Download - MFMP U Advanced Requisitioning - DMS

MyFloridaMarketPlaceAdvanced Requisitioning

Agenda

• MFMP Overview

• Blanket Purchase Orders

• Advanced Requisitioning Fields & Features

• Requisitioning eForms

• Approval Flows

• Change Orders

• FLAIR Failures

• Advanced Receiving Features

• Transaction Fee

• Vendor Searches

• Secure Reports

• Resources

Prerequisite Review

• Prerequisite: Requisitioning 101 Training

– The MyFloridaMarketPlace (MFMP) procure-to-pay process

– Creating requisitions, invoices and receipts

– Identifying the difference between purchasing from a MFMP catalog and creating a non-catalog item

– Identifying the difference between receiving a commodity and approving a service

– How to access the Vendor Performance Tracking (VPT) surveys

Do you have any questions?

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http://www.dms.myflorida.com/mfmp/university/catalog

Upon completion of this training, you will be able to:

• Create a blanket purchase order (BPO)

• Discuss and complete advanced requisitioning fields (e.g., Advanced Payments and Certified Forward Indicator)

• Describe standard MFMP approval flows

• Initiate a change order (CO)

• Identify various FLAIR errors

• Create a negative receipt

• Search for vendors in the Vendor Information Portal (VIP)

Key Learning Objectives

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Procure-to-Pay

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All transactions in MFMP Buyer are tied together, to easily locate each item in the MFMP procure-to-pay process.

Agenda

• MFMP Overview




• Approval Flows

• Change Orders

• FLAIR Failures


• Transaction Fee

• Vendor Searches

• Secure Reports

• Resources

What is a blanket purchase order?

A blanket purchase order (BPO) is a purchase order (PO) that a customer places with the vendor to allow multiple delivery dates over an explicit period of time. Blanket purchase orders are often negotiated to take advantage of predetermined pricing.

Agency customers should create BPOs in accordance to Memorandum No. 3 (2008-09).

Blanket Purchase Orders

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http://dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/purchasing_memos_rules_and_statutes/state_purchasing_numbered_memoranda/2008_2009

Things to know:

• Blanket purchase orders are generally used when:

– The goods and/or services are recurring – The order involves variable dollar

amounts and/or quantities– The goods and/or services on the order

may change over a period– The maximum order amount may need

to be adjusted over a period

• Must include a Scope of Work document and a quantifiable, measurable and verifiable unit of deliverables

• Should not exceed the Category Two threshold ($35,000)

• MyFloridaMarketPlace recommends using MFMP contracts for BPOs

Blanket Purchase Orders

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Blanket Purchase Orders Process

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Customer creates a contract request (CR) for

$30,000

The CR gets reviewed/approved by

the necessary approvers

Requester creates a release from the contract, and it is

approved and sent to vendor through MFMP

Vendor delivers/performs the

request and submits an invoice for

$3,500

Agency receives/approves the purchase and pays the

invoice

MFMP contract has a remaining balance of

$26,500

Repeat invoicing, receiving/approving and payments until contract/BPO is $0

Agenda

• MFMP Overview




• Approval Flows

• Change Orders

• FLAIR Failures


• Transaction Fee

• Vendor Searches

• Secure Reports

• Resources

Advanced Requisitioning Fields

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Delay Purchase Until

What is Delay Purchase Until?

Delay Purchase Until is a requisition field that allows customers to delay the delivery of a PO. If a date is entered, MFMP will hold the approved requisition and deliver it to the vendor on the selected date. If the requisition is encumbered, MFMP will send the transaction to FLAIR on the selected date. Delayed POs are typically used in preparation for upcoming fiscal years and should be used in conjunction with the Fiscal Year field.

Delay Purchase Until

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P Card Order

Things to know:

• Most catalog vendors require the P Card number to be included in a requisition that is marked as P Card on the Summary page

• The P Card Number is entered on the Accounting Details page and can only be viewed by the Requester/On Behalf Of (OBO) and vendor

• The P Card expiration date is entered in the P Card Exp Date field

P Card

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Do Not Send Purchase Order to Vendor?

