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Agenda • Welcome / Introduction • Agency Review • System Basics • Create Requisition • Comments and Attachments • Following up on your order • Receiving Commodities • Approving Services • Completing an Invoice eForm (INEF) • System Searches • Change Orders • Copy, Cancel and Withdraw • Questions

Requisition Status At anytime you can, and as a best practice should, check the status of your submitted requisition. The easiest way to identify those requisitions are to click on your submitted link.

Requisition Status To identify where your requisition is sitting, click on your approval flow tab

Requisition Status You are able to identify at what level/role the requisition is awaiting approval. A requisition can be awaiting approval in a person’s queue for 14 days until it progresses to the person’s supervisor. Therefore if you find a requisition has been awaiting approval for quite some time, you may want to contact that person to expedite the approval. It is important to note that the request will NOT escalate if active with a Role.

Requisition History At anytime you can view all actions taken on your requisition/ DO by clicking on the history tab of your requisition. The date, user, action and summary of those changes are identified within this page. To view all information available, you will scroll down the page.

Viewing the Fully Approved and Ordered Requisition Once your purchase requisition has been fully approved, it will generate a DO (Direct Order) number which is populated on the line item detail of the requisition and what the vendor will receive and communicate back to the agency with. This approved purchase order has been issued as DO338019.

Viewing Payment History and Purchase Order Balance • Once your requisition is in an Ordered Status and the DO (Direct Order) is issued, a PO balance will appear on the DO view (only). • As long as all payments are made directly through MFMP, or minimally if the invoice must be paid directly in FLAIR but an Invoice Reconciliation (IR) is completed and marked as paid in FLAIR, the PO balance will be updated. • All IRs will appear on the DO that will include the transaction date, paid date, and amount of payment. The user will be able to click on the IR link to be taken to the IR to view, minimally, the invoice and the payment information to include 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 History and Purchase Order Balance We have searched for and located MA12226-R43. Total amount of the Purchase Order ($4302.75), minus the one invoice in a fully paid status (262.70) leaves a PO balance of $4040.05, which matches the PO balance on the DO. Any and all payments made against the DO that are in a paid status appear. By clicking on the invoice “link” it will take you directly to the IR.

Receiving • 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. • For orders in a Received Status, you will be able to view Payment history 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.

Negative Receiving Negative Receiving • This change allows 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. • 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. • 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.

Searching for Orders to Receive You can click on the “Receive” button of the swoosh, the Purchase Orders link under Receive 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.

Searching for Orders to Receive Against from the Swoosh or Purchase Orders link For multiple orders to view, click the Search button and all “Commodity” orders in an “Ordered” or “Receiving” status that you can receive against will return and you can then select the order to receive against. The easiest way to access your order is to type in the order # in the search field and then click search. Also, you will receive the quickest results when searching using the Order ID field.

Entering the amount Received Click next to review or click Submit (as we have in this example) and your receipt will immediately process. We are going to receive against MA12226-R43. Access your Purchase Order and immediately receive the day you receive the goods. Don’t wait until tomorrow! Enter in the quantity of the items you have received and accepted. Enter in the date if other than the date you are initiating your receipt as the field will default with that date and time. NOTE: the date received cannot be any earlier than the date the order was issued.

Reviewing Processed Receipt Details The completed receipt verifies that 3 items were accepted and documented as received on 3/10/07 and the receipt was immediately processed.

Completing a Negative Receipt Locate your order to create a negative receipt as when you did to create a “positive” receipt. A good practice is to enter in a comment to document why you have created a negative receipt. There may be times when you accidentally entered in a received amount more than you actually received. You can correct the quantity received by entering a “negative” number in the Accepted field. Leave the date as the date you are creating the negative receipt.

The Approval Flow for a Receipt For desktop receivers only one name will appear in the approval flow and that will be the requester or OBO (On Behalf Of). Once you submit the approval flow populates with a green checkmark to show it was approved.

Reviewing Receipts from the Purchase Order To view the details from the last approved receipt, click on the Receipt ID – in this example RC451722. 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 enter quantities for (negative or positive).

Receipts Details By clicking on the Receipt #, it takes us to the last approved receipt. In this example, this was the one we created a negative receipt against. The Accepted field is populated with a negative value and the date received is date the negative receipt was completed. The receipt goes into a Processed State which means you can do another receipt immediately. The comments, who entered the comments and the date entered all appear at the bottom of the receipt.

Approving Services/ Reconciling Invoices If you purchase services, watch your Reconcile Invoices queue. When there are invoices for your approval a number will populate next to the Invoices link. Click on the link to be taken to your queue.

