myfloridamarketplace a to z training

System Overview Training

MyFloridaMarketPlace A to Z Training

Intended as an overview for Program Office/Field Office Staff that create requisitions and initiate payments.

• MyFloridaMarketPlace Overview

• MyFloridaMarketPlace Basics

• Requisition Basics

• eQuote Basics

• Creating Requisitions

• Approving Requisitions

• Completing Receipts

• Creating Invoices

• Approving Services

• Managing Orders

• Vendor Performance Tracking (VPT)

• Resources

AGENDA

MyFloridaMarketPlace (MFMP)

Overview

• MyFloridaMarketPlace (MFMP) is the State of Florida’s eProcurement system. MFMP has been in operation for over ten years.

• The system is a source for centralized procurement activities; streamlining interactions between vendors and state government entities and provides tools to support innovative procurement for the State of Florida.

Objective

• This presentation provides an overview of information from beginning, (requisition) to end, (initiating payment) - a true P2P, procurement to payment system. For an in depth look at each section, refer to MFMP U Online Training for additional training opportunities

• Additional training detail can be found in the individual training presentations online in the MFMP U Catalog.

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

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

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

MFMP Benefits

• MyFloridaMarketPlace provides centralized procurement data for State Purchasing and Agency Departmental Purchasing

• Web-based, paperless application with 24/7 access

• All applications have a similar look and feel

• Electronic quoting features

• Reduced error rates

• Faster order processing time

• Captures and stores all content related to the transaction in one place (Procurement-to-Payment).

MFMP Buyer

• MFMP Buyer routes requisitions for approval for both catalog and non-catalog purchases. Requisitions become orders and are sent to vendors.

• Requisitions can be created and sent to MFMP Sourcing for electronic quotes for vendors.

• Vendors can submit invoices for payment as an eInvoice or agencies can create PO-based or Contract-based invoices.

• Invoices are sent for payment request to FLAIR, creating a full procure to pay cycle.

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

MFMP Sourcing

• MFMP Sourcing provides an automated way to create, launch, manage, evaluate, and award solicitations for goods and services.

• The Sourcing application is the platform for electronic quotes.

• Vendors must register through the Vendor Information Portal (VIP), add commodity codes to their account, and select ‘yes’ to receive solicitation notifications from Sourcing.

https://sourcing.myfloridamarketplace.com/Sourcing/Main?passwordadapter=PasswordAdapter1

MFMP Analysis

• MFMP Analysis provides the ability to build analytical reports using several different sources of information.

• Analysis includes data from:

– Buyer

– Vendor Information Portal (VIP)

– Florida Accounting Information Resource (FLAIR) payment and encumbrance information

https://analysis.myfloridamarketplace.com/Sourcing/Main

MFMP Vendor Information Portal (VIP)

• MFMP VIP provides Florida’s vendors with self-service tools for registration, account maintenance, performance rating reviews (VPT), and transaction fee reporting.

• Agencies can search for vendors using the vendor Username and password ‘publicuser’. This is a public account.

https://vendor.myfloridamarketplace.com/vms-web/spring/login?execution=e1s1

Application Relationship with MFMP

MFMP Buyer

FLAIR

MFMP Sourcing

MFMP Analysis

VBS

VIP

Transaction Fee

• In 2003 Florida instituted, through Rule 60A-1 of the Florida Administrative Code (F.A.C.), a Transaction Fee for procurement transactions to provide funding for an electronic procurement system

• Transaction Fee Exemptions: – The Transaction Fee applies to all transactions that are not specifically

exempted in Rule 60A-1.032, F.A.C.

– Transaction Fee Exemptions can be applied when:

• Creating the requisition

• Creating an MFMP Contract

• Reconciling or Approving the Invoice Reconciliation (IR)

https://www.flrules.org/default.asp



• The State Transaction Fee will be reduced from 1% to .7% beginning November 1st, 2015.