Things to know:

• Prevents MFMP from sending the approved order to the vendor

• Requires the ‘PO Not Sent’ group

• Agency customers should only check this field if there is a business need to prevent the vendor from receiving the purchase order (e.g., a change order with updated accounting only)

Do Not Send Purchase Order to Vendor

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Click Edit to view the Accounting – By Line Item fields.


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Advanced Payment Indicator

What is an Advanced Payment?

An advanced payment, or simply an advance, is the part of a contractually due sum that is paid to the vendor in advance for goods or services, while the balance included in the invoice will only follow the delivery.

Advanced payments can only be processed in accordance with the Department of Financial Services (DFS) Expenditure Reference Guide. For more information regarding advanced pay requirements contact your agency’s Purchasing or Finance & Accounting (F&A) departments and/or DFS Division of Accounting and Auditing.

Advanced Payments

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http://www.myfloridacfo.com/Division/AA/Manuals/default.htm

Processing Advanced Payments

• Create a requisition and add the relevant line items

• Check the Advanced Payment Indicator box in the Accounting - By Line Item section

• Select the customer or specific inbox/distribution list that will be responsible for making the advanced payment

– Once the MFMP order is established, the customer will receive an Advanced Payment Indicator Notice via email

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Contract

Contract Field

• The Department of Financial Services requires that eligible two-party agreements be posted on the Florida Accountability Contract Tracking System (FACTS) website

• To attach the corresponding contract information that is located in the Florida Accounting Information Resource (FLAIR) and FACTS to the purchase order in MFMP, enter the FLAIR Contract ID in the Contract field in the Accounting – By Line Item section

• Updating the Contract field allows FLAIR to automatically include all PO, invoice and payment information in FACTS

FACTS Website Accounting Details

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https://facts.fldfs.com/


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Certified Forward Indicator

What is Certified Forward?

Certified Forward (sometimes called carry forward) is the process that allows agencies to use unspent operating appropriations to pay for identified transactions after the end of the fiscal year. For more information, view the Year-End Tips & Tricks job aid.


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http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/mfmp_university/fiscal_year_end

Things to know: • The Certified Forward Indicator is

located in the Accounting – By Line Item section on the requisition and invoice reconciliation (IR)

‐ To certify funds in MFMP, select C (Certified) on the requisition

‐ If a payment needs to be made with certified forward funds, select C (Certified) on the IR


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Split Accounting

What is Split Accounting?

An accounting option in MFMP that allows customers to split the cost of a line item between different accounts, organizations and/or funds. At the line item level, customers can specify a split for the charge across multiple accounts by percentage, quantity or total amount. Agency customers can setup split accounting on the requisition or F&A can update the information on the IR.

Split Accounting

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Things to know:

• Agency customers can split transactions against different accounting combinations

• Transaction splits can be calculated by percentage, quantity or amount

• Split accounting lines are populated with information from the original accounting details

Split Accounting

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What should the Requester do?

Your manager tells you to purchase a printer for the entire building. The cost of the printer needs to be distributed

among each department. What should you do?

A: Use the Certified Forward Indicator

B: Use Split Accounting

C: Create an Advanced Payment

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Agenda

• MFMP Overview




• Approval Flows

• Change Orders

• FLAIR Failures


• Transaction Fee

• Vendor Searches

• Secure Reports

• Resources

What is the Restore PO Balance eForm?

This MFMP electronic form allows customers to restore the purchase order (PO) balance of an order. This eForm only increases the PO amount, it does not add the disbursed funds back to the encumbrance in FLAIR. Customers will need create an Update Encumbrance eForm to update encumbrance amounts.

Restore PO Balance eForm

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Things to know:

• Customers with the ‘Invoicing’ group can access this eForm

• Once the eForm is completed, it will be displayed in the Payment Details on the order

• Customers must not alter the original PO balance by entering a negative number to reduce the PO balance or exceeding the amount ordered to increase the PO balance


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• Title: Enter a title

• Purchase Order: Click the Select link and locate the purchase order

• Restore Purchase Order Balance: Enter the amount that needs to be restored

• Comments: Enter any applicable comments

• Add Attachments: Enter any applicable attachments

• Click Submit

What is the Update Encumbrance eForm?

