MyFloridaMarketPlace Upgrade: Approval Queue and Workflow Regeneration

1. Agenda • Welcome / Introduction • What’s New in the MyFloridaMarketPlace Upgrade • Lunch • Agency Review • General Usage • Catalogs • Requisitioning • Approving • Receiving • F&A • (Contracts)

2. Approving • Ability to go right to your approval queue. • Approval queue. • Items are listed in a separate table/window within the page. • Ability to change the view of your queue. • Close Navigation Panel Button. • Maximize/Minimize Table Button. • Scrolling within the table/window.

3. Approval Queue This is the expanded view

4. Approving Items • Still have the ability to approve/deny items from the queue. • Approving by clicking the item ID or item title. • Approval Summary screen. • Ability to change the item you are viewing. • Ability to view the whole request not just the summary. • Approving and going directly to the next item in queue. • Going directly to the next item in queue.

5. Approval Summary Navigate through your approval queue. Scroll to see more information. Approval flow window.

6. Approval Summary Comments and attachments

7. Approval Summary Click link to view whole request.

8. Approving Clicking on the ID or Title link brings up the approvable.

9. Approving Provides the ability to bring up the next approvable in the queue. If checked, after clicking the OK button you will be taken back to the Approval Summary page for the next approvable in your queue.

10. Change Request #28: Workflow Regeneration Change Request #28: Workflow Regeneration. This change is effective 4/2/07 with new requisitions and change orders initiated on existing orders. • The current business rules for workflow regeneration occur when any of the following actions take place: • Change in the commodity code • Adding a line item • Deleting a line item • Overall price change of the requisition by 5% or more • By initiating Change Request #28, the workflow WILL regenerate when any of the following actions take place: • Change in the commodity code that requires the approval of an internal agency approver or cross-agency approver, ex: change of the commodity code that will populate an internal Fleet approver and a cross-agency fleet approver; • An overall price INCREASE of the requisition by 10% or more. • The workflow will NOT regenerate when any of the following actions take place: • A commodity code is changed that does NOT require an internal agency or cross-agency approver; • Adding a line item that does NOT increase the requisition by 10% or more; • Deleting a line item (as this will result in a DECREASE in the overall requisition total); • Overall price change of the requisition by less than 10%.

11. Change Request #28: Workflow Regeneration In this example, a requisition was submitted and is active in the approval flow.

12. Change Request #28: Workflow Regeneration The history verifies that Kaye Robertson submitted the request, Gloria Dixon has approved the request, and the next approver in the flow, Tom Clemons, has edited the requisition. By clicking on the edit link, it will identify the items on the requisition that were edited.

13. Change Request #28: Workflow Regeneration These are the details from the edited link. The approver, Tom Clemons, changed the commodity code (from 645250 to 645220) of this requisition. The change is not a commodity code that should require an internal agency or cross-agency approver.

14. Change Request #28: Workflow Regeneration The approval flow verifies that once the approver, Tom Clemons, make the commodity code change, the approval flow did NOT regenerate back to the first approver in the flow (7200: Purchasing Agent). The requisition continued on and is now active with the 7200: Purchasing Office.

15. Agenda • Welcome / Introduction • What’s New in the MyFloridaMarketPlace Upgrade • Lunch • Agency Review • General Usage • Catalogs • Requisitioning • Approving • Receiving • F & A • (Contracts)

16. Receiving • Whether a negative receipt needs to be created as an item was received in error, timely receipting must be completed by the Desktop Receiver (Requester or On Behalf Of (OBO)), or the Central Receiver – whatever method your agency employs. • Chapter 215.422, Florida Statutes, requires that goods and/or services must be inspected and approved within five (5) calendar days of the receipt. • The receivers should not wait until an invoice is received, or Finance & Accounting is contacting them to complete the receipt because they have received an invoice, but no receiving report. • A good practice may include attaching a copy of the packing slip to the receipt completed in MFMP.

