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Page - 1 Agenda MFMP Overview System Basics Exploring Catalogs Creating a Requisition Following Up On Your Order Receiving Commodities Invoice eForms Viewing Payment Information System Searches Change Orders Cancel Requisition Managing your Queue Vendor Performance Tracking Questions & Answers Slide 2 Page - 2 Jumping to Create Requisition. As previously shown, you can select to jump to create a requisition Slide 3 Page - 3 Creating a Non-Catalog (Service) Requisition Add Title Page As done with the Catalog requisition, we are entering the Title. We are making no change to the OBO (On Behalf Of), the Fiscal Year, PUI or Encumber Funds Box. However we are entering dates as this is a service. When all entries have been made, click Next or click on Add Items on the shortcut menu. Slide 4 Page - 4 Add Items Page The Add items page defaults to the catalog page. Since the item we are procuring is not loaded as a State Term Contract item, we need to create a Non- Catalog requisition. To proceed, click on the Create Non-Catalog Item selection. Slide 5 Page - 5 Adding Non-Catalog Item Work with your Agencys purchasing professionals as they may have specific procedures for completing the full description field. MFMP does not do a spell check. If you have a lengthy description, type it in Word and cut and paste here. As previously shown, when you have a field that is populated with No Value you will need to make a selection. Slide 6 Page - 6 Selecting the Commodity Code If you know the commodity code (6 digit number), you can enter it and search. However it may be easier to type in a brief description and then select enter. For this example, we have entered air condition and then clicked on Search. Slide 7 Page - 7 Selecting the Commodity Code Commodity codes that begin with a 9 are for a service. Therefore there are only two selections that would be appropriate for this requisition and 922020 is the most appropriate. Click on the Select button to populate onto the requisition. Slide 8 Page - 8 Selecting Vendor Location A Supplier is populated on the requisition by searching for the vendor under the Vendor Location link. Click in your dropdown for the Vendor Location. Slide 9 Page - 9 Selecting the Vendor Location All of the circled items identify the header information and they correlate with the Field name. Once the item(s) has been returned you can click on any of those header links and sort. This is extremely useful when your return provides you with multiple results. To get the most appropriate return, it is best to enter by Legacy ID which is the vendors FEID (Federal Employer Identification Number). You can enter all or part of the number. However, you must start the search with an F for FEID, S for Social Security number or N for international vendors. For this selection, the vendors name was entered in the Name Field. The return is the vendor we are searching for and to populate onto the requisition, click on Select. Slide 10 Page - 10 Method of Procurement The location and the Supplier field are now populated. As shown previously the Method of Procurement will need to be selected. Slide 11 Page - 11 Adding Non-Catalog Item to the Requisition We are completing this page by entering in the quantity, unit of measure and Price. Because this purchase is the procurement of one repair for a fixed price of $6200.00, we have selected the quantity of 1, unit of measure of each and price of $6200.00. When entering the quantity, unit of measure and price, think about how you are going to receive the goods or services when setting this up. To change the unit of measure, you would click in the dropdown and select as with other dropdowns. Upon our final review to add this information to our requisition, click OK Slide 12 Page - 12 Selecting items to Edit - Checkout We are on the Checkout page and the information we entered from our Add Items page has populated. All items will have at least one error message The line item contains one or more invalid fields and that is to ensure we correct the Accounting information as well as view the detail and see if we have any other fields indicating No Value that need to be corrected. We will check the box to the left of the line item #. NOTE that when we do so, and the line is only for one item the All box is checked as well as the box to the left of the line item. When an item has been selected, it turns to a shaded color. Slide 13 Page - 13 Maximizing and Widening the View of the Screen Checkout To review the information contained in the line item description, we will scroll down the line item to see if there is any information we want to change as well as to see what information must still be populated on the requisition to be able to submit it successfully. The information that we have found that must be updated is the Expansion Opt: field. Because our line item is already checked, we will view the available selections to take on this line item. For this one we want to select the Edit button. Slide 14 Page - 14 Viewing the Accounting Detail EO added As soon as we enter the Expansion Option information the balance of the Accounting fields required to be populated do so and the error messages disappear. Slide 15 Page - 15 Adding Attachments at the Line Item Level To add attachments at the line item level, you must first click on Add Comment and populate that field. Slide 16 Page - 16 Comments must be added first to add an Attachment The comment added was to include additional quotes that would be viewed within the agency only and not sent to the vendor. To ensure the comment and attachment do not go to the vendor, verify that the box include comments/attachment(s) on purchase orders is not checked. Once your comment has been added, click OK to add the comment and receive additional options at the line item level. Slide 17 Page - 17 Search and Add Attachments at the Header level As soon as the comment is added, additional fields appear. To add an attachment, you must