myfloridamarketplace reports dms website

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MyFloridaMarketPlace Reports – DMS Website There are several MyFloridaMarketPlace reports generated and posted to the Department of Management Services (DMS) Web site (http://dms-purchasing-ftp.state.fl.us/xx00/) for use by agencies. A username and password are required to access these reports. The reports are posted as zipped documents and require the use of WinZip (or comparable zip utility software) to view the data. These reports may be used to assist in the maintenance of user accounts, shipping and billing addresses, tracking orders, and reconciling invoices. The data contained within these reports are updated at varying frequencies and posted to the FTP site by 8:00 am EST. Below are the available reports with a brief description. Password Request: To gain access to your agencies folder, customers need to speak with their Agency System Administrators. 1. Advance Payment Not Paid - This report is contained within the ‘Advance_Payment_Not_Paid’ zip and provides Invoice Reconciliations (IRs) that have an item checked as Advance Payment and have not been paid (Status of IR is not Paid). This report is used to ensure Advance Payments are paid in advance. The following data fields are contained within this report: Requisition Requisition Status Requisition Ordered Date Order ID IR Number IR Status Requester FEIN Supplier Name Primary Use – Finance and Accounting Date Range - This report is restricted to the last 18 months Run Time – Weekly on Sunday 2. Agency Compliance Monthly Report - This report is contained within the ‘Agency_Compliance_Monthly’ zip. This report shows the agencies the number of days each of their transactions is processed in MyFloridaMarketPlace. The Transaction Date and FLAIR Pre-validation date are used to determine the number of days it takes for a transaction to reach the Pre-validation step. The following data fields are contained within the report: Account Code Object Code Organization Code Voucher # State Wide Document Number (STWD#) Entity Site Code PUI FEIN Supplier Name IR Name IR Status Transaction Date FLAIR Pre-validation Success Date Agency Compliance IR Amount Primary Use – Finance and Accounting Date Range - This report lists invoice reconciliations which meet the criteria for the previous month. Run Time – Monthly on the first day of the month 3. Agency Compliance Report by Quarter - This report is contained within the ‘Agency_Compliance_Qtr#’ zip. This report shows agencies the number of days each of their transactions takes to process in MyFloridaMarketPlace. The

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MyFloridaMarketPlace Reports – DMS Website
There are several MyFloridaMarketPlace reports generated and posted to the Department of Management Services (DMS) Web site (http://dms-purchasing-ftp.state.fl.us/xx00/) for use by agencies. A username and password are required to access these reports. The reports are posted as zipped documents and require the use of WinZip (or comparable zip utility software) to view the data. These reports may be used to assist in the maintenance of user accounts, shipping and billing addresses, tracking orders, and reconciling invoices. The data contained within these reports are updated at varying frequencies and posted to the FTP site by 8:00 am EST. Below are the available reports with a brief description.
Password Request:
To gain access to your agencies folder, customers need to speak with their Agency System Administrators.
1. Advance Payment Not Paid - This report is contained within the ‘Advance_Payment_Not_Paid’ zip and provides Invoice Reconciliations (IRs) that have an item checked as Advance Payment and have not been paid (Status of IR is not Paid). This report is used to ensure Advance Payments are paid in advance. The following data fields are contained within this report:
Requisition Requisition Status Requisition Ordered Date Order ID
IR Number IR Status Requester FEIN
Supplier Name
Primary Use – Finance and Accounting
Date Range - This report is restricted to the last 18 months
Run Time – Weekly on Sunday
2. Agency Compliance Monthly Report - This report is contained within the ‘Agency_Compliance_Monthly’ zip. This report shows the agencies the number of days each of their transactions is processed in MyFloridaMarketPlace. The Transaction Date and FLAIR Pre-validation date are used to determine the number of days it takes for a transaction to reach the Pre-validation step. The following data fields are contained within the report:
Account Code Object Code Organization Code Voucher #
State Wide Document Number (STWD#)
Entity Site Code PUI
Transaction Date FLAIR Pre-validation Success Date Agency Compliance IR Amount
Primary Use – Finance and Accounting
Date Range - This report lists invoice reconciliations which meet the criteria for the previous month.
