Advanced Requester Training
MyFloridaMarketPlace
Agenda
MFMP Overview
System Basics
Creating a Requisition
Viewing Payment Information
Receiving Commodities
Invoices
Approving Services
Change Orders
Cancel Requisition
Advanced Topics
Questions & Answers
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What is MyFloridaMarketPlace?
MyFloridaMarketPlace (MFMP) is the State of Florida’s source forcentralized procurement which began July 1, 2003.
One-stop shop for accessing procurement and payment information.
Greater accessibility, since MFMP is an internet based application thatcan be accessed anytime from anywhere with internet connection 24/7.
Reduced Error Rates by providing automated error checking anddropdown boxes rather than free form data entry.
Faster order processing time by automating the transactions, contracts,and approvals; the time for requisition to payment is reduced.
Reduction in the cost of goods and services occurs because MFMPenables the State of Florida to leverage its significant buying power byacting as a single entity during contract and purchasing negotiations.
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Agenda
MFMP Overview
System Basics
Creating a Requisition
Viewing Payment Information
Receiving Commodities
Invoices
Approving Services
Change Orders
Cancel Requisition
Advanced Topics
Questions & Answers
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General Abilities of a Requester
As a Requester, you will have the ability to:
Create and Submit a Requisition
Initiate change orders
Initiate receipts against your orders
Create and Submit an Invoice eForm
Search and copy your purchase orders
Create folders and file items within them
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Terminology
Requester = On Behalf Of (OBO) - The person who submits a requestfor good or services
Requisition - A document that notifies a purchasing office of a need tohave a purchase order issued for a commodity and/or service. Thisprocess will be automated with the eProcurement system
Purchase Order (PO) - Purchase orders that are automaticallygenerated in MFMP when a requisition is fully approved. Orders arethen sent directly to the chosen suppliers by fax, email, or the AribaSupplier Network (ASN)
Approval Flow - Approval flows specify which individuals review atransaction. These are determined by the PUI associated with yourtransaction
FLAIR – Florida Accounting Information Resource (the State’s financialsystem)
Encumbering - Reserving money from your budget in FLAIR
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Terminology
Line Item – One item on an order regardless of quantity
Split Accounting – A feature that allows the cost of a line item to besplit between different accounts and funds. Splits can be by percentage,quantity, or total amount
Commodity – An item of physical property. Normally these items havea commodity code that begins with a number other than 9
Receipt – An electronic receiving report completed for all commoditypurchases when the ordered item(s) are physically received
Service – Work done by another or group of others that benefits thestate. Normally these items have a commodity code that begins withthe number 9
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Terminology
eForm – An electronic form
PUI – Purchasing Unit Indicator that, based on your profile, dictates theflow of your requests
Redact – Obscuring or removing sensitive (confidential) informationprior to scanning and attaching the document into MFMP
Additional terminology can be found on the MFMP Glossary
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PreferencesDelegation of Approval Authority
Customers should complete a Delegation of Authority when they aregoing to be on leave and/or out of the office and unable to obtainInternet access
Submitting the Delegation of Authority is necessary to ensure PurchaseRequisitions, Invoice Reconciliations and Receipts are approved in atimely manner
Submit your delegation request far enough in advance to give yoursupervisor enough time to approve your request before you leave
The scheduled delegation will go into effect at 1:00 AM (EST) of thedate selected
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PreferencesDelegating Authority
To Delegate your authority,click here
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PreferencesDelegate Approval Authority
•Choose an appropriateDelegate
•Choose a Start and EndDate
•A Delegation Reason isnot required but is a goodbusiness practice
•By checking theNotification box, you maychoose to continue to benotified of approvalsrequiring your attention
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Agenda
MFMP Overview
System Basics
Creating a Requisition
Viewing Payment Information
Receiving Commodities
Invoices
Approving Services
Change Orders
Cancel Requisition
Advanced Topics
Questions & Answers
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Creating a RequisitionCatalogs
Line Item Catalog - State Term Contracts (STC) loaded and searchable as lineitem entries in MFMP are able to be selected and added as line items to arequisition. State Term Contracts are entered as Master Agreements
Ordering Instructions - State Term Contracts loaded and searchable as lineitem entries with a $0.00 amount which will refer the customer to the STC pageand the appropriate vendor to contact prior to a purchase being made and arenot able to be selected and added as line items to a requisition
Punch out – State Term Contracts that allow you to “Punchout” directly to thesupplier’s website to add items to populate your requisition. Ex. Office Depot,Grainger, Dell, HP, Gateway, etc.
