myfloridamarketplace receiving made simple commodities and services job aid
TRANSCRIPT
MyFloridaMarketPlace
Receiving Made SimpleCommodities and Services
Job Aid
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Agenda
Basics
Receiving Commodities
Searching for a Receipt
Approving Services
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BasicsCommodities
Receiving is the process an agency uses to record goods that are delivered
Receipts are generated for Orders that contain commodities (have Commodity Codes beginning with anything other than “9”)
Once the receiving process has begun, if the order is partially received and remains open, the order will reflect a status of Receiving and MFMP will place a new receipt in Composing status
Chapter 215.422, Florida Statutes, requires that goods and/or services must be inspected and approved within five (5) calendar days of the physical receipt
For orders in a “Received Status”, you will be able to view the Payment history on the receipt
A Change Order can be completed if necessary while the order is in Receiving or Received status
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BasicsServices
Services (items with a Commodity Code beginning with “9”) do not generate a receipt, instead the Invoice Reconciliation is sent to the Requester/On Behalf Of for Approval (Reconciled)
If an Order is created that contains both service and commodity line items, a Receipt will be generated for the commodity items and the Invoice Reconciliation will be sent to the Requester/On Behalf Of for Approval (Reconciled)
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Basics
There are two types of receiving Desktop Receiving - means the requester of the order (user listed in the On Behalf
Of field) is responsible for completing the receipt for the order. The receipt of the goods can only be completed by this user. If needed, a user can delegate their approval authority that allows their delegate to complete the receipt on their behalf
Central Receiving - allows multiple users the ability to complete the receipt of goods. Once a central receiving address has been established, a role is created that is then assigned to users responsible for receiving goods shipped to the central receiving location. When a central receiving address is selected for a line item , the system will list the requester as an optional approver within the receipt approval workflow and the central receiving role as the required approver. If needed, additional approvers can be added to the receipt approval workflow
Note: If multiple central receiving addresses were selected for an order, the system will
generate one initial receipt that lists all impacted central receiving roles The receipt status will remain in Composing status until ALL central receivers have
completed the receipt A new receipt for the order will continue to be generated until the order is fully
received or closed for receiving
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Basics
Negative Receiving
Allows negative receipts to be created and submitted as follows: Reduce the amount of items previously over-received or received in error A Negative Receipt will only be able to be initiated up to the amount
previously received and/or paid
Upon submittal of the negative receipt, an error message is initiated to not accept the change IF payment had already been made. If the item was received and now paid in error, the receiver will need to communicate with their Finance and Accounting staff to handle the overpayment
While comments are not required, it is a good business practice to include them in order to document the change
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Receiving Commodities
Under Receive, click the Purchase Orders link
Or, Click Receive on the Swoosh
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Receiving Commodities
The fastest way to search is by using your Order number
or Requisition number
Note: For orders prior to 2/25/09, you will enter the DO number or MA Release number
Click Search
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Receiving Commodities
Enter the quantity that you are receiving
Click Next
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Receiving Commodities
Review the approval flow•If you are the Desktop receiver, you will be the only one in the approval flow (Jack is the Desktop Receiver)•If you are the Central Receiver, you will see the OBO or Requester as a watcher Click Submit
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Searching for a Receipt
If you need to view a receipt, you can locate
it via a search
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Searching for a Receipt
•Enter the criteria that you would like to use to create your search, i.e. Order ID, Receipt ID, Supplier etc.
•If you are not searching by receipt number, remove the RC#### from the Receipt ID field
To add additional search options, click the Add/Remove Search Filters
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Searching for a Receipt
•Add or remove search filters by checking or unchecking the box•Notice that Requisition ID is not an option
Click OK
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Searching for a Receipt
Click Search
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Searching for a Receipt
A receipt has been placed in composing status since this order has not been fully received
To View the details of the Receipt, click on the Receipt ID
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Search for a Receipt
Reviewing the details of the receipt will allow you to see any comments made by the Receiver
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Approving Services
Once an Invoice is created for an Order containing services, the Requester or On Behalf Of will have to approve or “Reconcile” it
Click on Invoices under Reconcile
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Approving Services
Click on the ID link or the “Reconcile button of the IR to be approved
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Approving Services
The Display can be changed to show all exceptions or just those that you have the permission to reconcile
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Approving Services
To review the Order, click on the Order Tab
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Approving Services
The accounting information listed on the invoice tab is the same as the Order
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Approving Services
Once you have reviewed the Invoice and the Order, confirmed that services have been rendered, click Submit
To review the Invoice eForm, click on the Invoice eForm link. At the bottom you will be able to access the invoice attachment from the vendor
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Approving Services
If you receive this confirmation page, click ok
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Additional Resources
Buyer Toolkit
Frequently Asked Questions
MFMP View eNewsletter
Please contact the Customer Service Desk at 1-866-352-3776 or at [email protected]