Download - MyFloridaMarketPlace Reports DMS Website

MyFloridaMarketPlace Reports – DMS Website

There are several MyFloridaMarketPlace reports generated and posted to the Department of Management Services (DMS) Web site (http://dms-purchasing-ftp.state.fl.us/xx00/) for use by agencies. A username and password are required to access these reports. The reports are posted as zipped documents and require the use of WinZip (or comparable zip utility software) to view the data. These reports may be used to assist in the maintenance of user accounts, shipping and billing addresses, tracking orders, and reconciling invoices. The data contained within these reports are updated at varying frequencies and posted to the FTP site by 8:00 am EST. Below are the available reports with a brief description.

Password Request:

To gain access to your agencies folder, customers need to speak with their Agency System Administrators.

1. Advance Payment Not Paid - This report is contained within the ‘Advance_Payment_Not_Paid’ zip and provides Invoice Reconciliations (IRs) that have an item checked as Advance Payment and have not been paid (Status of IR is not Paid). This report is used to ensure Advance Payments are paid in advance. The following data fields are contained within this report:

Requisition Requisition Status Requisition Ordered Date Order ID

IR Number IR Status Requester FEIN

Supplier Name

Primary Use – Finance and Accounting

Date Range - This report is restricted to the last 18 months

Run Time – Weekly on Sunday

2. Agency Compliance Monthly Report - This report is contained within the ‘Agency_Compliance_Monthly’ zip. This report shows the agencies the number of days each of their transactions is processed in MyFloridaMarketPlace. The Transaction Date and FLAIR Pre-validation date are used to determine the number of days it takes for a transaction to reach the Pre-validation step. The following data fields are contained within the report:

Account Code Object Code Organization Code Voucher #

State Wide Document Number (STWD#)

Entity Site Code PUI

FEIN Supplier Name IR Name IR Status

Transaction Date FLAIR Pre-validation Success Date Agency Compliance IR Amount


Date Range - This report lists invoice reconciliations which meet the criteria for the previous month.

Run Time – Monthly on the first day of the month

3. Agency Compliance Report by Quarter - This report is contained within the ‘Agency_Compliance_Qtr#’ zip. This

report shows agencies the number of days each of their transactions takes to process in MyFloridaMarketPlace. The

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

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Transaction Date and FLAIR Pre-validation date are used to determine the number of days it takes for a transaction

to reach the Pre-validation step. This file contains three tabs; Agency Compliance Report; a Pivot Table, and the

overall Stats. The following data fields are contained within the report:


Date Range – This report lists invoice that were generated from the previous quarter

Run Time – Quarterly Mid-month the first month in the following quarter

4. All Canceled Orders – This report is contained within the ‘All_Canceled’ zip. This report show all orders canceled

during the current fiscal year. The following data fields are contained within the report:

PUI Requisition Order ID Requisition Title

Requisition Ordered Date Deleted Line Item Number PO Start Date PO End Date

Requester CLEF # Canceled Date Deleted Line Amount

Vendor FEIN Vendor Name Commodity Code Commodity Code Description

Method of Procurement

Primary Use – Purchasing

Date Range – Current Fiscal Year

Run Time - Daily Monday thru Friday

5. All IR’s, Invoice Reconciliation Report – This report is contained within the ‘All_IRs’ zip and lists all invoice

reconciliations (IRs) with line item detail which are in Reconciling, Approving, Paid and Rejected status. This report

does not reflect IR’s in Approved status. The following data fields are contained within this report:

PUI IR Create Date IR Submit Date IR Last Modified

Invoice # IR # IR Sequence # IR Status

Transaction Date Amount Purchase Requisition # DO/MA #

Encumbrance # Encumbrance Line # Supplier Name Supplier FEIN

Requisitioner/On Behalf Of

Requisitioner’s Supervisor

Budget Entity Org Code

Expansion Option Object Code Category Category year

Grant Contract # OCA Code OCA

Project Code Project Number Account Code Last/Current Approver

ERP Message Grouping Character


Date Range – Current Year, Previous Fiscal Year, or Historical (3 different reports)

Run Time

o Current Fiscal Year – Weekly on Sunday

o Previous Fiscal Year – Quarterly on the first Saturday of each quarter

o Historical – Quarterly, Yearly on July 4th

6. All IR’s Header Level, Invoice Reconciliation Report – This report is contained within the ‘All_IRs HL’ zip. It lists all of

the data and data fields as the All IR’s report listed above with the exception that this report provides information at

the Header Level instead of the line level. The Primary Use, Date Range, and Run Time mirror the All IR’s report.