• The fee change is not retroactive and will be applied to transactions beginning November 1st, 2015.

• The MFMP Team is in the process of:

– Revising MFMP Terms of Use with DMS legal.

– Finalizing Draft Rule, which holds the current 1% Transaction Fee

language.

– Preparing communications regarding the Transaction Fee change.

– Updating training materials: (e.g.: manuals, recorded training, job aids,

presentations, website, and other notifications)

– Preparing updates to the Vendor Information Portal and MFMP Buyer.

Transaction Fee Reduction

Vendor Inactivations

• Vendors control their registrations and can inactivate locations without letting MFMP know.

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

• Vendor ‘Inactivations and Invalid Data’ list distributed weekly. The workbook contains – Flagged For Inactivation: A list of all vendors inactivated the previous

week and vendors targeted (flagged) for inactivation the following month. This list displays inactivation dates and reasons.

– MAs for Vendor Inactivations: A list of all MAs issued to the flagged vendors.

– PRs for Vendor Inactivations: A list of all PRs issued to the flagged vendors

– Prior Inactivations: A list of all prior vendor inactivations since 10/2005.

• Vendor Inactivations: Buyer’s Guide

http://www.dms.myflorida.com/content/download/99381/573841/MFMP_U_Vendor_Inactivation_Buyer_Job_Aid.pdf




• eQuote Basics






• Managing Orders


• Resources

AGENDA

A need for a purchase is Identified

Is the item(s)

on a contract?

Requester initiates

requisition

No

Yes Purchasing 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

Delegation of Authority

• Delegation of Authority allows approval of requisitions, invoice reconciliations (IR) and receipts in a timely manner in your absence

• Requires supervisor approval

• Delegations begins at 12 a.m., Eastern time on the date selected and ends at 11:59 p.m. on the selected End Date

∗

Email Notifications

Requester Approver Exception Handler Invoice Manager

Requisition Requisition Invoice Invoice

Purchase Order Purchase Order Invoice Reconciliation

Invoice Reconciliation

Receipt N/A N/A N/A

Invoice N/A N/A N/A ∗

Confidential Information

• Customers should not enter confidential information into MyFloridaMarketPlace. This includes: - Comments field

- Description

- Attachments

• Examples of common types of confidential information

Client /employee street address Email addresses

Telephone numbers Social Security numbers

Medical record numbers Health plan beneficiary numbers

Account numbers Certification or license numbers

∗

Methods of Procurement

• PRIDE

• RESPECT of Florida

• State term contracts (STC)

• Competitive solicitations

• Alternate Contract Sources (ACS)

• Single source

• Statutory exemptions

• Informal quotes

• Emergency purchase

Commodity Codes

• Florida uses the United Nations Standard Products and Services Code® (UNSPSC®) commodity codes

• UNSPSC codes are 8-digit codes – Hierarchical tree structure, which enables ‘drill down’ or ‘roll up’ analysis

– 4 levels:

• Segment – First 2 digits

• Family – Second 2 digits

• *Class – Third 2 digits

• *Commodity – Fourth 2 digits

*MFMP uses the class and commodity levels exclusively

Raw Materials

Industrial Equipment

Components and Supplies

End Use Products

Services

Segments 10-15 Segments 20-27 Segments 30-41 Segments 42-60 Segments 70-94

Commodity Codes

• MyFloridaMarketPlace uses commodity codes to route invoices

• Commodity codes for services begin with “70-94” – The requester or “On Behalf Of” approves Service invoices

• Commodity codes that begin with a number other than “70-94” are regular commodities – MyFloridaMarketPlace generates a receipt for all commodity

requisitions that needs to be completed by the requester or “On Behalf Of”

• Search for commodity codes using – Department of Management Services

http://www.dms.myflorida.com/mfmp/projects/commoditycode

http://www.dms.myflorida.com/mfmp/projects/commoditycode

Object Codes

• The Statewide Expenditure Object Code – Six-digit code

– Represents a uniform classification of expenditures for use by all state agencies in FLAIR

