1. Agenda MFMP Overview System Basics Defining an Invoice Reconciliation
Creating an Invoice Reconciliation
Reconciling an IR
Approving an IR
Disputing an IR
Change Orders to Update Accounting
Helpful Processing Tips
Various FA eForms
Failing FLAIR Integration
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2. Approving an IR
Once the invoice has been reconciled by the Exception Handler, the status changes to Approving, and is then routed to the Invoice Manager for approval. The Invoice Manager will need to verify that the exceptions have been accepted or disputed
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3. Approving an IR
Reviewing the History Tab you can see what actions that were taken on the IR and who and when the IR was approved
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4. Approving an IR
Reviewing the Approval Flow tab you can see who has approved the IR and whose approval is still required
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5. Validate the TR Date before approving the IR.
Approving an IR
Once you’ve reviewed the entire IR, if you agree the invoice should be paid, press the Approve button
Validate the TR Date before approving the IR.
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6. Approving an IR
Upon pressing the Approve button, you’ll be asked to review and Submit the invoice
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7. Approving an IR As FLAIR approves the IR, a message is recorded
If for some reason the IR was not successful, a message will also be recorded
Note: Additional information about the FLAIR failure is availabe by viewing he line detail information at the bottom
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8. Approving an IR
Once the IR is in PAID status, the warrant information can be viewed by clicking on the Payments link
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9. Approving an IR
If the IR was paid directly in FLAIR and the Payment Update eForm was not created, the detail information will not be displayed
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10. Agenda MFMP Overview System Basics Defining an Invoice Reconciliation
Creating an Invoice Reconciliation
Reconciling an IR
Approving an IR
Disputing an IR
Change Orders to Update Accounting
Helpful Processing Tips
Various FA eForms
Failing FLAIR Integration
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11. Disputing an IR
You can dispute a portion of an invoice instead of rejecting the entire invoice
Disputing a line will enable you to partially pay an invoice
There are different methods for disputing based on the type of Exception shown on the IR:
Accounting Verification
Use this when you need to reject an IR that does not show a quantity or price variance exception
Quantity Variance
Use this when you need to reject an IR that has a quantity variance
Price Variance
Use this when you need to reject an IR that has a price variance
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12. Disputing an IR Accounting Verification Exception
You will need to check the option next to the appropriate line item followed by clicking the Dispute button
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13. Disputing an IR Accounting Verification Exception
Click the edit button to update the line item detail information
Note: The Confirm Dispute of Exception screen lists the invoiced amount and pay amount for the line item. The system will not process payment for line items which are disputed. However, in order to fully dispute the line item, the quantity or price has to be reduced to zero. If the line is not reduced to zero, the IR total will not be reduced
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14. Disputing an IR Accounting Verification Exception
The Accounting Verification Exception does not permit the editing of the line item’s Quantity and Price. The Price field can be edited by selecting a different Category type
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15. Disputing an IR Accounting Verification Exception
You will need to select the Category option for Special Charge
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16. Disputing an IR Accounting Verification Exception
The line item amount field can be edited after selecting a new Category
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17. Disputing an IR Accounting Verification Exception
The line item pay amount is updated to zero
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18. Disputing an IR Accounting Verification Exception
Once you approve the invoice as the final approver this summary screen will be displayed
Notice the amount in dispute reflects the line disputed. The disputed amount will not be sent to FLAIR
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19. Disputing an IR Quantity Variances
You will need to check the option next to the appropriate line item followed by clicking the Dispute button
Edit the line item to reflect zero pay amount (reduce the quantity to zero for a quantity variance)
The approved quantity and the amount has reduced to zero for the line
The invoice amount has been reduced by the amount disputed
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20. Disputing an IR Price Variance
You will need to check the option next to the appropriate line item followed by clicking the Dispute button