Non-Catalog - To create requisitions for purchases where all information mustbe entered by the requester
Contracts (MA#) – State Term Contracts and some Agency Term Contracts
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Creating a Requisition
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Creating a RequisitionTitle Page
TITLE: Follow your Agency’s naming convention for the titleof your PR
ON BEHALF OF: Defaults to therequester’s name but can be changed
DELAY PURCHASE UNTIL:Leave blank unless necessary(ex: creating requisitions forthe following fiscal year manyagencies would use a DelayPurchase Until date of7/1/XX)
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Creating a RequisitionTitle Page
PO START and END DATES: PO Startand End dates should be entered to set theterm that your PO will cover
FISCAL YEAR: The system willdefault to the current fiscal year butcan be changed as appropriate
PUI#: Defaults as per therequester’s profile and is usedby the system for requisitionrouting purposes
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Creating a RequisitionTitle Page
Encumber Funds: Place a checkif this requisition should beencumbered
PCard Order: Check this box ifpayment will be made by PCard
Do Not Send Purchase Order to Vendor: Checking this boxwill not send the PO to the vendor. Most requesters will not beable to select this
Click Next to Add Items
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Creating a RequisitionLine Item Catalog
Catalog“BrowsePath”provideseach catalogcategoryand a countof all lineitemcatalogsloaded
When selecting the Options link, themenu appears which allows you toselect individual fields or you canShow All Search Options
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Creating a RequisitionLine Item Catalog
For this search,
•The keywords used were “8.5 x 11” and “White”
•The Recycle Search field was selected to “Yes”
•The Supplier was selected as “Mac Papers”
To add a line item to your requisition, click Add to Cart
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Creating a RequisitionLine Item Catalog
To additional items to your requisition, click Add Items
From the Shopping cart, you can choose to either:
•Click Add Items (to add additional items to yourrequisition)
•Click Checkout to complete your requisition andSubmit
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Creating a RequisitionPunchout
We click “Buy from Supplier” to access the Punchout site
To find the Office Depot Punchout catalog, wetype “Office Depot” into the Keyword search field
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Creating a RequisitionPunchout
Enter the item in the search field
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Creating a RequisitionPunchout
Just a reminder,the Best Valueicon denotesState TermContract items
Enter in a quantity and choose Add to Cart
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Creating a RequisitionPunchout
You can add additional items or Checkout to return to MFMP
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Creating a RequisitionPunchout
Click Continue to addthese items to therequisition
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Creating a RequisitionPunchout
The items from yourshopping cart in thePunchout site populate asline items on your requisition
From the Shopping cart, you can choose to either:
•Click Add Items (to add additional items to yourrequisition)
•Click Checkout to complete your requisition andSubmit
To additional items to your requisition, click Add Items
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Creating a RequisitionNon-Catalog
Click Create Non-Catalog Item button
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Creating a RequisitionNon-Catalog
Description: Give a fulldescription of the item that youare purchasing
Commodity Code: Choose theappropriate commodity code
Vendor Location: You choose your Supplier by choosingyour Vendor Location
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Creating a RequisitionNon-Catalog
Supplier Part Number: Enter thisinformation if you have it but it isnot a required field
Method of Procurement: Choosethe appropriate Method ofProcurement
State Contract ID: If you are making a purchase with Methodof Procurements A, B or C then you should populate this fieldwith the appropriate contract #
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Creating a RequisitionNon-Catalog
Quantity: Enter the correct quantity. Rememberto keep in mind how the vendor will invoice you
Unit of Measure: This will default to“each”, change it as appropriate
Price: This is the price per every one item, the total amountwill come from the price x the quantity you entered
Click OK to Add this Item
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Creating a RequisitionNon-Catalog
At this point you can Add more Items or Checkout tocomplete your requisition
Click Checkout to complete your requisition
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Creating a RequisitionCheckout
Check the box next to each line to edit each lineindividually or check the header box to mass editthe accounting information and Method ofProcurement on all lines at once
Check the box, then click Edit
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Creating a RequisitionCheckout
Your accounting information is populated based onthree fields:
•Organization Code
•Expansion Option
•Object Code
Make sure that the appropriate OrgCode is populated