This MFMP electronic form is used to restore funds to an encumbered order, updating the encumbrance information in MFMP and FLAIR. This eForm only updates the encumbrance amount; it does not update the purchase order balance. Agency customers should create a Restore PO Balance eForm to update PO balances.

Update Encumbrance eForm

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Things to know:

• Customers with the ‘Update Encumbrance eForm’ group can access this eForm

• Customers can only update requisitions with ‘Ordered’, ‘Receiving’ or ‘Received’ statuses

• Customers cannot update encumbrances on a requisition if:

– There is an IR that is pending ‘FLAIR Integration’ or

– There is a submitted change order associated to the requisition that is moving through the approval flow


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• Title: Enter a Title

• Requisition To be Updated: Click the Select link and locate the requisition that needs to be updated

• New MFMP Encumbrance Amount: Enter the update encumbrance amount per line item


• Add Attachments: Add any applicable attachments

• Click Submit

What is the FLAIR Login Information eForm?

This MFMP electronic form is used to keep a customer’s FLAIR login information current in MFMP. The eForm gives MFMP the authority to send transactions to FLAIR.

FLAIR Login Information eForm

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Things to know:

• Customers with the ‘FLAIR Maintenance’ group can access this eForm

• All customers with the ‘Invoice Manager’ role and the ‘Invoicing FLAIR Maintenance’ group must keep their FLAIR passwords up-to-date in MFMP

• The eForm is case sensitive and the login credentials must match the FLAIR username and password

• If a customer’s FLAIR password expires or the password is entered incorrectly, their requisitions and IR will fail FLAIR Integration


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• Entity: Enter the applicable entity

• Site Code: Enter the applicable site code

• FLAIR User ID: Enter the FLAIR User ID

• Enter New FLAIR Password: Enter new FLAIR password

• Re-Enter New FLAIR Password: Re-enter the new FLAIR password

• Validate Credentials in FLAIR: Leave checked in order to validate the login credentials in FLAIR (uncheck during FLAIR downtimes)



• Click Submit

Things to know:

• Purchase orders are canceled via the requisition, not the order

• Purchase orders should be canceled if the service or commodity is no longer required

• Orders cannot be canceled after they are received

• Cancellations, for most agencies, populate a special approver

• For encumbered orders, customers should review the requisition to verify that FLAIR released the encumbrance

– A comment will appear on the requisition to notate the success or failure of this action

Cancel Requisition eForm

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Cancel Requisition eForm


• Requisition To Be Canceled: Select the requisition to cancel by clicking the select link

• Comments: Add any applicable comments

• Add Attachment: Add any applicable attachments

• Click Submit

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Things to know:

• Customers with the ‘Invoicing’ group can access the eForm

• Use the Release Encumbrance eForm to release all remaining funds associated to the order

• To validate that the encumbered funds were released in FLAIR, customers can check the requisition comments

Release Encumbrance eForm

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Release Encumbrance eForm

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• Requisition To be Unencumbered: Select the requisition that needs to be unencumbered

• Prior Period Indicator: Select M or Y for the prior month or prior year when the encumbrance was established



• Click Submit


Your supervisor informed you that one of your warrants was canceled;

however, the agency still needs to pay for the purchase that was invoiced.

What should you do?(select all that apply)

A: Create a Cancel Requisition eForm

B: Create an Update Encumbrance eForm

C: Create a Restore PO Balance eForm

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Your manager asked you to order a new laptop. You receive a call from the vendor

stating that the laptop is no longer available. Your manager tells you to place

the order with a different vendor.What should you do?

(select all that apply)

A: Create a Cancel Requisition eForm

B: Create a change order

C: Create a Release Encumbrance eForm

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Agenda

• MFMP Overview




• Approval Flows

• Change Orders

• FLAIR Failures


• Transaction Fee

• Vendor Searches

• Secure Reports

• Resources

What is an approval flow?

