mfmp invoicing overview fwc training: august 17, 2010

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  • MFMP Invoicing Overview FWC Training: August 17, 2010

  • MFMP OverviewMFMP Buyer Benefits

    More choice for buyersOnline access to more than 140,000 registered vendors and their goods/servicesOnline access to procurement vehicles (i.e. State Term Contracts (STC), eQuote, Sourcing, Vendor Bid System (VBS))Reduction in the cost of goods and servicesMFMP enables Florida to act as a single entity during contract and purchasing negotiationsAlso reduces overhead and processing costsFaster order processing timesElectronic Invoicing (eInvoicing) Faster invoice to check cycle timeCustomer service support available to provide real-time assistanceGreen catalog and product listing options for purchasingFWC Training 8/17/2010Page - *

  • Page - *Invoice ReconciliationManaging InvoicesAudit ProcessMFMP / FLAIR RelationshipChange OrdersKeeping MFMP/FLAIR BalancedTips & TricksResourcesContact Us

    AgendaFWC Training 8/17/2010

  • Page - *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).Conduct agency-wide searches for requisitions (PR), orders, IRs, etc.

    Invoice Reconciliation (IR)FWC Training 8/17/2010

  • Page - *Invoice Reconciliation (IR)FWC Training 8/17/2010

    Exception HandlerInvoice ManagerNormally the first Finance and Accounting (F&A) ApproverEnsures the invoice should be approvedResponsible 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.

  • Page - *An IR begins when a customer enters an invoice 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)FWC Training 8/17/2010

  • Page - *Advantages for agencies processing eInvoices includeTime: 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 costsSave timeManage more effectivelyFaster paymentsEnvironmentally friendly

    Invoice Reconciliation: eInvoicing

    FWC Training 8/17/2010

  • Page - *Invoice Reconciliation: eInvoicing vendorseInvoicing Vendors

    Office Depot BSDGrainger Industrial SupplyDell MarketingHayes E-Government ResourcesLewis Digital, Inc.Gulf Ice SystemComputer Tutors USA

    VF ImagewearMarpan Supply Company, Inc.Colamco, Inc.Sysco FoodsMSC Industrial SupplyLeitz & Reed Office Products, Inc.

    FWC Training 8/17/2010

  • Page - *Invoice Reconciliation: Invoice eFormsInvoice eForms are electronic versions of a vendors paper invoices.

    Invoices for servicesWhen 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.

    FWC Training 8/17/2010

  • Page - *Invoice Reconciliation: Invoice eForms Next, complete three basic steps:Invoice HeaderInvoice LinesSummary

    Invoice Header Title: Complete title based on agency naming conventions.Supplier Invoice #: The last nine digits will be recorded in FLAIR.Services Start and End Dates: Required by DFS for a service invoice.Vendor location: Must match the location on the order.

    FWC Training 8/17/2010

  • Page - *Invoice LinesSelect purchase orderGenerate invoiceEnsure the correct line number is chosenVerify quantity, update to match the vendor invoiceVerify the unit price is accurate with the vendor invoice

    SummaryEnter comments as required to ensure payment or per agency standardsAdd attachments as required by DFS for payment

    Common error messages you may receiveThe sum of the lines does not add up to the totalAn invoice already exists for this supplier and invoice number

    Invoice Reconciliation: Invoice eForms FWC Training 8/17/2010

  • Page - *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 FWC Training 8/17/2010

  • Page - *Header Level exceptions are differences for the entire invoice.

    Amount VarianceThe 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 VarianceThe invoice's amount, $128.04000USD, does not match the purchase order's amount, $0.00000USD.

    Invoice Reconciliation Already ExistsAn 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 OrderInvalid invoices created from PCard orders are not accepted.

    Invoice Reconciliation: Exceptions FWC Training 8/17/2010

  • Page - *

    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 VarianceThe quantity on the invoice line item is different from the quantity left to invoice on the order line item.

    Price VarianceThe 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: ExceptionsFWC Training 8/17/2010

  • Page - *An IR includes six components:Exceptions: 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 POReceipt: Captures all receiving reports (If PO is for service, this tab will be blank)History: Details and records all activity on the IRInvoice Reconciliation (IR)FWC Training 8/17/2010

  • Page - *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. The PO Balance shows the current remaining balance of the order and are drawn down after IRs are in Paid status.

