MyFloridaMarketPlace Disbursements 101. *This training replaces the former Invoicing 101 training.

Transcription

1 MyFloridaMarketPlace Disbursements 101 *This training replaces the former Invoicing 101 training.

2 Agenda MyFloridaMarketPlace Overview Invoice Overview Creating Invoices - PO-based Invoice - Contract-based Invoice Invoice Reconciliation Basics Reconciling Approving Demonstration Vendor Performance Tracking (VPT) Resources

3 MyFloridaMarketPlace Overview

4 Overview MyFloridaMarketPlace Overview MyFloridaMarketPlace began July 1, 2003, and is Florida s source for centralized procurement. Access to online catalogs and information about vendors that provide goods and services to the state. 24/7 online access to the system s registered vendors, State Term Contracts, quoting, and sourcing.

5 MyFloridaMarketPlace Overview Benefits of Using MyFloridaMarketPlace Reduced Error Rates. Faster order processing time. MyFloridaMarketPlace leverages the state s significant buying power.

6 The State Transaction Fee will be reduced from 1% to.7% beginning November 1st, The fee change is not retroactive and will be applied to transactions beginning November 1st, The MFMP Team is in the process of: Revising MFMP Terms of Use with DMS legal. Transaction Fee Reduction Finalizing Draft Rule, which holds the current 1% Transaction Fee language. Preparing communications regarding the Transaction Fee change. Updating training materials: (e.g.: manuals, recorded training, job aids, presentations, website, and other notifications) Preparing updates to the Vendor Information Portal and MFMP Buyer.

7 Customizable dashboard MyFloridaMarketPlace Overview

8 Confidential Information MyFloridaMarketPlace Overview MyFloridaMarketPlace prohibits customers from including confidential Information directly related to an individual in the system. This includes: - Comments field - Description - Attachments Examples of common types of confidential information Client /employee street address Telephone numbers Medical record numbers Account numbers addresses Social Security numbers Health plan beneficiary numbers Certification or license numbers

9 MyFloridaMarketPlace Overview Delegate your Approval Authority When on leave and/or out of the office, complete a Delegation of Authority. Delegation of Authority allows approval of requisitions, invoice reconciliations (IR) and receipts in a timely manner in your absence. Submit your delegation in advance to obtain your supervisor s approval before you leave. The scheduled delegation begins at 12 a.m., Eastern time on the date selected and ends at 11:59 p.m. on the selected End Date.

10 Delegate Authority Click on Preferences Select Delegate Authority Complete the eform MyFloridaMarketPlace Overview

11 Agenda MyFloridaMarketPlace Overview Invoice Overview Creating Invoices - PO-based Invoice - Contract-based Invoice Invoice Reconciliation Basics Reconciling Approving Demonstration Vendor Performance Tracking (VPT) Resources

12 Invoice Overview MyFloridaMarketPlace invoices begin payment process. MyFloridaMarketPlace routes invoices based on commodity codes. Service orders, orders beginning with a 70-94" route IRs to the requester. Commodity orders, orders beginning with a number other than 70-94" require the completion of a receipt in MyFloridaMarketPlace. To process payment on an invoice, Finance & Accounting should look for receipts for commodities and approved IRs for services

13 Types of Invoices Three types of Invoices: PO-based invoice is based on a purchase order Contract-based invoice is based on a MyFloridaMarketPlace contract Electronic invoice is a vendor-created invoice Electronic Invoice benefits: Eliminates scanned attachments of paper invoices Prompt receipt of invoice from the vendor Reduce paper flow Expedite vendor payments Invoice Overview

14 Agenda MyFloridaMarketPlace Overview Invoice Overview Creating Invoices - PO-based Invoice - Contract-based Invoice Invoice Reconciliation Basics Reconciling Approving Demonstration Vendor Performance Tracking (VPT) Resources

15 Key Terms Creating Invoices PO-Based Invoice Invoice for purchase orders or contracts with release (purchase order). Contract-Based Invoice Invoice created directly against the contract, no purchase order. Invoice Notes: Department of Financial Services requires a copy of the invoice as an attachment. Department of Financial Services requires Service Start and End dates for all service invoices.

16 Creating Invoices PO-based invoice Create a PO-based invoice for purchase orders or contracts set as "Release Required. Select "PO-based Invoice" from the Common Actions area.

