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

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

Utilizing WebEx A few housekeeping tips to ensure success for today’s training For 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

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

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

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

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

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

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

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

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

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

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

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

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

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, $128.04000USD, does not match the purchase order's amount, $0.00000USD 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

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

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

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

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

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

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

Resources For questions or assistance contact MyFloridaMarketPlace Customer Service Desk at BuyerHelp@myfloridamarketplace.com or 1-866-352-3776 Accessing live Buyer - http://myfloridamarketplace.com 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

Resources Cont. For Password Resets, contact your agency System Administrator Vendor Searches: Vendor Administrative Look up Tool: 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_menu_form No user name or password required Vendor Help – Vendors contact MyFloridaMarketPlace Customer Service Desk at VendorHelp@myfloridamarketplace.com or 1-866-352-3776

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

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

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 1-866-352-3776 or BuyerHelp@myfloridamarketplace.com or the MFMP Team with any questions that you may have. Kasey Bickley, CPPB, FCCM Purchasing Process Analyst Kasey.Bickley@dms.myflorida.com (850) 294-0494 Anne Rabon, LSSG F&A Process Analyst Anne.Rabon@dms.myflorida.com (850) 294-0739 Eric Swanson Vendor Management Analyst Eric.Swanson@dms.myflorida.com (850) 487-9981 Amy Smyth Zeigler, M.S., PMP Communications Analyst Amy.Smyth@dms.myflorida.com (850) 294-3080 Rachael Lieblick, PMP, FCCM Operations Manager Rachael.Lieblick@dms.myflorida.com (850) 414-6735