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  • MyFloridaMarketPlaceAdvanced Requisitioning

  • Learning Objectives

    Key Learning Objectives:

    Prerequisites for this training are that you have take Requisitioning 101 and have submitted or approved at least five requisitions in MFMP.

    After todays training, you should understand:

    The entire procure-to-pay process in MFMP

    Standard MFMP approval flows

    State Term Contracts and Catalogs and how the are connected

    Integrated eQuotes

    System Searches in MFMP Buyer

    How to search for Vendors and other related Vendor Topics

    Errors you may see in the system

  • Agenda

    MFMP Procure to Pay Process

    Catalogs vs Non Catalogs

    Requisition Fields

    Integrated eQuotes

    Change Orders and Rejections

    Vendor Information

    System Searches

    Scenarios

    Resources

  • A need for a purchase is Identified

    Is the item(s)

    on a contract?

    Requester initiates

    requisition

    No

    YesPurchasing and management

    review requisition

    Requisition

    approved

    No

    Yes

    PO is electronically sent to the Vendor

    Vendor delivers goods or provides services

    Goods

    Service

    Create /award a formal solicitation or

    eQuote

    Requester/Clerk/ Finance &

    Accounting Staff creates invoice in

    MFMP

    MFMP routes Invoice Reconciliation (IR) to the Requester/ On Behalf Of (OBO) for

    approval of receipt of service

    Physically receive product

    Requester approves IR (Reconciles

    invoice to services provided)

    Requester/On Behalf Of (OBO) or Central Receiver completes MFMP receipt

    MFMP routes the IR to the Exception

    Handler

    MFMP routes the IR to the Invoice Manager

    Service Provided by Vendor

    MFMP Routes IR to DFS if audited and to

    FLAIR for payment

    Warrant created/Payment sent to vendor and recorded in

    MFMP

    Procure to Pay Process

  • Agenda

    MFMP Procure to Pay Process

    Catalogs vs Non Catalogs

    Requisition Fields

    Integrated eQuotes

    Change Orders and Rejections

    Vendor Information

    System Searches

    Scenarios

    Resources

  • Catalogs

    With the MFMP Utilization initiative supported by the Governors office, MFMP monitors the use of catalogs

    Line Item Catalogs are maintained by MFMP whereas the Punchout catalogs are maintained by the vendor.

    Some punchout catalogs contain additional items not on STC. These items will be identified in some manner.

    Each punchout catalog site is unique to the vendor

    Each site provides you with

    a way to search for products

    a way to enter a quantity and;

    and add products to your cart.

  • Catalog vs Non-Catalog

    Catalog Line item and Punchout

    Certain fields prepopulate

    Search the MFMP listing of Catalog vendors http://www.dms.myflorida.com/agencycustomer/catalogs_and_einvoicing

    Product description Contract ID Supplier

    Supplier Part number State Contract ID Vendor Location

    Unit price Commodity Code Method of Procurement

    http://www.dms.myflorida.com/agencycustomer/catalogs_and_einvoicing

  • Search for Vendors/Products

    Click Create Requisition

    MFMP displays the contracts based on commodity codes.

    Locate a contract/catalog:

    Enter the product name, product number, or vendor name from the Catalog Home search option; or

    Browse by categories

  • Punchout/ Line Item Catalog

    Punchout Catalogs appear at the top in green box

    Locate the item from the vendors website to purchase and add to cart

    Line items appear below

    Place a check beside the desired line item for line items and click the Add to Cart button

  • Compare Line Item Catalog items

    Line item catalogs offer the ability to compare information.

    You can compare multiple items at a time.

    When you make your selection, update the quantity and click Add to Cart

  • Contract Release

    Contracts set up as Release Required are like mini catalogs.

    Information available in this mini catalog, varies based on how the contract was set up.

    Supplier Level contracts are similar to non-catalog requisitions and you must enter all information.

    Line Item Level contracts provide line level detail similar to a Line Item or Punchout catalog.

  • Contract Release

    To create a requisition for Contract release, search for the MFMP Contract ID in the contract box.