17 PO-based Invoice Step 1 Create Header Enter Invoice Number and Date Select Vendor Location and PO number Enter Invoice received date, and service start and end dates Creating Invoices

18 PO-based Invoice Step 2 Add Items - Update the quantity and price based on the paper invoice. - Place a check in the box and delete items not received. Creating Invoices

19 PO-based Invoice Step 3 Summary Review the invoice Enter comments Add attachments Creating Invoices

20 Creating Invoices Contract-based Invoice Create invoices from contracts in one of three ways: Contract-based invoice from the Common Actions area Create from the menu bar From the invoice button on the Contract or Contract Request Creating invoices from the Contract or Contract reduces data entry. MFMP enters the Contract number and Supplier information. Select "Contract-based Invoice" from the Common Actions area. Enter the information for the invoice. Attach a copy of the paper invoice. Submit.

21 Creating Invoices Contract-based Invoice Search for the Contract. Click the Invoice button. MFMP enters the contract number and the supplier information.

22 Agenda MyFloridaMarketPlace Overview Invoice Overview Creating Invoices - PO-based Invoice - Contract-based Invoice Invoice Reconciliation Basics Reconciling Approving Demonstration Vendor Performance Tracking (VPT) Resources

23 Defining Invoice Reconciliation (IR) Invoice Reconciliation Basics Invoice Reconciliation is an action MyFloridaMarketPlace must take to process an invoice for payment. The process reviews and approves invoices for payment It is an audit of invoices

24 IR Status Invoice Reconciliation Basics Reconciling is awaiting approval by the requester or Exception Handler. Approving is awaiting approval by the Invoice Manager or DFS. Rejected is rejected by the Exception Handler or Invoice Manager. Paid is processed completely.

25 How MyFloridaMarketPlace Processes IRs Invoice Reconciliation Basics Electronic invoices, PO- and Contract-based invoices create IRs. Invoice enters MFMP MFMP preaudits invoice & creates IR Invoice Reconciliation pre-audit Commodities MyFloridaMarketPlace three-way match Services MyFloridaMarketPlace two-way match MyFloridaMarketPlace lists discrepancies or differences on the IR as "Exceptions Invoice Reconciliation workflow Commodities IRs route directly to Exception Handler Exception Handler Audits Submits IR to Invoice Manager Service IRs route to the Requester or the On Behalf Of

26 Reconciling means to audit the IR Invoice Reconciliation Basics Verify that for service based invoices, the service Start and End Dates are on the invoice. If not, add the information to the comment section of the IR. Review the Header Level exception and the Line Level exceptions. Verify: The requester or OBO completed the receipt for the commodity, The transaction date is valid, The accounting information, There is no confidential information on the IR.

27 Invoice Reconciliation Workflow Invoice Reconciliation Basics

28 Defining Roles Exception Handler Invoice Reconciliation Basics - Normally the first Finance and Accounting Approver - Responsible for reconciling all exceptions - Confirms the invoice matches the terms of the order - Confirms agency received goods or approved services - Confirms the transaction date is accurate

29 Defining Roles Invoice Manager Confirms the invoice should be approved Invoice Reconciliation Basics Confirms the invoice is in compliance with Florida Statutes, Rules, Department of Financial Services (DFS) Expenditure Guide and all relevant Chief Financial Officer Memos Confirms the transaction date is accurate Last agency approver of the invoice FLAIR records Invoice Manager s FLAIR username and password in FLAIR upon IR approval If the Department of Financial Services returns the IR for additional information, DFS adds the Invoice Manager to the approval flow

30 Invoice Reconciliation Tabs Invoice Reconciliation Basics - Exception performs the match and displays discrepancies - Approval Flow displays approvers - Invoice details invoice as originally created - Order displays information from the order with a link to the requisition - Receipts documents agency receiving - History tracks all changes and edits

31 Invoice Reconciliation Basics Two Types of Exceptions Header Level, which applies to the Invoice Reconciliation as a whole. Line Item Level applies to each line.

32 Header Level Exceptions Amount Variance Invoice Reconciliation Basics - Total cost of the invoice is different than total cost of the purchase order. Auto Reject Amount Variance Invoice amount does not match the amount remaining to pay on the PO. Invoice Reconciliation Already Exists An IR with the same invoice number and supplier already exists. PCard Order To prevent duplicate payment, MFMP does not allow customers to process invoices against orders marked on the requisition as a PCard order. Process these invoices in FLAIR.