A sequence of approvals through which a transaction passes from initiation to completion. In MFMP, approval flows specify a group of customers (either by name or role) that are expected to review a transaction prior to its approval. Approval flows are generated based on agency preferences, individual profiles, items purchased, and/or the total cost of the purchase.

Approval Flows

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Things to know:

• Agencies can create unique approval flows for different MFMP transactions (e.g., requisitions, contracts and IRs)

• Agencies can require that certain commodities codes or object code automatically add special approvers to an approval flow

• Agencies can make changes to their current approval flows by following the Approval Flow Update Process in the System Administrator Manual

Approval Flows

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http://www.dms.myflorida.com/mfmp/jobaids

Things to know:

• Anyone can add an approver to an approval flow:

‐ Requesters can only add an approver in parallel to the entire approval flow

‐ Approvers have the ability to add another approver anywhere in the approval flow

Approval Flows

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Standard Approval Flow

MyFloridaMarketPlace recommends standard requisition approval flows to confirm that purchases are required and to provide checks and balances. Most agencies, at the very least, utilize the following approval flows:

Non-Catalog Approval Flow

Catalog Approval Flow

*Special Approvers could be from the following departments: FCO, OCO, Fleet, or IT *

Impacts to the Approval Flow

• The On Behalf Of (OBO) field:

– Defines the Requester and is considered the ‘owner’ of the order

– Defaults to the person creating the requisition

– Approves all service-based invoices

– Completes receipts for goods (if the agency doesn’t use Central Receivers)

– If changed, the customer creating the requisition is considered the Preparer and the Requester is the new OBO

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Agenda

• MFMP Overview




• Approval Flows

• Change Orders

• FLAIR Failures


• Transaction Fee and Exemption

• Vendor Searches

• Secure Reports

• Resources

Things to know:

• Gives customers the ability to make changes to an approved order

• Created when a customer initiates a change to the requisition and submits it for approval

• Most fields can be changed except the Vendor and Vendor Location

• MyFloridaMarketPlace validates changed items against accepted receipts and invoices to reveal any discrepancies

• Add comments to the change order, explaining why the order was changed

Change Orders

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Things to know:

• The Change Order button may not be viewable on the requisition if:

– An IR is pending ‘FLAIR integration’

– A change order has already been initiated and it is in ‘Composing’ or ‘Submitted’ status

• Routes through the same approval flow as the original version

– Unless the initiator has the ‘CO No Workflow’ group

• Due to quick turnarounds, many catalog orders do not allow change orders, some examples are:

– Office Depot– Staples– Mac Paper

Change Orders

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Agenda

• MFMP Overview




• Approval Flows

• Change Orders

• FLAIR Failures



• Vendor Searches

• Secure Reports

• Resources

Things to know:

• A FLAIR failure happens when the requisition or IR does not transfer from MFMP to FLAIR

• Failure comments will be placed at the bottom of the requisition/IR if the comments relate to the entire transaction

• For line specific comments, view the details of the individual line item(s)

• Some of FLAIR failure messages may come directly from FLAIR. For more information, view the FLAIR Integration: Requisitions job aid or contact the MFMP Customer Service Desk

FLAIR Failures

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Common FLAIR Failures:

• The FLAIR password expired

• Payments were made directly in FLAIR

• The encumbrance is not on file

• The Final Payment Indicator box is checked on the IR

• A full payment was made in FLAIR

• An Invalid Object Code Category combination is present

• Invalid Vendor – Inactive Status

• The CO submitted has been denied by FLAIR because some line items and/or split accounting lines failed approval by FLAIR

FLAIR Failures

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Agenda

• MFMP Overview




• Approval Flows

• Change Orders

• FLAIR Failures



• Vendor Searches

• Secure Reports

• Resources

What is Negative Receiving?

Negative receiving gives customers the ability to correct a previously received order. Negative receipts are created in MFMP by placing a negative sign (minus sign) in front of the quantity being reduced.