Edit the line item to reflect zero pay amount (reduce the price to zero for a price variance)
The approved price and amount has reduced to zero for the line
The invoice amount has been reduced by the amount disputed
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21. Practical Exercise 3
If you have questions, please raise your hand for assistance
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22. Agenda MFMP Overview System Basics Defining an Invoice Reconciliation
Creating an Invoice Reconciliation
Reconciling an IR
Approving an IR
Disputing an IR
Change Orders to Update Accounting
Helpful Processing Tips
Various FA eForms
Failing FLAIR Integration
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23. Change Orders to Update Accounting
Use the CO No Workflow Group to make accounting changes to an Order without additional approvals
There are limited changes that this group can make and the workflow will not be generated. These changes are focused primarily on accounting related fields
If you make a change other than one of the allowed fields, an approval workflow will generate
Changes can be made to requisitions in Received status
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24. Change Orders to Update Accounting CO No Workflow Fields
PO Start Date
Int Budget Ind
Gen Led
PO End Date
Category
Encumbrance Gen Led
PUI
Category Year
Ext Gen Led
Fiscal Year
State Program – Standard
Encumbrance Ext Gen Led
Line item description   
External Program
Product ID
Available Balance Override Indicator
Grant
Ext Object
Advanced Payment Indicator
Other Cost Accum CF
Organization Code
Contract
Batch
Expansion Opt
Agency Unique
Description (Split Accounting description)
Opt Version
Contract Year
Quantity
Object Code
Grant Year
Count
Prior Period Indicator
Project ID
Sub-Vendor
Budget Entity
Ext Category
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25. Change Order to Update Accounting
Changes are made on the requisition. Locate the PR you’d like to change by searching for it. Once the PR is open, click the Change button
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26. Change Order to Update Accounting
Scroll down to the specific lines that require attention
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27. Change Order to Update Accounting
Check the line you’d like the edit and then click the Edit button
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28. Change Order to Update Accounting
After editing your accounting information, click OK
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29. Change Order to Update Accounting
While completing a change order, you have the option to mass edit line items
Check all the lines you’d like to edit and press the Edit button
The changes will be applied to all the selected lines
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30. Change Order to Update Accounting
When mass editing an accounting field, you’ll make all the changes at one time using one line item as a sample. Once finished, press the Next button
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31. Change Order to Update Accounting
Review your changes, comparing the Old Value to the New Value. If the changes are accurate, press the Done button
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32. Change Order to Update Accounting
Submit the requisition once you are satisfied that the information is complete and accurate
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33. Change Order to Update Accounting
Once the change has been submitted the PR is versioned
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34. Change Order to Update Accounting
From the History Tab, you can see all of the actions taken on the requisition
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35. Agenda Defining an Invoice Reconciliation
Creating an Invoice Reconciliation
Reconciling an IR
Approving an IR
Disputing an IR
Change Orders to Update Accounting
Helpful Processing Tips
Various FA eForms
Failing FLAIR Integration
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36. Helpful Processing Tips Processing Invoices
Complete a IR for all Orders/MA payments
To benefit from Payment History tracking, you must complete an IR
One stop shopping for research
Payment, procurement, and receiving information in one location
Important to keep MFMP and FLAIR balanced
Change orders can result in an overstated encumbrance
If payments are made directly in FLAIR, MFMP will not be aware of those reductions
When a change order is sent to FLAIR, MFMP will amend the FLAIR balance so that it is in synch with the MFMP total
It is critical to create an IR for all MFMP related invoices processed directly in FLAIR. The 2 systems need to be in synch for future processing to function correctly.
For example: You have a $100 order that you need to increase by $100. A $50 invoice has already been processed and therefore the FLAIR encumbrance balance is $50. You process an change order for the $100. When MFMP sends the transaction to FLAIR it will see that the encumbrance balance is only $50 but MFMP will think it should be $100 since MFMP has no record of invoice paid directly into FLAIR. MFMP will increase the encumbrance by $150 making the encumbrance balance in FLAIR $200. The encumbrance will be overstated by $50.