    Invoice Reconciliation (IR)FWC Training 8/17/2010

  • Page - *Invoice Reconciliation (IR)FWC Training 8/17/2010

  • Page - *Invoice ReconciliationManaging InvoicesAudit ProcessMFMP / FLAIR RelationshipChange OrdersKeeping MFMP/FLAIR BalancedTips & TricksResourcesContact Us

    AgendaFWC Training 8/17/2010

  • Page - *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 InvoicesFWC Training 8/17/2010

  • Page - *Use the Transaction Date field in the Exception Handler and Invoice Manager queues.Group items by statusSort 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 Reports website:http://dms-purchasing-ftp.state.fl.us/xx00/

    Managing InvoicesFWC Training 8/17/2010

  • Page - *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 InvoicesFWC Training 8/17/2010

  • Page - *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 InvoicesFWC Training 8/17/2010

  • Page - *Invoice ReconciliationManaging InvoicesAudit ProcessMFMP / FLAIR RelationshipChange OrdersKeeping MFMP/FLAIR BalancedTips & TricksResourcesContact Us

    AgendaFWC Training 8/17/2010

  • Page - *Receive invoiceVerify receiving report/ services were approvedCompare invoice to terms in contract documentApprove invoiceKey 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 StepsMFMP Audit StepsReconciling an IRFWC Training 8/17/2010

  • Page - *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 ProcessFWC Training 8/17/2010

  • Page - *Correct the Vendor Sequence number to the applicable location as required for payment.Audit ProcessFWC Training 8/17/2010

  • Page - *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 ProcessFWC Training 8/17/2010

  • Page - *The Edit Accounting group allows you to validate/update all accounting including:Organization codeExpansion optionObject codeEncumbrance numberEncumbrance 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.

    Insert the grouping character.

    Create Split Accounting to pay the IR line from multiple funding sources.

    Audit ProcessFWC Training 8/17/2010

  • Page - *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 ProcessFWC Training 8/17/2010

  • Page - *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 ProcessFWC Training 8/17/2010

  • Page - *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 ProcessFWC Training 8/17/2010

  • Page - *Invoice ReconciliationManaging InvoicesAudit ProcessMFMP / FLAIR RelationshipChange OrdersKeeping MFMP/FLAIR BalancedTips & TricksResourcesContact Us

    AgendaFWC Training 8/17/2010

  • Page - *Denied requisitions can have an impact on F&A.

    MFMP processes change orders by looking for and integrating to FLAIR.Any new lines (TR 60)Updating existing line (TR 61)

    Withdraw change orders to add a new encumbered lines that are denied by FLAIR.MFMP / FLAIR RelationshipFWC Training 8/17/2010

  • Page - *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 RelationshipFWC Training 8/17/2010

  • Page - *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 unencumbered), 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 RelationshipFWC Training 8/17/2010

  • Page - * 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 RelationshipFWC Training 8/17/2010

  • Page - *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 RelationshipFWC Training 8/17/2010

  • Page - *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 RelationshipFWC Training 8/17/2010

  • Page - *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 RelationshipFWC Training 8/17/2010

  • Page - *Invoice ReconciliationManaging InvoicesAudit ProcessMFMP / FLAIR RelationshipChange OrdersKeeping MFMP/FLAIR BalancedTips & TricksResourcesContact Us

    AgendaFWC Training 8/17/2010

  • Page - *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 OrdersFWC Training 8/17/2010

  • Page - *Change OrdersFWC Training 8/17/2010

    CO No Workflow FieldsPO Start Date Int Budget Ind Gen Led PO End Date Category Encumbrance Gen Led PUI Category Year Ext Gen Led Fiscal Year State Program StandardEncumbrance Ext Gen Led Line item description External ProgramProduct ID Available Balance Override Indicator Grant Ext Object Advanced Payment Indicator Other Cost Accum Certified Forward (CF) Organization Code Contract Batch Expansion Opt Agency Unique DescriptionOpt Version Contract Year Quantity Object Code Grant Year Count Prior Period Indicator Project ID Sub-Vendor Budget Entity Ext Category

  • Page - *Invoice ReconciliationManaging InvoicesAudit ProcessMFMP / FLAIR RelationshipChange OrdersKeeping MFMP/FLAIR BalancedTips & TricksResourcesContact Us

    AgendaFWC Training 8/17/2010

  • Page - *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 BalancedFWC Training 8/17/2010

