myfloridamarketplace myfloridamarketplace vendor teleconference series june 25, 2008: “keeping...
TRANSCRIPT
MyFloridaMarketPlace
MyFloridaMarketPlace Vendor Teleconference Series
June 25, 2008: “Keeping Your Account Information Updated”12:00 noon – 1:00 p.m. EDT
The toll free number is: (888) 808-6959Conference Code: 4888366
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Agenda
Welcome/Introduction [Eric Swanson] Importance of Vendor information updates New! Vendor Web page updates Benefits of Electronic Invoicing (eInvoicing) Solicitations: eQuote/Sourcing/Vendor Bid System (VBS) Electronic Funds Transfer (EFT) Q&A / Future Vendor Training Opportunities Contact MFMP
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Agenda
Welcome/Introduction Importance of Vendor information updates [Eric Swanson] New! Vendor Web page updates Benefits of Electronic Invoicing (eInvoicing) Solicitations: eQuote/Sourcing/Vendor Bid System (VBS) Electronic Funds Transfer (EFT) Q&A / Future Vendor Training Opportunities Contact MFMP
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Importance of Vendor Updates
Importance of Vendor Updates
MFMP uses this information to communicate opportunities/ information to vendors
Facilitates timely payment
Facilitates timely delivery of purchase orders (PO)
MFMP allows vendors to update account information at their convenience (https://vendor.myfloridamarketplace.com)
Contact information: MyFloridaMarketPlacePhone: 866-352-3776Fax: 850-414-8192Email: [email protected]: http://myfloridamarketplace.com Hours: Monday – Friday, 8:00 a.m. – 5:00 p.m. EDT
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Importance of Vendor Updates
Vendor Registration
Login to Vendor Registration
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Importance of Vendor Updates
Click Update My Vendor Registration
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Importance of Vendor Updates
Select Information to be updated from toolbar on left
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Importance of Vendor Updates
Example: Username and Password update
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Importance of Vendor Updates
After re-entering your new username and/or password don’t forget to save your changes
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Importance of Vendor Updates
Adding new contacts for your account
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Account Helpful Hints
Type of Account How often should I check this account?
Where do I go to access this account?
E-Quote At least monthly or as new products are offered
http://equote.myfloridamarketplace.com
Sourcing At least monthly or as new products are offered
https://myfloridamarketplace.com/sourcing
Vendor Registration
As needed to keep information updated
https://vendor.myfloridamarketplace.com
Vendor Bid System (VBS)
At least bimonthly (this is the main repository for all MFMP bids)
http://vbs.dms.state.fl.us/vbs/notification_new.selection
MFMP Helpful Hint: Consider using Microsoft Outlook Calendar to set up reminders for updating and checking your MFMP account information
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Agenda
Welcome/Introduction Importance of Vendor information New! Vendor Web page updates [Amy Smyth] Benefits of Electronic Invoicing (eInvoicing) Solicitations: eQuote/Sourcing/Vendor Bid System (VBS) Electronic Funds Transfer (EFT) Q&A / Future Vendor Training Opportunities Contact MFMP
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New! Vendor Web pages
Designed to enhance knowledge and overall use of the MFMP system, the new Vendor Web pages include a Vendor Toolkit and additional information to assist vendors on a daily basis
http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/vendors
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Vendor Toolkit
The new Vendor Toolkit includes: Vendor Training opportunities Updated Vendor tools Transaction and Reporting
Information Consolidated Billing
Invoices (CBI) Information on Doing
Business with the State of
Florida
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Vendor Web pages
Other new features include: New Vendor communication bulletin board Updated Vendor FAQs Updated Vendor contact information
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Agenda
Welcome/Introduction Importance of Vendor information updates New! Vendor Web page updates Benefits of Electronic Invoicing (eInvoicing) [Mark Oyster] Solicitations: eQuote/Sourcing/Vendor Bid System (VBS) Electronic Funds Transfer (EFT) Q&A / Future Vendor Training Opportunities Contact MFMP
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eInvoicing
eInvoicing
eInvoicing is presenting an invoice electronically
Consider how many invoices are created for orders with State of Florida Executive Agencies in Fiscal Year 2007
Consider how many customers your company already invoiced this year
Consider the cost of time, research, and production of print invoices for your customers
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Benefits to eInvoicing
Benefits to eInvoicing
eInvoicing saves a good amount of time for your business
eInvoicing substantially reduces paper flow and associated costs
Encourages prompt and accurate processing of invoices
eInvoicing improves data accuracy, which reduces payment cycle times
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Agenda
Welcome/Introduction Importance of Vendor updates New Vendor Web page updates Benefits of eInvoicing Solicitations: eQuote/Sourcing/Vendor Bid System (VBS) [Ron Leggett] Electronic Funds Transfer (EFT) FAQ session Contact MFMP
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Solicitations
What are Solicitations?