7. All Open Orders Report – This report is contained within the ‘All_Open_Orders’ zip and lists all open orders for an

agency. This report lists all orders in Ordering, Ordered, and Receiving status. The following data fields are

contained within this report:

Account Code Object Code Entity Site Code

PUI FEIN Supplier Name IR Name

IR Status Transaction Date FLAIR Pre-validation Success Date Agency Compliance

IR Amount

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PUI Agency Requisition Requisition Title

Requisition Status Last Modified Date Requisition Ordered Date Days from Ordered Date to

Current Date

Requester Preparer Purchase Order Encumbered

Transaction Date Requisition Entity Requisition Agency P-Card

Encumbrance # Encumbrance Line # LI Amount Category

Category Year Object Code Org Code Expansion Option

Opt Version General Ledger Other Cost Accumulator Project ID

Grant State Program

Standard CF Indicator Account Code

Description Commodity Code FEIN Vendor

Method of Procurement

Primary Use – Purchasing and Finance and Accounting

Date Range – Current Year, Previous Fiscal Year, or Historical (3 different reports)

Run Time

o Current Fiscal Year – Daily, Monday thru Friday

o Previous Fiscal Year – Weekly on Sunday

o Historical – Monthly the first day of the month

8. All Open Orders with Delay Purchase Until - This report is contained within the

‘All_Open_Orders_with_DelayPurchaseUntil’ zip and lists all open orders that have a Delay Purchase Until for an

agency. This report lists all orders in Composing and Submitted status that have a Delay Purchase Until field value in

the past 18 months based on the Requisition Create Date. The following data fields are contained within this report:


Requisition Status Requisition Ordered

Date Days from Order Date to

Current Date Requester

Preparer Purchase order Encumbered Transaction Date

Requisition Entity Requisition Agency P-Card Encumbrance Number

Encumbrance Line # Line (LI) Amount Category Category Year

Object Code Org Code Expansion Option Option Version

General Ledger Other Cost

Accumulator Project ID Grant

State Program Standard

CF Indicator Account Code Description

Commodity Code FEIN Vendor Method of Procurement

Commodity Code Description

CMBE Code Woman Owned/SDVBE

Status Delay Purchase Until

Primary Use – Budget, Purchasing, Finance and Accounting

Date Range – This report will list Requisitions that have a Delay Purchase Until date within the last 18

months

Run Time – Twice a week on Tuesdays and Thursdays

9. Header Level Information All Open Orders Report – This report is contained within the ‘HL_All_Open_Orders’ zip

and lists all open orders for an agency using header level information. This report lists all orders in Ordering,

Ordered, and Receiving status but does not list the line level details for the orders. The following data fields are



Requisition Status Requisition Ordered Date Requester Preparer

Purchase Order Encumbered Transaction Date Requisition Entity

Requisition Agency P-Card

Primary Use – Purchasing, Finance and Accounting

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Date Range – This report is not restricted by any specified date range.

Run Time – Weekly on Sundays

10. All Orders - This report is contained within the ‘All_Orders’ zip and lists all orders for an agency for the specified

time period. This report lists all open orders in Ordering, Ordered, Received and Receiving status. The following

data fields are contained within this report:

PUI Purchase Requisition # Order Number MA Number

Order ID Requisition Title Ordered Date PO Start Date

PO End Date Requester Preparer P-Card

MFMP/FLAIR Encumbrance #

Line (LI) Amount Commodity Code Commodity Description

Vendor FEIN Vendor Name Method of Procurement CMBE Code

Woman Owned/SDVBE

Status


Date Range – This report is not restricted to Fiscal Year, Current and Previous

Run Time

o Current Fiscal Year – Weekly on Sundays

o Previous Fiscal Year – Weekly on Sundays

11. All Outstanding Encumbrances Report – This report is contained within the ‘All_Outstanding_Encumbrances’ zip

and provides all orders for an agency. This report pulls the current version of requisitions with an Ordered Date

from July 1st, 2007, to the current day. This report will assist Finance & Accounting to reconcile MFMP outstanding

encumbrances to FLAIR. The following data fields are contained within this report:

Agency PUI Requisition Requisition Status

Order ID Requisition Ordered Date Encumbered Encumbrance #

Encumbrance Line # Line Item Amount Current FLAIR Amount Org Code

Expansion Option Object Code Category Other Cost Accumulator

(OCA)