Choose “Other” from the dropdown and choose theappropriate Expansion Option
Make sure that theappropriate Object Code ispopulated
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Creating a RequisitionCheckout
All Accounting informationhas populated and all theerror messages havedisappeared. Click OK
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Creating a RequisitionCheckout
•Comments/Attachments section is where youinclude justification, quotes, etc. Be sure to uncheckthe “include comments/attachment(s) on purchaseorders” box if the comment is for internal review orincludes other vendor’s quotes
•DO NOT attach any confidential information(contact your Purchasing Office if you are unsurewhether something is confidential)
•Ensure that the appropriate Ship Toaddress is chosen and enter thename of the person who will bephysically receiving the items in theDeliver To field
•Select the appropriate FOB Code(for a full listing of FOB codes pleaserefer to the Freight Terms Job Aid)
To add an attachment, clickthe box confirming that youare not attaching confidentialinformation and then click AddAttachment
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Creating a RequisitionCheckout
Review your requisition foraccuracy, then click :
•Submit to start your requisitionthrough the approval flow
•Exit to save your requisition toSubmit at another time
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Following up on your order
You can easily identify where in the approval flow yourrequisition is
•A requisition can be awaiting approval in a person’squeue for 10 days until it escalates to their supervisor
•Therefore if you find a requisition has been awaitingapproval for quite some time, you may want to contact thatperson to expedite the approval.
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Agenda
MFMP Overview
System Basics
Creating a Requisition
Viewing Payment Information
Receiving Commodities
Invoices
Approving Services
Change Orders
Cancel Requisition
Advanced Topics
Questions & Answers
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Viewing Payment Information
Once your requisition is in an Ordered Status and the Order is issued, aPO balance will appear on the Order view (only)
As long as all payments are processed directly through MFMP the PObalance will be updated
Click the IR link to be taken to the IR to view the invoice and thepayment information, including the warrant #
Only IRs in a “Paid” status will affect the PO balance. IR’s rejected, orin an approving or reconciling status will not be reflected in the PObalance
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Viewing Payment InformationDO View
Click the IR link to view the IR
PO Balance shows the total amount of the POminus the total of all IR’s in paid status
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Agenda
MFMP Overview
System Basics
Creating a Requisition
Viewing Payment Information
Receiving Commodities
Invoices
Approving Services
Change Orders
Cancel Requisition
Advanced Topics
Questions & Answers
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Receiving Commodities
Timely receipting must be completed by the Desktop Receiver (Requesteror OBO) or the Central Receiver – whatever method your agency employs
Chapter 215.422, Florida Statutes, requires that goods and/or services mustbe inspected and approved within five (5) calendar days of the physicalreceipt
The receivers should not wait until an invoice is received, or Finance &Accounting is contacting them to complete their receiving report
For orders in a Received Status, you will be able to view Payment history onthe receipt
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Receiving Commodities
Negative Receiving
This allows negative receipts to be created and submitted as follows:
Reduce the amount of items previously over-received or received inerror
A Negative Receipt will only be able to be initiated up to the amountpreviously accepted
A Negative Receipt will only be able to be initiated up to the amountpreviously paid
Upon submittal of the negative receipt, an error message is initiated to notaccept the change IF payment had already been made. If the item wasreceived and now paid in error, the receiver will need to communicate withtheir Finance and Accounting staff to handle the overpayment
While comments are not required, it is a good business practice to includethem in order to document the change
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Agenda
MFMP Overview
System Basics
Creating a Requisition
Viewing Payment Information
Receiving Commodities
Invoices
Approving Services
Change Orders
Cancel Requisition
Advanced Topics
Questions & Answers
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InvoicesInvoice eForm
Under Company eForm you canaccess your eForms including theInvoice eForm
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InvoicesInvoice eForm
Select Invoice eForm
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Creating an Invoice eForm
•Enter an appropriate Title following your agency’sstandard titling convention. This field allows numbers,letters, and special characters
•Supplier Invoice # field can contain a maximum of30 characters, and becomes part of the IR #. The last9 digits will be sent to FLAIR and will be recorded onthe warrant so the number should reflect the vendor’sinvoice. Should a number not be provided please referto your agency’s practices.
