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  • Slide 1
  • Advanced Invoicing Overview October 21, 2010
  • Slide 2
  • MFMP Overview MFMP Buyer Benefits More choice for buyers: Online access to more than 140,000 registered vendors and their goods/services. Online access to procurement vehicles (i.e. state term contracts [STC], eQuote, Sourcing, Vendor Bid System [VBS]). Reduction in the cost of goods and services: MFMP enables Florida to act as a single entity during contract and purchasing negotiations. Also reduces overhead and processing costs. Faster order processing times eInvoicing (electronic invoicing) Faster invoice to check cycle time Customer service support available to provide real-time assistance Green catalog and product listing options for purchasing Page - 2 October 21, 2010
  • Slide 3
  • Page - 3 Invoice Reconciliation Managing Invoices Audit Process MFMP / FLAIR Relationship Change Orders Keeping MFMP/FLAIR Balanced Tips & Tricks Resources Contact Us Agenda Page - 3October 21, 2010
  • Slide 4
  • Page - 4 With the Requester group, customers can: Create and submit a requisition. Initiate change orders. Initiate receipts against their orders. Create an submit an Invoice eForm. Search and copy their purchase orders (PO). Create folders and file items. With the Invoicing group, customers can: Create and submit an Invoice eForm. Edit all accounting fields. Initiate change orders. Reconcile, approve and reject invoice reconciliations (IR). Invoice Reconciliation (IR) Page - 4October 21, 2010
  • Slide 5
  • Page - 5 Exception HandlerInvoice Manager Normally the first Finance and Accounting (F&A) Approver Ensures the invoice should be approved Responsible for reconciling all exceptionsEnsures the transaction date is accurate Ensures the invoice matches the terms of the order Last agency approver of the invoice Ensures goods were received or services were approved FLAIR username and password are recorded in FLAIR when the IR is approved Ensures that the transaction date is accurate If DFS returns the IR for additional information, the Invoice Manager is added to the approval flow Invoice Reconciliation (IR) Page - 5October 21, 2010
  • Slide 6
  • Page - 6 An 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. A paper copy of the invoice is not required by DFS. F&A then audits and rejects or approves the IR for payment. Invoice Reconciliation (IR) Page - 6October 21, 2010
  • Slide 7
  • Page - 7 Advantages for agencies processing eInvoices include: Time: You do not need to create an Invoice eForm. Paperless: No need to scan attachments. No manual processing: Reduce invoice data entry requirements for state agencies. Instant communication: Vendors are notified systematically if an invoice is rejected and can view agency comments as to the reason for rejection. Environmentally friendly: Reduction in paper flow. Efficiency: Improved data accuracy (no keying mistakes). Advantages for vendors using eInvoices include: Reduced costs Save time Manage more effectively Faster payments Environmentally friendly Tips & Tricks Page - 7October 21, 2010
  • Slide 8
  • Page - 8 Invoice Reconciliation: eInvoicing vendors eInvoicing Vendors Office Depot BSD Grainger Industrial Supply Dell Marketing Hayes E-Government Resources Lewis Digital, Inc. Gulf Ice System Computer Tutors USA VF Imagewear Marpan Supply Company, Inc. Colamco, Inc. Sysco Foods MSC Industrial Supply Leitz & Reed Office Products, Inc. Mac Paper A complete list of eInvoicing vendors is located at http://dms.MyFlorida.com/mfmp_einvoicing http://dms.MyFlorida.com/mfmp_einvoicing Page - 8October 21, 2010
  • Slide 9
  • Page - 9 Invoice Reconciliation: Invoice eForms Invoice eForms are electronic versions of a vendors paper invoices. Invoices for services When you create and submit an invoice for services, the IR adds the requester as the first approver for the invoice. To create an Invoice eForm: Log in to MFMP with your username and password. Under Create on the shortcut menu, Click Company eForm. Select Invoice eForm. Page - 9October 21, 2010
  • Slide 10