FEIN Vendor Account Code


Date Range – This report is restricted to the designated fiscal year (3 reports)

Run Time

o Current Fiscal Year - Daily Monday through Friday

o Previous Fiscal Year – Daily Monday through Friday

o Historical Monthly on the 28th of the month

12. All Received Orders Report - This report is contained within the ‘All_Received_Orders‘ zip and provides a list of all

commodity purchase orders partially and fully received (PR status ‘Receiving’ and ‘Received’) for an agency. The

following data fields are contained within this report:


Requisition Status Last Modified Date Requisition Ordered Date Requester

Preparer Purchase Order Encumbered Transaction Date

Requisition Entity Requisition Agency P-Card Encumbrance #

Encumbrance Line # LI Amount Category Category Year

Object Code Org Code Expansion Option Opt Version

General Ledger Other Cost Accumulator Project ID Grant

State Program Standard CF Indicator Account Code Description

Commodity Code FEIN Vendor Method of Procurement

Item Receipt Date Commodity Code CMBE Code Woman Owned/SDVBE

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Description Status

PO Start Date PO End Date Line Item Description Green Indicator

Recycled Indicator


Date Range - This report is not restricted by any specified date range.

Run Time

o Current Fiscal Year - Daily Monday through Friday

o Previous Fiscal Year – Daily Weekdays on Saturday

o Historical Quarterly the 5th of the month following the quarter

13. Buyer User Group Report - This report is contained within the ‘Buyer_User_Group_Report’ zip and lists users with

an account within the application. This report lists what Group(s) the user is associated with and is utilized in the

Maintenance of user accounts. The following data fields are contained within this report:

User Login Token PUI Group

Primary Use – System Administrator



14. Commodity Codes Special Approvals – This report is contained within the ‘Commodity_Codes_Special_Approvals’

zip and lists all commodity codes that require a special approver. The following data fields are contained within this

report:

PUI Commodity Code Commodity Code Description Dollar Threshold

Role Name

Primary Use – Purchasing, Security Administrator


Run Time – Yearly on July 5th

15. Bill To Information Report - This report is contained within the ‘Bill_To_Info’ zip and lists all billing addresses

added for a respective agency. This report lists both active and inactive billing addresses. The following data fields

are contained within this report:

PUI Address ID Address Name State Address ID

Address City State Postal Code

Active Flag



Run Time – Monthly the first day of the month

16. Ship To Information - This report is contained within the ‘Ship_To_Info’ zip and lists all shipping addresses added for

a respective agency. This report lists both active and inactive shipping addresses. The following data fields are


PUI Address ID Address Name State Address ID

Address City State Postal Code

Active Flag




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17. IR Exception Report – This report is contained within the ‘IR_Exception_Report’ zip and lists unpaid Invoice

Reconciliations (IR) and the exception (both header and line) for each IR. This report lists IRs in Approved,

Approving, and Reconciling status. This report excludes IRs which list FLAIR Integration as the active approver. This

report excludes the Line Item Exception, 'Accounting Verification Exception,' since this is normally on all Line Item

Exceptions and would cause the report to be very large. This report would be applicable for overall queue

management. The following data fields are contained within this report:

IR Number Invoice Number IR Status Header Exception

Line Number Line Level Exception Last/Current Approver Transaction Date

PUI Agency



Run Time – Daily Monday through Friday

18. DO Payment History Encumbrance Level – This report is contained within the ‘DO_Payment_History_EncL’ zip. This

report lists Purchase Orders (PO) in Ordering, Ordered, Received, and Receiving status and has a current PO balance

greater than $0.00. This report is used by to manage the encumbrance balances in FLAIR as compared to

MyFloridaMarketPlace (MFMP). The report will list line level information that will assist in reconciling all FLAIR

encumbrances’ balances to MFMP PO (encumbrance) balances. The following data fields are contained within this

report:

PUI Agency Requisition# Requisition Title

Order Number Order Status FEIN Vendor Name

Preparer Requester/On Behalf Of Order Line # Encumbrance #

Encumbrance Line # Original Enc. Line

Amount Amount Invoiced

Current Encumbrance Line Amount

Org Code Expansion Option Opt Version Object Code

Category Category Yr General Ledger Other Cost

Project ID Grant Description State Program

Standard CF Indicator

Account Code


Date Range – This report is restricted to orders within 24 months of the Order Date


