9/19/08 Hot Topic - Electronic Invoicing (eInvoicing)

Attention MyFloridaMarketPlace Vendors:

Electronic Invoicing (eInvoicing) is creating, transmitting and presenting an invoice for goods or services via the internet. The benefits of eInvoicing are:

• eInvoicing saves time for your business
• eInvoicing substantially reduces paper flow and associated costs
• eInvoicing encourages prompt and accurate processing of invoices
• eInvoicing improves data accuracy, which reduces payment cycle times

State of Florida vendors have multiple ways to provide MFMP agencies electronic invoices via the Ariba Supplier Network (ASN). The ASN routes purchase orders from MFMP to registered vendors. This tool enables vendors to electronically "flip" a purchase order into an invoice and send it electronically to the State. Vendors can select the method that best meets their capabilities.

* Note: Some of the references are technical in nature. It may be helpful to share this information with a technical contact in your organization to consider the benefits and your organization's readiness to implement.

System to System Message formats:

• cXML (commerce eXtensible Markup Language)
  • This standard establishes the data contents required for invoicing via cXML within the context of an electronic environment. This transaction set can be used for invoicing via the ASN for catalog and non-catalog goods and services. The cXML format is the Ariba preferred method for eInvoicing.
• EDI (Electronic Data Interchange)
  • This standard establishes the data contents of the Invoice Transaction Set (810) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used for invoicing via the ASN for catalog and non-catalog goods and services.

Ariba Supplier Network Direct:

• PO Flip
  • The online process allows suppliers to submit invoices via the ASN for catalog and non-catalog goods and services. Suppliers have the ability to create an invoice directly from their Inbox in their ASN account by simply "flipping" the PO into an invoice. This option does not require any special software or technical capabilities.

The next steps for enablement are:

• Register with the Ariba Supplier Network and establish an ASN Trading Partnership with the State of Florida.
  • Instructions provided on the MyFloridaMarketPlace website
• ASN/MFMP Vendor Tools: http://dms.myflorida.com/vendortools , click on 'ASN'
• When enabling cXML or EDI (810) eInvoicing, ensure the appropriate message requirements are met.
  • The MFMP team can facilitate meetings / joint walkthrough of the requirements as needed. Please contact the Customer Service Desk at 1-866-352-3776 or vendorhelp@myfloridamarketplace.com to ask about eInvoicing enablement. A team member will contact you to set up a meeting.
• MFMP will create and transmit test orders to validate message format and electronic communication between MFMP-ASN-Vendor system
  • PO Flip validation can be completed through the ASN Inbox/Outbox

To determine if eInvoicing is beneficial for your company, consider how many invoices your company created for orders with State of Florida executive agencies in Fiscal Year 2007 and learn if you invoiced these agencies on a frequent basis. Also, review how many invoices were created during this calendar year so far. Then consider the cost of time, research and production of printed invoices for your customers. After these considerations you may want to look into eInvoicing.

If you have any questions, please contact the Customer Service Desk at 1-866-352-3776 or at vendorhelp@myfloridamarketplace.com