check the box verifying you have read the contents of the disclaimer and then click on Add Attachment to be able to browse and select your attachment to include. Slide 18 Page - 18 View attachments added at the Line Item Level Once you have selected your attachments to populate to the requisition, they will appear as links. By clicking on the link you will be able to view your attachment. Slide 19 Page - 19 Ability to Delete Comments and Attachments If you noticed your entered a wrong attachment, before you submit your requisition, you can select the Delete button. However, by doing so you will not only delete the attachment(s), but the entire comments as well. You may want to copy your comment field before deleting. We are back at the Header level of the requisition and another set of comments and an attachment has been included. We want to leave the box include comment/attachment(s) on purchase orders checked as this is information and the attachment we want to be sent to the vendor we are issuing the purchase order with. Slide 20 Page - 20 Practical Exercise #3 (Non-Catalog) Create a Non-Catalog Requisition as instructed. Slide 21 Page - 21 Agenda MFMP Overview System Basics Exploring Catalogs Creating a Requisition Following Up On Your Order Receiving Commodities Invoice eForms Viewing Payment Information System Searches Change Orders Cancel Requisition Managing your Queue Vendor Performance Tracking Questions & Answers Slide 22 Page - 22 Status, Workflow and History Each tab contains pertinent information that can be reviewed at any time. You can do a system search to locate your PRs or, as in this example, from our status link we click on the Approved link and then selected the purchase requisition we wanted to view. Slide 23 Page - 23 Workflow Slide 24 Page - 24 History Slide 25 Page - 25 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. NOTE: If this requisition was a purchase from a State Term Catalog, the Purchase Order # would begin with MA Slide 26 Page - 26 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 customer 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. IRs rejected, or in an approving or reconciling status will not be reflected in the PO balance. Slide 27 Page - 27 Viewing Payment History and Purchase Order Balance We have searched for and located MA12226- R43. 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. 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. Slide 28 Page - 28 Practical Exercise #4 (Order Follow-up) Conduct Practical Exercise as instructed. Slide 29 Page - 29 Agenda MFMP Overview System Basics Exploring Catalogs Creating a Requisition Following Up On Your Order Receiving Commodities Invoice eForms Viewing Payment Information System Searches Change Orders Cancel Requisition Managing your Queue Vendor Performance Tracking Questions & Answers Slide 30 Page - 30 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 physical 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, to complete their receiving report. A good practice may include attaching a copy of the packing slip to the receipt completed in MFMP based on your agencys practices. 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. Slide 31 Page - 31 Negative Receiving This 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. Slide 32 Page - 32 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. Slide 33 Page - 33 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. This method is not recommended due to system performance issues. 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. Slide 34 Page - 34 Entering the amount Received Click next to review or click Submit (as we have in this example) and your receipt will immediately process. 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. Access your Purchase Order and immediately receive the day you receive the goods. Dont wait until tomorrow! Slide 35 Page - 35 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. Slide 36 Page - 36 Completing 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. A good practice is to enter in a comment to document why you have created a negative receipt. Locate your order to create a negative receipt as when you did to create a positive receipt. Slide 37 Page - 37 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. Slide 38 Page - 38 Reviewing Receipts from the Purchase Order 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). To view the details from the last approved receipt, click on the Receipt ID. Slide 39 Page - 39 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 the 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. Slide 40 Page - 40 Practical Exercise #5 (Receiving Commodities) Conduct Practical Exercise as Instructed. Slide 41 Page - 41 Agenda MFMP Overview System Basics Exploring Catalogs Creating a Requisition Following Up On Your Order Receiving Commodities Invoice eForms Viewing Payment Information System Searches Change Orders Cancel Requisition Managing your Queue Vendor Performance Tracking Questions & Answers Slide 42 Page - 42 Completing an Invoice eForm From either of these links you can select a variety of eForms including the Invoice eForm. Slide 43 Page - 43 Completing an Invoice eForm Select Invoice eForm to create an Invoice Reconciliation. Depending on your assigned groups you may have additional eForms. Slide 44 Page - 44 Completing the Invoice eForm Supplier Invoice # field can contain a maximum of 30 characters and the last 9 digits will be sent to FLAIR. The Supplier Invoice # will be recorded on the warrant so the number should reflect the vendors invoice. Should a number not be provided please refer to your agencys practices. This number will also be part of the IR number. Enter an appropriate Title following your agencys standard titling convention. This field allows numbers, letters, and special characters. Slide 45 Page - 45 Completing the Invoice eForm Services Start Date & Services End Date: DFS requires that services start and end dates are entered for all services