Negative Receiving

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Things to know:

• Customers are only able to negatively receive up to the previously received quantity and are not able to negatively receive any items that have been paid for in MFMP

• Common uses of negative receiving:

– Received damaged products, but did not realize that they were damaged when the initial receipt was created

– Quantity was entered for a number larger than was received and the receipt needs to be corrected

• For detailed steps on how to create a negative receipt, view the Negative Receiving job aid

Negative Receiving

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Things to know:

• MyFloridaMarketPlace gives customers the ability to manually close orders once all desired item have been received

‐ Yes: Select if the receipt does not satisfy the quantity ordered, but is the last receipt that will be completed for the order

‐ No: Keep the default selection if the order needs to remain open

• Comments: Provide a justification (optional)

Closing Orders

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Reopening Orders

• Customers can reopen an order that was closed in error on the receipt

– In Common Actions under Manage, select Receive

– Search for the receipt using the Order or Req ID

– Click the Reopen Order button

– Change the Close Order radio button from Yes to No, if the order needs to be reopened

Agenda

• MFMP Overview




• Approval Flows

• Change Orders

• FLAIR Failures



• Vendor Searches

• Secure Reports

• Resources

What is the Transaction Fee?

A fee that the State of Florida applies to applicable procurement transactions processed through MFMP; in addition, any business conducted with the State of Florida outside of MFMP is also subject to the transaction fee unless specifically exempt by Rule 60A-1.031(3), Florida Administrative Code.

Transaction Fee

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Transaction Fee Exemption

The transaction fee applies to all transactions that are not specifically exempted in Rule 60A-1.031(3), Florida Administrative Code. The table below explains the three levels to which a specific vendor or purchase can be exempt from the transaction fee:

Level Description

Vendor If a vendor is a non-profit or government entity, they are generally exempt from paying the transaction fee.

Contract An exemption that applies to all transactions (purchase orders or disbursements) conducted with a vendor for a specific contract within an agency.

Transaction Allows agencies to indicate that all or a portion of the transaction is exempt from the Transaction Fee.

Things to know:

• Agency customers must have the ‘Transaction Fee Exempt’ group to mark a transaction exempt from the fee

• Marking a requisition, contract or IR as transaction fee exempt, exempts all associated releases and/or invoices from the transaction fee

• If transaction fee(s) were assessed in error then the customer must:

– Step 1: Update the Transaction Fee Exemption checkbox on the order/contract

– Step 2: The Transaction Fee Dispute Liaison must complete the Dispute Form and submit it to MFMP

Transaction Fee Exemption

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mailto:[email protected]

Transaction Fee Exemption – Line Item

Name Description

3A PROCUREMENT UNDER SECTION 337.11 FLORIDA STATUTES

3B PROCUREMENT UNDER SECTION 287.55 FLORIDA STATUTES

3C PROCUREMENT UNDER CHAPTER 255 FLORIDA STATUTES

3D TRANSACTION WITH A NON-PROFIT ENTITY

3E TRANSACTION WITH ANOTHER GOVERNMENTAL AGENCY

3F TRANSACTION WITH REQUIRED SOLE PROVIDER OR PRICE PAID AND PAYEE ESTABLISHED BY FEDERAL OR PRIVATE GRANT

3G PAYMENT TO UNREGISTERED VENDOR UNDER RULE 60A-1.033(3)

3H PAYMENT TO VENDOR IN EXCHANGE FOR PROVIDING HEALTH CARE SERVICES AT OR BELOW MEDICAID RATES

3I DISBURSEMENT TO RECIPIENT OR SUB-RECIPIENT;PAYMENT TO SATISFY MAINTENANCE OF EFFORTS REQUIREMENT; OR PAYMENT TO MATCH FEDERAL AWARD

4ATRANSACTION IS CRITICAL TO THE AGENCY'S MISSION OR NECESSARY FOR PUBLIC HEALTH, SAFETY OR WELFARE

4BIMPOSITION OF FEE WOULD PREVENT THE CONSUMMATION OF THE TRANSACTION

5A EMERGENCY TRANSACTION PER RULE 60A-1.031(5)(a)

5B EMERGENCY TRANSACTION PER RULE 60A-1.031(5)(b)

• To apply the transaction fee exemption to a line item:

– Check the Transaction Fee Exempt? checkbox

– Select the applicable Transaction Fee Exemption Reason

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One of your vendor asks if they can opt out of paying the

transaction fee.What should you tell the vendor?