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37. Helpful Processing Tips Affecting Encumbrances
There are four ways to update encumbrances in MFMP:
Change Order to reduce the quantity can be submitted to reduce the encumbered amount and is the only method that notifies the vendor of the change in obligation
Final Payment Indicator can be used when approving an IR for payment to un-encumber the remaining encumbrance balance
Release Encumbrance eForm can be used to release all the remaining funds associated on an order
Release Encumbrance Request Form can be submitted to the Customer Service Desk to release the encumbrance
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38. Helpful Processing Tips Encumbrance Overstatement
Encumbered through MFMP and Paid through MFMP
Transaction
MFMP Current FLAIR Amount (CMA)
Encumbrance Calculations
FLAIR Balance (CFA)
Customer creates MFMP encumbered order for $100
$100
+$100 from MFMP to FLAIR
Customer makes a $30 payment against MFMP order through MFMP
$70
-$30 from MFMP to FLAIR
Customer creates MFMP change order and increases order by $40
$110
$70 +40=$110 (CMA)
$110(CMA)-70(CFA)=$40 +$40 from MFMP to FLAIR
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39. Helpful Processing Tips Encumbrance Overstatement
Encumbered through MFMP and not Paid through MFMP
Transaction
MFMP Current FLAIR Amount (CMA)
Encumbrance Calculations
FLAIR Balance (CFA)
Customer creates MFMP encumbered order for $100
$100
+$100 from MFMP to FLAIR
Customer makes a $10 payment against MFMP order not through MFMP
-$10 directly to FLAIR
$90
Customer creates MFMP change order and increases order by $20
$120
$ =$20 $100+20=$120(CMA) $120(CMA)-90(CFA)=$30 +$30 from MFMP to FLAIR
$120 (but should be $110)
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40. Helpful Processing Tips Prompt Payment Tips
Use the Transaction Date field in the Exception Handler and Invoice Manager queues
Group items by status
Sort items by Transaction Date
Use the IR Last Approver Report
Contains all IRs in Reconciling and Approving status and where they currently are in the approval flow
Available daily through the secure report website
Follow up with people who approve IRs untimely or who do not complete receipts timely
Stress the importance of completing receipts when the goods are received
Accuracy is key
Only receive the goods in MFMP when they are physically received
The IR Last Approver Report along with other can be found at
This report will not display IRs that are in approving status or reconciling status and have the “Payment completed in FLAIR” checkbox checked.
The report was recently requested to include ASN invoices and invoices that have failed Central FLAIR. When the report has been updated a notification will be distributed.
Create a process to follow up with people who are consistently late approving service IRs or receiving goods.
If you notice a trend, contact that field person. Perhaps they need additional training or perhaps they are unaware of the importance of approving items timely. If after your initial contact the user is still approving items untimely, you may consider elevating the issue to the next level.
Receipts should be completed when the goods are actually received not when the invoice is received. Florida law states that goods/services must be inspected and approved within five days of receipt. FS
Do not let the system dictate when you receive. The receiving notifications are just a REMINDER!
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41. Helpful Processing Tips Prompt Payment Tips
The IR Last Approver is available daily and it lists all IRs in Reconciling and Approving status. This report can assist you in prioritizing your work
PUI 9999 indicates that the invoice was generated electronically by the vendor
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42. Helpful Processing Tips Additional Helpful Reports
A complete list of reports are available on the Reports Job Aid:
POs Without IRs: This can be used to identify orders that have not been invoiced against
Payments Completed in FLAIR: You can use this report to identify items that require the Payment Update eForm
FLAIR Voucher Report: This is a daily report and lists all IRs that were approved by FLAIR the previous night
Punchout_Catalog_NonCatalog_Orders: This report shows the all Non Catalog Office Depot orders and details the other punch-out catalog purchases detailing if punchout or non-catalog was used
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43. Agenda MFMP Overview System Basics Defining an Invoice Reconciliation
Creating an Invoice Reconciliation
Reconciling an IR
Approving an IR
Disputing an IR
Change Orders to Update Accounting
Helpful Processing Tips
Various F&A eForms
Failing FLAIR Integration
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44. Various F&A eForms FLAIR Login Information eForm
Each time you approve an IR or submit a release encumbrance eForm, MFMP will send your FLAIR username and password to FLAIR
When you update your FLAIR password, you will need to complete a FLAIR Login Information eForm to record your FLAIR information
If you do not update this eForm, no transactions you approve will pass FLAIR successfully
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45. Various F&A eForms FLAIR Login Information eForm
Give the eForm an appropriate title
Select your agency's Entity from the dropdown menu. If you do not see it, select the other option to locate your entity
Select your appropriate FLAIR site code from the dropdown menu, If you do not see it, select the other option to locate it
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46. Various F&A eForms FLAIR Login Information eForm
Enter your FLAIR User ID
Enter your FLAIR password.
Re-Enter your FLAIR password.