19. DO Payment History Header Level – This report is contained within the ‘DO_Payment_History_HL’ zip. This report

lists Purchase Orders (PO) in Ordering, Ordered, Received, and Receiving status and has a current PO balance greater

than $0.00. This report is used to manage the encumbrance balances in FLAIR as compared to

MyFloridaMarketPlace (MFMP). The report will list header level information that will assist in reconciling all FLAIR

encumbrances’ balances to MFMP PO (encumbrance) balances. The following data fields are contained within this

report:

PUI Agency Requisition# Requisition Title

Order ID Status Date Ordered FEIN

Vendor Name Preparer Requester/On Behalf Of Original Order Amount

PO Balance


Date Range – This report is restricted to orders within 24 months of the Order Date


20. FLAIR Voucher Summary Report – This report is contained in the ‘FLAIR_Voucher_Summary’ zip and provides all

MFMP transactions at the Line Items Level that were successfully approved by Departmental FLAIR the previous day.

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This report also includes the SWDN and can be used daily to assemble MFMP invoice vouchers received from FLAIR.

A voucher is a FLAIR document that groups invoices with the same budget information. Vouchers can also group

invoices from the same vendor. Only the total amount due to the vendor, the vendor name, voucher # and 21 digit

account code is displayed on the voucher. Vouchers for MFMP invoices are generated after the disbursement

transaction successfully passes Departmental FLAIR; this can take several days for audited invoices as the voucher is

not generated until after Department of Financial Services’ (DFS) approval. The following data fields are contained

on this report:

PUI IR# Account Code SWDN

Vendor ID (FEIN) Vendor Name Total IR Amount Line#

Transaction Line Amount FLAIR Invoice # Invoice # OLO

Site Code GAAFR Fund GAAFR Fund Description State Fund

State Fund Description Find ID Fund ID Description Budget Entity

Budget Entity Description Internal Budget Indicator Internal Budget Indicator

Description Category

Category Year Certified Forward Revolving Fund Grouping Indicator

Transaction Type Transaction Date Org Code Expansion Option

Expansion Option Version

Object Code Contract Number Sub Vendor

Secondary Document Number

Batch Property Indicator Grant Number


Date Range – This report lists vouchers approved the current day

Run Time – Daily Tuesday through Saturday

21. Green and Recycled Spend – This report is contained within the ‘Green_and_Recycled Spend’ zip and lists the latest

version of requisitions in Ordering, Ordered, Received, and Receiving status for requisitions that have a line item

marked as green or recycled. The following data fields are contained within this report:

Agency PUI Vendor Name Vendor FEIN

Requisition # Master Agreement # Ordered ID Order Date

Green Indicator Green Line Item # Green Line Item Amount Recycled Indicator

Recycled Line Item #

Recycle Line Item Amount


Date Range – This report runs for the previous time frame until June 30th then starts again for the next

Fiscal Year

Run Time - Quarterly report on the 4th day of January, April and October and the 4th quarter runs on June

30th

22. Invoice Date Comparison Biweekly – This report is contained within the ‘INEF_Date_Comparison_Biweekly’ zip and

lists Invoice eForms in submitted or approved status with a submit date within the last 14 days. Need to change to

pull on the Submit date within the last 14 days. The following data fields are contained within this report:

Invoice eForm # Invoice Number INCEF Status FEIN

Supplier Name DO # MA # Invoice Total

Invoice Date Invoice Received

Date Submit Date

Goods & Services Start Date

Goods & Services End Date

INEF Submitter # Days Between INEF Submit Date & Invoice Received Date

Primary Use – Accounting

Date Range last 14 days

Run Time - Bi-Monthly on every other Sunday

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23. Invoice eForm Date Comparison Monthly -This report is contained within the ‘INEF_Date_Comparison_Monthly’ zip

and pulls Invoice eForms that were submitted the previous month. The following fields are contained within this

report:

Invoice eForm # Invoice Number INCEF Status FEIN

Supplier Name DO # MA # Invoice Total

Invoice Date Invoice Received

Date Submit Date

Goods & Services Start Date

Goods & Services End Date

INEF Submitter # Days Between INEF Submit Date & Invoice Received Date

Primary Use – Accounting

Date range – Current Fiscal Year

Run Time – Monthly on the 1st of the month at 12 am for the previous month

24. IRs With Last Approver - This report is contained within the ‘IRs_With_Last_Approv’ zip and lists the invoice

reconciliation (IR) requests in Reconciling and Approving status. This report will list IRs generated from the Ariba

Supplier Network (ASN) (Purchasing Unit Indicator (PUI): 9999) and IRs that failed Central FLAIR. The IRs that failed

Central FLAIR will list the approving invoice manager by name and will remain in Approving status until resolved.

