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Business Process FlowchartAccounts PayablePacket DescriptionThe Accounts Payable Packet describes how an invoicewill be entered in MAGIC and what triggers a vendorpayment for goods or services received.MAGIC RolesThe MAGIC Roles used in these flows are: SRM – Approver / Manager SRM - Buyer Strategic RFx SRM – Requisitioner SRM - Buyer Operational SRM - Manager Purchasing / Approver AP - Agency Invoice Processor AP - Invoice Approver LIV - Logistics Invoice Processor – Decentral IM - Goods Movement Processor IM - Goods Receipt Processor Non-stockA description of each role can be found on the MMRS Website.MAGIC FlowsThe individual MAGIC flows that are included in thispacket are: Strategic Sourcing – RFx to Award Procure-to-Goods Receipt with Contract and withoutContract Goods Receipt to Pay Paymode Goods Receipt to Pay Non-Paymode Direct Invoicing Pre-Payment Waivers Lapse Waivers Processing Payroll from MAGIC Processing Travel Contract Adjustment PaymentsHelp or QuestionsClick here to learn how toread a MAGIC BusinessFlowchart.If you have a question,please use the MAGICFeedback webpage tosubmit your question.
Business Process FlowchartAccounts PayableSignificant Changes Electronic Process Three-way match Changes in the account coding block (business area, fund, cost center, functionalarea, and grant) Use of material codes Some AP will not require OFM approvalHigh Level Process Description The State of Mississippi Accounts Payable business process includes the creation andmaintenance of Vendor master records, Vendor invoice processing, credit memoprocessing, tax reporting, and payment processing for the issuance of Vendorpayments. These processes include detail on how to post credit memos, performinvoice corrections, block invoice payments, and handle exceptions. The AP process begins when the vendor creates and submits an invoice to the State. When the State receives the vendor’s invoice, it is necessary to determine if a PO wasused to procure the goods or service for which we are being billed. After the type ofinvoice is determined (PO or non-PO), the invoice is entered and parked in MAGIC.The vendor’s account is credited and the GL is debited for the amount of the invoice. If a non-PO invoice, the GL and other coding data is entered manually by AP. If a PO invoice, all accounting and coding data is automatically entered based oninformation from the PO. Once the invoice is parked, it is routed through workflow for approval. After the invoice is approved it is available for the automatic payment program to clearthe vendor’s account and payment is sent to the vendor. This completes the basic APprocess.
SRM Buyer StrategicNOTE: Each Agency willdecide if Award Approval isrequired.Agency has need for a productor service that is not under thepurview of ITSComplete entry ofRFx informationPublish RFx inSRMEnter (Surrogate)/BidResponse(s)Create ContractBuyer Awards Bidresponse (responseis submitted forapproval)Evaluate All BidResponse(s)All bids rejectedNoNONOTE: Approved RFxis moved to Approver/Manager in MAGICYesNOTE: Award may only becompleted when all approvalshave been made.YesRFx is available forBid ResponsesUWL Universal WorklistAward(s)ApprovalRFx PublishApprovalUWLVendors/BidderSRM Approver/ManagerOne bid rejectedVendorsSubmit/ResubmitsBid Responses viaSupplier SelfService(SUS)NOTE: Response can bewithdrawn, corrected andresubmitted up until RFx BiddersSubmission Deadline has beenreached
SRM RequisitionerSRM Approver /SRM ManagerSRM BuyerOperationalSRM ManagerPurchasing/SRMApproverGoods ReceiptProcessor – NonStockGoods or Services areRequiredNote: Items can be added fromcatalogs, free text, or contractsCreateOrderShopping CartShopping CartRejectWorkflowShopping CartApprovalRejection Alert/Notification sent toSC creatorNoApproveIs ShoppingCart to beSourced?YesAssign Sourceof Supply(Contract /Supplier)Create / EditPurchase OrderOrder PurchaseOrderSOLE, PO, EMERRejectNote: If line item referenced acontract, then the released valuewill be updated on the contract.WorkflowPurchase OrderApprovalApprovePurchase OrderSubmitted to VendorGoods ReceivedPostGoods ReceiptwithDoc Type WEMIGOInvoice can becreated