Run Time – Monthly on the first day of the month
3. Agency Compliance Report by Quarter - This report is contained within the ‘Agency_Compliance_Qtr#’ zip. This
report shows agencies the number of days each of their transactions takes to process in MyFloridaMarketPlace. The
Transaction Date and FLAIR Pre-validation date are used to determine the number of days it takes for a transaction
to reach the Pre-validation step. This file contains three tabs; Agency Compliance Report; a Pivot Table, and the
overall Stats. The following data fields are contained within the report:
Primary Use – Finance and Accounting
Date Range – This report lists invoice that were generated from the previous quarter
Run Time – Quarterly Mid-month the first month in the following quarter
4. All Canceled Orders – This report is contained within the ‘All_Canceled’ zip. This report show all orders canceled
during the current fiscal year. The following data fields are contained within the report:
PUI Requisition Order ID Requisition Title
Requisition Ordered Date Deleted Line Item Number PO Start Date PO End Date
Requester CLEF # Canceled Date Deleted Line Amount
Vendor FEIN Vendor Name Commodity Code Commodity Code Description
Method of Procurement
Primary Use – Purchasing
Run Time - Daily Monday thru Friday
5. All IR’s, Invoice Reconciliation Report – This report is contained within the ‘All_IRs’ zip and lists all invoice
reconciliations (IRs) with line item detail which are in Reconciling, Approving, Paid and Rejected status. This report
does not reflect IR’s in Approved status. The following data fields are contained within this report:
PUI IR Create Date IR Submit Date IR Last Modified
Invoice # IR # IR Sequence # IR Status
Transaction Date Amount Purchase Requisition # DO/MA #
Encumbrance # Encumbrance Line # Supplier Name Supplier FEIN
Requisitioner/On Behalf Of
Requisitioner’s Supervisor
Grant Contract # OCA Code OCA
Project Code Project Number Account Code Last/Current Approver
ERP Message Grouping Character
Primary Use – Finance and Accounting
Date Range – Current Year, Previous Fiscal Year, or Historical (3 different reports)
Run Time
o Current Fiscal Year – Weekly on Sunday
o Previous Fiscal Year – Quarterly on the first Saturday of each quarter
o Historical – Quarterly, Yearly on July 4th
6. All IR’s Header Level, Invoice Reconciliation Report – This report is contained within the ‘All_IRs HL’ zip. It lists all of
the data and data fields as the All IR’s report listed above with the exception that this report provides information at
the Header Level instead of the line level. The Primary Use, Date Range, and Run Time mirror the All IR’s report.
7. All Open Orders Report – This report is contained within the ‘All_Open_Orders’ zip and lists all open orders for an
agency. This report lists all orders in Ordering, Ordered, and Receiving status. The following data fields are
contained within this report:
PUI FEIN Supplier Name IR Name
IR Status Transaction Date FLAIR Pre-validation Success Date Agency Compliance
IR Amount
PUI Agency Requisition Requisition Title
Requisition Status Last Modified Date Requisition Ordered Date Days from Ordered Date to
Current Date
Transaction Date Requisition Entity Requisition Agency P-Card
Encumbrance # Encumbrance Line # LI Amount Category
Category Year Object Code Org Code Expansion Option
Opt Version General Ledger Other Cost Accumulator Project ID
Grant State Program
Method of Procurement
Primary Use – Purchasing and Finance and Accounting
Date Range – Current Year, Previous Fiscal Year, or Historical (3 different reports)
Run Time
o Previous Fiscal Year – Weekly on Sunday
o Historical – Monthly the first day of the month
8. All Open Orders with Delay Purchase Until - This report is contained within the
‘All_Open_Orders_with_DelayPurchaseUntil’ zip and lists all open orders that have a Delay Purchase Until for an
agency. This report lists all orders in Composing and Submitted status that have a Delay Purchase Until field value in
the past 18 months based on the Requisition Create Date. The following data fields are contained within this report:
PUI Agency Requisition Requisition Title
Requisition Status Requisition Ordered
Current Date Requester
Requisition Entity Requisition Agency P-Card Encumbrance Number
Encumbrance Line # Line (LI) Amount Category Category Year
Object Code Org Code Expansion Option Option Version
General Ledger Other Cost
Accumulator Project ID Grant
Commodity Code FEIN Vendor Method of Procurement
Commodity Code Description
Primary Use – Budget, Purchasing, Finance and Accounting
Date Range – This report will list Requisitions that have a Delay Purchase Until date within the last 18
months
Run Time – Twice a week on Tuesdays and Thursdays
9. Header Level Information All Open Orders Report – This report is contained within the ‘HL_All_Open_Orders’ zip
and lists all open orders for an agency using header level information. This report lists all orders in Ordering,
Ordered, and Receiving status but does not list the line level details for the orders. The following data fields are
contained within this report:
Requisition Status Requisition Ordered Date Requester Preparer
Purchase Order Encumbered Transaction Date Requisition Entity
Requisition Agency P-Card
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Date Range – This report is not restricted by any specified date range.