– http://www.myfloridacfo.com/Division/AA/links/default.htm

• MFMP populates the object code on requisitions based on the commodity code selected

Commodity Code Name & Description

Object Code Name & Description

80161801: Photocopier rental or leasing service

442000: Equipment Rental - Copier

14111511: Writing Paper 341018: Supplies Office Consumable

25172500: Tires and Tire Tubes 241038: Repairs/Maintenance – Commodities Vehicles




• eQuote Basics






• Managing Orders


• Resources

AGENDA


Is the item(s)

on a contract?

Requester initiates

requisition

No


review requisition

Requisition

approved

No

Yes



Goods

Service


eQuote



MFMP








Handler




FLAIR for payment


MFMP

Procure-to-Pay Process

You are here

Requisition Field Basics

• The On Behalf Of field

- Defines who the requester is.

- Defaults to the person creating

the requisition.

• Considered the “owner” of the requisition.

• Approves all service invoices and 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

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

∗


• 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 correct vendor location – Valid W-9 on file

– Vendor names with IA are inactive or will be inactivated

– Vendor names with ID have invalid data and POs may not be delivered electronically

∗


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

• Attachments and Comments by default are invisible to the Supplier – Check the Visible to Supplier box for the vendor to see individual

attachments or comments

• 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

Impacts of Improper Requisitions

Requisitions set up improperly may impact:

• Delivery of commodity or service

• Change Orders

• Payment

• Reporting

Invoice is sent to customer

PO 2080hr/

$75

Customer Creates a Purchase Order for

2,080hr@$75/hr=$156,000

PO is sent to Vendor Vendor Creates an invoice for 1 Month

Invoice

Check

Correct Line Item Setup

∗

Invoice is sent to customer

PO 1yr@

$156,000

Incorrect Line Item Setup

Customer Creates a Purchase Order for

1yr@$156,000

PO is sent to Vendor Vendor Creates an invoice for 1 Month

Invoice

(160hr@$75=$12,000) ?

Unit of Measurement does not match

∗

Creating Requisitions

What is a requisition?

What do the numbers with different prefixes mean? • PR – Original purchase request number • A – Order and encumbrance number for encumbered

orders • PO – Order number for unencumbered orders • C – Order number for unencumbered order set up against

state term contract in MFMP • MA – Order number for unencumbered order set up against

state term contract that predates Sept 2011 • RC – An automatically generated receipt that the requester,

central receiver, or OBO completes when they receive the commodity on an order

• IR – Invoice Reconciliation is the approvable in MFMP where requesters validate services





• eQuote Basics






• Managing Orders


• Resources

AGENDA

eQuote Overview

• There are two types of eQuotes – Integrated

– Manual

• What should I title my requisition and/or eQuote? – You may title your draft requisition per your agency standards and

when you link to MFMP Sourcing and complete your eQuote overview, you may change the title of the eQuote. Remember that the eQuote title should be concise and clear to your vendors.

• How do I determine the unit price for the requisition if I am trying to get a quote? – Unit Cost is required – Use historical pricing if available. If you use the

historical cost, eQuote provides a cost savings in the eQuote event after being awarded.

– Can insert an amount as little as a penny.

Navigate to the Create menu to start the requisition process

• Select “Create” from the top menu and a drop down will appear.

• Click “Requisition.”

Creating an Integrated eQuote

Select Non-Catalog Item

Creating an eQuote

Create the Line Item(s) for your eQuote

Creating an eQuote

∗

Create an MFMP eQuote event • Enter Title – MFMP recommends to begin

this with eQuote title. The requisition title can be changed when the quote is awarded and you submit the requisition.

• Edit the line item details.

• Select the link “Create an MFMP eQuote event.”

- This will take you to the Sourcing application. - If you do not have Sourcing access you will not

see this link, and you will need to work with your system administrator to get access to Sourcing.