  • Page - *Complete an IR for all order or master agreement (MA) payments.Benefit from payment history tracking One-stop for researchPayment, procurement, and receiving information all in one locationMFMP and FLAIR remain balancedChange orders can result in an overstated encumbranceIf 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 sync with the MFMP total.Keeping FLAIR / MFMP BalancedFWC Training 8/17/2010

  • Page - *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 BalancedPage - *

    Encumbered through MFMP and Paid through MFMPTransactionMFMP Current FLAIR Amount (CMA)Encumbrance CalculationsFLAIR Balance (CFA)Customer creates MFMP encumbered order for $100$100+$100 from MFMP to FLAIR$100Customer makes a $30 payment against MFMP order through MFMP$70-$30 from MFMP to FLAIR$70Customer 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

  • Page - *Keeping FLAIR / MFMP BalancedFWC Training 8/17/2010

    Encumbered through MFMP and not Paid through MFMPTransactionMFMP Current FLAIR Amount (CMA)Encumbrance CalculationsFLAIR Balance (CFA)Customer creates MFMP encumbered order for $100$100+$100 from MFMP to FLAIR$100Customer makes a $10 payment against MFMP order not through MFMP$100-$10 directly to FLAIR$90Customer 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)

  • Page - *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 BalancedFWC Training 8/17/2010

  • Page - *Invoice ReconciliationManaging InvoicesAudit ProcessMFMP / FLAIR RelationshipChange OrdersKeeping MFMP/FLAIR BalancedTips & TricksResourcesContact Us

    AgendaFWC Training 8/17/2010

  • Page - *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 & TricksFWC Training 8/17/2010

  • Page - *Invoice ReconciliationManaging InvoicesAudit ProcessMFMP / FLAIR RelationshipChange OrdersKeeping MFMP/FLAIR BalancedTips & TricksResourcesContact Us

    AgendaFWC Training 8/17/2010

  • Contact the MFMP CSD at [email protected] or (866) 352-3776

    Buyer - https://MyFloridaMarketPlace.com:9140/Buyer/Main

    MFMP toolkit http://dms.MyFlorida.com/buyertoolkit Bulletin board & hot topicsTraining opportunitiesWebEx sessionsStatewide trainingTraining materialsJob aidsBuyer manualSystem Administrator manualMeeting materialsMFMP Punchout catalogs and eInvoicingWorking with vendorsCommunicationseNewsletterReporting toolsResourcesFWC Training 8/17/2010

  • Contact your agency system administrator for password resets

    Vendor searches:Vendor Administrative Lookup tool: https://vendor.MyFloridaMarketPlace.com/admin/index.jhtmUsername and password: publicuser (must be entered in lower case)

    SPURSView: http://fcn.state.fl.us/owa_spurs/owa/spurs_www.main_menu_formUsername or password is not required

    Contact the vendor CSD at [email protected] or (866) 352-3776

    ResourcesFWC Training 8/17/2010

  • Page - *The buyer training environment is a mirrored version of the live system where customers test their knowledge on how the system works using agency-specific data.https://learning.MyFloridaMarketPlace.com The login is the same name the customer uses to sign on in live MFMP 2.0; the password is train20Data is refreshed quarterly with current production data, including:A refresh of current customer profilesAccounting dataTransactionsCatalogsOperational 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 EnvironmentFWC Training 8/17/2010

  • Page - * Buyer 2.0 Web-based TrainingOnDemand is a Web-based training program that allows you to learn at your convenience.

    You can gain well-rounded knowledge of software functionality, complete with conceptual understanding in a simulated environment.

    OnDemand demonstrates how to complete a task and guides you as you work.

    View and find available training modules, lessons, and topics, and then launch training for a specific topic at: http://training.MyFloridaMarketPlace.com/buyer . If the page does not automatically display, disable pop-up blockersResources: OnDemand TrainingFWC Training 8/17/2010

  • Page - *Presentation-style training toolsPowerPoint training presentations provide step-by-step instructionsAssists with classroom or individualized training needs

    WebEx training provided quarterly http://dms.MyFlorida.com/mfmp_webex.

    MFMP recorded training toursThis 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.

