MyFloridaMarketPlace MFMP WebEx Training: Module V How to Reconcile an IR(Exception Handler) Toll free number: (888) Conference Code: #

Agenda A few housekeeping tips to ensure success for today’s training:  For the audio portion of training  Dial toll free (888)  Conference Code: #  Do not place phones on hold, instead:  Place phones mute by pressing *6  Unmute your line by pressing #6 to ask questions 2 WebEx Info 4/9/2010

Agenda 3  Welcome  Invoice Reconciliation overview  Accounting details  Manual match  Reconciling an IR  Resources  Recap  Contacts 4/9/2010

Agenda 4 Welcome  We welcome you to MFMP WebEx training  This training provides you:  The basic knowledge of how to reconcile invoices in MFMP  How to manually match items  Identify common exceptions you may encounter  How to update accounting details 4/9/2010

Agenda 5  Before we get started in this training, I have some questions for you. 4/9/2010

Agenda 6  Welcome  Invoice Reconciliation overview  Accounting details  Manual match  Reconciling an IR  Resources  Recap  Contacts 4/9/2010

Agenda 7 Overview What is an Invoice Reconciliation (IR)?  IRs are created  eInvoice (Vendor Created) Listed as PUI 9999 No Invoice eForm will be linked  Invoice eForm (Agency Created) Link to the Invoice eForm 4/9/2010

Agenda 8 Overview  Exception Handler  The first person to work the IR  Reconciles all exceptions  Validates IR data Transaction date Order Accounting, etc  Invoice Manager  Validates that the payment should be made  Validates transaction date  Username and password are recorded in FLAIR 4/9/2010

Agenda 9 Overview  Overview of an IR  An IR is comprised of 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 purchase order Receipt: Captures all receiving reports (If PO is for service, this tab will be blank) History: Details and records all activity on the IR Exit presentation to review Web site 4/9/2010

Agenda 10 Overview  Exceptions  Header Level Exceptions Exceptions or differences between the Order, Invoice, and Receipt, that apply to the entire invoice  Line Level Exceptions Exceptions or differences between the Order, Invoice, and Receipt, that apply to each individual line of the invoice  If an exception is displayed click on it to obtain additional details 4/9/2010

Agenda 11 Overview  Header Level Exceptions:  Amount Variance The total cost of the invoice is different than the total cost of the purchase order This variance will occur when you have a partial payment for an order  Auto Reject Amount Variance The invoice's amount, $ USD, does not match the purchase order's amount, $ USD 4/9/2010

Agenda 12 Overview  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 This is not a common exception If this occurs, the IR is placed into auto-reject status  P Card Order Invalid Invoices created from PCard orders are not accepted 4/9/2010

Agenda 13 Overview  Line Item Exceptions  Accounting Verification Exception Accounting information must be verified  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 unit price on the invoice line is different from the unit price on the order line  Received Quantity Variance The quantity field on the invoice line is different from the quantity left to invoice on the receipt line item Exit presentation to review Web site 4/9/2010

Agenda 14 Agenda  Welcome  Invoice Reconciliation overview  Accounting details  Manual match  Reconciling an IR  Resources  Recap  Contacts 4/9/2010

Agenda 15 Accounting Details  Accounting Details  Verify the accounting information Organization Code Expansion Option Object Code  Check or update the following as appropriate Final Payment Indicator Prefix Grouping Character Description  If split accounting was used when the Requisition was set up, you will need to click on Split Accounting at the bottom of the Accounting Details page to update any information Exit presentation to review website 4/9/2010

Agenda 16 Agenda  Welcome  Invoice Reconciliation overview  Accounting details  Manual match  Reconciling an IR  Resources  Recap  Contacts 4/9/2010

Agenda 17 Manual Match  Manual Match can be used  To correct an error made on the Invoice eForm  When the IR line number was: Removed when the Invoice eForm was created Incorrect line was chosen when the Invoice eForm was created Exit presentation to review Web site 4/9/2010

Agenda 18 Agenda  Welcome  Invoice Reconciliation overview  Accounting details  Manual match  Reconciling an IR  Resources  Recap  Contacts 4/9/2010

Agenda 19 Reconciling an IR  When the IR has been reviewed, the exceptions accepted or rejected as appropriate, the accounting details verified, and the IR is complete, click ‘Submit’ Remember…..  Reconciling is v alidating the information on the IR and accepting or rejecting Exceptions  Step-by-step instructions are available in the MFMP User ManualMFMP User Manual Exit presentation to review Web site 4/9/2010

Agenda 20 Agenda  Welcome  Invoice Reconciliation overview  Accounting details  Manual match  Reconciling an IR  Resources  Recap  Contacts 4/9/2010

Agenda 21 Resources  For questions or assistance contact the MyFloridaMarketPlace Customer Service Desk at or 1-  Accessing live Buyer  FAQs FAQs  MFMP toolkit MFMP toolkit  Bulletin Board & Hot Topics  Training Materials and Opportunities  Job Aids New User Manual  eNewsletter 4/9/2010

Agenda 22 Resources  For password resets, contact your agency system administrator  Vendor searches:  Vendor Administrative look-up-tool: Username and Password: ‘publicuser’ (must be entered in lower case)  SPURSview: enu_formhttp://fcn.state.fl.us/owa_spurs/owa/spurs_www.main_m enu_form  Vendor Help – Vendors contact the MyFloridaMarketPlace Customer Service Desk at or /9/2010

Agenda 23 Agenda  Welcome  Invoice Reconciliation overview  Accounting details  Manual match  Reconciling an IR  Resources  Recap  Contacts 4/9/2010

Agenda 24 Recap Let’s recap today’s training:  Invoice Reconciliation (IR)  Roles in F&A Exception Handler Invoice Manager  How to Reconcile an IR Exceptions Accounting Details Manual Match 4/9/2010

Agenda 25 Agenda Team Member Phone Number Communications Analyst F&A Process Analyst Operations Purchasing Process Analyst Vendor Management Analyst /9/2010