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

2. 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

3. 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 unmute your line, press #6

4. 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

5. 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

6. 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

7. 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.

8. 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

9. 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

10. 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

11. 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)

12. 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

13. 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)

14. 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

15. 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)

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. Resources
For questions or assistance contact MyFloridaMarketPlace Customer Service Desk at or
Accessing live Buyer -
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

23. Resources Cont.
For Password Resets, contact your agency System Administrator
Vendor Searches:
Vendor Administrative Look up Tool:
Username and Password: ‘publicuser’ (must be entered in lower case)
SPURSview:
No user name or password required
Vendor Help – Vendors contact MyFloridaMarketPlace Customer Service Desk at or

24. 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

25. 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

26. 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 or or the MFMP Team with any questions that you may have.
Kasey Bickley, CPPB, FCCM
Purchasing Process Analyst
(850)
Anne Rabon, LSSG
F&A Process Analyst
(850)
Eric Swanson
Vendor Management Analyst
(850)
Amy Smyth Zeigler, M.S., PMP
Communications Analyst
(850)
Rachael Lieblick, PMP, FCCM
Operations Manager
(850)