Mayo Clinic

Electronic Invoicing Guide

Introduction

The Mayo Clinic invites your company, a valued and important supplier partner, to reduce its operating costs and eliminate paper-based processing by enrolling in Mayo Clinic’s Electronic Invoicing Portal.

The Mayo Clinic eInvoicing Portal, hosted by P2P automation leader Direct Commerce (DCI), enables your business to submit invoices electronically, review historical invoice data, and view payment status online over a secured internet connection.  This program benefits you as a Mayo Clinic supplier in many ways including:

  • Faster payments and improved cash flow as a result of prompt invoice delivery and reduced errors
  • Reduced costs due to the elimination of paper and mail-processing expenses
  • Fewer rejected invoices as re-keying and data entry errors are eliminated
  • Access to your invoice, PO, and payment information online 24/7 via secured website
  • Improved cash forecasting due to greater, real time visibility of your invoice status

Your company will be able to submit invoices efficiently, reduce costly errors, and initiate communication with Mayo Clinic about invoices and payments.

Summary of Options

Your company can participate in this simple and easy-to-use process at no cost to your business in one of two ways – Web Portal or Standard File Upload.  In addition to these no-cost options, Direct Commerce offers custom file upload automation process with a one-time implementation fee.

1)  Web Portal  – no charge

Online access via the Mayo Clinic eInvoicing Web Portal is the preferred option for those suppliers that submit less than 100 invoices per month to Mayo Clinic.

Suppliers that select this option simply have to enroll with Direct Commerce.  Once enrolled, you will receive a Welcome Email from Direct Commerce with a Quick Start Guide.

Go Live for this option begins as soon as your account is activated by Direct Commerce.

2)  Standard File Upload via FTP – no charge

Suppliers must submit more than 100 invoices per month on average.  To select this option, suppliers must enroll with Direct Commerce and reach out to the Onboarding team by sending an email to vendorrollout@directcommerce.com.  Once enrolled, you will receive a Welcome Email from Direct Commerce with a Quick Start Guide.

You will then be contacted by a Vendor Rollout specialist to help facilitate the rest of the project.

The standard file formats are described in this document and include:

a)     Standard EDI File Upload(preferred)

b)     Standard CSV File Upload

c)     Standard XML File Upload

3)  Custom File Upload – one-time implementation fee

Dircect Commerce can accept non-standard CSV and XML via a host of other protocols including HTTPS, SFTP, or SMTP.

These services are available as a custom file upload process and as such there is a one-time implementation fee to configure, test and activate a supplier account using this process.

Suppliers must be enrolled in the portal to be able to send custom file uploads

Mayo Clinic Policies

Via its secured eInvoicing Web Portal or DCI standard file upload exchange, Mayo Clinic is providing its suppliers with easy-to-implement, no-cost methods to activate a secured electronic invoicing account.

As such, it is Mayo Clinic’s expectation that its suppliers will take prompt advantage of its eInvoicing solution as it reduces costs, increases productivity and provides faster processing for both Mayo Clinic and its suppliers.

Effective November 3, 2014 Mayo Clinic expects its suppliers to submit invoices electronically via one of the methodologies described in this eInvoicing Specification.

If you have any additional questions, feel free to contact Mayo Clinic at SCMVendorSupport@mayo.edu.

On behalf of Mayo Clinic, we look forward to your participation in this important electronic invoicing program!

Implementation Timeline

Web portal training is available to all suppliers and will begin 1 week before the go-live date of November 3rd, 2014.  All suppliers should plan on attending this training.  When the web portal is live all registered users will be able to login to the portal and submitted electronic invoices.  Testing for file uploaders is broken down into 3 waves and suppliers will be able to choose the testing cycle that works for them.  The testing cycles will require two round trip tests with Direct Commerce to ensure that the data and transmissions are valid.

Implementation Timeline of Web Portal and File Upload

 

Enrollment

To activate your Mayo Clinic’s electronic invoicing account, you must be enrolled.

You will need to know the following information to enroll:

1.    Your Company Corporate Name and Tax ID

2.    The Primary Accounts Receivable Person for your company Information (This should be the individual at your organization responsible for your company’s billing to Mayo Clinic).  You will need their first and last name, email and phone. This person will also be the System Administrator for the Portal.

3.    An Invoice Number from an invoice paid in the last 90 days

4.    If your company sends attachment, you will need to click a check box on the enrollment form

The person from your organization who enrolls through the web portal will be activated as the System Administer and will receive a Welcome Email from Direct Commerce with a username, temporary password, login URL, and Quick Start Guide.  Your company can submit invoices immediately after you log into the Web Portal.