    Only customer authorized on the MFMP contract can create a release.

  • Updating Preferences

    If the Contract box does not display automatically, adjust your preferences

    Click Preferences

    Select Reset Default preference

    Make sure the following preferences are selected:

    Show Navigation Panel

    Show catalog on requisition creation

  • Agenda

    MFMP Procure to Pay Process

    Catalogs vs Non Catalogs

    Requisition Fields

    Integrated eQuotes

    Change Orders and Rejections

    Vendor Information

    System Searches

    Scenarios

    Resources

  • Impacts to the Workflow

    The On Behalf Of Field:

    Defines who the requester is

    Defaults to the person creating

    the requisition

    Owner of the requisition

    Approves all service invoices

    Completes receipts for goods

    If changed, the person creating the requisition is considered the preparer and the requester is the new On Behalf Of.

    Approval flow may change to include the new On Behalf Of based on agency rules.

  • Set up requisitions with the payment in mind

    Use the appropriate unit price and unit of measure

    Use the appropriate Method Of Procurement

    Create eQuotes for MOPs B, F, and 16.

    The commodity code populates the object code, update the object code as appropriate

    Requisition Field Basics

    Have you created an eQuote and had a difficult time receiving responsive bids?

  • Impacts of Improper Requisitions

    Requisitions set up improperly may impact:

    Delivery of commodity or service

    Change Orders

    Payment

    Reporting

  • Requisition Dates

    Delay Purchase Until Date

    Use this field to obtain approval prior to the release of the order to the vendor and/or FLAIR for encumbered orders

    Typically used in preparation for new fiscal years

    Should be used in conjunction with the Fiscal Year field

    PO Start Date and End Date

    Not system required fields

    MFMP recommends these fields be completed as your purchase order is a contract with the vendor and start and end dates are required for contracts

  • Selecting the Vendor

    When selecting vendors in MFMP, it is very important to select the correct vendor location as vendors are able to create multiple accounts.

    Vendor names with IA or ID are inactive and should not be selected.

  • Requisition Check Boxes

    PCard check box

    Most catalog vendors require the PCard number to be included in a requisition that is marked as PCard.

    PCard number is entered on the Accounting Details page

    PCard number can only be viewed by:

    Requester or On Behalf Of (OBO)

    Vendor

    Do Not Send to Vendor

    A check in this field:

    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 seeing the purchase order, e.g. a Change Order to accounting data only

  • Comments and Attachments

    File Attachments Size - 4MB

    File Types txt, xls, doc, htm, html, pdf, xml, ppt, jpeg, ppg, bmp, gif, zip, rtf, ps, csv, docx, xlsx, msg

    Attachments and comments can only be deleted by the customer that adds them into MFMP

  • Procure to Payment

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

  • Agenda

    MFMP Procure to Pay Process

    Catalogs vs Non Catalogs

    Requisition Fields

    Integrated eQuotes

    Change Orders and Rejections

    Vendor Information

    System Searches

    Scenarios

    Resources

  • eQuote Definition

    An eQuote is an informal quote with methods of procurement B (Request for Quote based on a state term contract), F (purchase less than $35,000) or 16 (Lottery specific purchase less than $50,000).

    There are two different types of eQuotes:

    Integrated eQuote begin in MFMP Buyer with a draft, non-catalog requisition

    Manual eQuotes are create in MFMP Sourcing

  • For integrated eQuotes, begin by creating a draft, non-catalog requisition.

    Click Create Non-Catalog Item

    Creating an eQuote

  • Create the Line Item(s) for your eQuote.

    Creating an eQuote

    The description of the line item becomes the actual line item in your event for vendors to respond to.

    The quantity is how many you are looking for.

    The price is the historic or anticipated price.

    The unit of measure is extremely important. If you are looking for cases or products, change this field from each to case.

  • Add a Title and edit the line item accounting details.

    Do not click the submit button to create the eQuote, click the Create an MFMP eQuote event link.

    Creating an eQuote

  • Award eQuote

    Once youve clicked the Done button in MFMP Sourcing, your award detail from the solicitation updates to the requisition.