  • Page - 10 Invoice Reconciliation: Invoice eForms Next, complete three basic steps: Invoice Header Invoice Lines Summary Invoice Header Title should be completed based on agency naming conventions. Supplier Invoice # - The last nine digits will be recorded in FLAIR. Services Start and End Dates are required by DFS for a service invoice. Vendor location must match the location on the order. Page - 10October 21, 2010
  • Slide 11
  • Page - 11 Invoice Lines Select purchase order Generate invoice Ensure the correct line number is chosen. Verify quantity, update to match the vendor invoice. Verify the unit price is accurate with the vendor invoice. Summary Enter comments as required to ensure payment or per agency standards Add attachments as required by DFS for payment. Common error messages you may receive The sum of the lines does not add up to the total. An invoice already exists for this supplier and invoice number. Invoice Reconciliation: Invoice eForms Page - 11October 21, 2010
  • Slide 12
  • Page - 12 The Invoice eForm or eInvoice generates the IR. 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. Invoice Reconciliation: Invoice eForms Page - 12October 21, 2010
  • Slide 13
  • Page - 13 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. Invoice Reconciliation: Exceptions Page - 13October 21, 2010
  • Slide 14
  • Page - 14 Line Item exceptions are differences at 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. Invoice Reconciliation: Exceptions Page - 14October 21, 2010
  • Slide 15
  • Page - 15 From the Homepage, Click on your Reconcile queue in the shortcut menu. When referring to the IR, use the sequence number Reconciling an IR Page - 15October 21, 2010
  • Slide 16
  • Page - 16 An IR includes six components: 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 PO. Receipt: Captures all receiving reports (If PO is for service, this tab will be blank). History: Details and records all activity on the IR. Invoice Reconciliation (IR) Page - 16October 21, 2010
  • Slide 17
  • Page - 17 The PO Balance shows the current remaining balance of the order. It is reduced when an IR moves to Paid status. All IRs in Paid status can be tracked in the payment history, including IRs marked Paid in FLAIR. An IR in Reconciling, Approving, or Rejecting status is not recorded as part of the payment history. Cancelled warrants can also be tracked and recorded by using the Payment Update eForm. Invoice Reconciliation (IR) Page - 17October 21, 2010
  • Slide 18
  • Page - 18 Invoice Reconciliation (IR) Page - 18October 21, 2010
  • Slide 19
  • Page - 19 Invoice Reconciliation Managing Invoices Audit Process MFMP / FLAIR Relationship Change Orders Keeping MFMP/FLAIR Balanced Tips & Tricks Resources Contact Us Agenda Page - 19October 21, 2010
  • Slide 20
  • Page - 20 If an invoice is not acted on within five days, the supervisor of the active approver in the approval flow receives an Escalation Warning notification. If the approver does not act or edit the transaction by day 10, the transaction escalates to their supervisor for approval. Transactions sitting with roles do not escalate. Managing Invoices Page - 20October 21, 2010
  • Slide 21
  • Page - 21 Use the Transaction Date field in the Exception Handler and Invoice Manager queues. Group items by status Sort items by Transaction Date Follow up with customers who do not approve IRs or complete receipts in a timely fashion. Use the IR Last Approver Report: Contains all IRs in Reconciling and Approving status and where they currently are in the approval flow. Available daily through the DMS Secure Reports website: http://dms-purchasing-ftp.state.fl.us/xx00/ Managing Invoices Page - 21October 21, 2010
  • Slide 22
  • Page - 22 You can group items by status, supplier, etc. to assist in prioritizing your work. By Clicking the Table Options menu, you can Show / Hide fields, Group, and/or Export to Excel within your queue. NOTE: The IR number is comprised of two parts: the invoice number that was entered on the invoice eForm (eInvoice) and a seven digit sequence number. When referring to the IR, use the sequence number. Managing Invoices Page - 22October 21, 2010
  • Slide 23
