1. MyFloridaMarketPlace MFMP WebEx Training: Module V How to Reconcile an IR(Exception Handler) Toll free number: (888) 808-6959 Conference Code: 9766076#

2. Agenda 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 2 WebEx Info 4/9/2010

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

4. 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

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

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

7. 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

8. 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

9. 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

10. 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

11. 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, $128.04000USD, does not match the purchase order's amount, $0.00000USD 4/9/2010

12. 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

13. 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

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

15. 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

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

17. 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

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

19. 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

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

21. Agenda 21 Resources  For questions or assistance contact the MyFloridaMarketPlace Customer Service Desk at BuyerHelp@myfloridamarketplace.com or 1- 866-352-3776BuyerHelp@myfloridamarketplace.com  Accessing live Buyer - https://myfloridamarketplace.com:9140/Buyer/Main https://myfloridamarketplace.com:9140/Buyer/Main  FAQs FAQs  MFMP toolkit MFMP toolkit  Bulletin Board & Hot Topics  Training Materials and Opportunities  Job Aids New User Manual  eNewsletter 4/9/2010

22. Agenda 22 Resources  For password resets, contact your agency system administrator  Vendor searches:  Vendor Administrative look-up-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_m 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 VendorHelp@myfloridamarketplace.com or 1-866-352- 3776VendorHelp@myfloridamarketplace.com 4/9/2010

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

24. 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

25. Agenda 25 Agenda Team MemberE-mailPhone Number Communications Analyst Amy.Smyth@dms.myflorida.com(850) 294-3080 F&A Process Analyst Anne.Rabon@dms.myflorida.com(850) 294-0739 Operations ManagerRachael.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