For Standard or Custom File Upload methods, testing and Go Live are specified in the following section.

File Upload Testing

If you request standard EDI, CSV or XML file upload options, your company has two weeks to complete test phase as described above. Direct Commerce will communicate with your System Administrator two weeks prior to go-live to ensure all testing is complete and then will activate your account on the go-live date of the selected wave.

Go Live Date

1)     Web Portal – November 3rd, 2014

You can submit invoices, view payment status, and search invoice history using the secured Mayo Clinic eInvoicing Portal once your account is activated.

2)     Standard File Upload – Waved Approach (Wave 1: November 3rd, 2014)

Successful testing of the standard file upload process must be done prior to the selected wave.  Direct Commerce will contact your company after testing is complete to confirm your Go Live Date according to the chart above.

3)     Custom File Upload – to be scheduled

Suppliers that select custom file upload will be charged a one-time implementation fee.  Upon payment of this fee, a Direct Commerce project manager will contact your System Administrator and determine a Go Live timetable that accommodates your business.

 

Web Portal Access

Online access via the eInvoicing Web Portal is the preferred option for suppliers to submit invoices electronically to Mayo Clinic.

Suppliers that select this option simply have to enroll in the web portal.  Mayo Clinic will approve your enrollment within 10 business days and you will receive a Welcome Email from Direct Commerce with a Quick Start Guide.

Go Live for this option begins as soon as your account is activated by Mayo Clinic.  You can submit invoices, view payment status, and search invoice history using the secured Mayo Clinic eInvoicing Portal.

Access to view and create invoice transactions will work using all supported web browsers including Internet Explore (version 10 or later), Mozilla Firefox, and Google Chrome.

Electronic Data Interchange (EDI)

This specification describes how Direct Commerce provides programmatic access to the Mayo Clinic e-Invoicing Portal via Electronic Data Interchange (EDI).

Note: In addition to submitting invoices via EDI, your company may wish to also use the Mayo Clinic Web Portal for self-service features such as payment status look-up, historical invoice data searches, online dialog with Mayo Clinic, and document history information.

Figure 1: The diagram below describes the general flow of data between your company, Direct Commerce and your customer, Mayo Clinic.

 

Direct Commerce interacts between the supplier and the buyer

 

EDI File Upload Process

To begin the EDI file upload process, you will need to identify the method and wave that best suits your needs. Once your response has been processed, DCI assigns a technical project manager to your account and will contact your company’s System Administrator by email. DCI will set up a test account in the Mayo Clinic eInvoicing test environment, a.k.a. the QA environment, which mirrors the Mayo Clinic eInvoicing Portal.

The System Administrator will get a Welcome Email from Direct Commerce with login credentials for the QA environment; This person will need to login into the QA environment to verify all test results.

The DCI EDI file upload process involves conducting 2 round-trip tests with invoice data files using the agreed upon transfer protocol.  A round-trip test refers to uploading one invoice data file and verifying the success of the upload by viewing the upload report and confirming the correctness of the uploaded data from any browser.

Of the 2 tests, we request that the first invoice data file contain only valid invoices and the second invoice data file contain a mix of valid and invalid invoices. Invalid invoices should fail the validation rules for Mayo Clinic. For example, an invoice with missing an invoice number or a duplicate invoice number will always fail validation since unique invoice numbers are required by Mayo Clinic to pay an invoice.

Once all testing is verified as correct by you and Mayo Clinic, Direct Commerce will activate your account on the Mayo Clinic eInvoicing Portal.  Your System Administrator should verify the first invoices are successfully submitted to Mayo Clinic. The Administrator can also set up additional system users within your company, update the primary contact information, and look up invoice status and payment details.

Steps for Completion

This process typically takes one to two weeks, although depending on the availability of your company’s IT resources, the testing iterations (which includes the data mapping process) may require more or less time.

Steps for Completion - Mayo list chart

 

Invoice Validation Rules

Invoices must pass validation according to the business rules for Mayo Clinic in order to be submitted to them. These rules include required fields, acceptable values for certain fields, and other document checks that make sure that invoice transactions are acceptable to Mayo Clinic.

Invoice Validation Rules

EDI Invoice File Formats

This section describes EDI file formats supported for Mayo Clinic e-Invoicing transmission. Adhering to the formats outlined in this document will minimize implementation and testing time.  Supported invoice upload formats include:

Invoice EDI 810

In addition to validating the structure of uploaded files, DCI applies business-level validation rules to the uploaded invoice data. Please review these rules to ensure that your invoices conform to the Mayo Clinic rules required to accept invoice transactions.