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

Viewing Invoice Details To view the details of your IR, click on the Invoice Tab or the Invoice link

Invoice Details This detail button shows you the accounting details The details provide you with information directly input from the Invoice eForm and how the line item matched to the purchase order

Submitting (Approving) the IR Upon final review of the invoice and you are ready to approve, click the Submit button. The approval flow will reflect your approval and now be active with the next approver (generally the PUI Exception Handler)

Invoice eForm Details • The Invoice eForm is found under Create Header in the shortcut menu. Select Company eForm to get to the forms directory. • Complete the Invoice eForm when you receive the invoice • Before submitting the invoice ensure that the receiving has been completed.

Invoice eForm Enter an appropriate title following your agency’s standard titling convention. Enter in the Invoice date from 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.

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.

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

Invoice eForm Notice that the release number is populated. Click the Generate Invoice button to pull the line items from the order 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.

System Searches You can search by either clicking on the Explore link on the Swoosh or by clicking on the Search link from the navigation panel.

System Searches If you had saved searches they would be listed here. You can click the circled link to create a new search. The standard system searches are listed here.

System Searches You can change your search Category from this menu. Available search filters. PR will populate. Need the prefix for the search to work.

System Searches You can select multiple items by checking more than one selection. In this example, we’ve selected multiple PUIs.

System Searches Check this box to select all the options. In this case we wanted all the PUIs selected (see circled items above.)

System Searches Remember it is always best to use at least TWO search criteria; your results will be returned faster . Additional search filters can be added. For example Encumbrance #, Preparer, Approver, etc.

System Searches You can add/remove any filters search filters by checking un-checking the boxes.

System Searches You can group results by status, date created, etc.

System Searches Grouping by status can assist in managing your workload or tallying the number of items in a particular status. Searches were grouped by status. You can expand/collapse the selection by clicking on the arrow.

System Searches A system search can be downloaded in EXCEL. A maximum of 500 records will be returned. You can choose to export the entire search or only the current page that is displayed. If you choose the Export Current Page option only 40 records will be exported. The export feature exports exactly how you see the results on the screen.

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

Saving System Searches For searches you do often, Save the Search. Click on the Save Search button.

Saving System Searches Title the search. Give your search an appropriate title; something meaningful that will trigger your memory. Click “OK” to save the search.

Saved System Searches Your saved search is here. Anytime you want to run the search, simply click on the title or the Search button.

Processing Change Orders • Change Orders should be initiated to make any changes to an order. • A few examples of those change orders may be: • To add a line item • To delete a line item • To reduce or increase the quantity of a line item(s) • To reduce or increase the unit price of a line item(s) • To reduce the overall amount of an order (example – a blanket purchase order for $5,000 when only $2,000 may be needed) • To increase the overall amount of an order (example – a blanket purchase order for $2,000 needs to be increased as $5,000 may be needed) • Changes in the description of a line item • Changes in accounting information *

Processing Change Orders • Anytime a change order is initiated, it will go through the normal approval flow. • The exception to this is when changes are made by a user with the *“CO No Workflow” group. • This group was established so that changes could be made to (mostly) accounting fields that do not affect the product being purchased or the purchase order with the vendor. • There are limited changes that this group can make and the workflow will not be generated – see the next slide for a complete detail of every item that can be made when initiating a change order that will not generate workflow. • It is recommended that this group be assigned to primarily your Purchasing professionals (Purchasing Agent/ Purchasing Office/ Purchasing Director) and/or your Finance & Accounting professionals (Exception Handler/ Invoice Manager).

Processing Change Orders If a user with the CO No Workflow role changes any of the following, the approval flow will NOT be regenerated: 21. Contract 22. Agency Unique 23. Contract Year 24. Grant Year 25. Project ID 26. Ext Category 27. Gen Led 28. Encumbrance Gen Led 29. Ext Gen Led 30. Encumbrance Ext Gen Led 31. Product ID 32. Ext Object 33. CF 34. Batch 35. Description (Split Accounting description) 36. Quantity 37. Count 38. SubVendor 1.PO Start Date 2. PO End Date 3. PUI 4. Fiscal Year 5. Line item description 6. Available Balance Override Indicator 7. Advanced Payment Indicator 8. Organization Code 9. Expansion Opt 10. Opt Version 11. Object Code 12. PriorPeriodIndicator 13. Budget Entity 14. Int Budget Ind 15. Category 16.Category Year 17. State Program – Standard 18. External Program 19. Grant 20. Other Cost Accum

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