  • Page - 23 Each time an IR is approved or a Release Encumbrance eForm is submitted, MFMP sends the customers FLAIR username and password to FLAIR. When a password is updated in FLAIR, complete a FLAIR Login Information eForm to record the FLAIR information. If you do not complete this eForm, approved transactions will not pass FLAIR successfully. Managing Invoices Page - 23October 21, 2010
  • Slide 24
  • Page - 24 Invoice Reconciliation Managing Invoices Audit Process MFMP / FLAIR Relationship Change Orders Keeping MFMP/FLAIR Balanced Tips & Tricks Resources Contact Us Agenda Page - 24October 21, 2010
  • Slide 25
  • Page - 25 Receive invoice Verify receiving report/ services were approved Compare invoice to terms in contract document Approve invoice Key into FLAIR MFMP pre-audits your invoice against the order and receipt (if a commodity). All discrepancies display exceptions for you to reconcile Reconciling is auditing the invoice. By approving the invoice, you are bypassing the requirement to enter the information into FLAIR. Typical Audit Steps MFMP Audit Steps Reconciling an IR Page - 25October 21, 2010
  • Slide 26
  • Page - 26 During the reconciliation process, you can make corrections to the IR: If you select an incorrect line from the order, change it using the Manual Match function. Reject the entire invoice if it is incorrect. Dispute a line of an invoice instead of rejecting the entire invoice If the invoice is an eInvoice, the vendor will receive any comments entered. Refer the IR to someone else if you Cannot Resolve it. Change the vendor sequence number. Audit Process Page - 26October 21, 2010
  • Slide 27
  • Page - 27 Correct the Vendor Sequence number to the applicable location as required for payment. Audit Process Page - 27October 21, 2010
  • Slide 28
  • Page - 28 The requester or central receiver completes the receipt for commodities. If receipts are completed incorrectly, negative receiving enables customers to correct a quantity error from a previous receipt. An error message is initiated to reject the change if payment was made. If the item was received and paid in error, the receiver will need to communicate that information with their F&A staff. The On Behalf of or Requester approves the services (orders with commodity codes beginning with 9) by approving the IR before the reconciliation process begins. Audit Process Page - 28October 21, 2010
  • Slide 29
  • Page - 29 The Edit Accounting group allows you to validate/update all accounting including: Organization code Expansion option Object code Encumbrance number Encumbrance line number Mark the transaction with an F in the Final Payment Indicator if it is the final payment to be processed on an encumbered order. Only use the Final Payment Indicator for orders encumbered through MFMP. Insert the grouping character Grouping character has to be entered on each line. Create Split Accounting to pay the IR line from multiple funding sources Updates to the accounting information on an IR created from a requisition are completed by clicking on the Split Accounting button. Audit Process Page - 29October 21, 2010
  • Slide 30
  • Page - 30 Customers with the Invoicing group can delete a disbursement (voucher) before the warrant is issued by completing the Delete Disbursement eForm. Disbursement deletions must be performed the same day as receiving the Departmental FLAIR confirmation message on the IR prior to FLAIR going down for the day. Once Central FLAIR approves the disbursement, the disbursement cannot be deleted through MFMP. A comment will be automatically added to the IR when the eForm is successful. This will not restore the FLAIR encumbrance nor restore the amount to the PO. Audit Process Page - 30October 21, 2010
  • Slide 31
  • Page - 31 If you need to process payments directly in FLAIR (i.e., JT payments), mark the Payment Completed in FLAIR check box. Update payments that have been completed manually in FLAIR to include the warrant number and warrant date via the Payment Update eForm. As FLAIR approves a MFMP IR, a message is recorded. If the IR was not successful, a message will also be recorded. Additional information about the FLAIR failure is available by viewing the line detail information at the bottom of the IR. Audit Process Page - 31October 21, 2010
