Advanced Invoicing Overview October 21, 2010

Advanced Invoicing Overview October 21, 2010

MFMP Overview MFMP Buyer Benefits More choice for buyers:
Online access to more than 140,000 registered vendors and their goods/services. Online access to procurement vehicles (i.e. state term contracts [STC], eQuote, Sourcing, Vendor Bid System [VBS]). Reduction in the cost of goods and services: MFMP enables Florida to act as a single entity during contract and purchasing negotiations. Also reduces overhead and processing costs. Faster order processing times eInvoicing (electronic invoicing) Faster invoice to check cycle time Customer service support available to provide real-time assistance Green catalog and product listing options for purchasing October 21, 2010 Page - 2

Agenda Invoice Reconciliation Managing Invoices Audit Process
MFMP / FLAIR Relationship Change Orders Keeping MFMP/FLAIR Balanced Tips & Tricks Resources Contact Us October 21, 2010 Page - 3

Invoice Reconciliation (IR)
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. Reconcile, approve and reject invoice reconciliations (IR). October 21, 2010 Page - 4

Exception Handler Invoice Manager Normally the first Finance and Accounting (F&A) Approver Ensures the invoice should be approved Responsible for reconciling all exceptions Ensures 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 October 21, 2010 Page - 5

An IR begins when a invoice is entered 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. October 21, 2010 Page - 6

Tips & Tricks Advantages for agencies processing eInvoices include:
Time: 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 costs Save time Manage more effectively Faster payments Environmentally friendly October 21, 2010 Page - 7 7

Invoice Reconciliation: eInvoicing vendors
Office Depot BSD Grainger Industrial Supply Dell Marketing Hayes E-Government Resources Lewis Digital, Inc. Gulf Ice System Computer Tutors USA VF Imagewear Marpan Supply Company, Inc. Colamco, Inc. Sysco Foods MSC Industrial Supply Leitz & Reed Office Products, Inc. Mac Paper Current list of all eInvoicing vendors is available on the MFMP Toolkit A complete list of eInvoicing vendors is located at October 21, 2010 Page - 8

Invoice Reconciliation: Invoice eForms
Invoice eForms are electronic versions of a vendor’s paper invoices. Invoices for services When 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.’ to verify services were rendered. The requester then receives an notification (based on their 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.) October 21, 2010 Page - 9

Next, complete three basic steps: Invoice Header Invoice Lines Summary Title should be completed based on agency naming conventions. Supplier Invoice # - The last nine digits will be recorded in FLAIR. Services Start and End Dates are required by DFS for a service invoice. Vendor location must match the location on the order. October 21, 2010 Page - 10

Invoice Lines Select ‘purchase order’ Generate invoice Ensure the correct line number is chosen. Verify quantity, update to match the vendor invoice. Verify the unit price is accurate with the vendor invoice. Summary Enter comments as required to ensure payment or per agency standards Add attachments as required by DFS for payment. Common error messages you may receive The sum of the lines does not add up to the total. An invoice already exists for this supplier and invoice number. The sum of the lines does not add up to the total Check the line items to ensure they add up to the total amount October 21, 2010 Page - 11

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. October 21, 2010 Page - 12

Invoice Reconciliation: Exceptions
Header Level exceptions are differences for the entire invoice. Amount Variance The 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 Variance The invoice's amount, $ USD, does not match the purchase order's amount, $ USD. 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. If this occurs, the IR will be placed into auto-reject status PCard Order Invalid invoices created from PCard orders are not accepted. When an IR is auto-rejected, it causes agency Exception Handlers and Invoice Managers to have to clear the exception before processing the IR This provides agencies with an opportunity to confirm whether the invoice has in fact been duplicated, and reject the IR from the system October 21, 2010 Page - 13

Invoice Reconciliation: Exceptions
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 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. October 21, 2010 Page - 14

Reconciling an IR From the Homepage, Click on your Reconcile queue in the shortcut menu. When referring to the IR, use the sequence number NOTE: The IR number is comprised of two parts: the invoice number that was entered on the invoice eForm (eInvoice) and a 7 digit sequence number October 21, 2010 Page - 15