Paymode-XGoodsMovementProcessorGoods Services Receipt to Pay by Pay ModeGood or services arereceived from VendorWas POAutomaticallyMatched?YesNOTE: Invoice is Attachedvia OPEN TEXTAP Invoice ApproverAP Invoice ProcessorNoNote: All non-PO Invoices and allnon-matched PO’s are on table.Review theZFAP PM INV ENTER-Paymode invoiceerror reprocess tablePayment is madeMIGOMIGOElectronicInvoiceSubmissionNOTE: Goods Receipt must be processedor the Invoice will be blocked for paymentAutomatically SavesGoods Receipt asCompleteProcessGoods ReceiptNoMark as no POrequiredFV60 (Direct)Is PO missing?Creates a LIV or FV60parked doc for reivewAdd PO referenceYesMIR7Workflowinvoice ApprovalApproveSBWPNoSBWPNote: Used for all agency levels ofapprovalYesRejectDFA/OFMWorkflowDetermines ifOFM ApprovalRequiredRejected documentsreturn to ID stored oncost center for Paymodeprocessing forcorrectionsRejectWorkflowinvoice ApprovalDocumentPostPayment Process isrun (OFM)SBWPF110
Agency receives Goods or ServiceProcess Goods ReceiptProcess Service ReceiptorMIGOAP InvoiceProcessorGoods ReceiptProcessor Non-StockGoods/Service Receipt to Pay Non-Pay ModeML81NProcess LIV InvoiceMIROAP InvoiceApproverInvoice isattached viaopen textRejectWorkflowLIV invoiceApprovalSBWPNote: Used for all agency levels ofapprovalApproveWorkflowDetermines if OFMApproval RequiredNoSBWPDFA/OFMYesRejectWorkflowLIV invoice ApprovalInvoice DocumentPostPayment Process is run(OFM)SBWPF110Payment is made
AP Agency InvoiceProcessorAgency Receives Invoicefrom VendorInvoice is entered byinitiator, then saved ascompleteFV60AP Invoice ApproverNote: Represents All RequiredApproval levels at Agency levelRejectWorkflowInvoice ApprovalApproveSBWPWorkflowdeterminesOFM Invoice ice ApprovalSBWPApproveDocument Posted, awaitingpayment
AP-Agency InvoiceProcessorAgency submits writtenrequest with invoice orcontract requesting waiver toOFMWarrant for payment is sent toAgencyAgency DeniedWaiver RequestWritten notificationof rejection -Agency receiveswritten approval fromOFM, proceeds tedSBWPApprovedDFA/OFMRejectedDFA/MMRSFor Waiver ApprovalApproval orRejection of WaiverRequestWorkflowRejectedFor Waiver ApprovalApprovedPost Waiver to APSBWPScheduledPayment Run
AP - Agency InvoiceProcessorAgency processed POfor goods that willnot be receiveduntil after lapse periodLogistics InvoiceType XL forLapse Period WaverVendor receives payment forgoods and servicesAttach Required POand Waiver RequestLetterAgency ReceivesGoodsEmail Vendor Invoiceand Memorequesting release ofWarrant to OFMPaper Warrantreceived byagencyUpdate Original POwith release of Warrantand Vendor invoiceattached from EmailOFM releaseswarrant to AgencyDFA/OFMAP - InvoiceApproverMIR7WorkflowRejectFor Logistics InvoiceSBWPApproveWorkflowRejectFor Logistics InvoiceApproveAutomatic Postto AP uponApprovalPaper Warrant helduntil goods orservices received byagencySBWPDFA/MMRSME22NScheduledPayment RunM23N
Agency SPAHRSPayroll ProcessingPayroll is Complete andEmployees are HAPPYPayroll is DuePayroll iscompleteFinal Run isprocessed inSPAHRSPaper Warrants withregister and EFTregister sent toAgencySPAHRS Payroll JVgoes to MagicDFA/OFMAgency SAASZFGL SPAHRS POSTINGSAgency makesnecessarychanges inSAASWorkflowRejected JV’sApproval of JV’sAccepted JV’sPost to APSBWPDFA/MMRSFBV0Payments produced inSPAHRS
Travel PaymentsCompletedSPAHRSTravel Expenses need to beReimbursedTravel DocumentsEntered inSPAHRS (will bedone in ESS afterPhase II go live)SPAHRSPreliminary runand validatedPaper Warrants andregister/EFT registersent to AgencyTravel JVs are sent toMAGICSPAHRSFinal RunDFA/MMRSDFA/OFMFB60Travel JV’s are deletedand Voucher are reenteredRejectedTravel paymentsAuto PostApprovedRecords post toAPSPAHRSTravel Paid
LIV - Logistics InvoiceProcessor - DecentralScenario: Agency has two contractswith one vendor. Agency paid 100 toone contract, but both should havebeen paid 50 each.Contract Payment Made& Adjusted Credit Memoand Payment Net to ZeroNOTE: This Process MUST becompleted in 1 dayVendor Line ItemDisplayView Open CreditMemoCredit memo againstthe Incorrect ContractLIV Invoice againstCorrect ContractFBL1NMIR7AP – Invoice ApproverMIR7RejectWorkflowCredit MemoApprovalApproveRejectWorkflowLIV proval LevelsRequired?NOTE: IncludesApproval at all requiredAgency levelsAgencyDFA/OFMOFMRejectWorkflowLIV InvoiceApprovalSBWPApproveDocument PostedAgainst VendorAccountAutomaticPayment Process isRunF110
Shopping Cart Assign Source of Supply (Contract / Supplier) Order Purchase Order Purchase Order Submitted to Vendor Approve Goods Received. Goods Services Receipt to Pay by Pay Mode A P I n v o i c e P r o c e s s o r A P I n v o i c e A p p r o v e r P a y m o d e-X Workflow invoice Approval