 

Transfer Protocol

Direct Commerce (DCI) supports the FTP transmission protocol for transmission of data.  DCI will provide you with an FTP inbox of your own on our FTP server if you need one, if however you have your own FTP you prefer let DCI know and they can accommodate your server.

Direct Commerce polls the FTP server once per hour.

DCI does not have a required file naming convention you must follow however we recommend making the file name unique, for example: batch_..

IMPORTANT NOTE: Do not upload 2 files with the same name as the second file with the same name as the first will override the data in the first file.

Invoices submitted into Mayo Clinic’s financial system will be approved according to their internal invoice approval process. You may be able to view the remittance details as Mayo Clinic approves and pays those invoices.

 

Comma Delimited File (CSV)

This specification describes how Direct Commerce provides programmatic access to the Mayo Clinic e-Invoicing Portal via a standard comma delimited file (CSV).

Note: In addition to submitting invoices via CSV, your company may wish to also use the Mayo Clinic Web Portal for self-service features such as payment status look-up, historical invoice data searches, online dialog with Mayo Clinic, and document history information.

Figure 1: The diagram below describes the general flow of data between your company, Direct Commerce and your customer, Mayo Clinic.

Direct Commerce interacts between the supplier and the buyer

CSV File Upload Process

To begin the CSV file upload process, you will need to identify the method and wave that best suits your needs. Once your response has been processed, DCI assigns a technical project manager to your account and will contact your company’s System Administrator by email. DCI will set up a test account in the Mayo Clinic e-Invoicing test environment, a.k.a. the QA environment, which mirrors the Mayo Clinic e-Invoicing Portal.

The System Administrator will get a Welcome Email from Direct Commerce with login credentials for the QA environment; This person will need to login into the QA environment to verify all test results.

The DCI CSV file upload process involves conducting 2 round-trip tests with invoice data files using the agreed upon transfer protocol.  A round-trip test refers to uploading one invoice data file and verifying the success of the upload by viewing the upload report and confirming the correctness of the uploaded data from any browser.

Of the 2 tests, we request that the first invoice data file contain only valid invoices and the second invoice data file contain a mix of valid and invalid invoices. Invalid invoices should fail the validation

rules for Mayo Clinic. For example, an invoice with missing an invoice number or a duplicate invoice number will always fail validation since unique invoice numbers are required by Mayo Clinic to pay an invoice.

Once all testing is verified as correct by you and Mayo Clinic, Direct Commerce will activate your account on the Mayo Clinic e-Invoicing Portal.  Your System Administer should verify the first invoices are successfully submitted to Mayo Clinic. The Administrator can also set up additional system users within your company, update the primary contact information, and look up invoice status and payment details.

Steps for Completion

This process typically takes one to two weeks, although depending on the availability of your company’s IT resources, the testing iterations (which includes the data mapping process) may require more or less time.

Steps for Completion includes the data mapping process

Invoice Validation Rules

Invoices must pass validation according to the business rules for Mayo Clinic in order to be submitted to them. These rules include required fields, acceptable values for certain fields, and other document checks that make sure that invoice transactions are acceptable to Mayo Clinic.

Invoice Validation Rules

Standard CSV Invoice File Format

This section describes the standard CSV file format supported for Mayo Clinic e-Invoicing transmission. Adhering to the formats outlined in this document will minimize implementation and testing time.  Supported invoice upload formats include:

Standard CSV File Format

In addition to validating the structure of uploaded files, DCI applies business-level validation rules to the uploaded invoice data. Please review these rules to ensure that your invoices conform to the Mayo Clinic rules required to accept invoice transactions.

 

Transfer Protocol

Direct Commerce (DCI) supports the FTP transmission protocol for transmission of data.  DCI will provide you with an FTP inbox of your own on our FTP server if you need one, if however you have your own FTP you prefer let DCI know and they can accommodate your server.

Direct Commerce polls the FTP server once per hour.

DCI does not have a required file naming convention you must follow however we recommend making the file name unique, for example: batch_..

IMPORTANT NOTE: Do not upload 2 files with the same name as the second file with the same name will override the data in the first file.

Invoices submitted into Mayo Clinic’s financial system will be approved according to their internal invoice approval process. You may be able to view the remittance details as Mayo Clinic approves and pays those invoices.