The process by which the buyer decides who to buy from, at what price, in what quantities, and under which terms
eQuote is the tool which vendors use to respond to quote requests from the State of Florida that are under $25,000. You can access this site at: http://equote.myfloridamarketplace.com
Ariba Sourcing is the tool which vendors use to respond/bid to State of Florida solicitations that are over $25,000. You can access this site at: https://myfloridamarketplace.com/sourcing/
Vendor Bid System is the tool used by all agencies to post upcoming competitive solicitations, single source, and agency decisions and is also used by vendors to receive notices, view and search information at: http://vbs.dms.state.fl.us/vbs/notification_new.selection
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eQuote
How does eQuote work? eQuote is used for informal procurement events (<$25,000) that do not
require a competitive solicitation. Allows awarded quotes to be converted to a Purchase Order within MFMP http://equote.myfloridamarketplace.com
Step1: Florida buyers specify the products that they want to purchase and the vendors that they want to receive quotes from
Step2: MyFloridaMarketPlace notifies selected vendors via email, and delivers the eQuote directly to each vendor's eQuote inbox
Step3: Vendors electronically respond to the eQuote, and have the ability to offer product substitutions or specify other decision-making information to the buyer
Step4: The buying agency selects a vendor and issues a purchase order
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Sourcing
MyFloridaMarketPlace Sourcing
Online competitive bidding tool
Used to collect bids/responses for formal solicitations (>$25,000); Primary use is for State Term Contracts and DMS Agency Term contracts
Allows the review and electronic submittal of responses / bids
Notification of / invitation to solicitations based on selected commodity codes and election to receive solicitations in your Vendor Registration account
https://myfloridamarketplace.com/sourcing/ The username "publicuser" grants access to view all State of Florida active, competitive bidding events. Enter the username "publicuser" and password "publicuser" to enter the system
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Importance of Solicitations: eQuote / Sourcing / Vendor Bid System (VBS)
Vendor Bid System (VBS)
The Vendor Bid System is an online posting site. It is used by executive branch agencies to publically post competitive solicitations (i.e. ITB,ITN, RFPs, etc.), agency notices (i.e. public meetings) and agency decisions (i.e. Intent to Award) electronically
http://vbs.dms.state.fl.us/vbs/notification_new.selection
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Agenda
Welcome/Introduction Importance of Vendor information updates Benefits of Electronic Invoicing (eInvoicing) Solicitations: eQuote/Sourcing/Vendor Bid System (VBS) and the Differences Electronic Funds Transfer (EFT) [Rachael Lieblick] FAQ session Contact MFMP
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Electronic Funds Transfer (EFT)
EFT
Direct Deposit allows your money to be available to you on the payment date
Advantages include: Peace of Mind — No mail delays or lost check worries Prompt Payment — Deposits will be available on the payment date Convenience — Avoid special trips to your financial institution Freedom — Your payment will be automatically deposited to your
account
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Electronic Funds Transfer (EFT)
To find out more about EFT, contact DFS at: Direct Deposit E-mail address: [email protected] Direct Deposit phone number (850) 413-5517
At any time you can access DFS’ vendor payment website and look for a pending payment: https://flair.dbf.state.fl.us
If you have questions about a payment contact the DFS Vendor Ombudsmen Section at (850) 413-5516
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Agenda
Welcome/Introduction Importance of Vendor information updates Benefits of Electronic Invoicing (eInvoicing) Solicitations: eQuote/Sourcing/Vendor Bid System (VBS) Electronic Funds Transfer (EFT) FAQ session [Eric Swanson] Contact MFMP
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Frequently Asked Questions (FAQs)
Question/Answer session (pre-submitted) Revised Online FAQs
http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/vendors/vendor_frequently_asked_questions_faqs
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Agenda
Welcome/Introduction Importance of Vendor information updates Benefits of Electronic Invoicing (eInvoicing) Solicitations: eQuote/Sourcing/Vendor Bid System (VBS) Electronic Funds Transfer (EFT) FAQ session Contact MFMP [Eric Swanson]
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Resources
Resources
For technical questions concerning MFMP, please contact Vendor Help at: [email protected] or 1-866-352-3776
Contact information: MyFloridaMarketPlacePhone: 866-352-3776Fax: 850-414-8192Email: [email protected]: http://myfloridamarketplace.com
Hours: Monday – Friday, 8:00 a.m. – 5:30 p.m. EDT