Creating an eQuote

∗

Complete and Award the eQuote

Complete the eQuote in MFMP Sourcing. • Using the correct unit of measure in the creation of the requisition

is imperative in the eQuote event.

• If you determine you need to amend the eQuote unit of measure, unit price or description after accessing your quote in Sourcing, return to MFMP Buyer to make the changes.

• If you return to MFMP Buyer to update information for the eQuote event, you reset the eQuote. – Resetting the eQuote, removes all previously entered content

• After the eQuote is published, neither the eQuote nor the requisition can be changed.

• From the award tab, create the scenario to award the quote to the selected vendor and select “Submit for Award”.

https://sourcing.myfloridamarketplace.com/Sourcing/Main?passwordadapter=PasswordAdapter1

Viewing awarded eQuote in requisition (if applicable)

• After the eQuote is awarded through Sourcing, the line item details display the awarded vendor and their responses

• Click on line item Detail to view the award price vendor

• Though the awarded supplier populates, you must select the “Vendor Location”

• Once the requisition is updated with the eQuote award information, and the requisition submitted, MFMP routes the PR through the regular workflow to create your purchase order.

• Select “OK” to go back to the requisition summary.

Awarding & Viewing Results

Three ways to create requisitions without quotes: • Line Item Catalog

- Searchable line item entries, select add as line items to requisition.

• Punchout Catalog – Agency buyer punches out directly to the supplier’s website to add

items to populate requisition.

• Non Catalog – Used for the purchase

Requisitions without quotes




• eQuote Basics






• Managing Orders


• Resources

AGENDA


Start Requisition by:

• Search the catalogs

• Click Requisition under create in the Common Actions section

• Search for Catalogs by vendor, product or commodity code

• Refine your search to narrow down the results displayed

• Punchout catalogs appear a the top under the green bar

• Line item catalogs appear at the bottom, displaying products by line

Catalog Requisitions

Non-Catalog Requisitions

• Enter a full description.

• Select the appropriate commodity code for purchase.

• Use the vendor location to select the vendor.

• Enter the supplier part number.

• Method of Procurement (MOP).

• State Contract ID for MOP A, B or C.

• Enter the appropriate Unit of Measure.

• Unit price of product being purchased.

Requisition Summary

• Enter: - Title - Delay Purchase Until (If

applicable) - PO Start and End Dates

• Encumber Funds - Allow MFMP to

encumber to FLAIR

• Check the P-Card box if the P-Card is method of payment.

• Edit the line items to update the accounting information

- Organizational Code - Expansion Option - Object Code - Contract (FACTS)

Requisition Summary

• Review the "Ship To" address

• Enter a "Deliver To" name (free text)

• Enter Comments to support the purchase

• Add attachments one at a time

– Florida’s broad public records laws mean everything entered in MyFloridaMarketPlace may be subject to public view




• eQuote Basics






• Managing Orders


• Resources

AGENDA

Approving Requisitions

• Approvers Review for: – Management purposes

– Budgetary reasons

– Based on the "type" of request submitted

• Information Technology

• Operating Capital Outlay

• Legal Counsel

• Telecommunications

• Review that the request is necessary and appropriate.

• Review should include: – Justification

– Commodity Code and Object Code

– Method of Procurement

– State Term Contract number

– Attachments and Comments

Approving Requisitions

• After reviewing the requisition, you can: – Approve the requisition

– Edit and change requisition before approving it

– Deny the requisition

• Denying a requisition sends the request back to the requester

• When denying, include a comment about why you denied the request




• eQuote Basics






• Managing Orders


• Resources

AGENDA


Is the item(s)

on a contract?

Requester initiates

requisition

No


review requisition

Requisition approved

No

Yes



Goods

Service


eQuote



MFMP








Handler




FLAIR for payment


MFMP

You are here


Receiving Commodities

Receiving is the process an agency uses to record the delivery of goods and/or services.