XML File

This specification describes how Direct Commerce provides programmatic access to the Mayo Clinic e-Invoicing Portal via a standard XML file.

Note: In addition to submitting invoices via XML, your company may wish to also use the Mayo Clinic Web Portal for self-service features such as payment status look-up, historical invoice data searches, online dialog with Mayo Clinic, and document history information.

Figure 1: The diagram below describes the general flow of data between your company, Direct Commerce and your customer, Mayo Clinic.

Direct Commerce interacts between the supplier and the buyer

XML File Upload Process

To begin the XML file upload process, you will need to identify the method and wave that best suits your needs. Once your response has been processed, DCI assigns a technical project manager to your account and will contact your company’s System Administer by email. DCI will set up a test account in the Mayo Clinic e-Invoicing test environment, a.k.a. the QA environment, which mirrors the Mayo Clinic e-Invoicing Portal.

The System Administrator will get a Welcome Email from Direct Commerce with login credentials for the QA environment; This person will need to login into the QA environment to verify all test results.

The DCI CSV file upload process involves conducting 2 round-trip tests with invoice data files using the agreed upon transfer protocol. A round-trip test refers to uploading one invoice data file and verifying the success of the upload by viewing the upload report and confirming the correctness of the uploaded data from any browser. Of the 2 tests, we request that the first invoice data file contain only valid invoices and the second invoice data file contain a mix of valid and invalid invoices. Invalid invoices should fail the validation rules for Mayo Clinic. For example, an invoice with missing an invoice number or a duplicate invoice number will always fail validation since unique invoice numbers are required by Mayo Clinic to pay an invoice. Once all testing is verified as correct by you and Mayo Clinic, Direct Commerce will activate your account on the Mayo Clinic e-Invoicing Portal. Your System Administrator should verify the first invoices are successfully submitted to Mayo Clinic. The Administrator can also set up additional system users within your company, update the primary contact information, and look up invoice status and payment details.

Steps for Completion

This process typically takes one to two weeks, although depending on the availability of your company’s IT resources, the testing iterations (which includes the data mapping process) may require more or less time.Steps for Completion includes the data mapping process

Invoice Validation Rules

Invoices must pass validation according to the business rules for Mayo Clinic in order to be submitted to them. These rules include required fields, acceptable values for certain fields, and other document checks that make sure that invoice transactions are acceptable to Mayo Clinic.

Invoice Validation Rules

Standard XML Invoice File Format

This section describes the standard CSV file format supported for Mayo Clinic e-Invoicing transmission. Adhering to the formats outlined in this document will minimize implementation and testing time.  Supported invoice upload formats include:

Invoice Validation Rules

In addition to validating the structure of uploaded files, DCI applies business-level validation rules to the uploaded invoice data. Please review these rules to ensure that your invoices conform to the Mayo Clinic rules required to accept invoice transactions.

 

Transfer Protocol

Direct Commerce (DCI) supports the FTP transmission protocol for transmission of data.  DCI will provide you with an FTP inbox of your own on our FTP server if you need one, if however you have your own FTP you prefer let DCI know and they can accommodate your server.

Direct Commerce polls the FTP server once per hour.

DCI does not have a required file naming convention you must follow however we recommend making the file name unique, for example: batch_..

IMPORTANT NOTE: Do not upload 2 files with the same name as the second file with the same name will override the data in the first file.

Invoices submitted into Mayo Clinic’s financial system will be approved according to their internal invoice approval process. You may be able to view the remittance details as Mayo Clinic approves and pays those invoices.

 

Custom File Upload

Suppliers who would like to utilize different file formats or non-standard CSV or XML files and protocols may purchase a ‘custom file uploader’ package from Direct Commerce.  Please contact vendorrollout@directcommerce.com  if you would like to purchase this option.

Technical Support

After your setup is complete and when your company is actively sending and receiving batch files and other transmissions to and from Direct Commerce you may occasionally need technical assistance. For example, a transmission may fail or a batch file may be corrupt; for these types of technical issue please contact the Direct Commerce Supplier Rollout group directly at: vendorrollout@directcommerce.com 

 

Appendix

User Role Definitions

System Administrator: You must have at least one System Administrator.  This person can add additional users to the Web Portal and reset passwords.  The System Administrator can have additional roles, such as Processor.

Processor: A Processor can submit invoices to Mayo Clinic using the Web Portal.  Processors can also search for information, send dialog messages to Mayo Clinic and look at invoice history and payment information.

For an EDI file upload spec print out click here.

For a CSV file upload spec print out click here.

For an XML file upload spec print out click here.