filters search filters by checking un-checking the boxes.
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System Searches
You can group results by status, date created, etc.
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System Searches
Searches were grouped by status.You can
expand/collapse the selection by clicking on the arrow.
Grouping by status can assist in
managing your workload or tallying the number of items in a particular status.
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System Searches
A system search can be downloaded in EXCEL. A maximum of 500 records will be returned. You can choose to export the entire search or only the current page that is displayed. If you choose the Export Current Page option only 40 records will be exported. The export feature exports exactly how you see the results on the screen.
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Exporting System Searches
The downloaded search will look similar to this. Excel’s auto filter will be activated.
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Saving System Searches
For searches you do often, Save the
Search. Click on the Save Search button.
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Saving System Searches
Title the search.
Give your search an appropriate title; something meaningful that will trigger your memory.
Click “OK” to save the search.
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Saved System Searches
Your saved search is here. Anytime you want to run the search, simply click on the title or the Search button.
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Agenda
• Welcome / Introduction
• Agency Review
– System Basics
– Create Requisition
– Comments and Attachments
– Following up on your order
– Receiving Commodities
– Approving Services
– Completing an Invoice eForm (INEF)
– System Searches
– Change Orders
– Copy, Cancel and Withdraw
• Questions
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Processing Change Orders
• Change Orders should be initiated to make any changes to an order.
• A few examples of those change orders may be:– To add a line item– To delete a line item– To reduce or increase the quantity of a line item(s)– To reduce or increase the unit price of a line item(s)– To reduce the overall amount of an order (example – a blanket
purchase order for $5,000 when only $2,000 may be needed)– To increase the overall amount of an order (example – a blanket
purchase order for $2,000 needs to be increased as $5,000 may be needed)
– Changes in the description of a line item– Changes in accounting information *
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Processing Change Orders
• Anytime a change order is initiated, it will go through the normal approval flow.
• The exception to this is when changes are made by a user with the *“CO No Workflow” group.
– This group was established so that changes could be made to (mostly) accounting fields that do not affect the product being purchased or the purchase order with the vendor.
– There are limited changes that this group can make and the workflow will not be generated – see the next slide for a complete detail of every item that can be made when initiating a change order that will not generate workflow.
– It is recommended that this group be assigned to primarily your Purchasing professionals (Purchasing Agent/ Purchasing Office/ Purchasing Director) and/or your Finance & Accounting professionals (Exception Handler/ Invoice Manager).
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Processing Change Orders
1. PO Start Date
2. PO End Date
3. PUI
4. Fiscal Year 5. Line item description 6. Available Balance Override Indicator
7. Advanced Payment Indicator
8. Organization Code
9. Expansion Opt
10. Opt Version
11. Object Code
12. PriorPeriodIndicator
13. Budget Entity
14. Int Budget Ind
15. Category
16. Category Year 17. State Program – Standard18. External Program19. Grant 20. Other Cost Accum
If a user with the CO No Workflow role changes any of the following, the approval flow will NOT be regenerated:
21. Contract
22. Agency Unique
23. Contract Year
24. Grant Year
25. Project ID
26. Ext Category
27. Gen Led
28. Encumbrance Gen Led
29. Ext Gen Led
30. Encumbrance Ext Gen Led
31. Product ID
32. Ext Object
33. CF
34. Batch
35. Description (Split Accounting description)
36. Quantity
37. Count
38. SubVendor
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Change Order Enhancements
When creating a change order, the user who initiated the change will appear on the face of the change order and will continue to appear until the change order has gone through the entire approval flow. Once the change order is fully approved, the Change Initiated By field will populate with “No Value”.
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Change Order Enhancements
Once your change order is approved, your DO will no longer be populated with “V-#”, but you will be able to identify the version of the change order, to coincide with the PR, by viewing the version of the change order.
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Agenda
• Welcome / Introduction
• Agency Review
– System Basics
– Create Requisition
– Comments and Attachments
– Following up on your order
– Receiving Commodities
– Approving Services
– Completing an Invoice eForm (INEF)
– System Searches
– Change Orders
– Copy, Cancel and Withdraw
• Questions
54
Copy, Cancel & Withdraw
• Copy – A requisition can be found and then copied for future use. This is generally done when we want to use the same supplier and description information but need to change the dates for a future fiscal year. Or we might order the same items several times a year and as opposed to creating a new requisition, the requisition can be copied and edited.
– Do a search, within your folders or a System Search, and locate the PR;
– Click on the box to the left of the requisition ID;
– Follow the line down the page to the Copy button and click on the Copy button;
– At the time the requisition can be edited and if not, click exit and the requisition will automatically go back into the Composing folder within the Status queue to be edited and submitted at a later date.
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Canceling a Purchase order via eForm
From the Home Page, click on Company eForm
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Cancel Requisition eForm
Click on the Cancel Requisition link
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Comments Section
Include comments on the eForm and then Submit
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Warning Message when the
Cancellation is Approved
Once the Cancellation Approver has approved the Cancel Requisition eForm, the above message will appear. As the requester of the
purchase order, we need to follow up on the PR to ensure the encumbered balance of the purchase order has been successfully released in FLAIR.
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Viewing the Canceled Purchase Requisition
We have searched for and located PR 998591- V2
Whether a change order is initiated or a cancellation is in progress on an approved purchase order, once approved, the PR will have a new version created. In this example, the cancellation is Version 2 of the original requisition.
The status changes to “Canceled”, the link to the Cancel Requisition eForm appears and the existing line items reduces to “0”.
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Balance of Canceled Requisition and Confirmation the Encumbrance has been
Released.
FLAIR comments are included at the bottom on your requisition and the PO amount has been successfully released in FLAIR.
Items get moved to “Deleted” Line items
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Copy, Cancel & Withdraw
• Withdraw – A requisition, as long as it is in a Submitted or Approved status (not Ordered) can be withdrawn by the requester. – The requester will locate and open the requisition and
click on the Withdraw button; – At this time the requisition can be edited and if not, click
exit and the requisition will automatically go back into the Composing folder within the Status queue to be edited and submitted again at a later date or;
– The requisition can be deleted.
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Agenda
• Welcome / Introduction
• Agency Review
– System Basics
– Create Requisition
– Comments and Attachments
– Following up on your order
– Receiving Commodities
– Approving Services
– Completing an Invoice eForm (INEF)
– System Searches
– Change Orders
– Copy, Cancel and Withdraw
• Questions
Page - 63
Thank you for Attending
Lori Potts and Debbie Gries Department of Management Services
850-414-1882
Visit the MFMP 2.0 Training Website:https://learning.myfloridamarketplace.com/Buyer/Main
Username: current username; Password: train20
Visit the MFMP toolkit: http://dms.myflorida.com
Follow the “Buyer” links, then click on Toolkit for valuable MFMP information and training materials.