17. Change Request #27: Negative Receiving Change Request #27: Negative Receiving. This change is effective 4/2/07 for new and existing purchase orders. • This change will allow negative receipts to be created and submitted as follows: • Reduce the amount of items previously over-received or received in error. • A Negative Receipt will only be able to be initiated up to the amount previously accepted; • A Negative Receipt will only be able to be initiated up to the amount previously paid. • With the ability to initiate a negative receipt, the status of a receipt immediately goes to a “Processed” state. • Upon submittal of the negative receipt, an error message is initiated to not accept the change IF payment had already been made. If the item was received and now paid in error, the receiver will need to communicate that information with their Finance and Accounting staff. The agency will handle this overpayment as they do with other overpayments.

18. Change Request #27: Negative Receiving • While comments are not a required entry to initiate a negative receipt, it is a good business practice to do so in order to document the change. However, the agency may create their own business processes to handle these changes. • For orders in a Received Status, you will be able to view Payment history (CR #3) on the receipt. NOTE:If the requisition is in Received status, you will only be able to access it from the “Swoosh” or by accessing the purchase orders link under the receive header on your shortcut menu.

19. Receiving/ Negative Receiving You will continue to receive as usual. You can click on the “Receive” button of the swoosh, or go into searches and pull up the requisition and receive. However, once your item has been fully received, you must search using the Receive button on the Swoosh or by accessing the purchase orders link under the receive header on your shortcut menu to reopen your order. The ability to receive from the shortcut menu is new functionality in 2.0

20. Receiving/ Negative Receiving This search was initiated by accessing the Swoosh. The DO we need to access has been entered.

21. Receiving/ Negative Receiving This order is still in receiving status. This is verified by the edit button populating. You can also verify the status by viewing the Processing Status which is reflected as Receiving. Select the edit button to initiate changes to the receipt.

22. Receiving/ Negative Receiving One item was previously accepted in error. This receipt is to negate the amount previously received by entering a “negative” amount. In this example, 1 was previously received and this change is now to negative receive by entering -1

23. Receiving/ Negative Receiving Because an IR had already been created, submitted and the Invoice is now in Paid status, this negative receipt will not go through. A comment was entered to justify the negative receipt.

24. Receiving/ Negative Receiving This is the receiving section of the tool; it does not refer to the status of the item. When an order has been fully received, the payment history information (from Change Request #3) populates. As a reminder, the PO balance will only update if you pay through MFMP. For all PCard payments and for those invoices not paid through MFMP, the PO balance will not be updated. By clicking on the links, you will be able to obtain additional data (see the MA and IR results on the attached two screens)

25. Receiving/ Negative Receiving Results from the MA12226-R6 link.

26. Receiving/ Negative Receiving . Results from the IR 12062005-462856 link.

27. Receiving/ Negative Receiving . This order is currently closed for receiving. To reopen a closed order, click the Reopen Order button.

28. Receiving/ Negative Receiving . Once you have made your changes, your Prev. Accepted and Accepted fields reflect the changes made and the date made. Since the changes with receiving are now effective immediately, the status automatically changes to processed and there is no longer the 24 hour period to edit a receipt.

29. Receiving/ Negative Receiving Another way to view the items you have received, in addition to viewing the receipts tab and/or the history tab is to view the line item detail on your purchase order.

30. Receiving/ Negative Receiving As receipts are created, the “Number Accepted” field will generate and populate with the total quantity of items accepted.

31. Receiving/ Negative Receiving Since this order is in Receiving status, you can select the composing receipt from the Receipts tab to make receipting changes. If an order is still in receiving status,a receipt will be created in a composing status for action to be taken. This receipt was accessed by selecting the last RC link (RC451171)

32. Receiving/ Negative Receiving This order had a total quantity of 2. A previous receipt had been created, submitted and processed. This receipt is to create and submit a negative receipt in the amount of -1. A comment has been included to document why the negative receipt has been created and submitted.

33. Receiving/ Negative Receiving Results from the processed receipt.

34. Receiving/ Negative Receiving Changes to the line item detail after the negative receipt has been processed, reflects that the “Number Accepted” field is no longer viewable as 0 items on this order have now been received.