An IR includes 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 PO. 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 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 approved Invoice tab reflects the details of the invoice. This is the invoice as it was created on the invoice eForm Order tab provides a direct access to the purchase order and requisition and shows the number of items previously received; previously invoiced; previously reconciled Receipt 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 October 21, 2010 Page - 16

The ‘PO Balance’ shows the current remaining balance of the order. It is reduced when an IR moves to Paid status. 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 by using the Payment Update eForm. October 21, 2010 Page - 17

Refer to buyer manual at October 21, 2010 Page - 18

Managing Invoices 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. 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 October 21, 2010 Page - 20

Managing Invoices Accuracy is key
Use the Transaction Date field in the Exception Handler and Invoice Manager queues. Group items by status Sort 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 Secure Reports website: The IR Last Approver Report along with other can be found at 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 Do not let the system dictate when you receive. The receiving notifications are just a REMINDER! Accuracy is key Only receive the goods in MFMP when they are physically received October 21, 2010 Page - 21 21

Managing Invoices 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. October 21, 2010 Page - 22

Managing Invoices Each time an IR is approved or a Release Encumbrance eForm is submitted, MFMP sends the customer’s 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. If this occurs, update your password, and approve the transactions again October 21, 2010 Page - 23

Reconciling an IR Typical Audit Steps MFMP Audit Steps
Receive invoice Compare invoice to terms in contract document Verify receiving report/ services were approved Approve invoice Key into FLAIR MFMP Audit Steps 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. October 21, 2010 Page - 25

Audit Process 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. October 21, 2010 Page - 26

Audit Process Correct the Vendor Sequence number to the applicable location as required for payment. 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. October 21, 2010 Page - 27

Audit Process 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. October 21, 2010 Page - 28

Audit Process The ‘Edit Accounting’ group allows you to validate/update all accounting including: Organization code Expansion option Object code Encumbrance number Encumbrance 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. Only use the ‘Final Payment Indicator’ for orders encumbered through MFMP. Insert the grouping character Grouping character has to be entered on each line. Create ‘Split Accounting’ to pay the IR line from multiple funding sources Updates to the accounting information on an IR created from a requisition are completed by clicking on the ‘Split Accounting’ button. The Final Payment Indicator should only be used for encumbered payments. If the grouping character is placed on line one, but left off of the remaining lines, the voucher will split at least two ways, possibly more depending on funding. October 21, 2010 Page - 29

Audit Process 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. October 21, 2010 Page - 30

Audit Process 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. October 21, 2010 Page - 31

Audit Process Follow the guidelines of CFO Memorandum and CFO Memorandum for Contract Summary Forms. Contract Summary Forms are not required in MFMP. Amendment to CFOM 01 in provides further clarification of the memo. 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.” excerpt: For contractual service payments processed through MyFloridaMarketPlace, the Contract Summary Form may be attached to the Invoice Reconciliation or the contract manager’s certification statement, contained on the Contract Summary Form, may be entered in the comment field by the contract manager along with his/her name. October 21, 2010 Page - 32

FLAIR Denied requisitions can have an impact on F&A.
When a requisition is denied by FLAIR Integration, it is returned to the requester in their Denied status folder. Withdraw requisitions denied by FLAIR in order to ensure the encumbrance balance with FLAIR remains correct. MFMP processes change orders with FLAIR Integration by: Adding new lines (TR 60) first. Updating existing line (TR 61) second. The updates to the encumbrance might not be a result of the requester making changes if invoices were paid directly in FLAIR without notifying MFMP, resulting in different encumbrance balances. October 21, 2010 Page - 34

MFMP / FLAIR Relationship
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. When the disbursement transaction type may be changed from encumbered to unencumbered disbursement by checking or un-checking the 'Encumber Funds' checkbox October 21, 2010 Page - 35

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 not encumbered), 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. October 21, 2010 Page - 36

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. October 21, 2010 Page - 37