    If you agency requires supporting documentation for the requisition, see available export options in the eQuote training materials.

    After awarding in in MFMP Sourcing, open the requisition, update vendor location, ensure that everything is correct and submit.

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

  • Agenda

    MFMP Procure to Pay Process

    Catalogs vs Non Catalogs

    Requisition Fields

    Integrated eQuotes

    Change Orders and Rejections

    Vendor Information

    System Searches

    Scenarios

    Resources

  • Change Orders

    You can change most information with the exception of the vendor.

    Comments are a good business practice.

    You may not be able to view a change button on the requisition if:

    An IR is pending FLAIR integration; or

    A change order has already been initiated on that order and is in Composing or Submitted status

  • Split Accounting on COs

    If the original requisition has split accounting, click the split accounting button on the Accounting Details Page to make changes.

  • Cancel Requisitions

    Cancel requisitions when you no longer need the service or commodity.

    You can only cancel requisitions that have not been received and/or paid for.

    Cancelations for most agencies populate a special approver.

    For encumbered PRs, MFMP places a comment on the PR if the funds are released in FLAIR.

  • Cancel Requisitions

    To cancel a requisition, click on Cancel Requisition on the Common Actions menu.

  • Approver Rejections

    Rejections What should I do if my requisition is rejected by:

    Management

    Special approvers

  • FLAIR Failures

    A FLAIR failure happens when the requisition does not transfer from MFMP to FLAIR. There are many reasons why this would happen.

  • Change Order Errors

    Change Order Errors most frequently occur when requisitions are set up improperly in MFMP.

  • Agenda

    MFMP Procure to Pay Process

    Catalogs vs Non Catalogs

    Requisition Fields

    Integrated eQuotes

    Change Orders and Rejections

    Vendor Information

    System Searches

    Scenarios

    Resources

  • Vendor Search

    Search for vendors using the Vendor Information Portal (VIP).

    Username/Password: publicuser

    Provides all public vendor information with the exception of Tax ID.

    https://vendor.myfloridamarketplace.com/

  • VIP Simple Search

    MFMP VIP defaults to the simple search where customers search by: Vendor Name

    Last Name

    Tax ID Type F or S

    Email Address

    Username

    Tax ID

    If customers are searching for vendor groups by commodity codes or locations (county, city, etc.) the Advanced Search is more efficient.

  • Advanced Search

    The Advanced search allows you to filter by to see if the vendor: Accepted TOU (Terms of Use) meaning the vendor completed

    their registration, accepting the MFMP terms of use

    Active meaning their account is valid

    Participating in Sourcing/eQuote meaning their Solicitation Status is set to Yes

    Selecting this options helps provide a list of vendors for eQuote events

    Search by vendors who are woman- or veteran-owned businesses

    Minority business designation and commodity codes are covered in the next section.

  • Advanced Search (Cont.)

    Customers can also search by the vendors:

    Minority Business Enterprise (MBE) code

    Selected Commodity Codes

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

    View the Searching for Vendors in VIP Online Training for more detailed information on advanced search fields.

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

  • Transaction Fee

    The Transaction Fee applies to all transactions with state agencies unless specifically exempted by Rule 60A-1.032, F.A.C.

    This applies to transactions completed outside of MyFloridaMarketPlace as well.

    Agencies select the exemption code either on the purchase requisition (PR) or on the Invoice Reconciliation (IR).

    To mark a transaction as fee exempt customers have to have the Transaction Fee Exempt group.

    For more information about transaction fees, view the Understanding Transaction Fees Online Training.

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

  • Transaction Fee Exemptions

    Transaction fee exemptions are found in Rule 60A-1.032, F.A.C.