Run Time – Weekly on Sundays
10. All Orders - This report is contained within the ‘All_Orders’ zip and lists all orders for an agency for the specified
time period. This report lists all open orders in Ordering, Ordered, Received and Receiving status. The following
data fields are contained within this report:
PUI Purchase Requisition # Order Number MA Number
Order ID Requisition Title Ordered Date PO Start Date
PO End Date Requester Preparer P-Card
MFMP/FLAIR Encumbrance #
Vendor FEIN Vendor Name Method of Procurement CMBE Code
Woman Owned/SDVBE
Primary Use – Purchasing
Date Range – This report is not restricted to Fiscal Year, Current and Previous
Run Time
o Current Fiscal Year – Weekly on Sundays
o Previous Fiscal Year – Weekly on Sundays
11. All Outstanding Encumbrances Report – This report is contained within the ‘All_Outstanding_Encumbrances’ zip
and provides all orders for an agency. This report pulls the current version of requisitions with an Ordered Date
from July 1st, 2007, to the current day. This report will assist Finance & Accounting to reconcile MFMP outstanding
encumbrances to FLAIR. The following data fields are contained within this report:
Agency PUI Requisition Requisition Status
Order ID Requisition Ordered Date Encumbered Encumbrance #
Encumbrance Line # Line Item Amount Current FLAIR Amount Org Code
Expansion Option Object Code Category Other Cost Accumulator
(OCA)
Primary Use – Finance and Accounting
Date Range – This report is restricted to the designated fiscal year (3 reports)
Run Time
o Historical Monthly on the 28th of the month
12. All Received Orders Report - This report is contained within the ‘All_Received_Orders‘ zip and provides a list of all
commodity purchase orders partially and fully received (PR status ‘Receiving’ and ‘Received’) for an agency. The
following data fields are contained within this report:
PUI Agency Requisition Requisition Title
Requisition Status Last Modified Date Requisition Ordered Date Requester
Preparer Purchase Order Encumbered Transaction Date
Requisition Entity Requisition Agency P-Card Encumbrance #
Encumbrance Line # LI Amount Category Category Year
Object Code Org Code Expansion Option Opt Version
General Ledger Other Cost Accumulator Project ID Grant
State Program Standard CF Indicator Account Code Description
Commodity Code FEIN Vendor Method of Procurement
Item Receipt Date Commodity Code CMBE Code Woman Owned/SDVBE
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Description Status
PO Start Date PO End Date Line Item Description Green Indicator
Recycled Indicator
Primary Use – Finance and Accounting
Date Range - This report is not restricted by any specified date range.
Run Time
o Current Fiscal Year - Daily Monday through Friday
o Previous Fiscal Year – Daily Weekdays on Saturday
o Historical Quarterly the 5th of the month following the quarter
13. Buyer User Group Report - This report is contained within the ‘Buyer_User_Group_Report’ zip and lists users with
an account within the application. This report lists what Group(s) the user is associated with and is utilized in the
Maintenance of user accounts. The following data fields are contained within this report:
User Login Token PUI Group
Primary Use – System Administrator
Date Range - This report is not restricted by any specified date range.
Run Time – Weekly on Sunday
14. Commodity Codes Special Approvals – This report is contained within the ‘Commodity_Codes_Special_Approvals’
zip and lists all commodity codes that require a special approver. The following data fields are contained within this
report:
Role Name
Primary Use – Purchasing, Security Administrator
Date Range – This report is not restricted by any specified date range.
Run Time – Yearly on July 5th
15. Bill To Information Report - This report is contained within the ‘Bill_To_Info’ zip and lists all billing addresses
added for a respective agency. This report lists both active and inactive billing addresses. The following data fields
are contained within this report:
PUI Address ID Address Name State Address ID
Address City State Postal Code
Active Flag
Primary Use – System Administrator
Date Range - This report is not restricted by any specified date range.
Run Time – Monthly the first day of the month
16. Ship To Information - This report is contained within the ‘Ship_To_Info’ zip and lists all shipping addresses added for
a respective agency. This report lists both active and inactive shipping addresses. The following data fields are
contained within this report:
Address City State Postal Code
Active Flag
Primary Use – System Administrator
Date Range - This report is not restricted by any specified date range.
Run Time – Monthly the first day of the month
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17. IR Exception Report – This report is contained within the ‘IR_Exception_Report’ zip and lists unpaid Invoice
Reconciliations (IR) and the exception (both header and line) for each IR. This report lists IRs in Approved,
Approving, and Reconciling status. This report excludes IRs which list FLAIR Integration as the active approver. This
report excludes the Line Item Exception, 'Accounting Verification Exception,' since this is normally on all Line Item
Exceptions and would cause the report to be very large. This report would be applicable for overall queue
management. The following data fields are contained within this report:
IR Number Invoice Number IR Status Header Exception
Line Number Line Level Exception Last/Current Approver Transaction Date
PUI Agency
Primary Use – Finance and Accounting
Date Range – This report is not restricted by any specified date range.