  • Slide 32
  • Page - 32 Follow the guidelines of CFO Memorandum 03 2004-2005 and CFO Memorandum 01 2010-2011 for Contract Summary Forms. Contract Summary Forms are not required in MFMP. Amendment to CFOM 01 in 2007-2008 provides further clarification of the 2004-2005 memo. http://www.myfloridacfo.com/aadir/cm0/cmmaster0405.htm http://www.myfloridacfo.com/aadir/cm0/cmmaster1011.htm Audit Process Page - 32October 21, 2010
  • Slide 33
  • Page - 33 Invoice Reconciliation Managing Invoices Audit Process MFMP / FLAIR Relationship Change Orders Keeping MFMP/FLAIR Balanced Tips & Tricks Resources Contact Us Agenda Page - 33October 21, 2010
  • Slide 34
  • Page - 34 Denied requisitions can have an impact on F&A. When a requisition is denied by FLAIR Integration, it is returned to the requester in their Denied status folder. Withdraw requisitions denied by FLAIR in order to ensure the encumbrance balance with FLAIR remains correct. MFMP processes change orders with FLAIR Integration by: Adding new lines (TR 60) first. Updating existing line (TR 61) second. The updates to the encumbrance might not be a result of the requester making changes if invoices were paid directly in FLAIR without notifying MFMP, resulting in different encumbrance balances. FLAIR Page - 34October 21, 2010
  • Slide 35
  • Page - 35 MFMP allows an IR to process lines that are encumbered (TR 70) or unencumbered (TR 51), but not both. There are times when you may need to override the disbursement transaction type. A transaction can be overridden: By checking or unchecking the Encumber Funds box on the accounting details page. If the disbursement transaction type is changed from encumbered to unencumbered, it may be necessary to use the Release Encumbrance eForm to release the remaining funds. MFMP / FLAIR Relationship Page - 35October 21, 2010
  • Slide 36
  • Page - 36 Example: An encumbered order was a one-line purchase order for three boxes of building materials. The vendor ships the three boxes of materials, but also invoices you on a separate line for shipping. If a change order is not processed (recommended), adding this line to the order and to FLAIR, the shipping will need to be added as a separate line on the IR. If the IR is submitting two lines to FLAIR (line one encumbered, line two not encumbered), it will fail FLAIR. This can be prevented by ensuring both lines are marked as encumbered or unencumbered. You can manually enter the encumbrance number and encumbrance line number. MFMP / FLAIR Relationship Page - 36October 21, 2010
  • Slide 37
  • Page - 37 Line Item Comment Password Not On File - This occurs when your FLAIR password has been reset and/or expired and not updated in MFMP. In order to successfully process this IR you will need to complete a FLAIR Login Information eForm in MFMP to update your password. Once this form has been completed, you should be able to complete the IR. MFMP / FLAIR Relationship Page - 37October 21, 2010
  • Slide 38
  • Page - 38 Line Item Comment Insufficient Available Balance - MFMP checks the available balance much like FLAIR to ensure budget availability. If budget is unavailable, you will receive this error. Check with your budget professional to confirm that budget is available for the purchase. MFMP / FLAIR Relationship Page - 38October 21, 2010
  • Slide 39
  • Page - 39 Line Item Comment Expansion Option Record Not on File - This occurs when your Expansion Option (EO) and Version combination are not valid in FLAIR. In order to successfully process this requisition, verify that the EO and Version selected are correct, if not update your choice appropriately. However, if your EO and/or Version are not allowing you to process your requisition and you have validated that they are correct in FLAIR, please contact BuyerHelp. MFMP / FLAIR Relationship Page - 39October 21, 2010
  • Slide 40
  • Page - 40 Line Item Comment-Encumbrance Record Is Not On File- This occurs when your encumbrance for that specific line item has been completely paid out which causes FLAIR to close out that encumbrance line. In order to successfully process your change order, add a new line or complete a new requisition, as appropriate. MFMP / FLAIR Relationship Page - 40October 21, 2010