    Exemption Code Exemption Reason

    1A Procurement Under Section 337.11 Florida Statutes

    1B Procurement Under Section 287.55 Florida Statutes

    1C Procurement Under Section 255 Florida Statutes

    1D Transaction With Non-Profit Entity

    1E Transaction With Another Governmental Agency

    1F Transaction with Required Sole Provider or Price Paid and Payee Established by Federal or Private Grant

    1G Payment to Unregistered Vendor under Rule 60A-1.030(3)

    1H Payment to Vendor in Exchange for Providing Health Care Services At Or Below Medicaid Rates

    1IDisbursement to Receipt or Sub-Recipient; Payment To Satisfy Maintenance of Efforts Requirement; or

    Payment to Match Federal Award

    2A Transaction is Critical to Agency's Mission or Necessary for Public Health Safety and Welfare

    2B Imposition of the Fee would Prevent Consummation of the Transaction

    3 Emergency Transaction Per Rule 60A-1.032(3)

  • Vendor Inactivation

    MFMP VIP allows vendors full control of their registration account.

    Vendors have the ability to add, edit and delete individual locations as needed.

    To inactivate an entire account, vendors contact the MFMP Vendor customer service desk.

    This occurs when a vendor:

    Consolidates multiple accounts

    No longer wishes to do business with the state

    Goes out of business

  • Vendor Inactivation

    When a vendor contacts the customer service desk (CSD) to inactivate their account, the CSD:

    Determine if there has any open purchase orders (PO) or contracts

    If there are no open items, the account is inactivated at the end of the week.

    If there are open items, the account is kept open until the end of the following month to allow agencies to make the appropriate updates.

    For example, a vendor requests inactivation in July, the inactivation will be completed at the end of August.

    All invoices for the open POs and/or Contracts have to be paid prior to the vendor being inactivated

  • Inactivation and Invalid Data Reports

    Vendor Inactivations and Vendors with Invalid Data Reports

    Report distributed weekly to Purchasing and Finance and Accounting Liaisons

    Displays multiple tabs which include:

    Vendor information

    The date the inactivation takes place; and

    The reason for the inactivation

    All Open items; PRs and Contracts

    Prior Inactivations

  • Inactivation and Invalid Data Reports

    Vendor Inactivations and Vendors with Invalid Data Reports

    Reports posted to MFMP Analysis under Public Reports as a Quick Link in the folder Vendor Inactivations and Vendors with Invalid Data

    Weve added the PO Balance to the Vendor Inactivation file to assist your agency in identifying orders that have a current balance.

    The Vendors with Invalid Data report contains a list of vendors who have an invalid fax number, email address, or phone number in MyFloridaMarketPlace.

    Without valid or current contact information, vendors cannot be notified of approved orders.

    https://analysis.myfloridamarketplace.com/

  • PO Fail Process

    When POs fails due to invalid vendor data, the MFMP team notifies the agency requester.

    Vendor must update their PO delivery method:

    Fax

    Email

    ASN

  • VPT Overview

    Vendor Performance Tracking (VPT) is the component that agency customers use to enter and monitor vendor performance on a transaction level.

    MyFloridaMarketPlace (MFMP) generates a survey after an invoice reconciliation (IR) moves to Paid in MFMP.

    Surveys are available for 30 days.

    Surveys generate for the following transactions:

    State Term Contracts (STC)

    Alternate Contract Sources (ACS)

    Agency Term Contracts

    Other payments equal to or above $2,500 (including payments to governmental entities)

  • Customers rate vendors across four categories ranging from 1 (Fails to Meet Most Requirements) to 5 (Exceeds Most Requirements):

    Performance to Specifications e.g. compliance to contract specs

    Delivery e.g. on-time delivery

    Invoicing e.g. accurate billing

    Customer Service e.g. prompt/courteous customer service

    Comments may be entered for a survey.

    Vendors have the ability to view comments relating to their ratings

    Completion of the survey is optional. MFMP displays the cumulative VPT ratings during the

    vendor selection process.

    VPT Surveys

  • Rating Details

    Vendors access ratings in the Vendor Information Portal (VIP)

    Survey scores are calculated using a 5 year average

    MFMP posts vendor performance ratings to the State Purchasing website quarterly

    Only vendors with ratings display on report

    Scores display for each of the four categories

    http://www.dms.myflorida.com/vptreports

  • Accessing VPT

    Navigate to the VPT component from MFMP Buyer. From the Common Actions queue under Manage or by clicking on Manage on the menu bar and selecting Vendor Performance.