These two fields are case sensitive
Comments are not required
When you have completed the form, press the Submit button
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47. Practical Exercise 4
If you have questions, please raise your hand for assistance
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48. Various F&A eForms Delete Disbursement eForm
Customers who have the Invoicing Group are given the ability to delete a disbursement (voucher) before the warrant is issued
Disbursement deletions must be performed the same day as receiving the FLAIR confirmation message on the IR prior to FLAIR going down for the day
Once the disbursement has been approved by Central FLAIR, the disbursement cannot be deleted through MFMP
A comment will be automatically added to the IR when the eForm is successful
This will not restore the FLAIR encumbrance nor restore the amount to the PO
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49. Various F&A eForms Delete Disbursement eForm
Give the eForm an appropriate title
Click the Select button to locate your IR. When searching for the IR, you’ll need to include the complete IR number
Comments are not required, however, they are a Good Business Practice to include a reason why the transaction is being deleted
Press the submit button when you have completed the form. Additional approvals are not required
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50. Various F&A eForms Payment Update eForm
Update payments that have been completed manually in FLAIR to include the warrant number and warrant date
Warrants that have been cancelled can be recorded in MFMP through the Payment Update eForm
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51. Various F&A eForms Payment Update eForm
Give the eForm an appropriate title
Select the Payment you’d like to update. You’ll need to enter the Payment # with a capital “PAY”
Record the warrant number and the warrant date
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52. Various F&A eForms Payment Update eForm
Record the Payee Name. (If you want to include the Voucher #, include it in this free text field)
If the warrant was cancelled, check the “Cancel Warrant” box. This will be indicated in the Payment History details on the order
Comments are not required
When you have completed the eForm, press the Submit button
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53. Various F&A eForms Release Encumbrance eForm
Release Encumbrance eForm can be used to release all the remaining funds associated on an order
Release Encumbrance Request Form
The MyFloridaMarketPlace Customer Service Desk can release the encumbrance, however, you will need to supply the REF (Release Encumbrance eForm) number
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54. Various F&A eForms Release Encumbrance eForm
Give the eForm an appropriate title
Select the Requisition that you’d like to unencumber
When appropriate, select the Prior Period Indicator
Comments are not required, however, they are a good business practice
When you have completed the eForm, press the Submit button
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55. Various F&A eForms Restore PO Balance
Cancelled warrants can also be tracked and recorded. If a warrant is cancelled and the payment was made through MFMP, complete a Restore PO Balance eForm
When completing the eForm, you cannot enter a negative number (reduce the PO amount) and you cannot exceed the amount ordered (increase the PO amount)
Once the Restore PO Balance eForm has been completed, it will be recorded in the Payment Details on the DO
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56. Various F&A eForms Restore PO Balance
Enter the Purchase Order number that needs to be updated
Enter the amount you need to restore to the PO balance. You cannot enter a negative number (reduce the PO amount) and you cannot exceed the amount ordered (increase the PO amount)
When you have completed the eForm, press the Submit button
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57. Practical Exercise 5
If you have questions, please raise your hand for assistance
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58. Agenda Defining an Invoice Reconciliation
Creating an Invoice Reconciliation
Reconciling an IR
Approving an IR
Disputing an IR
Change Orders to Update Accounting
Helpful Processing Tips
Various FA eForms
System Searches
Failing FLAIR Integration
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59. Failing FLAIR Integration
Additional information about FLAIR Failure messages can be located on the FLAIR Integration Job Aid on the Buyer Toolkit
When an encumbered requisition fails FLAIR Integration, a comment will appear from FLAIR
Integration on the bottom of your requisition (at the header level) explaining which line item caused the requisition to fail
A separate comment is placed on the denoted line item explaining the reason for the failure
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60. Failing FLAIR Integration
Line Item Comment-Encumbrance Record Is Not On File- This occurs when your encumbrance for that specific line item has been completely paid out which causes FLAIR to close out that encumbrance line
In order to successfully process your change order, add a new line or complete a new requisition, as appropriate
Tie this back into SIR 890.
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61. Failing FLAIR Integration
Line Item Comment – Insufficient Available Balance - MFMP checks the available balance much like FLAIR to ensure budget availability. If Budget is unavailable, you will receive this error
Check with your budget professional to confirm that budget is available for the purchase. Your budget professional should be able to provide additional budget source
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62. Failing FLAIR Integration
Line Item Comment – Expansion Option Record Not on File - This occurs when your Expansion Option (EO) and Version combination are not valid in FLAIR
In order to successfully process this requisition, verify that the EO and Version selected are correct, if not update your choice appropriately. However, if your EO and/or Version are not allowing you to process your requisition and you have validated that they are correct in FLAIR, please contact BuyerHelp
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63. Failing FLAIR Integration
Line Item Comment – Password Not On File - This occurs when your FLAIR password has been reset and/or expired and not updated in MFMP
In order to successfully process this Invoice Reconciliation, you will need to complete a FLAIR Update eForm in MFMP to update your password. Once this form has been completed, you should be able to complete the IR
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64. 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)