[PPT] - Invoicing Workshop Agenda System Basics Creating an Invoice PowerPoint Presentation

SLIDE 1

MFMP 3.0 Invoicing Workshop

SLIDE 2

2

System Basics
Creating an Invoice

– PO-based – Contract-based

Reconciling
Approving
MFMP eForms
System Search
Resources

Agenda

SLIDE 3

3

https://Buyer.MyFloridaMarketPlace.com/Buyer/Main

MFMP Basics

SLIDE 4

4

Customizable Dashboard MFMP Basics

SLIDE 5

5

Customize Tabs on the Dashboard MFMP Basics

SLIDE 6

6

Expand the Dashboard View MFMP Basics

Click on „View More‟
Select the item to view

SLIDE 7

7

Expand the Dashboard View MFMP Basics

SLIDE 8

8

MFMP Basics Detailed error messages include number of errors

SLIDE 9

9

MFMP Basics Delete Attachments and Comments

Whoever attaches the document can remove the

document

– This applies to requisitions / orders and invoice reconciliations – Remove even if the approval process already started – Transaction workflow will not regenerate

SLIDE 10

10

https://trn-buyer.myfloridamarketplace.com/Buyer/Main

Practical Exercise

User Name - jane.test

SLIDE 11

11

System Basics
Creating an Invoice

– PO-based – Contract-based

Reconciling
Approving
MFMP eForms
System Search
Resources

Agenda

SLIDE 12

12

Creating an Invoice

Invoices in MFMP begin the payment process
Three types of Invoices

– PO-based invoice is based on a purchase order – Contract-based invoice is based on an MFMP contract – eInvoice is a vendor-created invoice

eInvoice benefits

– Eliminates scanned attachments of paper invoices – Prompt receipt of invoice from the vendor – Reduce paper flow – Expedite vendor payments

SLIDE 13

13

Creating an Invoice

PO-based and Contract-based invoices are based on

paper invoices

– DFS Audit requires a copy of the vendor invoice

All requesters and Finance and Accounting

customers

Create an Invoice when you receive a paper invoice

SLIDE 14

14

Creating an Invoice

Create an Invoice using three basic steps:

– Create Header – Add Items – Summary

Invoice Header includes basic information about the

invoice

– Title – Invoice Number – Dates – Vendor location and supplier – PO or Contract number – Services Start and End dates are required by DFS for a service invoice

SLIDE 15

15

Creating an Invoice

Add Items

– MFMP automatically generates Invoice lines when you select „Next‟ – Add additional lines per your agency practice

Summary
Enter comments as required to ensure payment or per

agency standards

Add attachments per DFS requirement for payment

SLIDE 16

16

Creating an Invoice

SLIDE 17

17

https://trn-buyer.myfloridamarketplace.com/Buyer/Main

Practical Exercise

User Name - jane.test

SLIDE 18

18

System Basics
Creating an Invoice

– PO-based – Contract-based

Reconciling
Approving
MFMP eForms
System Search
Resources

Agenda

SLIDE 19

19

Reconciling

Exception Handler Invoice Manager Normally the first 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

SLIDE 20

20

Accounting Details

Verify the accounting information

– Organization Code – Expansion Option – Object Code

Check or update as appropriate

– Prefix – Grouping Character – Description – Final Payment Indicator

Reconciling

SLIDE 21

21

If you mark the IR „Paid in FLAIR‟

– Update the accounting information to reflect FLAIR – Complete a payment update eForm

Mark the Final Payment indicator if:

– You are processing the final payment, – The encumbrance was set up through MFMP, and – You are processing the payment against that encumbrance

Reconciling

SLIDE 22

22

IR Status

Reconciling - Awaiting approval by the requester or

Exception Handler

Approving - Awaiting approval by the Invoice Manager
r DFS
Rejected - Rejected by the Exception Handler or

Invoice Manager

Paid - Processed completely

Reconciling

SLIDE 23

23

Finance and Accounting can mass edit four fields with

the Invoice Reconciliation Account Mass Update eForm

– Object Code – Grouping Character – Certified Forward Indicator – ABOI (Available Balance Override Indicator)

Mass Update function is optional
You can update up to 10 IRs at a time (not to exceed

100 lines)

Accounting validation does not occur on the Mass Edit

Update eForm

Reconciling

SLIDE 24

24

Reconciling

SLIDE 25

25

Header Level exceptions identify differences for the entire invoice

Amount Variance

– Total cost of the invoice is different than total cost of

the purchase order

Auto Reject Amount Variance

– Invoice amount does not match the PO amount

Invoice Reconciliation Already Exists

– An IR with the same invoice number and supplier

already exists

PCard Order

– You cannot process PCard order invoices in MFMP

Reconciling

SLIDE 26

26

Line Item exceptions identify differences on the individual line level

Accounting Verification
Quantity Variance
Price Variance
Received Quantity Variance