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. October 21, 2010 Page - 38

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. October 21, 2010 Page - 39

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. October 21, 2010 Page - 40 40

Header level comment - SplitAccounting number: 1 failed to disburse with the following errors: + 1A1A. Depending on the reason for the rejection a DFS rejection code will be noted. An IR may be rejected by DFS. If this occurs, a code will be placed in the error. The following page covers some of the DFS rejection codes that may be noted. October 21, 2010 Page - 41 41

DFS Rejection Code DFS Rejection Reason 1A Voucher returned/deleted per agency request 1B Insufficient cash/insufficient budget release 1D Incorrect voucher schedule amount/category 1H Duplicate payment 1K DMS Form PUR 7006/ PUR 7066 not provided 2A Original invoice not submitted 2B Unit and/or unit price not shown October 21, 2010 Page - 42

Change Orders 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. October 21, 2010 Page - 44

Change Orders CO No Workflow Fields PO Start Date Int Budget Ind
Gen Led PO End Date Category Encumbrance Gen Led PUI Category Year Ext Gen Led Fiscal Year State Program – Standard Encumbrance Ext Gen Led Line item description External Program Product 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 Description Opt Version Contract Year Quantity Object Code Grant Year Count Prior Period Indicator Project ID Sub-Vendor Budget Entity Ext Category Split Acct description October 21, 2010 Page - 45

Keeping FLAIR / MFMP Balanced
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. October 21, 2010 Page - 47

Complete an IR for all order or master agreement (MA) payments: Benefit from payment history tracking One-stop for research Payment, procurement, and receiving information all in one location MFMP and FLAIR remain balanced Change orders can result in an overstated encumbrance. If 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 synch with the MFMP total. 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. October 21, 2010 Page - 48 48

Encumbered through MFMP and Paid through MFMP
Keeping FLAIR / MFMP Balanced 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. Encumbered through MFMP and Paid through MFMP Transaction MFMP Current FLAIR Amount (CMA) Encumbrance Calculations FLAIR Balance (CFA) Customer creates MFMP encumbered order for $100 $100 +$100 from MFMP to FLAIR Customer makes a $30 payment against MFMP order through MFMP $70 -$30 from MFMP to FLAIR Customer creates MFMP change order and increases order by $40 $110 $70 +40=$110 (CMA) $110(CMA)-70(CFA)=$40 +$40 from MFMP to FLAIR October 21, 2010 Page - 49

Encumbered through MFMP but not paid through MFMP Transaction MFMP Current FLAIR Amount (CMA) Encumbrance Calculations FLAIR Balance (CFA) Customer creates MFMP encumbered order for $100 $100 +$100 from MFMP to FLAIR Customer makes a $10 payment against MFMP order not through MFMP -$10 directly to FLAIR $90 Customer creates MFMP change order and increases order by $20 $120 $ =$20 $100+20=$120(CMA) $120(CMA)-90(CFA)=$30 +$30 from MFMP to FLAIR $120 (but should be $110) October 21, 2010 Page - 50 50

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. October 21, 2010 Page - 51

Tips & Tricks Confidential information is prohibited from being included in MFMP. This includes information in the comments field, line item description and attachments. Including such information in MFMP may violate Section , F.S., as well as comparable federal regulations relating to confidentiality such as the Health Insurance Portability and Accountability Act (HIPAA). Agency-specific questions about confidential information should be directed to their agency purchasing office or General Counsel office. It is the agency’s responsibility to redact this information prior to posting it to MFMP. Workflow approvals that are included in MFMP offer the opportunity for multiple customers to identify and take action against a transaction. If confidential information is found, complete the Confidential Information Purge Request form posted on the MFMP toolkit under MFMP Forms. October 21, 2010

Tips & Tricks For payments made using a payable number check the ‘Payable Disbursement’ box. Enter in a payable number and payable line number. For Certified Forward change the Certified Forward Indicator from N to C. October 21, 2010 Page - 54

Tips & Tricks 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. October 21, 2010 Page - 55