    Resources: Training ToolsFWC Training 8/17/2010

  • Page - *Invoice ReconciliationManaging InvoicesAudit ProcessMFMP / FLAIR RelationshipChange OrdersKeeping MFMP/FLAIR BalancedTips & TricksResourcesContact Us

    AgendaFWC Training 8/17/2010

  • Contact the MFMP CSD at [email protected] or (866) 352-3776 Contact UsFWC Training 8/17/2010

    Team MemberE-mailPhone NumberCommunications [email protected](850) 294-3080F&A Process [email protected] (850) 294-0739Operations [email protected] (850) 766-7670Purchasing Process [email protected] (850) 294-0494Vendor Management Analyst [email protected] (850) 445-3894

  • Page - *Thank you for your participation today!Questions?FWC Training 8/17/2010

    **Current list of all eInvoicing vendors is available on the MFMP Toolkit

    * to verify services were rendered. The requester then receives an e-mail notification (based on their email notification preferences) and must go into the Reconcile Invoice folder and approve/submit the Invoice. (When approving, the requester is verifying that services were indeed rendered.)

    *The sum of the lines does not add up to the totalCheck the line items to ensure they add up to the total amount

    ***When an IR is auto-rejected, it causes agency Exception Handlers and Invoice Managers to have to clear the exception before processing the IRThis provides agencies with an opportunity to confirm whether the invoice has in fact been duplicated, and reject the IR from the system

    **Exceptions tab reflects all of the discrepancies noted during the two-way and three-way matches and a link to the Invoice eForm and the invoice attachment. The Exception Handler and Invoice manager should; Validate Transaction Date; Validate Accounting information and after the review is complete, accept the Header Level Exceptions and the Line Level Exceptions if the IR is to be approved Approval Flow tab defines who is required to approve and who has approvedInvoice tab reflects the details of the invoice. This is the invoice as it was created on the invoice eFormOrder tab provides a direct access to the purchase order and requisition and shows the number of items previously received; previously invoiced; previously reconciledReceipt tab captures all receiving reports (If PO is for service, this tab will be blank)History tab details and records all activity on the IR

    *For example: The transaction is sitting with 7200: Exception Handler, it will not escalate because the role does not have a supervisor and MFMP does not know how to escalate it

    ***The IR Last Approver Report along with other can be found at http://dms-purchasing-ftp.state.fl.us/xx00/. This report will not display IRs that are in approving status or reconciling status and have the Payment completed in FLAIR checkbox checked.The report was recently requested to include ASN invoices and invoices that have failed Central FLAIR. When the report has been updated a notification will be distributed.

    Create a process to follow up with people who are consistently late approving service IRs or receiving goods.If you notice a trend, contact that field person. Perhaps they need additional training or perhaps they are unaware of the importance of approving items timely. If after your initial contact the user is still approving items untimely, you may consider elevating the issue to the next level.

    Receipts should be completed when the goods are actually received not when the invoice is received. Florida law states that goods/services must be inspected and approved within five days of receipt. FS 215.422. Do not let the system dictate when you receive. The receiving email notifications are just a REMINDER!Accuracy is keyOnly receive the goods in MFMP when they are physically receivedIf this occurs, update your password, and approve the transactions again**The ability to change a vendor sequence number is limited to the sequences tied to a particular registration. Vendors may elect to have multiple registrations in MFMP as each location can have only one contact. Multiple sites (sequences) may be set up under one registration.*2004-05 excerpt:Prior paid to date information must be provided by entering this information in the comments box on the Exceptions Tab on the Invoice Reconciliation Page or by scanning and attaching the Contract Summary Form to the Exceptions Tab or Invoice eForm.2010-2011 excerpt:For contractual service payments processed through MyFloridaMarketPlace, theContract Summary Form may be attached to the Invoice Reconciliation or the contractmanagers certification statement, contained on the Contract Summary Form, may be entered in the comment field by the contract manager along with his/her name.

    *When the disbursement transaction type may be changed from encumbered to unencumbered disbursement by checking or un-checking the 'Encumber Funds' checkbox***Split Acct description***It is critical to create an IR for all MFMP related invoices processed directly in FLAIR. The 2 systems need to be in synch for future processing to function correctly. For example: You have a $100 order that you need to increase by $100. A $50 invoice has already been processed and therefore the FLAIR encumbrance balance is $50. You process an change order for the $100. When MFMP sends the transaction to FLAIR it will see that the encumbrance balance is only $50 but MFMP will think it should be $100 since MFMP has no record of invoice paid directly into FLAIR. MFMP will increase the encumbrance by $150 making the encumbrance balance in FLAIR $200. The encumbrance will be overstated by $50.

    ***