  • Slide 41
  • Page - 41 Header level comment - SplitAccounting number: 1 failed to disburse with the following errors: + 1A1A. Depending on the reason for the rejection a DFS rejection code will be noted. MFMP / FLAIR Relationship Page - 41October 21, 2010
  • Slide 42
  • Page - 42 MFMP / FLAIR Relationship DFS Rejection Code DFS Rejection Reason 1A Voucher returned/deleted per agency request 1B Insufficient cash/insufficient budget release 1D Incorrect voucher schedule amount/category 1H Duplicate payment 1K DMS Form PUR 7006/ PUR 7066 not provided 2A Original invoice not submitted 2B Unit and/or unit price not shown Page - 42October 21, 2010
  • Slide 43
  • Page - 43 Invoice Reconciliation Managing Invoices Audit Process MFMP / FLAIR Relationship Change Orders Keeping MFMP/FLAIR Balanced Tips & Tricks Resources Contact Us Agenda Page - 43October 21, 2010
  • Slide 44
  • Page - 44 Use the CO No Workflow group to make accounting changes to an order without additional approvals. There are limited changes that this group can make and the workflow will not be generated. If you make a change other than one of the allowed fields, an approval workflow will generate. If the order was originally marked with a Delay Purchase Until or a Need By date that has passed, delete the date. If you change the Delay Purchase Until or Need By dates, MFMP will route the order through the original workflow. Change Orders Page - 44October 21, 2010
  • Slide 45
  • Page - 45 CO No Workflow Fields PO Start DateInt Budget IndGen Led PO End DateCategoryEncumbrance Gen Led PUICategory YearExt Gen Led Fiscal YearState Program StandardEncumbrance Ext Gen Led Line item description External ProgramProduct ID Available Balance Override IndicatorGrantExt Object Advanced Payment IndicatorOther Cost AccumCertified Forward (CF) Organization CodeContractBatch Expansion OptAgency UniqueDescription Opt VersionContract YearQuantity Object CodeGrant YearCount Prior Period IndicatorProject IDSub-Vendor Budget EntityExt Category Change Orders Page - 45October 21, 2010
  • Slide 46
  • Page - 46 Invoice Reconciliation Managing Invoices Audit Process MFMP / FLAIR Relationship Change Orders Keeping MFMP/FLAIR Balanced Tips & Tricks Resources Contact Us Agenda Page - 46October 21, 2010
  • Slide 47
  • Page - 47 There are four ways to update encumbrances in MFMP: Change order to reduce the encumbered amount can be submitted and is the only method that notifies the vendor of the change in obligation. Final Payment Indicator is used when approving an IR for payment to unencumber the remaining encumbrance balance. Release Encumbrance eForm is used to release all the remaining funds associated on an order. Release Encumbrance Request Form is submitted to the CSD to release the encumbrance if the Release Encumbrance eForm fails. Keeping FLAIR / MFMP Balanced Page - 47October 21, 2010
  • Slide 48
  • Page - 48 Complete an IR for all order or master agreement (MA) payments: Benefit from payment history tracking One-stop for research Payment, procurement, and receiving information all in one location MFMP and FLAIR remain balanced Change orders can result in an overstated encumbrance. If payments are made directly in FLAIR, MFMP is not aware of those reductions. When a change order is sent to FLAIR, MFMP amends the FLAIR balance so that it is in synch with the MFMP total. Keeping FLAIR / MFMP Balanced Page - 48October 21, 2010
  • Slide 49
  • Page - 49 It is important to create and reconcile IRs for MFMP orders to reduce potential encumbrance balance inaccuracies. When you encumber a requisition and process your payment through MFMP, MFMP updates FLAIR. If a change order is created, MFMP recalculates the amount and updates FLAIR. Keeping FLAIR / MFMP Balanced Page - 49 Encumbered through MFMP and Paid through MFMP TransactionMFMP Current FLAIR Amount (CMA) Encumbrance CalculationsFLAIR Balance (CFA) Customer creates MFMP encumbered order for $100 $100+$100 from MFMP to FLAIR$100 Customer makes a $30 payment against MFMP order through MFMP $70-$30 from MFMP to FLAIR$70 Customer creates MFMP change order and increases order by $40 $110$70 +40=$110 (CMA) $110(CMA)-70(CFA)=$40 +$40 from MFMP to FLAIR $110 October 21, 2010
