myfloridamarketplace myfloridamarketplace user meeting april 13, 2004

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MyFloridaMarketPlace MyFloridaMarketPlace User Meeting April 13, 2004

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  • MyFloridaMarketPlaceMyFloridaMarketPlace User Meeting

    April 13, 2004

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Agenda Part 1 of User Meeting (For Live and Non-live agency representatives):Year End Processing

    Part 2 of User Meeting (For Live Agency User Group Participants):Design Review / Change Request Discussion

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Certified ForwardsCurrently within FLAIR, agencies have the option of either Marking their encumbrances and payables with a C in the CF (certified forward) field manually through FLAIR Or requesting that DFS mark the encumbrances and payables with a C in the CF field on behalf of the agency on June 30th.With the implementation of MyFloridaMarketPlace, agencies will have the option of eitherMarking the encumbrances with a C in the CF (certified forward) field through MyFloridaMarketPlace Or requesting that DFS mark the encumbrances with a C in the CF field. The encumbrances will also automatically be updated in MyFloridaMarketPlace so the accounting is reflected correctly in both systems.

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Certified ForwardsIf an agency elects to mark the encumbrances through MyFloridaMarketPlace, the following steps should be followedInitiate a change order to the appropriate Purchase Order. Users assigned the role of CO No Workflow may complete a change order for accounting/encumbrance changes only without regenerating the workflow.Update the accounting/encumbrance as appropriate and include a C in the CF field. Submit the change order a subsequent PO version will be createdA change encumbrance transaction (6SU) will be sent to FLAIR to update the encumbrance recordSimilar to encumbered POs, encumbrances against Master Agreements may be updated through initiating a change against the Master Agreement or may be updated automatically if requested by DFS

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • PayablesDuring the year-end process, the agency may also establish payables for those items that have been received but not yet invoicedThe establishment of a payable (TR80/TR81) against a MyFloridaMarketPlace transaction will be completed directly in FLAIR A modification has been completed in FLAIR to support the release of an A encumbrance type for an encumbered payable (TR81)When appropriate, a payable disbursement (TR53) will be completed in MyFloridaMarketPlace for a MyFloridaMarketPlace transactionThe following defines the steps in which establish a payable and complete a payable disbursement for a MyFloridaMarketPlace transactionIdentify the transaction in which a payable is to be established and document the encumbrance number and line numbers) if an encumbered transaction

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • PayablesEstablish the payable in FLAIR (TR80/TR81) referencing the encumbrance number and line numbers as appropriate. You may also release the encumbrance using the Release Encumbrance eForm in lieu of a TR81During the disbursement process, the Exception Handler or Invoice Manager may select the Payable checkbox on the Invoice Reconciliation to indicate that the disbursement is a payable disbursementTwo fields will be displayed to enter the payable number and payable line numberThe Payable checkbox is at the split accounting level and must be updated for each split accounting Final payment indicator is available for payable disbursements on the split accounting lineThe accounting distribution may be updated for each split accounting line at the time of disbursement.

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Check the Payable Disbursement checkbox to indicate that this transaction should be a payable disbursement.

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Two additional fields Payable Number and Payable Line Number will be displayed. Enter in the payable number and payable line number and select that appropriate accounting distribution.

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Release EncumbranceThe eForm is available to all users with the following role: PUI: Invoice ManagerThe release encumbrance eForm may be used for requisitions/POs in the following statuses: OrderedReceivedReceivingCancelled (modification was implemented March 15, 2004)User must select the requisition in which to release the encumbranceAll encumbrance numbers and line numbers will be released for the selected requisitionNo approvals are required for the Release Encumbrance eForm

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • The Release Encumbrance eForm may be found under the Company eForm link from the Home page.Clicking on the additional choices link + will display all encumbered requisitions.

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Upon submission of the Release Encumbrance eForm, a delete encumbrance transaction (6SUD) will be sent to FLAIR.

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Disbursement Transaction OverrideDuring disbursement processing, the disbursement transaction type may be changed from encumbered to unencumbered disbursement, or unencumbered to encumbered disbursement by checking or unchecking the Encumber Funds checkboxUsers assigned the role of Invoice Reconciliation Overwrite will have the ability to overwrite the disbursement typeThe Encumber Funds checkbox is at the split accounting level and must be updated for each split accountingIf the disbursement transaction type is changed from encumbered to unencumbered, it may be necessary to use the Release Encumbrance eForm to release the remaining encumbrance amount

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Encumbered Disbursement -Encumbrance number and line number defaulted from PO

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Unchecking the Encumber Funds checkbox will change the disbursement type to an unencumbered disbursement (TR51)

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Unencumbered Disbursement -No encumbrance number and line number listed PO

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • By checking the Encumber Funds checkbox, two additional fields will be displayed. F&A may enter the appropriate encumbrance number and line number to initiate a TR70

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Agenda Part 1 of User Meeting (For Live and Non-live agency representatives):Year End Processing

    Part 2 of User Meeting (For Live Agency User Group Participants):Design Review / Change Request Discussion

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Warrant Cancellation and Update DesignWhen warrant information is returned from Central FLAIR, it is only returned if a warrant has been issued by FLAIR. MyFloridaMarketPlace receives the initial warrant number and warrant issue date, and the payment is updated to reflect that data. However, there are times when a warrant can be either cancelled or updated with a new issue date, and these changes made in FLAIR are not automatically sent to MyFloridaMarketPlace. Users will be able to use the Payment Update eForm to note a cancelled warrant or to update warrant info. If a warrant is cancelled against an encumbered transaction and the agency would like to initiate another disbursement, it will be necessary to override the disbursement type from TR70 to TR51 since the encumbrance has already been released.If a warrant is cancelled against a contract that is using contract accumulators, it may be necessary for the agency to use the Restore Contract eForm to add the cancelled amount back on to the Master Agreement.

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Allowing Multiple Vendors on a RequisitionModification: A design has been created that will allow users to create a single requisition for multiple vendors. Once fully approved, the requisition will encumber the funds in FLAIR (a separate encumbrance number for each vendor) and send individual purchase orders to each vendor.This design also plans on enabling agencies to create multiple eQuote (or eQuote awards) to multiple vendors from the same requisition

    Significant Impacts:If one or more line items on requisition fail encumbrance, entire req will fail (even for other vendors)Do Not Send To Vendor checkbox will apply to entire req, not just one vendorRelease encumbrance eForm will continue to release encumbrance from the whole requisition. Users will be unable to perform line item encumbrance releasesCanceling an order/requisition will cancel the orders for each vendor on the original requisitionChanging an order will impact the entire requisition potentially sending an updated order to the vendor.

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • CR 191 and 190 Method of ProcurementCR 190: (AHCA) Add STC as Method of ProcurementCR 191: (AWI) Add RFQ as Method of Procurement

    Issue: STC is currently an available Method in FLAIR. This will be added to MyFloridaMarketPlace. RFQ is currently not used in FLAIR or MyFloridaMarketPlace. We will add RFQ, but will need to have FLAIR updated as well.

    Questions:DFS Audit - is it acceptable to add these new valuesAre there any other Methods used state-wide that agencies are not seeing and would like added? Would like to make updates collectively.

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.

  • Next User Meeting Time / LocationTuesday, April 27th from 9 a.m. 11 a.m.

    Carr Building, Room 170

    Conference Call In Information: 487-8856 (SUNCOM: 277-8856)

    Thanks for your participation !

    This information is proprietary and confidential to Accenture LLP. 2002. All rights reserved.