Tips & Tricks Rule 60A Florida Administrative Code (F.A.C.), allows for the following exemptions to the Transaction Fee for vendors. Code Exemption Reason 1A Procurement under Section , Florida Statutes 1H Payment to vendor in exchange for providing health care services at or below Medicaid rates 1B Procurement under Section , Florida Statutes 1I Disbursement to recipient or sub-recipient; payment to satisfy maintenance of efforts requirements ; or payment to match federal award 1C Procurement under Chapter 255 Florida Statutes 2A Transaction is critical to the agency’s mission or necessary for public health safety and welfare 1D Transaction with a non-profit entity 2B Imposition of the fee would prevent the consummation of the transaction 1E Transaction with another governmental agency 3 Emergency transaction per Rule 60A-1.032(3), F.A.C. 1F Transaction with required sole provider or price paid and payee established by federal or private grant 1X Contract Established prior to rule implementation 1G Payment to unregistered vendor under Rule 60A-1.030(3), F.A.C. 1R Vendor reluctant to register Agencies can complete a Transaction Level exemption on the requisition or IR. In order to see the ‘Transaction Fee Exempt’ checkbox a customer must have the ‘Transaction Fee Exempt’ group in their profile. October 21, 2010

Tips & Tricks In addition to the standard exemptions, Rule 60A FAC authorizes that DMS State Purchasing Director can approve a particular contract exempt from the transaction fee in advance of the procurement. The procurement must meet two elements: Critical to the agency’s mission or necessary for the public health, safety, or welfare; and Imposition of the fee would prevent the consummation of the transaction. To request a contract exemption, complete PUR 3778 which is located on the MFMP buyer toolkit. PUR 3778 must be certified by the agency head as per Rule 60A-1.032(2), F.A.C. Agencies should complete the applicable form (either PUR 3777 or 3778) to confirm approval of an ongoing transaction fee exemption. October 21, 2010 Page - 57 57

Tips & Tricks An IR may split onto multiple vouchers for the following reasons: The ‘Grouping Character’ was entered on some but not all of the lines. The grouping character works as it does directly in FLAIR, allowing you to group certain items together. In MFMP the grouping character has to be entered on each line for the invoice to print out on one voucher. Were the funding sources different? If the lines of the IR have different budget entities, categories, or funds, the voucher will split accordingly. October 21, 2010 Page - 58 58

Resources Contact the MFMP CSD at or (866) Buyer - MFMP toolkit Bulletin board & hot topics Training opportunities WebEx sessions Statewide training Training materials Job aids Buyer manual System Administrator manual Meeting materials MFMP Punchout catalogs and eInvoicing Working with vendors Communications eNewsletter Reporting tools October 21, 2010

Resources Contact your agency system administrator for password resets. Vendor searches: Vendor Administrative Lookup tool: Username and password: ‘publicuser’ (must be entered in lower case) SPURSView: Username or password is not required Contact the vendor CSD at or (866) October 21, 2010

Resources: Training Environment
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. The login is the same name the customer uses to sign on in ‘live’ MFMP 2.0; the password is train20 Data is refreshed quarterly with current production data, including: A refresh of current customer profiles Accounting data Transactions Catalogs Operational 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. October 21, 2010 Page - 62

Resources: OnDemand Training
Buyer 2.0 Web-based Training OnDemand 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: If the page does not automatically display, disable pop-up blockers. October 21, 2010 Page - 63

Resources: Training Tools
Presentation-style training tools PowerPoint training presentations provide step-by-step instructions. Assists with classroom or individualized training needs. WebEx training provided quarterly MFMP recorded training “tours” This allows customers to access to the same basic information provided in other courses, at their leisure. Training registration is available at October 21, 2010 Page - 64

Contact Us Contact the MFMP CSD at or (866) Team Member Phone Number Communications Analyst (850) F&A Process Analyst (850) Chief, State Purchasing Operations (850) Vendor Management Analyst (850) October 21, 2010

Questions? Thank you for your participation today! October 21, 2010
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Advanced Invoicing Overview October 21, 2010

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