  • Slide 50
  • Page - 50 Encumbered through MFMP but not paid through MFMP TransactionMFMP Current FLAIR Amount (CMA) Encumbrance Calculations FLAIR Balance (CFA) Customer creates MFMP encumbered order for $100 $100+$100 from MFMP to FLAIR $100 Customer makes a $10 payment against MFMP order not through MFMP $100-$10 directly to FLAIR$90 Customer creates MFMP change order and increases order by $20 $120$120-100=$20 $100+20=$120(CMA) $120(CMA)-90(CFA)=$30 +$30 from MFMP to FLAIR $120 (but should be $110) Keeping FLAIR / MFMP Balanced Page - 50October 21, 2010
  • Slide 51
  • Page - 51 To correct FLAIR, create an IR for each of the paid invoices. Mark the new IRs Paid in FLAIR. Complete a Payment Update eForm to capture the payment information. Keeping FLAIR / MFMP Balanced Page - 51October 21, 2010
  • Slide 52
  • Page - 52 Invoice Reconciliation Managing Invoices Audit Process MFMP / FLAIR Relationship Change Orders Keeping MFMP/FLAIR Balanced Tips & Tricks Resources Contact Us Agenda Page - 52October 21, 2010
  • Slide 53
  • Confidential information is prohibited from being included in MFMP. This includes information in the comments field, line item description and attachments. Including such information in MFMP may violate Section 119.071, F.S., as well as comparable federal regulations relating to confidentiality such as the Health Insurance Portability and Accountability Act (HIPAA). Agency-specific questions about confidential information should be directed to their agency purchasing office or General Counsel office. It is the agencys responsibility to redact this information prior to posting it to MFMP. Workflow approvals that are included in MFMP offer the opportunity for multiple customers to identify and take action against a transaction. If confidential information is found, complete the Confidential Information Purge Request form posted on the MFMP toolkit http://dms.MyFlorida.com/buyertoolkit under MFMP Forms.http://dms.MyFlorida.com/buyertoolkit Page - 53 Tips & Tricks October 21, 2010
  • Slide 54
  • For payments made using a payable number check the Payable Disbursement box. Enter in a payable number and payable line number. For Certified Forward change the Certified Forward Indicator from N to C. Page - 54 Tips & Tricks October 21, 2010
  • Slide 55
  • Page - 55 Copy an Invoice eForm if you are inputting multiple invoices from the same vendor. Look up the original INEF choose copy, then retrieve the copy from your composing folder. Update information, including the invoice number, title, and accounting information and submit. Sort your approval queue by transaction date and work from the oldest to the most recent. Record payment information (warrant number, warrant date, voucher number and statewide document number) in MFMP for transactions made directly in FLAIR. Update the Prefix field on the Accounting Details page with E if the encumbrance was created directly in FLAIR. Tips & Tricks Page - 55October 21, 2010
  • Slide 56
  • Page - 56 CodeExemption ReasonCodeExemption Reason 1A Procurement under Section 337.11, Florida Statutes 1H Payment to vendor in exchange for providing health care services at or below Medicaid rates 1B Procurement under Section 287.055, Florida Statutes 1I Disbursement to recipient or sub-recipient; payment to satisfy maintenance of efforts requirements ; or payment to match federal award 1C Procurement under Chapter 255 Florida Statutes 2A Transaction is critical to the agencys mission or necessary for public health safety and welfare 1D Transaction with a non-profit entity 2B Imposition of the fee would prevent the consummation of the transaction 1ETransaction with another governmental agency3Emergency transaction per Rule 60A-1.032(3), F.A.C. 1F Transaction with required sole provider or price paid and payee established by federal or private grant 1XContract Established prior to rule implementation 1G Payment to unregistered vendor under Rule 60A-1.030(3), F.A.C. 1RVendor reluctant to register Rule 60A-1.032 Florida Administrative Code (F.A.C.), allows for the following exemptions to the Transaction Fee for vendors.60A-1.032 Tips & Tricks Agencies can complete a Transaction Level exemption on the requisition or IR. In order to see the Transaction Fee Exempt checkbox a customer must have the Transaction Fee Exempt group in their profile. October 21, 2010
