MyFloridaMarketPlace MFMP WebEx Training: Module IV Creating an Invoice eForm Toll free number: (888) Conference Code: #

Page - 2 Agenda  Utilizing WebEx  Welcome  The What, Who, & When of an Invoice eForm  Creating an Invoice eForm  Following up  Resources  Recap  Contacts

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  To un mute your lines, press #6 Page - 3

Utilizing WebEx  When we exit the presentation to visit a website you can continue to chat utilizing the Floating Panels  WebEx Chat Functions – Floating Panels Page - 4 Move Tray Return to Main Window Participant Panel Video Panel Chat Panel Polling Panel Select Panel

Poll #1  Before we get started in this training, I have some questions for you. Page - 5

Page - 6 Agenda  Utilizing WebEx  Welcome  The What, Who, & When of an Invoice eForm  Creating an Invoice eForm  Following up  Resources  Recap  Contacts

Page - 7 Welcome Welcome to MFMP WebEx training, Module IV: Creating an Invoice eForm This training will provide you the basic knowledge of how to create invoice eForms within MFMP We welcome you to continue your journey through MFMP by joining us for these additional MFMP training modules: Module V: How to Reconcile an IR (Exception Handler) Module VI: How to Approve an IR (Invoice Manager) Troubleshooting For a full listing of MFMP trainings, visit MFMP Toolkit/Training OpportunitiesMFMP Toolkit/Training Opportunities

Page - 8 Agenda  Utilizing WebEx  Welcome  The What, Who, & When of an Invoice eForm  Creating an Invoice eForm  Following up  Resources  Recap  Contacts

Creating an Invoice eForm  What is an Invoice eForm?  An Invoice eForm is an electronic duplicate of the paper invoice submitted by the vendor. It is created by agency customer to facilitate the payment process o Using the paper invoice, the invoice is entered into MFMP o A scanned image of the invoice and supporting documentation should be attached to the Invoice eForm  Who can create an Invoice eForm?  All requesters and F&A customers have the ability to create an Invoice eForm  When should I create an Invoice eForm?  Based on agency practice, invoices should be completed when a paper invoice is received from a vendor Page - 9

Page - 10 Agenda  Utilizing WebEx  Welcome  The What, Who, & When of an Invoice eForm  Creating an Invoice eForm  Following up  Resources  Recap  Contacts

Creating an Invoice eForm  Creating an Invoice eForm (Exit presentation to review website)  There are three sections to an Invoice eForm o Invoice Header o Invoice Lines o Summary  Invoice Header  Title should be completed based on agency standards  Supplier Invoice # - The last nine digits will be recorded in FLAIR  Services Start and End date are required by DFS for a service invoice  Vendor Location must match the location on the Order Page - 11

Creating an Invoice eForm  Invoice Lines  Select Purchase Order  Generate Invoice o Ensure the correct line number is chosen o Verify quantity, update to match the vendor invoice o 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  For more information, Refer to Creating an Invoice eForm (MFMP User Manual pages 24-26) Page - 12

Page - 13 Agenda  Utilizing WebEx  Welcome  The What, Who, & When of an Invoice eForm  Creating an Invoice eForm  Following up  Resources  Recap  Contacts

Following Up  Following up on your invoice  Status – You can check the status of your invoice with a system search o Search by Order or Requisition number  Payment Information – Payment information is viewable on the Order o Search for the Order o Click on the Invoice Reconciliation (IR) link o Click on Payment Details link and view Warrant Number Warrant Date Statewide Document and Voucher Number and more Page - 14

Page - 15 Agenda  Utilizing WebEx  Welcome  The What, Who, & When of an Invoice eForm  Creating an Invoice eForm  Following up  Resources  Recap  Contacts

Resources  For questions or assistance contact MyFloridaMarketPlace Customer Service Desk at or  Accessing live Buyer -  FAQ’s FAQ’s  MFMP Toolkit MFMP Toolkit Bulletin Board & Hot Topics Training Materials and Opportunities Job Aids o Invoicing eForm Invoicing eForm o Receiving Made Simple Receiving Made Simple  eNewsletter Page - 16

Resources Cont.  For Password Resets, contact your agency System Administrator  Vendor Searches: Vendor Administrative Look up Tool: o Username and Password: ‘publicuser’ (must be entered in lower case)  SPURSview: _formhttp://fcn.state.fl.us/owa_spurs/owa/spurs_www.main_menu _form No user name or password required  Vendor Help – Vendors contact MyFloridaMarketPlace Customer Service Desk at or Page - 17

Page - 18 Agenda  Utilizing WebEx  Welcome  The What, Who, & When of an Invoice eForm  Creating an Invoice eForm  Following up  Resources  Recap  Contacts

Recap To Recap today's training, let’s review:  We have discussed:  The Who, What, When, and How of the Invoice eForm  We have reviewed together, creating an Invoice eForm  Where to locate payment information and  How to follow up on our invoice Page - 19

Kasey Bickley, CPPB, FCCM Purchasing Process Analyst (850) Anne Rabon, LSSG F&A Process Analyst (850) Eric SwansonVendor Management Analyst (850) Amy Smyth Zeigler, M.S., PMP Communications Analyst (850) Rachael Lieblick, PMP, FCCM Operations Manager (850) 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 Page - 20