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Agenda MFMP Overview System Basics Creating a Requisition Following Up On Your Order Receiving Commodities Invoices Viewing Payment Information System Searches Change Orders Cancel Requisition Deleting and Copying Vendor Performance Tracking Resources Page - 1

Receiving Commodities • Chapter 215.422, Florida Statutes, requires that goods and/or services must be inspected and approved within five (5) calendar days of the physical receipt • Receipts must be completed by the Desktop Receiver (Requester or OBO) or the Central Receiver – whatever method your agency employs

Receiving Commodities Negative Receiving • Negative receipts: • Reduce the amount of items previously over-received or received in error • Can only be able to be initiated up to the amount previously accepted • Can only be able to be initiated up to the amount previously paid • If payment has already been made, a warning message will populate. If the item was received and now paid in error, the receiver will need to communicate with their Finance and Accounting staff to handle the overpayment

Receiving Commodities Under Receive, click the Purchase Orders link

Receiving Commodities The fastest way to search is by using your Order ID

Receiving Commodities Click Next to review or click Submit • Enter in the quantity of the items you have received and accepted • Enter in the date you physically received the goods. The date defaults to today’s date and cannot be earlier than the date the order was issued

Receiving Commodities A good practice is to enter in a comment to document why you have created a negative receipt • Enter the negative number to correct in the Accepted field • Leave the date as the date you are creating the receipt, then Submit

Receiving Commodities In this example, this is for “Desktop Receiving”, the receipt has been approved and is in Approved status NOTE: For desktop receivers only the requester or OBO will appear in the approval flow . For “Central Receivers” the OBO would be a “watcher” and the Central Receiver will be the required approver in the flow

Receiving Commodities The system will automatically generate a receipt in Composing status. When a receipt is in this status, it means the order is open to receive against and this is the next receipt you will use To view the details of an Approved receipt, click on the Receipt ID

Practical Exercise #4 (Receiving Commodities) If you have questions, please raise your hand for assistance

InvoicesInvoice eForm Under Company eForm you can access your eForms including the Invoice eForm

InvoicesInvoice eForm Select Invoice eForm

InvoicesInvoice eForm • Enter an appropriate Title following your agency’s standard titling convention. This field allows numbers, letters, and special characters • Supplier Invoice # field can contain a maximum of 30 characters and becomes part of the IR number, the last 9 digits will be sent to FLAIR. It will also be recorded on the warrant so the number should reflect the vendor’s invoice. Should a number not be provided please refer to your agency’s practices

InvoicesInvoice eForm • Supplier Invoice Date: This is the date of your vendor’s invoice as provided by the vendor • Invoice Received Date: Record the date the invoice was received by the office notated in the Bill To section of the purchase order • Services Start Date & Services End Date: DFS requires that services start and end dates are entered for all services invoices To select a vendor, click Vendor Location. This must be the exact Vendor Location that is on the purchase order

InvoicesInvoice eForm Once the vendor location has been selected, the supplier field and vendor location field will populate Enter the total amount of the invoice in the Subtotal field Press the Next button to select an Order to invoice against

InvoicesInvoice eForm Purchase Order: Press the select button to search for your Order ID • Invoicing without Order/ Release?: • For invoices against orders select “No”. • For invoices directly against an agency contract (MA###), select “Yes”

InvoicesInvoice eForm Type in the Purchase Order # , then Search. You can also search by Supplier, Contact, or Total Ordered Once you have found the correct order, press the Select button If you have selected the wrong vendor location on the title page of your Invoice eForm, the purchase order will not return.