• Section 215.422, Florida Statutes, requires that agencies inspect and approve goods and/or services within five calendar days of the physical receipt.

• Commodity purchase orders generate receipts in MyFloridaMarketPlace.

• Two types of product receiving:

– Desktop: requester completes receipt.

– Central: more than one team member receives for an entire office or group of offices.

Receipt Facts

• MFMP places a blank receipt in composing status when the order is approved.

• Partial receipt of product or service causes the receipt to remain open until Requester or Central Receiver: – Receives order in full – Selects the "Close Receipt" radio button

• When a partial receipt is completed a new receipt is placed in "Composing" status

• Partial completion of receipt reflects Receiving status • Full completion of receipt reflects Received status


Complete a Receipt

• Click Receive under Manage on the Dashboard.

• Search for the order, (Order ID) or the requisition, (Req ID) you need to receive against.


Complete a Receipt

• Enter the number of items received.

• Enter the date you received the items.


• Do you want to close the order? – Yes

– No

• Add relevant comments

Correcting Receipts

Have you ever incorrectly entered that you received more than you actually received?

• You can fix that with a Negative receipt. Locate the receipt the same as when completing receipts.

• Enter the amount you wish to reduce the receipt by as a negative number. – Example – Receipt should have been completed for 10, 100 was

entered incorrectly. Enter a -90 in the Accepted column.

– When entering a negative number:

– Always use todays date.

– Always add a comment.




• eQuote Basics



• Completing receipts



• Managing Orders


• Resources

AGENDA


Is the item(s)

on a contract?

Requester initiates

requisition

No


review requisition

Requisition

approved

No

Yes



Goods

Service


eQuote



MFMP








Handler




FLAIR for payment


MFMP


You are here

Create PO-Based Invoice

• Click on PO-based Invoice

Create PO-Based Invoice

Create Header • Enter Invoice Number and Date.

• Select Vendor Location then select the PO number.

• Enter Invoice received date.

• For services, enter the service start and end dates.

Creating an Invoice

Add Items

• MyFloridaMarketPlace automatically generates invoice lines when you select "Next“.

• Quantity shows how many MFMP expects you have remaining to invoice. (PO quantity minus previously invoiced quantity.)

Creating an Invoice

Summary: • Review the invoice. Ensure the invoice number and total

amount matches the paper invoice. Once submitted, this invoice is unable to be amended.

• Enter comments. • Add attachments.




• eQuote Basics






• Managing Orders


• Resources

AGENDA


Is the item(s)

on a contract?

Requester initiates

requisition

No


review requisition

Requisition approved

No

Yes



Goods

Service


eQuote



MFMP








Handler




FLAIR for payment


MFMP


You are here

Approving or Reconciling Services

Invoice Reconciliations (IRs) for services route to the requester or the On Behalf Of as indicated on the requisition. These IRs have to be “reconciled” and submitted to Approve the IR for payment. This process reconciles the invoice to the completed services.

• This applies to all requisitions which contain a commodity code beginning with 70-94, a service type commodity code.

• When approving services, make sure you comply to all of the DFS rules for services which includes the completion of a contractual services summary form or contract manager statement. – For more information see

• DFS CFO Memorandum 2012-2013 01.

• FACTS Website

http://www.myfloridacfo.com/Division/AA/Memos/cfo/2010s/CFOM121301.pdf

http://www.myfloridacfo.com/division/aa/FACTSReporting/

Approving Services

To Approve/Reconcile or "receive" Services

• Click the IR link from the "To Do" queue or click on the line in your email notification.

• Click Open.

• Review the IR details.

• Review the invoice.

• Enter comments.

• Enter attachments as

required.

• Click Submit.




• eQuote Basics






• Managing Orders


• Resources

AGENDA

Managing Orders

• Managing orders begins with searching and monitoring status of requests and orders.