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Creating an Invoice eForm
•Supplier Invoice Date: This is the date printed onyour vendor invoice
•Invoice Received Date: Record the date the invoicewas received by the office notated in the Bill To sectionof the purchase order
•Services Start Date & Services End Date: DFSrequires that services start and end dates are enteredfor all services invoices. Use the dates for the invoicebeing processed
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Creating an Invoice eForm
•Select the Vendor Location by clicking on the drop down box
•This must be the exact Vendor Location that is on the purchaseorder
•The last five vendors will be displayed. If the vendor you needto invoice is not displayed, select other
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Creating an Invoice Reconciliation
Enter the total amount ofthe invoice in the Subtotalfield
Press the Next button toselect an Order to invoiceagainst
Supplier Name will populate with theVendor Location choice
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Creating an Invoice Reconciliation
.
Invoicing withoutOrder/ Release?:
•For invoices againstorders select “No”.
•For invoices directlyagainst a contract(MA###), select “Yes”
Purchase Order: Press the selectbutton the search for your Order
Creating an Invoice Reconciliation
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Once the Order has been selected. Press theGenerate Invoice button to display all the lines of theorder
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Creating an Invoice Reconciliation
If your order has multiple lines and you are not invoicing against the entire order, check the item that you’dlike to delete and press the Delete button
If another line item needs to be added (i.e. for shipping), you can Add a new line item which will need allinformation to be populated
NOTE: Although you have the option to copy a line item, it is not recommended
Enter in the quantity andamount that is beinginvoiced
Note: Ensure the appropriate order linenumber is in the Line # box
Creating an Invoice Reconciliation
To add a copy of the invoice as required byDFS, or any other attachment:
•Read the disclaimer and Check thecheckbox indicating your compliance
•Click the Add Attachment button
Review the eForm for accuracy. If no changes arenecessary, press the Submit button to create your IR
Approving Services
•When an IR gets generated the OBO must review and approvethe IR (for services ONLY)
•Invoices will appear under Reconcile, click the Invoice link tobe taken to your invoice queue
•By approving the IR, you are acknowledging that services havebeen provided
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Approving Services
NOTE: When reviewing your invoices, alwayswork from the oldest transaction date to themost recent
You can access the invoice by clicking on the ID (IR) link or selectingthe Reconcile button
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Approving Services
To view the details of your IR before youapprove click on the Invoice Tab or theInvoice eForm link
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Approving Services
The Invoice Tab showsdetails from the InvoiceeForm, to see theactual scanned invoicefrom the supplier youmust go to the InvoiceeForm itself
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Approving Services
Upon final reviewof the invoice,when you areready to approve,click the Submitbutton
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Agenda
MFMP Overview
System Basics
Creating a Requisition
Viewing Payment Information
Receiving Commodities
Invoices
Approving Services
Change Orders
Cancel Requisition
Advanced Topics
Questions & Answers
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Change Orders
A change order should be initiated to make any changes to an order:
The vendor will be notified of the change order
For encumbered orders, the new information will be transmitted to FLAIR toaffect the encumbrance as appropriate
A change button may not be viewable on the requisition for the followingreasons:
An IR is in an “ing” status (reconciling, approving, rejecting)
A change order has already been initiated on that order and is inComposing or Submitted status
Anytime a change order is initiated it will go through the same approval flow asthe original version (unless the initiator has the CO No Workflow group)
Most information can be changed with the exception of the vendor
When the change order is sent to the Vendor, they are notified of what exactlywas changed on the order
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Change Orders
•Click the Change button to editthe requisition
•The PR # will version with a V2,V3, V4, etc.