A: Yes, the transaction fee is optional.

B: No, the transaction fee applies to all transactions with state agencies unless exempted by Rule 60A-1.032 Florida Administrative Code.

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Agenda

• MFMP Overview




• Approval Flows

• Change Orders

• FLAIR Failures



• Vendor Searches

• Secure Reports

• Resources

Vendor Search

• The Vendor Information Portal (VIP) provides all public vendor information with the exception of their Tax ID

• Agency customers can search for vendors by logging into the VIP Public User account

– Username/Password: publicuser

https://vendor.myfloridamarketplace.com/

Advanced Search

• The Advanced Search allows customers to filter by :– Vendor Status: Whether the vendor’s account is active or not

– Solicitation Status: Vendor’s ability to participate in Sourcing events (e.g., eQuote)

– Woman Owned / FVBE: Vendors that are woman or veteran certified

– Accepted TOU (Terms of Use): Vendor completed their registration by accepting the MFMP terms of use

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Advanced Search (Cont.)

• MBE Code: Vendors with specific Minority Business Enterprise (MBE) codes

• Commodity Code: Vendors with specific commodity codes

– To select multiple codes, hold the control (Crtl) button and click on multiple values

• View the Searching for Vendors in VIP online training for more information

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http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/current_projects/myfloridamarketplace_commodity_code_standardization_project

http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_university/agency_customer_training_registration/mfmp_u_online_training


Which MFMP application allows agency customers to search for a

vendor’s information by Main Contact Name, Contact Email

Address or Username?

A: MFMP Buyer

B: Vendor Information Portal

C: Vendor Bid System

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Agenda

• MFMP Overview




• Approval Flows

• Change Orders

• FLAIR Failures



• Vendor Searches

• Secure Reports

• Resources

Things to know:

• MFMP Secure Reports are generated from various MFMP applications

• Reports are designed to provide customers with operational data that can assist them with their daily tasks in MFMP

• The reports are available in a .csv format

• Agency customers can access these secure reports at http://dms-purchasing-ftp.state.fl.us/xx00/

• For more information, view the Secure Reports Usage job aid

Secure Reports

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http://dms-purchasing-ftp.state.fl.us/xx00/


Commonly used Secure Reports:

• Advance Payment Not Paid: Provides a list of IRs with item(s) checked as Advanced Payment and have not been paid

• All Open Orders: Provides a list of all orders in ‘Ordering’, ‘Ordered’ and ‘Receiving’ status

• All Received Orders: Provides a list of all commodity POs partially and fully received in ‘Receiving’ and ‘Received’ status for an agency

• Req to PO Cycle Time: Provides requisition cycle time information

• Users and Groups: Provides a list of roles and groups for each user in MFMP

Secure Reports

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Agenda

• MFMP Overview




• Approval Flows

• Change Orders

• FLAIR Failures



• Vendor Searches

• Secure Reports

• Resources

Resources

• MyFloridaMarketPlace

• Requisitioning Learning Path

• Agency Customer Training Registration

• State Contracts and Agreements

• Buyer production environment

• Buyer training environment

– Username: Customer’s MFMP username

– Password: “train30”

• Vendor Information Portal

– Username and password: “publicuser”

http://www.myfloridamarketplace.com/

http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/mfmp_university/requisitions_purchase_orders

http://www.dms.myflorida.com/mfmp/agencycustomer/registration

http://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements

https://buyer.myfloridamarketplace.com/Buyer/Main/

https://trn-buyer.myfloridamarketplace.com/

https://vendor.myfloridamarketplace.com/

Contact the MyFloridaMarketPlace Customer Service Desk:

Phone: 866-352-3776

Email: [email protected]

Hours: Monday – Friday, 8:00 a.m. – 6:00 p.m.,

Eastern Time

Contact Information

mailto:[email protected]

Download - MFMP U Advanced Requisitioning - DMS

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