mfmp secure reports job aid - dms ... mfmp secure reports job aid primary use – purchasing...

Click here to load reader

Post on 18-Mar-2020

0 views

Category:

Documents

0 download

Embed Size (px)

TRANSCRIPT

  • MFMP Secure Reports Job Aid

    Secure Reports Usage Job Aid 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. Click the name of the desired report and you will see a brief description of the report, the primary use, date range, and run time.

    Password Request:

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

    List of available reports:

     Advance Payment Not Paid  Agency Compliance Monthly Report  Agency Master Agreement  All Cancelled Orders  All Open Orders  All Open Orders with Delay Purchase

    Until  Header Level Information All open

    Orders  All Orders  All Outstanding Encumbrances  All Received Orders  Bill to Information  Buyer User Group  DO Payment History Encumbrance Level  DO Payment History Header Level  FLAIR Voucher Report  Green and Recycled Spend  Invoice Date Comparison Biweekly  Invoice Date Comparison Monthly  Invoice Attachment Commodity Code

     Invoice Attachments by Commodity Code

     Invoicing and Receiving  IR Exception Report  IRs With Last Approver  POs Without IRs  PR Audit by Commodity Code  PRs in Composing Status  PRs in Submitted Status  Payments Completed in FLAIR  Punch-out Catalog Versus NonCatalog

    Orders  Ship to Information  Sourcing Users and Groups  Sourcing eQuote Event Activity  System Admin Password Updates  System Admin User Maintenance

    Changes  User Report  Users and Groups Report

    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:

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

  • MFMP Secure Reports Job Aid

    Requisition Requisition Status Requisition Ordered Date Order ID

    IR Number IR Status Requester FEIN

    Supplier Name User to notify of advanced payment

    Organizational Code Expansion Options

     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 CFO Receive Date Agency Compliance IR Amount

    Attachment Count

     Primary Use – Finance and Accounting

     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 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

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

     Run Time – Monthly on the first day of the month

    4. All Canceled Orders – This report is contained within the ‘All_Canceled_Orders_Current’ zip. This report

    show all orders canceled during the current fiscal year. The following data fields are contained within the

    report:

  • MFMP Secure Reports Job Aid

     Primary Use – Purchasing

     Date Range – Current Fiscal Year

     Run Time - Daily Monday thru Friday

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

    for an agency for the specified time period (Current, Historical, or Previous FY). This report lists all orders in

    Ordering, Ordered, and Receiving status. The following data fields are contained within this report:

    PUI Agency Requisition Requisition Title

    Requisition Status Last Modified Date Requisition Ordered Date

    Days from Order Date to Current Date

    Requester Preparer Purchase Order Encumbered

    Transaction Date Requisition Entity Requisition Agency P-Card

    Encumbrance Encumbrance # Category Category Year

    Object Code Org Code Opt Version General Ledger

    Other Cost Project ID Grant State Program

    CF Indicator Account Code Description Commodity Code

    FEIN Vender Method of Procurement

    Commodity Code Description

    CMBE Code Woman Owned PO Start Date PO End Date

    Line Item Green Indicator Recycled Indicator W9 Status

    PO Balance*

     Primary Use – Purchasing, Finance and Accounting

     Date Range – This report is restricted by fiscal year.

     Run Time

    o Current Fiscal Year* - Daily Monday through Friday

    o Previous Fiscal Year – Daily Monday through Friday

    o Historical – Weekly on Sunday

    6. 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 Contract 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

    Encumbrance Line # Org Code Object Code

    Expansion Opt Opt Version Category1 Category Year

    General Ledger Other Cost Project ID Grant1

    State Program Standard

    CF Indicator Account Code Green Indicator

    Recycled Line W9 Status FOB Code* FOB Description*

    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

  • MFMP Secure Reports Job Aid

    Buyer Code* Buyer Code Description*

     Primary Use – Purchasing

     Date Range – This report is restricted by fiscal year.

     Run Time

    o Current Fiscal Year* - Monthly on the first day of the month

    o Previous Fiscal Year – Monthly on the first day of the month

    7. 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, Submitted, and Approved status that have a Delay

    Purchase Until field value that has a future date. The following data fields are contained within this report:

    PUI Agency Requisition Requisition Title

    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