Locate yourrequisition throughyour folders,Status link or via aSystem Search
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Change Orders
The name of the person initiating the change willappear in the “Change Initiated By” field
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Change Orders
The requisition is now populated with “V2” which means this is the second versionof the purchase order
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Agenda
MFMP Overview
System Basics
Creating a Requisition
Viewing Payment Information
Receiving Commodities
Invoices
Approving Services
Change Orders
Cancel Requisition
Advanced Topics
Questions & Answers
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Cancel Requisition
As a general rule, purchase orders are only canceled if the non-received goods and/or services are no longer needed
Depending on your agency’s business rules, a Cancellation Approverwill populate in the approval flow for any cancellation request, or mayonly populate based on the amount of the purchase. If you have anyquestions about this process, please contact your Agency PurchasingOffice
The recommended way to cancel a requisition is to access theCompany eForms and select the Cancel Requisition eForm
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Cancel Requisition
From the Home Page, click on Company eForm
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Cancel Requisition
Click on the Cancel Requisition link
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Cancel Requisition
Give the eForm an appropriate title
Press Select to choose the PR you wishto cancel
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Cancel Requisition
Search using the PR #, then click Select
Note: If the PR you wish to cancel cannotbe cancelled the search will return noresults
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Cancel Requisition
Comments are not required butare a good business practice,especially when cancelling anorder
When finished, click Submit
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Cancel Requisition
When a cancellation has been initiated (like a change order) a newversion created. In this example, the cancellation is V2 of the originalrequisition
•The status changes to“Canceled”
•The Cancel Requisition eForm# appears
•The line item(s) reduce to “0”and move to the Deleted LineItems section
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Cancel Requisition
•If the order was encumbered,follow-up to ensure theencumbrance has been released
•If the confirmation messagedoes not appear to confirm theencumbrance has been releasedwithin two days, contact yourPurchasing and/or Finance andAccounting professionals forassistance
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Agenda
MFMP Overview
System Basics
Creating a Requisition
Viewing Payment Information
Receiving Commodities
Invoices
Approving Services
Change Orders
Cancel Requisition
Advanced Topics
Questions & Answers
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Vendors with Invalid Data
•Vendors with Invalid Data have invalid faxnumber, phone number, or email address
•A report of these vendors is provided monthly toPurchasing and Finance & Accounting liaisons
•You can determine if a vendor has Invalid Databy looking at the supplier Information. This willcontain the letters “ID” and a date. This is thedate the vendor was determined to have invaliddata
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Vendors that have been set for Inactivation
When a vendor’s registration account is set to an inactive status (inactive orsuspended),any outstanding transactions with the vendor will not be able to becompleted in MyFloridaMarketPlace
This impacts requisitions, orders, master agreement release orders, and invoices
Weekly a communication is sent to the ‘Purchasing and F&A Liaisons’ emaildistribution list.