This report will continue to exclude IRs which list FLAIR Integration as the active approver and does not list IRs in

Paid status. The user whose queue the IR is currently active will also be listed. The report will also list IRs routed to

the Invoice Administrator queue. If the Invoice Administrator is the active approver, all accounting errors must be

corrected by the agency. Once updated, the IR will be rejected by the Invoice Administrator upon written

notification. The following data fields are contained within this report:

IR IR Status IR Amount IR Create Date

Number of Days since IR was Created

IR Submit Date Number of Days since IR was

Submitted Last Modified Date

Number of Days since IR was Last Modified

Last/Current Approver PUI Agency

Requester PUI Transaction Date Certified Forward Indicator Reason Code

Reason Description




25. Spend Details Report - This report is contained within the ‘Int_Spend_Details’ zip. This report shows the Purchase

Order (PO) spend for the agency for the current fiscal year. This report lists orders in Ordered, Received, and

Receiving status. This report is detailed data to assist with Agency Scorecard. The following data fields are

contained within the report:

PO Number Order ID PO Line Number Agency Name

PUI Ordered Date Commodity Name Supplier Name

MA # Contract ID Part Name Method of Procurement

User Name Quantity Unit Price Amount

Primary Use – Purchasing, Finance and Accounting

Date Range - This report lists purchase orders which meet the criteria for the current fiscal year.

Run Time – Monthly on the 1st day of the month

26. Invoice Attachments by Commodity Code – This report is contained within the ‘Invoice_Attachments_by_CCode’ zip

and lists invoice reconciliations with an attachment linked to the invoice reconciliation for pre-defined commodity

codes in the following statuses: Approved, Approving, Paid, Paying, Reconciling and Rejected. This report will lists

ASN invoice reconciliations which met the report requirements. The commodity codes listed were thought to be the

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most likely to contain confidential data/information as they include: clinics, doctors, detention transportation,

drugs, misc., guard, law enforcement and security, hospitals, language interpretation, notaries, training, and

uniforms. The following commodity codes were selected for this report:

200940 277580 345480 477540 905950 906950 907950

908160 908170 908180 908260 908410 908420 908490

908540 908640 908660 908680 908700 908800 908870

908950 911080 911400 911357 912007 912180 912200

913080 913100 913131 913200 913240 913285 913315

913390 913392 913393 913400 913435 913475 914025

914037 914040 914230 914260 915220 915290 915291

916180 916380 916430 916496 916570 917217 918060

918100 918115 918125 918130 918140 918150 918155

918157 918160 918165 918170 918175 918180 918190

924350 972615 974010 974020 974030 974040 974050

974060 974070 974080 974090 974150 974160 974170

974180 974190 974200 974210 974220 974230 974240

974250 974260 974270 974280 974290 974300 974310

974320 974330 974340 974350 974360 974370 974380

974390 974400 974410 974450 974460 974470 974480

974500 974520 974550 974560 974600 974610 974650

974700 974750 974760 974770 974780 974790 974900

974910 974920 974930 974940 974950 973290 973890

973840 973890 973900 991380 991500 991815 993030

The following data fields are contained within the report:

Preparer PUI Agency IR# IR Status

Order# MA# Commodity Code Commodity Code Description/Title

Supplier FEIN Supplier Name Object Code IR Create Date

Primary Use – Security Administrator

Date Range – This report will list IRs where the IR Create Date is in the previous month only


27. Invoice eForm Attachments by Commodity Code - This report is contained within the

‘Invoice_Eform_Attachments_by_CCode’ zip and lists invoice reconciliations with an attachment linked to the

Invoice eForm for pre-defined commodity codes in the following statuses: Approved, Approving, Paid, Paying,

Reconciling and Rejected. This report does NOT list ASN invoice reconciliations which met the report requirements.