invoices. Invoice Received Date: Record the date a proper invoice was received by the office notated in the Bill To section of the purchase order. Slide 46 Page - 46 Completing the Invoice eForm To select a vendor, click on the drop down box by Vendor Location. This must be the exact Vendor Location that is on the purchase order. The last five vendors will be displayed. If the vendor you need to invoice is not displayed, select other. Slide 47 Page - 47 Completing an Invoice eForm Type in your vendors name and click Search button. You can also search by Legacy ID (FEID), Overall Rating, Street Address, etc. Click on the dropdown to change your search options. When you locate your vendor, press the Select button. Slide 48 Page - 48 Completing an Invoice eForm Enter the total amount of the invoice in the Subtotal field. Press the Next button to select a Direct Order to invoice against. Supplier Name will populate with the Vendor Location choice. Slide 49 Page - 49 Completing an Invoice eForm. Invoicing without Order/Release?: For invoices against direct orders select No. If you are invoicing directly against a contract (MA###), select Yes. Purchase Order: Press the select button the search for your direct order. Slide 50 Page - 50 Completing an Invoice eForm Type in the Purchase Order # with the prefix DO, then Search. You can also search by Supplier, Contact, or Total Ordered. Once you have found the correct direct order, press the Select button. If you have selected the wrong vendor location, the purchase order will not return. Slide 51 Page - 51 Completing Invoice Lines The Direct Order has been selected. Press the Generate Invoice button to display all the lines of the direct order. If you are not invoicing against the entire order, check the item that youd like to delete and press the Delete button. Enter in the amount that is being invoiced. Press the Next button to complete the invoice. Slide 52 Page - 52 Adding a Line Item If another line item needs to be added (i.e. for shipping), you can add a new line item which will need all information to be populated. Slide 53 Page - 53 Completing an Invoice eForm To add a copy of the invoice, youll need to read the disclaimer and if you agree, Check the checkbox. Then youll need to click the Add Attachment button. NOTE: If confidential information is attached an Attachment Removal Request must be completed and submitted to the Customer Service Desk by the appropriate agency liaison. Review the eForm for accuracy. If no changes are necessary, press the Submit button to create your IR. If you need to include a comment, you can include them in the Comments text box. Slide 54 Page - 54 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. Slide 55 Page - 55 Accessing Invoices in your Queue When reviewing your invoices, always work from the transaction date that is the farthest out and then in to the current date. You can access the invoice by clicking on the ID (IR) link or selecting the Reconcile button Slide 56 Page - 56 Viewing Invoice Details To view the details of your IR, click on the Invoice Tab or the Invoice link Slide 57 Page - 57 Invoice Details The details provide you with information directly input from the Invoice eForm and how the line item matched to the purchase order This detail button shows you the accounting details Slide 58 Page - 58 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) Slide 59 Page - 59 Practical Exercise #6 (Invoice eForms) Conduct Practical Exercise as Instructed. Slide 60 Page - 60 Agenda MFMP Overview System Basics Exploring Catalogs Creating a Requisition Following Up On Your Order Receiving Commodities Invoice eForms Viewing Payment Information System Searches Change Orders Cancel Requisition Managing your Queue Vendor Performance Tracking Questions & Answers Slide 61 Page - 61 Linking to the IR from the DO Payment Details From the DO, once the invoice has been paid, the IR link will appear. To be taken to the IR and see the details, click on the IR link. Slide 62 Page - 62 Accessing warrant information Should a vendor contact you and inquire about a payment, by clicking on the Payments link, it will take you to the page that displays the warrant information and dates. Status of the IR is paid Slide 63 Page - 63 Agenda MFMP Overview System Basics Exploring Catalogs Creating a Requisition Following Up On Your Order Receiving Commodities Invoice eForms Viewing Payment Information System Searches Change Orders Cancel Requisition Managing your Queue Vendor Performance Tracking Questions & Answers Slide 64 Page - 64 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 Slide 65 Page - 65 System Searches You can either create a new search or select one of the standard system searches Slide 66 Page - 66 You can change your search Category from this menu. If a prefix is displayed, youll need to include it in your search criteria. System Searches Slide 67 Page - 67. Additional search filters can be added. For example Encumbrance #, Preparer, Approver, etc. Remember it is always best to use at least TWO search criteria; your results will be returned faster. Using PUI is always a good idea. System Searches Slide 68 Page - 68 You can add/remove any search filters by checking un-checking the boxes. System Searches Slide 69 Page - 69 A system search can be downloaded in EXCEL. A maximum of 750 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. NOTE: If pop-up blocker is enabled, you must disable it in order to export. System Searches Slide 70 Page - 70 The downloaded search will look similar to this. Excels auto filter will be activated. System Searches Slide 71 Page - 71 For searches you do often, Save the Search. Click on the Save Search button. System Searches Slide 72 Page - 72 Title the search. Give your search an appropriate title; something meaningful that will trigger your memory. Click OK to save the search. System Searches Slide 73 Page - 73 Your saved search is here. Anytime you want to run the search, simply click on the title or the Search button. System Searches