MyFloridaMarketPlace MFMP WebEx Training: Module VI How to Approve an IR (Invoice Manager) and Troubleshooting Toll free number: (888) 808-6959 Conference Code: 9766076#

Agenda WebEx Info A few housekeeping tips to ensure success for today’s training: For the audio portion of training Dial toll free (888) 808-6959 Conference Code: 9766076# Do not place phones on hold, instead: Place phones mute by pressing *6 Unmute your line by pressing #6 to ask questions 4/9/2010

Agenda Agenda Welcome Defining Roles Disputing an IR Auto Rejected IRs Approving an IR IR Status & Payment Change Orders FLAIR Failure Messages Resources Recap Contacts 4/9/2010

Agenda Welcome Introduce Host and Presenter We welcome you to MFMP WebEx training This training provides basic knowledge on how to: Approve/Reject invoices Complete change orders for accounting information Troubleshoot FLAIR failure messages Introduce Host and Presenter We welcome you to continue your journey through MFMP by joining us for these additional MFMP training modules to be provided as follows: Module III: Receiving; Commodities and Services Module IV: Creating an Invoice eForm Module V: How to Reconcile an IR (Exception Handler) Module VI: How to Approve an IR (Invoice Manager)/Troubleshooting 4/9/2010

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

Agenda Agenda Welcome Defining Roles Disputing an IR Auto Rejected IRs Approving an IR IR Status & Payment Change Orders FLAIR Failure Messages Resources Recap Contacts 4/9/2010

Agenda Defining Roles 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 User name and password are recorded in FLAIR If DFS returns an Invoice for correction, it will be returned to the Invoice Manager on record. (This is why it is important for F&A to do a Delegation of Authority if they are going to be on leave. 4/2010

Agenda Agenda Welcome Defining Roles Disputing an IR Auto Rejected IRs Approving an IR IR Status & Payment Change Orders FLAIR Failure Messages Resources Recap Contacts 4/9/2010

Agenda Approving an IR Disputing a line of an IR A line on the IR can be placed into Dispute status in lieu of rejecting the entire invoice This allows for the partial payment of the invoice In order to dispute a line, the line amount must be brought to zero Ensure the invoice total is reduced by the line amount being rejected by reviewing the Invoice information at the top of the page Step-by-step instructions are available in the MFMP User Manual Exit presentation to review Web site 4/9/2010

Agenda Agenda Welcome Defining Roles Disputing an IR Auto Rejected IRs Approving an IR IR Status & Payment Change Orders FLAIR Failure Messages Resources Recap Contacts 4/9/2010

IR’s in Rejected Status Agenda IR’s in Rejected Status IR’s can be Auto Rejected by MFMP When MFMP processes the Invoice eForm to an IR and goes through the matching process, the IR is marked as Auto Rejected if: Invoice number being duplicated Invoice amount or quantity exceeds the amount left to pay Verify to see if the invoice should be rejected or paid If it should be paid, reject the rejection, and process the invoice for payment If it should be rejected, approve the rejection and the invoice will not be processed for payment Exit presentation to review Web site IR’s will be placed into a Rejected Status automatically by MFMP if upon the matching process, MFMP determines that the invoice should not be paid based on If the Exception Handler approves the rejection or rejects an invoice, the Invoice Manager will have to approve the rejection. 4/9/2010

Agenda Agenda Welcome Defining Roles Disputing an IR Auto Rejected IRs Approving an IR IR Status & Payment Change Orders FLAIR Failure Messages Resources Recap Contacts 4/9/2010

Agenda Approving an IR Approving an IR Verify the Transaction Date Verify the Accounting Details Accept/Reject the Exceptions Header Level Line Level Once you have reviewed the IR and are satisfied that it should be processed Choose Approve Exit presentation to review Web site 4/9/2010

Agenda Agenda Welcome Defining Roles Disputing an IR Auto Rejected IRs Approving an IR IR Status & Payment Change Orders FLAIR Failure Messages Resources Recap Contacts 4/9/2010

Agenda IR Status How to determine the Status of an IR: Reconciling Approving Denied Paid 4/9/2010