A warning message will display on the transaction indicating “Vendor has beendeleted”
When this warning message displays, the user needs to follow the directions outlinedin the “Required User Actions Impacted by Vendor Inactivation's” table in the “VendorInactivation: Buyer Actions Job Aid” to appropriately close out any outstandingtransactions
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Vendors that have been set for Inactivation
•If the order was encumbered,follow-up to ensure theencumbrance has been released
•If the confirmation messagedoes not appear to confirm theencumbrance has been releasedwithin two days, contact yourPurchasing and/or Finance andAccounting professionals forassistance
•When it is determined that a vendor will beInactivated, they will be inactivated in the system
•With NO Transactions pending – within aday
•With outstanding transactions – on the lastday of the following month
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Failing FLAIR Integration
•When an encumbered requisition fails FLAIRIntegration, a comment will appear from FLAIR
•Integration on the bottom of your requisition (atthe header level) explaining which line itemcaused the requisition to fail
•A separate comment is placed on the denotedline item explaining the reason for the failure
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Failing FLAIR Integration
•Line Item Comment-Encumbrance Record IsNot On File- This occurs when yourencumbrance for that specific line item hasbeen completely paid out which causes FLAIRto close out that encumbrance line
•In order to successfully process your changeorder, add a new line or complete a newrequisition, as appropriate
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Failing FLAIR Integration
•Line Item Comment – Insufficient AvailableBalance - MFMP checks the available balancemuch like FLAIR to ensure budget availability. IfBudget is unavailable, you will receive this error
•Check with your budget professional to confirmthat budget is available for the purchase. Yourbudget professional should be able to provideadditional budget source
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Failing FLAIR Integration
•Line Item Comment – Expansion OptionRecord Not on File - This occurs when yourExpansion Option (EO) and Version combinationare not valid in FLAIR
•In order to successfully process this requisition,verify that the EO and Version selected arecorrect, if not update your choice appropriately.However, if your EO and/or Version are notallowing you to process your requisition and youhave validated that they are correct in FLAIR,please contact BuyerHelp
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Folders
If your capacity nears 5,000 items, you should:
Delete some of the files
•Deleting items from your folder, does not delete them fromMFMP. They will still be searchable through the SystemSearches
•If your folder exceeds this number, you will receive an inquiryfrom the CSD Helpdesk requesting that you delete some of theitems
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Confidential Information
Confidential Information that is directly related to an individual is prohibited frombeing included in MFMP. This includes information included in the commentsfield, line item description as well as attachments. Including such information inMFMP may violate F.S. 119.071 as well as comparable federal regulationsrelating to confidentiality such as the Health Insurance Portability andAccountability Act (HIPAA)
Agency specific questions about confidential information should be directed totheir agency’s HIPAA compliance officer or General Counsel’s Office
It is the agency’s responsibility to redact this information prior to posting it toMFMP. Workflow approvals that are included in MFMP offer the opportunity formultiple customers to identify and take action against a transaction thatincludes confidential information, including initiating the Confidential InformationPurge Request process. The form and process are posted on the MFMP toolkithttp://dms.myflorida.com/buyertoolkit under Job Aids
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Confidential Information
Examples of confidential information include, but are not limited to, thefollowing items:
Names
All elements of dates (except year) directly related to an individual,including birth date, admission date, discharge date, and date ofdeath
Telephone numbers
Electronic mail addresses
Social security numbers
Medical record numbers
Health plan beneficiary numbers
Account numbers
Certificate/license numbers
All geographic subdivisions smaller than a state, including streetaddresses, city, county and zip codes
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Resources
SPURSview
Commodity Code and Vendor Searches
MFMP Toolkit
View and use the information to remain up to date on training tools, tips,communications, etc:
MyFloridaMarketPlace Hot Topics
Training Programs/Resources
Meeting Materials (presentations and minutes)
Forms
Job Aids, etc.
Vendor Performance Tracking:
The link will be the last one available on your shortcut menu on your ‘Home’ page
This link allows you to submit as well as view vendor ratings
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Kasey Bickley,CPPB, FCCM
Purchasing ProcessAnalyst
(850) 294-0494
Anne Rabon,LSSG
F&A Process Analyst
(850) 294-0739
Eric Swanson
Vendor ManagementAnalyst
(850) 487-9981
Amy SmythZeigler, M.S.,PMP
CommunicationsAnalyst
(850) 294-3080
Rachael Lieblick,PMP, FCCM
Operations Manager
(850) 414-6735
Thank you for your attendance. We’re here to help. Contact the Customer ServiceDesk at 1-866-352-3776 or BuyerHelp@myfloridamarketplace.com or the MFMPTeam with any questions that you may have.
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