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

  • Pending Surveys

    From the VPT home page, select

    Submit Pending Vendor Ratings.

    Vendor ratings are listed in alphabetic order.

    Click the Vendors Name link to open the survey.

  • Rating the Transaction

    Each survey requires a selection in each of the four categories.

    Selecting a rating other than meets requirements, requires a comment in the comment field.

    An error will display if a customer tries to submit the survey without entering a comment.

    Note that invoice detail information (line item level) displays at the bottom of the screen.

  • Survey Confirmation

    The completed rating is factored into the vendor's overall rating within the next 24 hours in MFMP.

  • Agenda

    MFMP Procure to Pay Process

    Catalogs vs Non Catalogs

    Requisition Fields

    Integrated eQuotes

    Change Orders and Rejections

    Vendor Information

    System Searches

    Scenarios

    Resources

  • System Searches Basics

    System searches are simple to execute.

    Any customer with MFMP access can create system searches.

    Query group enables customers to see transactions enterprise-wide.

    Use a minimum of three search filters:

    Date range

    PUI (Purchasing Unit Identifier)

    Other

    Save System Searches you use frequently.

    You can export search results to Excel.

  • System Searches

    When searching: You may not find a requisition if the PO has been cancelled

    You may not find the PO if the vendor has been inactivated; however you can find the requisition based on the order number

    System Searches always return the most recent version of a PO or requisition. Use the History tab to find an earlier version.

  • Agenda

    MFMP Procure to Pay Process

    Catalogs vs Non Catalogs

    Requisition Fields

    Integrated eQuotes

    Change Orders and Rejections

    Vendor Information

    System Searches

    Scenarios

    Resources

  • Polling Question #1

    Question: F&A entered an invoice into MFMP for one of your divisions purchase order. The Invoice Reconciliation routed to one of your staff. That staff member is asking you, Why do I have to approve this IR? What is your response?

    1. Because you are the Owner / On Behalf Of.

    2. Because you are the Exception Handler.

    3. Because you are the Invoice Manager.

  • Polling Question #2

    Question: Can a vendor mark something Transaction Exempt if he or she does not want to pay the Transaction Fee?

    1. Yes

    2. No

  • Polling Question #3

    Question: Can vendors be inactivated by anyone within the agency or by DFS staff?

    1. Yes

    2. No

  • Polling Question #4

    Question: Which MFMP Application allows agency customers to search for a vendors information by Main Contact Name, Tax ID, Contact Email Address, or Username?

    1. MFMP Buyer

    2. Vendor Information Portal

    3. MFMP Sourcing

    4. Vendor Bid System

  • Agenda

    MFMP Procure to Pay Process

    Catalogs vs Non Catalogs

    Requisition Fields

    Integrated eQuotes

    Change Orders and Rejections

    Vendor Information

    System Searches

    Scenarios

    Resources

  • Resources

    For questions or assistance, contact the MFMP customer service desk at (866) 352-3776 or [email protected]

    MFMP offers various types of information for vendors

    Registering in VIP, how to respond to solicitations, eInvoicing, and more

    To search for vendors:

    Log into VIP: vendor.MyFloridaMarketPlace.com.

    Username and password: "publicuser"

    mailto:[email protected]://www.dms.myflorida.com/mfmp/vendorhttps://vendor.myfloridamarketplace.com/

  • Training Resources

    Register for MFMP training or access training materials with the following links: Registration:

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

    Training Materials: http://www.dms.myflorida.com/mfmp/agencycustomer/trainingmaterials

    Training environments allow you to practice what you learn.

    The username is the same as your regular login.

    The password is train30

    Buyer Training Environment

    http://www.dms.myflorida.com/mfmp/agencycustomer/registrationhttp://www.dms.myflorida.com/mfmp/agencycustomer/trainingmaterialstrn-buyer.myfloridamarketplace.com/Buyer/Main