  • Slide 57
  • Page - 57 In addition to the standard exemptions, Rule 60A-1.032 FAC authorizes that DMS State Purchasing Director can approve a particular contract exempt from the transaction fee in advance of the procurement.60A-1.032 The procurement must meet two elements: Critical to the agencys mission or necessary for the public health, safety, or welfare; and Imposition of the fee would prevent the consummation of the transaction. To request a contract exemption, complete PUR 3778 which is located on the MFMP buyer toolkit. PUR 3778 must be certified by the agency head as per Rule 60A-1.032(2), F.A.C. Agencies should complete the applicable form (either PUR 3777 or 3778) to confirm approval of an ongoing transaction fee exemption. Tips & Tricks Page - 57October 21, 2010
  • Slide 58
  • Page - 58 An IR may split onto multiple vouchers for the following reasons: The Grouping Character was entered on some but not all of the lines. The grouping character works as it does directly in FLAIR, allowing you to group certain items together. In MFMP the grouping character has to be entered on each line for the invoice to print out on one voucher. Were the funding sources different? If the lines of the IR have different budget entities, categories, or funds, the voucher will split accordingly. Tips & Tricks Page - 58October 21, 2010
  • Slide 59
  • Page - 59 Invoice Reconciliation Managing Invoices Audit Process MFMP / FLAIR Relationship Change Orders Keeping MFMP/FLAIR Balanced Tips & Tricks Resources Contact Us Agenda Page - 59October 21, 2010
  • Slide 60
  • Contact the MFMP CSD at [email protected] or (866) [email protected] Buyer - https://MyFloridaMarketPlace.com:9140/Buyer/Mainhttps://MyFloridaMarketPlace.com:9140/Buyer/Main MFMP toolkit http://dms.MyFlorida.com/buyertoolkithttp://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 Resources Page - 60October 21, 2010
  • Slide 61
  • Contact your agency system administrator for password resets. Vendor searches: Vendor Administrative Lookup tool: https://vendor.MyFloridaMarketPlace.com/admin/index.jhtm 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 http://fcn.state.fl.us/owa_spurs/owa/spurs_www.main_menu_form Username or password is not required Contact the vendor CSD at [email protected] or (866) [email protected] Resources Page - 61October 21, 2010
  • Slide 62
  • Page - 62 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 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 Page - 62October 21, 2010
  • Slide 63
  • Page - 63 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/buyerhttp://training.MyFloridaMarketPlace.com/buyer If the page does not automatically display, disable pop-up blockers. Resources: OnDemand Training Page - 63October 21, 2010
  • Slide 64
  • Page - 64 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.http://dms.MyFlorida.com/mfmp_webex MFMP recorded training tours http://dms.MyFlorida.com/mfmp_tourshttp://dms.MyFlorida.com/mfmp_tours This allows customers to access to the same basic information provided in other courses, at their leisure. Training registration is available at http://dms.MyFlorida.com/mfmp_buyer_training.http://dms.MyFlorida.com/mfmp_buyer_training Resources: Training Tools Page - 64October 21, 2010
  • Slide 65
  • Page - 65 Invoice Reconciliation Managing Invoices Audit Process MFMP / FLAIR Relationship Change Orders Keeping MFMP/FLAIR Balanced Tips & Tricks Resources Contact Us Agenda Page - 65October 21, 2010
  • Slide 66
  • Contact the MFMP CSD at [email protected] or (866) [email protected] Contact Us Team MemberE-mailPhone Number Communications Analyst [email protected](850) 294-3080 F&A Process [email protected](850) 294-0739 Chief, State Purchasing Operations [email protected](850) 766-7670 Vendor Management Analyst [email protected](850) 445-3894 Page - 66October 21, 2010
  • Slide 67
  • Page - 67 Thank you for your participation today! Questions? Page - 67October 21, 2010