• Managing orders continues with: – Monitoring PO Balance to ensure enough money remains to process

payments

– Creating change orders

– Reviewing invoices

– Viewing vendor payment information

Managing Orders

• Search and/or monitor requisitions and orders

• The My Documents queue

displays items you

create and their status.

• Click ‘View More’ to see

additional documents.

• You can create custom searches for requisitions, orders, invoices or invoice reconciliations created during a specific time period, by a specific person or to a specific vendor.

• Save custom searches you use often and;

• Add saved search to a new tab to access easily

Add a New Tab for Saved Searches Step 1: Click Configure Tab and Add New Tab

Step 2: Name Tab

Step 3: Add Content (Saved Search)

∗

Affecting Encumbrances

There are four ways to update encumbrances based on your permissions and role:

Requester, On Behalf Of, or Purchasing Finance & Accounting Disbursements Staff

Change Order to reduce the quantity. Change Orders notify vendor of the change unless “Do not send PO to vendor” is checked. • Change orders reduce the PO requirements

which reduce the remaining PO Balance and, when approved, reduces the FLAIR encumbrance.

Change order to change the accounting information does not require routing through the agency workflow. (Requires CO No Workflow permission)

Final Payment Indicator can be used when approving an IR for payment to release the remaining encumbrance. • This reduces the encumbrance in FLAIR, but

does not change the PO Remaining Balance.

Affecting Encumbrances

Requester, On Behalf Of, or Purchasing Finance & Accounting Disbursements Staff

Release Encumbrance eForm can be used to release all the remaining funds associated on an order. • This is eForm reduces the encumbrance in

FLAIR, but does not change the PO Remaining Balance. (Confirmation of success is placed on the bottom of the requisition.)

Release Encumbrance Request Form can be submitted to the Customer Service Desk to release the encumbrance. • This form is used only if the Release

Encumbrance eForm is unsuccessful.

Transaction MFMP Current FLAIR Amount

Encumbrance Calculations FLAIR Balance

Customer creates MFMP encumbered order for $100

$100 +$100 from MFMP to FLAIR $100

$100 PO/Encumbrance

Balance

$100 PO/Encumbrance

Balance

Encumbrance Set Up

$100 PO/Encumbrance

Balance

$100 PO/Encumbrance

Balance

FLAIR

Now FLAIR and MFMP have an equal encumbrance.

$70 Remaining

Balance

Customer makes $30 payment through MFMP

$70 -$30 from MFMP to FLAIR

$70

Encumbrance Set Up

$100 encumbrance ($30) Payment $70 Remaining Balance

$100 encumbrance ($30) Payment $70 Remaining Balance

FLAIR and MFMP maintain an equal balance.

FLAIR

Customer creates change order and increases order by $40

$110 70 +40=$110 +$40 from MFMP to FLAIR

$110

$40 Change Order

$40 Order Change

Change Order

$70 $40 Change Order $110 Remaining


FLAIR


Encumbrance Overstatement

Encumbered through MFMP and Paid through MFMP


Encumbrance Calculations

FLAIR Balance

Customer creates MFMP encumbered order for 100

$100 +100 from MFMP to FLAIR

$100

Customer makes $30 payment through MFMP

$70 -$30 from MFMP to FLAIR

$70


$110 70 +40=$110 +$40 from MFMP to FLAIR

$110





$100 PO/Encumbrance

Balance

$100 PO/Encumbrance

Balance

$100 PO/Encumbrance

Balance

$100 PO/Encumbrance

Balance

FLAIR



Customer makes a $10 payment against MFMP order not through MFMP

$100 -$10 directly to FLAIR $90

-$10

FLAIR

Payment has been made directly to FLAIR.

No payment was recorded in MFMP. So encumbrance remains $100.


$100 $90

FLAIR

FLAIR and MFMP maintain an unequal balance.