The commodity codes listed were thought to be the most likely to contain confidential data/information as they

include: clinics, doctors, detention transportation, drugs, misc., guard, law enforcement and security, hospitals,

language interpretation, notaries, training, and uniforms. The following commodity codes have been selected for

this report:

200940 277580 345480 477540 905950 906950 907950

908160 908170 908180 908260 908410 908420 908490

908540 908640 908660 908680 908700 908800 908870

908950 911080 911400 911357 912007 912180 912200

913080 913100 913131 913200 913240 913285 913315

913390 913392 913393 913400 913435 913475 914025

914037 914040 914230 914260 915220 915290 915291

916180 916380 916430 916496 916570 917217 918060

918100 918115 918125 918130 918140 918150 918155

918157 918160 918165 918170 918175 918180 918190

924350 972615 974010 974020 974030 974040 974050

974060 974070 974080 974090 974150 974160 974170

974180 974190 974200 974210 974220 974230 974240

974250 974260 974270 974280 974290 974300 974310

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974320 974330 974340 974350 974360 974370 974380

974390 974400 974410 974450 974460 974470 974480

974500 974520 974550 974560 974600 974610 974650

974700 974750 974760 974770 974780 974790 974900

974910 974920 974930 974940 974950 973290 973890

973840 973890 973900 991380 991500 991815 993030


Preparer PUI Agency IR# IR Status

Order# MA# Commodity Code Commodity Code Description/Title

Supplier FEIN Supplier Name Object Code IR Create Date

Primary Use – Security Administrator

Date Range – This report lists IRs that have attachments and where the IR Create Date is in the previous

month only


28. Agency Master Agreement - This report is contained within the ‘MasterAgreements’ zip and lists all master

agreements created by an agency. This report is used to assist with the maintenance and tracking of contracts

(a.k.a. master agreements) entered into MyFloridaMarketPlace for their respective agency. The following data fields

are contained within the report:

PUI Agency MA ID MA Title

MA Status Available Amount Minimum Commitment Maximum Commitment

Historical Amount Spent MA Contact MA Contact Email MA Contact Active?

Effective Date Expiration Date Last Modified Date MA Open Date

MA Closed Date Term/Agreement

Type FEIN Supplier

Supplier Status Method of

Procurement Form of Contract Contract ID

Contract Type Release Required?

Primary Use – Contract Administrators



29. POs Without IRs - This report is contained within the ‘POs_without_IRs’ zip and lists all purchase orders partially

received and not invoiced (Purchasing Request (PR) status 'Receiving'), purchase orders partially received and fully

received (PR status 'Received'), and service purchase orders with no associated invoice reconciliation (PR status

'Ordered'). The following data fields are contained within this report:

PUI PUI Description Order ID Ordered Date

Days from Ordered Date to Current Date

Supplier Name Supplier Legacy ID PO Status

Requester Name Encumbrance Number Item Receipt Date Days from Item Receipt Date

to Current Date


Date Range – This report will only list purchase orders generated in the last 18 months


30. PR Audit by Commodity Code – This report contained within the ‘PR_Audit_by_Commodity_Code’ zip and provides

a listing of requisitions which contain pre-defined selected commodity codes in the following statuses: Composing,

Submitted, Approved, Denied, Ordering, Ordered, Receiving, Received, Canceling, and Canceled. The commodity

codes listed were thought to be the most likely to contain confidential data/information as they include: clinics,

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doctors, detention transportation, drugs, misc., guard, law enforcement and security, hospitals, language

interpretation, notaries, training, and uniforms. The following commodity codes have been selected for this report:

200940 277580 345480 477540 905950 906950 907950

908160 908170 908180 908260 908410 908420 908490

908540 908640 908660 908680 908700 908800 908870

908950 911080 911400 911357 912007 912180 912200

913080 913100 913131 913200 913240 913285 913315

913390 913392 913393 913400 913435 913475 914025

914037 914040 914230 914260 915220 915290 915291

916180 916380 916430 916496 916570 917217 918060

918100 918115 918125 918130 918140 918150 918155

918157 918160 918165 918170 918175 918180 918190

924350 972615 974010 974020 974030 974040 974050

974060 974070 974080 974090 974150 974160 974170

974180 974190 974200 974210 974220 974230 974240

974250 974260 974270 974280 974290 974300 974310

974320 974330 974340 974350 974360 974370 974380

974390 974400 974410 974450 974460 974470 974480

974500 974520 974550 974560 974600 974610 974650

974700 974750 974760 974770 974780 974790 974900

974910 974920 974930 974940 974950 973290 973890

973840 973890 973900 991380 991500 991815 993030

The following data fields are contained within this report:

Preparer PUI Agency PR# PR Status

DO Number/MA Number Commodity Code Commodity Code Description/Title Supplier FEIN

Supplier Name Object Code PR Create Date

Primary Use – Purchasing, Security Administrator

Date Range – This report will list PRs where the PR Create Date is in the previous month only