InvoicesInvoice eForm Once the Order has been selected. Press the Generate Invoice button to display all the lines of the order

InvoicesInvoice eForm Enter in the quantity that is being invoiced To complete the actions on this Invoice eForm, click “Next” or “Summary”

InvoicesInvoice eForm Review the eForm for accuracy. If no changes are necessary, press the Submit button to create your IR DFS requires that a copy of the invoice be scanned and included as an attachment to the Invoice eForm

Invoice eFormReconciling Invoices • When an IR gets generated (for a service), as the OBO, you must review and approve the IR • Invoices will appear under Reconcile, click the Invoice link to be taken to your invoice queue

Invoice eFormReconciling Invoices You can access the invoice by clicking on the ID (IR) link or selecting the Reconcile button NOTE: When reviewing your invoices, always work from the transaction date that is the farthest out and then in to the current date

Invoice eFormReconciling Invoices • You want to always view the details of your IR, before you approve • To view the details, click on the Invoice Tab or the Invoice eForm link

Invoice eFormReconciling Invoices These details provide you with information directly input from the Invoice eForm, including accounting information and how the line item matched to the purchase order

Invoice eFormReconciling Invoices Upon final review of the invoice, when you are ready to approve, click the Submit button

Invoice eFormReconciling Invoices The approval flow verifies you have approved the IR and it’s now active with the Exception Handler for your agency This screen doesn’t always appear, if it does click OK

Invoice eFormReconciling Invoices If you choose to View the Status of the IR, the approval flow verifies Jack approved the IR and it’s now active with the Exception Handler

Practical Exercise #5 & #6 (Invoices) If you have questions, please raise your hand for assistance

Viewing Payment Information • Once your requisition is in an Ordered Status and the Order is issued, a PO balance will appear on the Order view (only) • As long as all payments are processed directly through MFMP the PO balance will be updated • All IRs that appear on the Order will include the transaction date, paid date, and amount of payment. Click the IR link to be taken to the IR to view the invoice and the payment information, including the warrant # • Only IRs in a “Paid” status will affect the PO balance. IR’s rejected, or in an approving or reconciling status will not be reflected in the PO balance

Viewing Payment InformationOrder View PO Balance shows the total amount of the Order minus the total of all IR’s in paid status Click the IR link to view the IR

Viewing Payment InformationIR View To view Payment information, including warrant numbers and dates, click the Payments link

Viewing Payment Information This information will only be included for payments processed through MFMP

System Searches You can search by clicking on the Searches link from the Shortcut Menu

System Searches You can either create a new search or select one of the standard system searches In this example we are going to select to “Search for Requisitions”

System Searches • If a prefix is displayed (in this example “PR” ) you’ll need to include it in your search criteria • The number symbols are just a reminder to add in the entire PR# • If you don’t know what the number is, then you will delete all entries in this field To view additional search fields click on this link

System Searches Place a checkmark next to a field you would like to search by or uncheck a field you do not wish to see

System Searches You can change your search Category from this menu You must have the Query group to see transactions other than your own It is always best to use at least TWO search criteria; your results will be returned faster. Click Search

System Searches Search results can be exported to Excel. A max of 750 records will return. You can choose to to export the entire search or only the current page (only 40 records will export). Results will export exactly as they are displayed on the screen NOTE: You mustdisable your pop-up blocker in order to export

System Searches The downloaded search will look similar to this and Excel’s auto filter will be activated

System Searches For searches you do often, Save the Search by clicking on the Save Search button.

System Searches Give your search an appropriate title All of the filters that you used when creating your search appear here and can be amended as needed Click “OK” to save the search

System Searches Your saved search is here. Anytime you want to run the search, click the Search button. If you need to modify your search, click the link of your search name

Change Orders • A change order should be initiated to make any changes to an order: • The vendor will be notified of the change order • To match your balance in FLAIR for an encumbered order • A change button may not be viewable on the requisition for the following reasons: • An IR is in an “ing” status (reconciling, approving, rejecting) • A change order has already been initiated on that order and is in Composing or Submitted status • Anytime a change order is initiated it will go through the same approval flow as the original version (unless the initiator has the CO No Workflow group) • Most information can be changed with the exception of the vendor

Change Orders Locate your requisition through your folders, Status link or via a System Search • Click the Change button to edit the requisition • The PR # will version with a V2, V3, V4, etc.

Change Orders The name of the person initiating the change will appear in the “Change Initiated By” field

Change Orders In this example, we increased the quantity which increased the Total Cost Comments are always the best way to communicate to others in your approval flow what has changed. Review for accuracy and click Submit

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