Reconciling

SLIDE 27

27

Reconciling means to “audit” the IR

– Review the Header Level exception and the Line Level exceptions – Verify the receiver completed the receipt for the commodity – Verify the transaction date is valid – Verify the accounting information – Verify there is no confidential information on the IR

Reconciling

SLIDE 28

28

MFMP tracks all IRs in Paid status including IRs

Marked Paid in FLAIR

The PO Balance is available on the Order tab

Reconciling

SLIDE 29

29

https://trn-buyer.myfloridamarketplace.com/Buyer/Main

Practical Exercise

User Name - jane.test

SLIDE 30

30

System Basics
Creating an Invoice

– PO-based – Contract-based

Reconciling
Approving
MFMP eForms
System Search
Resources

Agenda

SLIDE 31

31

Approving

Verify Transaction Date
Verify Accounting Details
Verify a copy of the invoice is available

SLIDE 32

32

Approving

DFS returns IRs to the approving Invoice

Manager (when necessary)

If an IR fails FLAIR, MFMP returns it to the

Invoice Manager with a failure message

Messages are located on the Summary tab in

two places

Header level (entire invoice)
Line Level (specific line)

SLIDE 33

33

FLAIR Error Messages

Password not on File
Insufficient Available Balance (IAB)
Encumbrance not on file

Approving

SLIDE 34

34

https://trn-buyer.myfloridamarketplace.com/Buyer/Main

Practical Exercise

User Name - jane.test

SLIDE 35

35

System Basics
Creating an Invoice

– PO-based – Contract-based

Reconciling
Approving
MFMP eForms
System Search
Resources

Agenda

SLIDE 36

36

MFMP eForms

Delete Disbursement

– Use to delete a voucher before the Chief Financial Officer issues a warrant

FLAIR Login Information

– All Invoice Managers must update MFMP when their FLAIR password changes

SLIDE 37

37

MFMP eForms

Release Encumbrance

– Used to release all remaining funds associated on an

rder
Payment Update

– Update payment information for IRs marked „Paid in FLAIR‟

SLIDE 38

38

Invoice Reconciliation Accounting Mass Update

– Mass update for four accounting fields

Object Code
Grouping Character
Certified Forward Indicator
Available Balance Override Indicator (with appropriate

permissions)

MFMP eForms

SLIDE 39

39

MFMP eForms IR Mass Update

SLIDE 40

40

System Basics
Creating an Invoice

– PO-based – Contract-based

Reconciling
Approving
MFMP eForms
System Search
Resources

Agenda

SLIDE 41

41

You can complete a system search using

– Custom filters – Labels – My Saved Searches – Public Searches

Any customer with MFMP 3.0 access can create system

searches

Query group enables you to see transactions

enterprise wide

You can export search results to Excel

System Search

SLIDE 42

42

System Search

SLIDE 43

43

MFMP 3.0 uses Labels

– Access Labels through the My Labels link – Use Labels to tag or categorize requisitions, receipts, invoices, invoice reconciliations, etc. – You can apply multiple labels to one transaction – Remove or update Labels as needed

System Search

SLIDE 44

44

Click the „Apply Label„ link

System Search

Select the link for an

existing label or click the link to create a „New Label„

SLIDE 45

45

https://trn-buyer.myfloridamarketplace.com/Buyer/Main

Practical Exercise

User Name - jack.test

SLIDE 46

46

System Basics
Creating an Invoice

– PO-based – Contract-based

Reconciling
Approving
MFMP eForms
System Search
Resources

Agenda

SLIDE 47

47

Resources

For questions or assistance, contact the MFMP customer service desk at

(866) 352-3776 or BuyerHelp@MyFloridaMarketPlace.com. To reset passwords, you must contact your agency System Administrator

Online resources at http://www.MyFloridaMarketPlace.com include MFMP

3.0 and System Administrator manuals, training information and more

To search for vendors:

– MarketView: http://www.myflorida.com/apps/spurs/spurs.main_menu_form

No username or password required

– VIP Admin: https://vendor.MyFloridaMarketPlace.com

Username and password: „publicuser‟

SLIDE 48

48

Resources

Register for MFMP trainings at:

http://dms.MyFlorida.com/mfmp_buyer_training.

Webinar training right from your computer gives you

classroom-like interaction. Register for Webinars at http://dms.MyFlorida.com/mfmp_webex.

MFMP exclusive training “tours” allows you access to the same

basic information other courses provide, at your convenience. http://dms.MyFlorida.com/mfmp_tours.

Training Environment (formerly called the “Sandbox”) allows

you to practice what you have learned. Your Username is the same as your regular login, and the password is “train 30” https://trn-buyer.myfloridamarketplace.com/Buyer/Main.

SLIDE 49

49