33 Line Item Exceptions Accounting Verification Common to every IR Invoice Reconciliation Basics Quantity Variance Quantity on IR differs from quantity on PO Price Variance Unit price on IR differs from unit price on PO Received Quantity Variance - Received quantity on IR differs from received quantity on receipt

34 Agenda MyFloridaMarketPlace Overview Invoice Overview Creating Invoices - PO-based Invoice - Contract-based Invoice Invoice Reconciliation Basics Reconciling Approving Demonstration Vendor Performance Tracking (VPT) Resources

35 Access the IR Reconciling Click IR or the Reconcile link in the "To Do" queue Manage on the menu bar Reconcile Invoice under Manage in the "Common Actions" queue

36 Reconciling Reconcile the IR Validate the transaction date Click the Invoice link to validate a scanned copy is attached for manually entered invoices to ensure the Service Start and End date are populated for service invoices (especially important for einvoices). Review Header Level Exceptions

37 Reconciling Reconcile the IR Review the Line Item level exceptions

38 Reconciling Reconcile the IR Line item exception details

39 Reconciling Accounting Details Check the box Click Edit

40 Reconciling Accounting Details Verify the accounting information Organization Code Expansion Option Object Code Check or update as appropriate Prefix Grouping Character Description Final Payment Indicator

41 Reconciling Additional information: Final Payment Indicator If you mark the Final Payment indicator: You must process the final payment You must set up the encumbrance through MyFloridaMarketPlace You must process the payment against that encumbrance

42 Invoices Processed in FLAIR Reconciling MyFloridaMarketPlace tracks all IRs in Paid status including IRs Marked Paid in FLAIR. Paid in FLAIR If you mark the IR "Paid in FLAIR": Update the accounting information to reflect FLAIR Complete a payment update eform PO Balance is available on the Order tab.

43 Agenda MyFloridaMarketPlace Overview Invoice Overview Creating Invoices - PO-based Invoice - Contract-based Invoice Invoice Reconciliation Basics Reconciling Approving Demonstration Resources

44 Approving Steps to Approve an IR Verify Transaction Date Verify Accounting Details Verify a copy of the invoice is available Select Approve

45 Agenda MyFloridaMarketPlace Overview Invoice Overview Creating Invoices - PO-based Invoice - Contract-based Invoice Invoice Reconciliation Basics Reconciling Approving Demonstration Vendor Performance Tracking (VPT) Resources

46 Training Environment Demonstration Create an Invoice Reconcile and approve an invoice reconciliation

47 MyFloridaMarketPlace Overview Invoice Overview Creating Invoices - PO-based Invoice - Contract-based Invoice Invoice Reconciliation Basics Reconciling Approving Demonstration Vendor Performance Tracking (VPT) Resources Agenda

48 VPT Overview Vendor Performance Tracking (VPT) is the tool agency customers use to enter and monitor vendor performance on a per transaction level MyFloridaMarketPlace (MFMP) generates a survey after an invoice reconciliation (IR) moves to Paid in MFMP Surveys generate for the following transactions: State Term Contracts (STC) State Purchasing Agreements (SPA) Agency Term Contracts Other transactions equal to or above $2,500 (including governmental entities)

49 VPT Surveys Surveys pre-populate with transaction-specific information Customers rate vendors across four categories ranging from 1 (Fails to Meet Most Requirements) to 5 (Exceeds Most Requirements): Performance to Specifications e.g. compliance to contract specs Delivery e.g. on-time delivery Invoicing e.g. accurate billing Customer Service e.g. prompt/courteous customer service Ratings display to the right when selecting a vendor. To see the vendors rating by category, click the rating score. Comments may be entered for a survey Vendors have the ability to view comments relating to their ratings Completion of the survey is optional VPT Ratings MFMP displays the cumulative VPT ratings during the vendor selection process

50 Notifications MFMP Notifications sends an to the requester or contract manager (contact) for purchase orders and contracts. The contains a link to VPT to complete the survey. MFMP provides one per day for all new pending surveys. VPT surveys can be accessed at anytime through the Common Actions section of your dashboard. This screen shot is an example of the notification that customers receive. When you click the link MFMP takes you to the login page. Once you log in, the system takes you to surveys to complete. Open surveys are available until submitted or for 30 days.

51 Accessing Surveys Access the VPT surveys from the Common Actions queue under Manage or by clicking on Manage on the menu bar and selecting Vendor Performance. Select the Submit Pending Vendor Ratings

52 Accessing Surveys To access the survey, click on the name of the vendor that you are rating. Rating anything more or less than 3 requires a brief explanation of why.

53 MyFloridaMarketPlace Overview Invoice Overview Creating Invoices - PO-based Invoice - Contract-based Invoice Invoice Reconciliation Basics Reconciling Approving Demonstration Vendor Performance Tracking (VPT) Resources Agenda

54 Resources For questions or assistance, contact the MFMP customer service desk at (866) or Online resources at include MyFloridaMarketPlace and System Administrator manuals, training information and more. DFS Expenditure Guide: To search for vendors: VIP Admin: Username and password: "publicuser."

55 Resources Training Opportunities Training environments allow you to practice what you learn. The username is the same as your regular login. The password is train30 MFMP Analysis Training Environment MFMP Buyer Training Environment