35. Agenda • Welcome / Introduction • What’s New in the MyFloridaMarketPlace Upgrade • Lunch • Agency Review • General Usage • Catalogs • Requisitioning • Approving • Receiving • F & A • (Contracts)

36. F & A General Comments on changes: • Payment information and the order balance is tracked on the order and can be accessed on the IR. (Change Request #3) • An Invoice eForm cannot be submitted without being associated to an order or contract. This will reduce the items that are sent to the Invoice Administrator’s queue. (Change Request #25) • TR Date is saved between IR tabs. If you change the TR date on the Exceptions tab and then view the another tabs (like the Approval Flow tab), the change you made to the date will be saved! • Like items can be grouped in your queue. For example exceptions or line items statuses can be grouped for easier invoice reconciling. • From the Login screen you can directly access the eForm Directory or your invoice approval queue. • Peach fields indicate that the area is editable.

37. Invoice eForm Change Request 25: PO/Contract tied to an Invoice eForm • An invoice eForm cannot be submitted without tying it to an order or contract. • Invoice created without an order before MFMP 2.0 were routed to the Invoice Administrator Queue (IAQ) • To resolve invoices that are routed to the IAQ: • Verify if the invoice referenced on the invoice reconciliation request has been paid. • If it has not been paid you will need to contact the vendor or create a new invoice eForm • Correct the accounting information for each line item listed on the IR • Include a comment on the IR requesting the IR be rejected • Send an email to the MyFloridaMarketPlace Customer Service Desk to formally request the rejection of the IR (once the IR is rejected, it will no longer be listed on the IR With Last Approver report).

38. Invoice eForm Enter an appropriate title following your agency’s standard titling convention. Enter in the Invoice date on the Supplier’s invoice Supplier Invoice # field can contain a maximum of 30 characters and the last 9 digits will be sent to FLAIR. Enter in the date that the designated office received the invoice.

39. Invoice eForm Services start and end dates are only required for services invoices. Select your supplier from the vendor location Enter the total amount of the invoice.

40. Invoice eForm . For invoices against orders select “No”. Press the Select link to choose the order to invoice against.

41. Invoice eForm To invoice directly against a contract, change the radial button to Yes. Notice the word Purchase Order changes to Master Agreement.

42. Invoice eForm You cannot submit an invoice eForm without associating it to an order or contract. If you try to submit the eForm, you will receive this error message. This change is effective as of April 2, 2007.

43. Invoice eForm Search by the MA number. All associated releases will be returned. You can click on the MA link to view more information about the MA. Select the appropriate release.

44. Invoice eForm Notice that the release number is populated. Click the Generate Invoice button to pull the line items from the contract onto the invoice. When you click the Generate Invoice button, all line items are pulled over. If you are not invoicing against the entire order, check the item that you’d like to delete and press the delete button. If you have a line item to add to the invoice that is not a part of the order, copy a line. You can amend the price and etc. and the accounting information will pull over from the requisition.

45. Attachments To add an attachment you must check the box. Please note that if you check it you are agreeing that your attachment does not contain any confidential information.

46. Attachments • Review the attachment guidelines • Attach only necessary documents • Receipts, travel documents, timesheets, etc. • Refer to State Expenditure Guide for guidance • Attachments on the PR/DO do not need to be attached to the IR • Scan document at lowest quality according to the Scanning and Attachments Guidelines • Ensure that attachments are in a suitable format

47. Invoice eForm Review the eForm for accuracy. If no changes are necessary, press the submit button to create your IR.

48. Invoice eForm The IR is automatically created when you submit the Invoice eForm On the IR, notice the invoice number! The number after INV is the number that was entered on the invoice eForm.

49. Invoicing Queue Its best to sort the IRs by Transaction Date from oldest to newest. This will ensure that the oldest transactions are worked first. From the login page if you opted to go to your “Reconcile Invoices” page, you would be taken directly to your invoice queue. If you click on the double arrows circled above a menu will appear that will allow you to group invoices by supplier, status, etc.

50. Invoicing Queue Here the queue is grouped by status. Click on the arrow to expand the section. Grouping the IRs by status can assist in managing your workload.