31. PRs in Submitted Status – This report is contained within the ‘PRs_in_Submitted_Status’ zip and lists all orders in

Submitted status for an agency. This report pulls Requisitions with a current status of Submitted. The following data

fields are contained within this report:


Requisition Status Requisition Submit Date Requester Preparer

Line Item Description (first 50 characters)

Requisition Entity Requisition Agency PCard

Line Item Amount Category Category Year Object Code

Org Code Expansion Option Opt Version General Ledger

Other Cost (OCA) Project ID Grant StProgramStandard

CF Indicator Account Code Commodity Code FEIN

Vendor Method of Procurement # of Days Since PR

Was Submitted Last Modified Date

# of Days Since PR was Last Modified

Last/Current Approver

Primary Use – Purchasing, Budget

Date Range – This report is limited to the current FY

Run Time – Daily Sunday through Saturday

32. Paid IR’s Not Paid – This report is contained within the ‘Paid_IRs_Not_Paid’ zip. This report lists IR’s in “Paid” status,

where the “IR Paid in FLAIR” is NOT checked, and no warrant number is listed. The following data fields are


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PUI IR Number Invoice Number IR Amount

Payment Amount DO Number MA Number Encumbrance #

Encumbrance Line # Vendor Name Requester PUI (ASN=9999) FEIN

Transaction Date IR Create Date Last Modified Date




33. Purchase Orders by Org Code and Budget Entity – This report is contained within the

‘POs_by_OrgCode_and_BudgetEntity’zip. This report lists Purchase Orders (PO) in Ordered, Received, and Receiving

status by Budget Entity and Organization Codes. Report lists Purchase Orders that have an Ordered Date within the

past 7 days. The following data fields are contained within this report:

Budget Entity Budget Description Organization Code Organization Description

Ordered Date Requisition (PR) Number DO Number Order ID

Master Agreement (MA) Number

Primary Use – Purchasing and Budget

Date Range – This report pulls Purchase Orders that have an Ordered Date within the past 7 days.


34. Payments Completed in FLAIR – This report is contained within the Payments_Completed_in_FLAIR’ zip and lists all

invoice reconciliation with the option ‘Payment Completed in FLAIR’ selected for an agency. This report is primarily

used by Finance & Accounting personnel to verify these requests have the corresponding warrant information

recorded for the payment. If the warrant information is not listed, the Payment Update eForm must be completed

for the request. The following data fields are contained within the report:

PUI IR Number IR Status FEIN

Supplier Name Date Marked Payment Completed in FLAIR Payment Number Warrant Number

Warrant Issue Date Order Number Ordered Date


Date Range – This report lists IRs marked as paid in FLAIR from July 1, 2006, to present date.


35. Punch-out Catalog versus NonCatalog Orders – This report is contained within the

‘Punchout_Catalog_NonCatalog_Orders’ zip and lists all of the punch-out catalogs that are available and the

purchases made to them by an agency that are Catalog and Non Catalog for:

Dell Marketing Hewlett Packard VF Imageware Lenovo

Grainger Fisher Scientific Office Depot


Agency PUI PR Number Create Date

DO Number Order ID Order Date PR Status

Encumbered (0=No; 1=Yes) P-Card (0=No; 1=Yes) Supplier FEIN Supplier Name

Type: Punchout/Catalog/NonCatalog Line Item Description Supplier Part # Line Item Amount

Commodity Code # and Description


Date Range – This report is restricted to the data listed above and the run time parameters noted below.

Run Time:

o Current Fiscal Year – Monthly on the first

o Previous Fiscal Year – Quarterly on the first day of the quarter

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36. Requisition to Purchase Order Cycle Time Details Report – This report is contained within the

‘SC_Req_to_PO_Cycle_Time_Details_Monthly’zip. This report shows the elapsed time (in days) between a

requisition being initially submitted and finally approved and issued as a purchase order to the vendor. The report

takes in account the initial versions of orders only. Change orders are excluded. The following data fields are

contained within the report:

Agency PUI Requisition Number Requisition Status

Requester Attachment Count Requisition Ordered

Date Requisition Submit Date

Delay Purchase Until Date Days

Primary Use - Purchasing

Date Range - This report lists Requisitions that have an Ordered Date in the previous month

Run Time – Monthly the second day of the month at 10:00 PM

37. Sourcing_Users_and_Groups – This report within the ‘Sourcing_Users_and_Groups’ zip, lists users within the

application. The report provides the following information regarding the Sourcing application:

PUI Organization User ID Name

Email Address Group Last Login Date

Primary Use – System Administrators


Run Time – Monthly on First Monday

38. Sourcing_eQuote_Event_Activity - This report within the ‘Sourcing_eQuote_Event_Activity’ zip, lists users within

the application and places a time stamp on their activity. This report will provide details on the eQuote event status

and the following information regarding the Sourcing application:



Run Time – Weekly on Monday

39. User Report - This report is contained within the ‘User_Report’ zip and lists users with an account within the

system. This report is used to assist with the maintenance of user accounts for their respective agency. The

columns with the keyword ‘status’ represent two values: 0 and 1. If a ‘1’ is listed, the value is active. If the column

lists a ‘0,’ the value is inactive. For example, if the Supervisor Status column lists ‘0’, the listed supervisor user

account within MyFloridaMarketPlace was deleted by the agency’s system administrator. All users which list this

user as their supervisor should be updated and an active supervisor should be assigned to these users. The

following data fields are contained within this report:

User Name PUI PUI Status Login Token

Email Address Org Level Mgmt Level Org Code

Org Status Supervisor Name Supervisor Status Ship To

Ship To Status Bill To Bill To Status Site Code

Site Status Role Bill To Address Bill To City

Project ID Project Name Project Owner Department

PUI Event ID Event Name Event Create Date

Event Status Create to Publish Time eQuote Cycle Time Number of Vendors Who

Have Joined

Number of Responses Received

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Bill To State Bill To Zip Ship To Address Ship To City

Ship To State Ship To Zip




40. Users and Groups Report - This report is contained within the ‘Users_and_Groups_Report’ zip and lists users with an

account within the system. The report lists what Roles and Groups the users have. This report is used to assist with

the maintenance of user accounts for their respective agency. The columns with the keyword ‘status’ represent two

values: 0 and 1. If a ‘1’ is listed, the value is active. If the column lists a ‘0’, the value is inactive. For example, if the

Supervisor Status column lists ‘0,’ the listed supervisor user account within MyFloridaMarketPlace was deleted by

the agency’s system administrator. All users which list this user as their supervisor should be updated and an active

supervisor should be assigned to these users. The following data fields are contained within this report:

User PUI PUI Status Login Token

Email Address Org Level Mgmt Level Org Code

Org Status Supervisor Name Supervisor Status Ship To

Ship To Status Bill To Bill To Status Site Code

Site Status Role Group Bill To Address

Bill To City Bill To State Bill To Zip Ship To Address

Ship To City Ship to State Ship To Zip




41. Vendor Spend Report – This report is contained within the ‘Vendor_Spend_Report’ zip and lists the latest version of

the Purchase Order where status is Ordered, Ordering, Received, or Receiving and the order date is within the past

12 months. The following fields are contained on this report:

Vendor Name FEIN Contact Contact Email Address

Contact Phone # Minority Business

Enterprise Woman Owned/SDVBE

Status DO/Ma#

Org Code Line Amount Total DO/MA Amount Commodity Code

Ordered Date Line Item Description Contract Manager Street Address

City State Zip

Primary Use - Purchasing

Data range – Last 12 months


Appendix A

How to Import a Text file into Microsoft Access

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When the Text File Exceeds the 65,536 Row Limitation Steps on how to import a Text file into Microsoft Access include:

A. Open an existing Microsoft Access Database File or create a new one.

B. Once you are in the Microsoft Access Database File do the following steps to import a Text file.

i. On the top menu bar go to File

ii. In the drop down list under File select Get External Data.

iii. Select Import.

iv. In the Import (or Link) dialog box, in the Files of type box, select Text Files (*.txt; *.csv; *.tab; *asc).

v. Click the arrow to the right of the Look in box, select the drive and folder where the file is located, and then double-click its icon.

vi. Follow the directions in the Import Text Wizard dialog boxes. Click Advanced to create or use an import/export specification (import/export specification: A specification that stores the information Access needs to import or export a fixed-width or delimited text file).

C. Do the following Import Text Wizard steps:

a. Choose Delimited and click Next (MyFloridaMarketPlace reports are delimited by a comma)

b. Choose Comma as the delimiter.

c. Select First Row Contains Field Names so it has a check mark.

d. For the Text Qualifier choose the double quote (“).

e. Click Next.

f. On the next window where it displays the Field Options go ahead and click Next to keep the default values.

g. Choose No primary key since we do not need to set a primary key.

h. Click Next.

i. Enter the table name you want to import into or enter a new table name.

j. Click Finish.

Download - MyFloridaMarketPlace Reports DMS Website

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