Customer creates MFMP change order and increases order by $20

$120 $100+20=$120 +$20 from added to the MFMP balance to FLAIR

$110

$20 Change Order

$20 Change Order

Change Order



FLAIR

FLAIR and MFMP maintain an unequal balance.








$120

Encumbered through MFMP and paid directly in FLAIR


Encumbered through MFMP and Paid through MFMP


Encumbrance Calculations

FLAIR Balance

Customer creates MFMP encumbered order for $156,000

$156,000 +156,000 from MFMP to FLAIR

$156,000

Customer makes $12,000 payment through MFMP

$144,000 -$12,000 from MFMP to FLAIR

$144,000


$144,500 $144,000 + $500 = $144,500 +$500 from MFMP to FLAIR

$144,500


Encumbered through MFMP and paid directly in FLAIR









$120

Change Orders

• Creates a version of the requisition, represented with a V and number at the end of the requisition.

• Routes through the same approval flow as the original version.

– Unless the initiator has the CO No Workflow group

• Many catalog orders do not allow change orders.

– Office Depot

– Staples

– Mac Paper

Change Orders

What to Change

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

• Comments are a good business practice.

– Enter comments so others in the flow will know what is being changed.

• 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

Accessing Procure to Pay Information

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

∗




• eQuote Basics






• Managing Orders


• Resources

AGENDA


Is the item(s)

on a contract?

Requester initiates

requisition

No


review requisition

Requisition

approved

No

Yes



Goods

Service


eQuote



MFMP








Handler




FLAIR for payment


MFMP


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VPT Overview

• Vendor Performance Tracking (VPT) is the tool agency customers use to enter and monitor vendor performance on a per transaction level

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

• Surveys generate for the following transactions: – State Term Contracts (STC)

– State Purchasing Agreements (SPA)

– Agency Term Contracts

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

VPT Notifications

• MFMP sends one email per day for all “new” pending surveys

• Emails are sent to: – Requester or On Behalf of for requisitions

– Contact or contract manager for contracts

• The email contains: – Link to VPT to complete the survey

• Surveys are visible and available until submitted or for 30 days

• VPT surveys can be accessed at anytime through the Common Actions section of the dashboard

• Surveys pre-populate with transaction-specific information

• 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 Survey

Rating Details

• Survey scores are calculated using a 5 year average

• Vendors can access ratings through their registration in the Vendor Information Portal (VIP)

• MFMP posts vendor performance ratings to the State Purchasing website quarterly. http://www.dms.myflorida.com/vptreports – Only vendors with ratings display on report

– Scores display for each of the four categories

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

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




• eQuote Basics






• Affecting Encumbrances & Change Orders


• Resources

AGENDA

Resources

• Online resources at http://www.MyFloridaMarketPlace.com include MyFloridaMarketPlace and System Administrator manuals, training information and more.

• MyFloridaMarketPlace U – Recommended Online/in person Trainings include:

• MFMP System Overview

• Buyer eQuote

• Creating Requisitions or Requisitioning 101


• Receiving Goods and Approving Services


• Searching for Vendors in VIP

• Vendor Performance Tracking

• Understanding Transaction Fees

http://www.myfloridamarketplace.com/

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

Resources

• Register for MFMP training at: http://dms.MyFlorida.com/mfmp_buyer_training

• Training environments allow you to practice what you learn. – MFMP Training Environment https://trn-buyer.myfloridamarketplace.com/Buyer/Main

– The username is the same as your regular login.

– The password is: “train30”

http://dms.myflorida.com/mfmp_buyer_training

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




Contact Us

Contact the MyFloridaMarketPlace Customer Service Desk at:

Phone: 866- 352-3776 Email: [email protected] Hours: Monday – Friday,

8:00 a.m. – 6:00 p.m., Eastern time

Or through the Customer Assistance Request (CAR) Form.

mailto:[email protected]

https://vendor.myfloridamarketplace.com/vms-web/spring/customerassistancerequest?execution=e1s1