Agenda Payment Information As payments are completed (in Paid status) in MFMP they are viewable Search for the Order by: Order number Requisition number Invoice Reconciliation number On the order click, on the Invoice Reconciliation (IR) link Click on the Payment Details link and view Warrant Number Warrant Date Statewide Document and Voucher Number Exit presentation to review website Payment information is available on the Order only. This can be viewed from a requisition by clicking on the order link. This can be viewed from and IR by clicking on the order tab. 4/9/2010

Agenda Agenda Welcome Defining Roles Disputing an IR Auto Rejected IRs Approving an IR IR Status & Payment Change Orders FLAIR Failure Messages Resources Recap Contacts 4/9/2010

Agenda Change Orders Change Orders F&A has the ability to complete change orders to update accounting information CO No Work Flow Step-by-step instructions are available in the MFMP User Manual 4/9/2010

Agenda Agenda Welcome Defining Roles Disputing an IR Auto Rejected IRs Approving an IR IR Status & Payment Change Orders FLAIR Failure Messages Resources Recap Contacts 4/9/2010

Agenda Failing FLAIR Failing FLAIR Integration Failed message Header Level Flair failure messages are on the front page of the PR/IR Provides information about the failure as it pertains to the entire IR/PR Additional information can be found in the line level message Failed message Line Level FLAIR failure message that is available on the individual line Provides specific information about the particular line failure Flair failure messages are Header level, or the front page of the IR or PR. This provides information about the failure as it pertains to the entire IR/PR. Additional information can be found on the specific line that failed, click on the line details and scroll to the bottom 4/9/2010

Agenda Failing FLAIR Failed message Line Level Encumbrance Record Is Not On File The original encumbrance has been paid out in FLAIR Insufficient Available Balance There is not sufficient budget at to process this payment Check with the F&A manager or the budget office Expansion Option Record Not on File There has been an update in FLAIR to the EO that was chosen Withdraw the PR, update the EO, and resubmit it Password Not On File Password in FLAIR password has been changed and must be updated in MFMP Invalid Prior Period Indicator Update the prior period indicator in MFMP to match FLAIR Insufficient Available Balance You do not have sufficient budget at the level to process this payment. If budget is available, check with your budget professional, check the ABOI box on the Accounting Details page 4/9/2010

Agenda Agenda Welcome Defining Roles Disputing an IR Auto Rejected IRs Approving an IR IR Status & Payment Change Orders FLAIR Failure Messages Resources Recap Contacts 4/9/2010

Agenda Resources For questions or assistance contact the MyFloridaMarketPlace Customer Service Desk at BuyerHelp@myfloridamarketplace.com or 1- 866-352-3776 Accessing live Buyer - https://myfloridamarketplace.com:9140/Buyer/Main FAQs MFMP toolkit Bulletin Board & Hot Topics Training Materials and Opportunities Job Aids New User Manual eNewsletter 4/9/2010

Agenda Resources For password resets, contact your agency system administrator Vendor searches: Vendor Administrative look-up-tool: 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 Vendor Help – Vendors contact the MyFloridaMarketPlace Customer Service Desk at VendorHelp@myfloridamarketplace.com or 1-866-352-3776 No user name or password required for Vendor Admin or SPURSview 4/9/2010

Agenda Agenda Welcome Defining Roles Disputing an IR Approving an IR Auto Rejected IRs Getting an IR to Paid status Change Orders FLAIR Failure Messages Resources Recap Contacts 4/9/2010

Agenda Recap Let’s Recap today’s training: Invoice Reconciliation (IR) Roles in F&A Exception Handler Invoice Manager How to Approve/Reject an IR How to process Change Orders How to read FLAIR Failure messages 4/9/2010

Agenda Agenda Team Member E-mail Phone Number Communications Analyst Amy.Smyth@dms.myflorida.com (850) 294-3080 F&A Process Analyst Anne.Rabon@dms.myflorida.com (850) 294-0739 Operations Manager Rachael.Lieblick@dms.myflorida.com (850) 414-6735 Purchasing Process Analyst Kasey.Bickley@dms.myflorida.com (850) 294-0494 Vendor Management Analyst Eric.Swanson@dms.myflorida.com (850) 445-3894 4/9/2010