MyFloridaMarketPlace MFMP WebEx Training: Module VI How to Approve an IR (Invoice Manager) and Troubleshooting Toll free number: (888) 808-6959 Conference Code: 9766076#

Agenda Utilizing WebEx Welcome Defining Roles: Exception Handler vs. Invoice Manager Disputing an IR Approving an IR Auto Rejected IR’s Getting an IR to Paid status Change Orders FLAIR Failure Messages 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 To unmute your line, press #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 Defining Roles: Exception Handler vs. Invoice Manager Disputing an IR Approving an IR Auto Rejected IR’s Getting an IR to Paid status Change Orders FLAIR Failure Messages 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 approve invoices within MFMP. In the next hour we will cover topics to on how to approve your invoice and how to troubleshoot FLAIR failure messages. We welcome you to continue your journey through MFMP by joining us for other WebEx training modules as listed on the MFMP Toolkit/Training Opportunities.

Agenda Utilizing WebEx Welcome Defining Roles: Exception Handler vs. Invoice Manager Disputing an IR Approving an IR Auto Rejected IR’s Getting an IR to Paid status Change Orders FLAIR Failure Messages 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 Defining Roles: Exception Handler vs. Invoice Manager Disputing an IR Approving an IR Auto Rejected IR’s Getting an IR to Paid status Change Orders FLAIR Failure Messages Resources Recap Contacts

Approving an IR Disputing a line of an IR A line on the IR can be placed into Dispute status in lieu of rejecting the entire invoice. This allows for the partial payment of the invoice In order to Dispute a line, the line amount must be brought to zero Ensure the invoice total is reduced by the line amount being rejected by reviewing the Invoice information at the top of the page Refer to Job Aid, “Disputing an IR” for step by step instructions (Exit presentation to review website)

Agenda Utilizing WebEx Welcome Defining Roles: Exception Handler vs. Invoice Manager Disputing an IR Approving an IR Auto Rejected IR’s Getting an IR to Paid status Change Orders FLAIR Failure Messages Resources Recap Contacts

Approving an IR Approving an IR Verify the Transaction Date Verify the Accounting Details Accept/Reject the Exceptions Header Level Line Level Once you have reviewed the IR and are satisfied that it should be processed, choose Approve (Exit presentation to review website)

Agenda Utilizing WebEx Welcome Defining Roles: Exception Handler vs. Invoice Manager Disputing an IR Approving an IR Auto Rejected IR’s Getting an IR to Paid status Change Orders FLAIR Failure Messages Resources Recap Contacts

IR’s in Rejected Status IR’s can be Auto Rejected by MFMP IR’s will be placed into a Rejected Status automatically by MFMP if upon the matching process, MFMP determines that the invoice should not be paid based on Invoice number being duplicated Invoice exceeds the amount left to pay on the Order Verify to see if the invoice should be rejected or paid If it should be paid, reject the rejection, and process invoice for payment. If it should be rejected, approve the rejection and the invoice will not be processed for payment. (Exit presentation to review website) (Office Depot is recycling the last 9 digits of their invoice number and the system is picking it up as a duplicated invoice number. Reports are monitored and there has not been an invoice duplicated since 2006)

Agenda Utilizing WebEx Welcome Defining Roles: Exception Handler vs. Invoice Manager Disputing an IR Approving an IR Auto Rejected IR’s Getting an IR to Paid status Change Orders FLAIR Failure Messages Resources Recap Contacts

Status of an IR How to determine the Status of an IR Change Orders Approving Denied Paid Viewing payment details Change Orders How to create CO No Approval Flow Refer to Approving an IR (MFMP User Manual page 35) and the Finance and Accounting Job Aids

Agenda Utilizing WebEx Welcome Defining Roles: Exception Handler vs. Invoice Manager Disputing an IR Approving an IR Auto Rejected IR’s Getting an IR to Paid status Change Orders FLAIR Failure Messages Resources Recap Contacts

Failing FLAIR Failing FLAIR Integration Failed message Header Level Flair failure messages are displayed on the Header level, or the front page of the IR or PR. This provides information about the failure as it pertains to the entire IR/PR. Additional information can be found on the specific line that failed, click on the line details and scroll to the bottom

Failing FLAIR Failed message Line Level Encumbrance Record Is Not On File – The original encumbrance has been paid out in FLAIR Insufficient Available Balance – You do not have sufficient budget at the level to process this payment. If budget is available, check with your budget professional, check the ABOI box on the Accounting Details page Expansion Option Record Not on File – There has been an update in the FLAIR file so that the EO used is no longer valid in FLAIR Password Not On File – FLAIR password has been changed and needs to be updated in MFMP Invalid Prior Period Indicator – The prior period indicator has been checked in error or should be checked, they are different in MFMP and FLAIR

Agenda Utilizing WebEx Welcome Defining Roles: Exception Handler vs. Invoice Manager Disputing an IR Approving an IR Auto Rejected IR’s Getting an IR to Paid status Change Orders FLAIR Failure Messages 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  Disputing Line Level Exceptions 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 Defining Roles: Exception Handler vs. Invoice Manager Disputing an IR Approving an IR Auto Rejected IR’s Getting an IR to Paid status Change Orders FLAIR Failure Messages Resources Recap Contacts

Approving an IR To wrap up today's training, let’s review: We have learned The difference between an Exception Handler and an Invoice Manager How to approve and dispute an IR How to verify the payment information on the IR How to process accounting change orders How to read the FLAIR Failed messages to better understand what transpired

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