Download presentation
Presentation is loading. Please wait.
1
MyFloridaMarketPlace
MFMP WebEx Training: Module V How to Reconcile an IR(Exception Handler) Toll free number: (888) Conference Code: #
2
Agenda Utilizing WebEx Welcome What is an Invoice Reconciliation (IR)?
Defining Roles: Exception Handler vs. Invoice Manager Overview of an IR Exceptions Accounting Details Manual Match Reconciling an IR Resources Recap Contacts
3
Utilizing WebEx A few housekeeping tips to ensure success for today’s training For Audio portion of training, dial toll free (888) Conference Code: Do not place phones on Hold…..instead Place phones mute by pressing #6
4
Utilizing WebEx Polling Panel Chat Panel Select Panel Move Tray
When we exit the presentation to visit a website you can continue to chat utilizing the Floating Panels WebEx Chat Functions – Floating Panels Polling Panel Chat Panel Select Panel Move Tray Return to Main Window Participant Panel Video Panel
5
Poll #1 Before we get started in this training, I have some questions for you. Submit Poll #1 for 30 seconds. Question – How long have you used MyFloridaMarketPlace Less than 6 months 6 months to 1 year 1 year to 3 years More than 3 years
6
Agenda Utilizing WebEx Welcome What is an Invoice Reconciliation (IR)?
Defining Roles: Exception Handler vs. Invoice Manager Overview of an IR Exceptions Accounting Details Manual Match Reconciling an IR Resources Recap Contacts
7
Welcome Welcome Welcome to MFMP WebEx training, Module V: How to Reconcile an IR (Exception Handler). This training will provide you the basic knowledge of how to reconcile invoices within MFMP identifying some of the common exceptions you will encounter. We welcome you to continue your journey through MFMP by joining us for these additional MFMP training modules to be provided as follows: Module VI: How to Approve an IR (Invoice Manager)/ Troubleshooting
8
Agenda Utilizing WebEx Welcome What is an Invoice Reconciliation (IR)?
Defining Roles: Exception Handler vs. Invoice Manager Overview of an IR Exceptions Accounting Details Manual Match Reconciling an IR Resources Recap Contacts
9
Reconciling an IR What is an Invoice Reconciliation (IR)?
How are IR’s created eInvoice (Vendor Created) Will be listed as PUI 9999 No Invoice eForm will be linked Invoice eForm (Agency Created) Will have a link to the Invoice eForm
10
Agenda Utilizing WebEx Welcome What is an Invoice Reconciliation (IR)?
Defining Roles: Exception Handler vs. Invoice Manager Overview of an IR Exceptions Accounting Details Manual Match Reconciling an IR Resources Recap Contacts
11
Reconciling an IR Defining Roles Exception Handler
Typically the first person to work the IR, reconciles all exceptions, validates transaction date, order, accounting, etc Invoice Manager Typically the last to work the IR, validates payment should be made, validates transaction date, user name and password are recorded in FLAIR, etc
12
Agenda Utilizing WebEx Welcome What is an Invoice Reconciliation (IR)?
Defining Roles: Exception Handler vs. Invoice Manager Overview of an IR Exceptions Accounting Details Manual Match Reconciling an IR Resources Recap Contacts
13
Reconciling an IR Overview of an IR (Exit presentation to review website) An IR is comprised of 6 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 Exceptions – displays all exceptions (differences between the invoice, order and/or receipt if applicable) Approval Flow – displays the approvers of the invoice and is useful in knowing where the IR is in the process Invoice – displays information per the original invoice eForm and does NOT reflect any changes made on the exceptions tab Order – displays information from the original order and a link to the requisition Receipts – displays all receipts for the order; blank for services History – records customer name and corresponding actions taken against the invoice
14
Agenda Utilizing WebEx Welcome What is an Invoice Reconciliation (IR)?
Defining Roles: Exception Handler vs. Invoice Manager Overview of an IR Exceptions Accounting Details Manual Match Reconciling an IR Resources Recap Contacts
15
Reconciling an IR Exceptions (Exit presentation to review website)
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 The following page displays some of the more common exceptions you will encounter. Remember, if an exception is displayed, you can click on it to obtain additional details
16
Reconciling an IR Header Level Exceptions: Exceptions for the entire invoice 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 Invoice Reconciliation Already Exists: An Invoice Reconciliation 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 will be placed into auto-reject status When an Invoice Reconciliation is auto-rejected, it causes agency Exception Handlers and Invoice Managers to have to clear the Exception before processing the Invoice Reconciliation, which provides agencies with an opportunity to confirm whether the invoice has in fact been duplicated, and reject the Invoice Reconciliation from the system P Card Order: Invalid Invoices created from PCard orders are not accepted
17
Reconciling an IR Line Item Exceptions: Exceptions for a line
Accounting Verification Exception: 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
18
Agenda Utilizing WebEx Welcome What is an Invoice Reconciliation (IR)?
Defining Roles: Exception Handler vs. Invoice Manager Overview of an IR Exceptions Accounting Details Manual Match Reconciling an IR Resources Recap Contacts
19
Reconciling an IR Accounting Details Manual Match
Verify the accounting information Organization Code Expansion Option Object Code Manual Match Manual Match should be used to match an IR line up with the appropriate line on the Order when No line was chosen The incorrect line was chosen when the Invoice eForm was completed
20
Agenda Utilizing WebEx Welcome What is an Invoice Reconciliation (IR)?
Defining Roles: Exception Handler vs. Invoice Manager Overview of an IR Exceptions Accounting Details Manual Match Reconciling an IR Resources Recap Contacts
21
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 validating the information on the IR and accepting or rejecting Exceptions For more information, refer to Reconciling an IR (MFMP User Manual pages 32-35) and the Finance and Accounting Job Aids
22
Agenda Utilizing WebEx Welcome What is an Invoice Reconciliation (IR)?
Defining Roles: Exception Handler vs. Invoice Manager Overview of an IR Exceptions Accounting Details Manual Match Reconciling an IR Resources Recap Contacts
23
Resources For questions or assistance contact MyFloridaMarketPlace Customer Service Desk at or Accessing live Buyer - FAQ’s MFMP Toolkit Bulletin Board & Hot Topics Training Materials and Opportunities Job Aids F&A Quick Reference Accounting Details Information Disputing Line Level Exceptions FLAIR Integration Invoicing eForm Receiving Made Simple Invoice Reconciliation Approval Flow Invoicing Reconciliation Exeptions IR Best Practices eNewsletter
24
Resources Cont. 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: No user name or password required Vendor Help – Vendors contact MyFloridaMarketPlace Customer Service Desk at or
25
Agenda Utilizing WebEx Welcome What is an Invoice Reconciliation (IR)?
Defining Roles: Exception Handler vs. Invoice Manager Overview of an IR Exceptions Accounting Details Manual Match Reconciling an IR Resources Recap Contacts
26
Recap To recap today's training, let’s review: We have reviewed
What an Invoice Reconciliation is How to review accounting information and How to perform our duties as an Exception Handler and reconcile an IR
27
Thank you for your attendance. We’re here to help
Thank you for your attendance. We’re here to help. Contact the Customer Service Desk at or or the MFMP Team with any questions that you may have. Kasey Bickley, CPPB, FCCM Purchasing Process Analyst (850) Anne Rabon, LSSG F&A Process Analyst (850) Eric Swanson Vendor Management Analyst (850) Amy Smyth Zeigler, M.S., PMP Communications Analyst (850) Rachael Lieblick, PMP, FCCM Operations Manager (850)
Similar presentations