Run Time – Daily Monday through Friday
18. DO Payment History Encumbrance Level – This report is contained within the ‘DO_Payment_History_EncL’ zip. This
report lists Purchase Orders (PO) in Ordering, Ordered, Received, and Receiving status and has a current PO balance
greater than $0.00. This report is used by to manage the encumbrance balances in FLAIR as compared to
MyFloridaMarketPlace (MFMP). The report will list line level information that will assist in reconciling all FLAIR
encumbrances’ balances to MFMP PO (encumbrance) balances. The following data fields are contained within this
report:
Order Number Order Status FEIN Vendor Name
Preparer Requester/On Behalf Of Order Line # Encumbrance #
Encumbrance Line # Original Enc. Line
Amount Amount Invoiced
Category Category Yr General Ledger Other Cost
Project ID Grant Description State Program
Standard CF Indicator
Primary Use – Finance and Accounting
Date Range – This report is restricted to orders within 24 months of the Order Date
Run Time – Weekly on Sunday
19. DO Payment History Header Level – This report is contained within the ‘DO_Payment_History_HL’ zip. This report
lists Purchase Orders (PO) in Ordering, Ordered, Received, and Receiving status and has a current PO balance greater
than $0.00. This report is used to manage the encumbrance balances in FLAIR as compared to
MyFloridaMarketPlace (MFMP). The report will list header level information that will assist in reconciling all FLAIR
encumbrances’ balances to MFMP PO (encumbrance) balances. The following data fields are contained within this
report:
Order ID Status Date Ordered FEIN
Vendor Name Preparer Requester/On Behalf Of Original Order Amount
PO Balance
Primary Use – Finance and Accounting
Date Range – This report is restricted to orders within 24 months of the Order Date
Run Time – Weekly on Sunday
20. FLAIR Voucher Summary Report – This report is contained in the ‘FLAIR_Voucher_Summary’ zip and provides all
MFMP transactions at the Line Items Level that were successfully approved by Departmental FLAIR the previous day.
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This report also includes the SWDN and can be used daily to assemble MFMP invoice vouchers received from FLAIR.
A voucher is a FLAIR document that groups invoices with the same budget information. Vouchers can also group
invoices from the same vendor. Only the total amount due to the vendor, the vendor name, voucher # and 21 digit
account code is displayed on the voucher. Vouchers for MFMP invoices are generated after the disbursement
transaction successfully passes Departmental FLAIR; this can take several days for audited invoices as the voucher is
not generated until after Department of Financial Services’ (DFS) approval. The following data fields are contained
on this report:
Vendor ID (FEIN) Vendor Name Total IR Amount Line#
Transaction Line Amount FLAIR Invoice # Invoice # OLO
Site Code GAAFR Fund GAAFR Fund Description State Fund
State Fund Description Find ID Fund ID Description Budget Entity
Budget Entity Description Internal Budget Indicator Internal Budget Indicator
Description Category
Expansion Option Version
Secondary Document Number
Date Range – This report lists vouchers approved the current day
Run Time – Daily Tuesday through Saturday
21. Green and Recycled Spend – This report is contained within the ‘Green_and_Recycled Spend’ zip and lists the latest
version of requisitions in Ordering, Ordered, Received, and Receiving status for requisitions that have a line item
marked as green or recycled. The following data fields are contained within this report:
Agency PUI Vendor Name Vendor FEIN
Requisition # Master Agreement # Ordered ID Order Date
Green Indicator Green Line Item # Green Line Item Amount Recycled Indicator
Recycled Line Item #
Primary Use – Purchasing
Date Range – This report runs for the previous time frame until June 30th then starts again for the next
Fiscal Year
Run Time - Quarterly report on the 4th day of January, April and October and the 4th quarter runs on June
30th
22. Invoice Date Comparison Biweekly – This report is contained within the ‘INEF_Date_Comparison_Biweekly’ zip and
lists Invoice eForms in submitted or approved status with a submit date within the last 14 days. Need to change to
pull on the Submit date within the last 14 days. The following data fields are contained within this report:
Invoice eForm # Invoice Number INCEF Status FEIN
Supplier Name DO # MA # Invoice Total
Invoice Date Invoice Received
INEF Submitter # Days Between INEF Submit Date & Invoice Received Date
Primary Use – Accounting
Run Time - Bi-Monthly on every other Sunday
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23. Invoice eForm Date Comparison Monthly -This report is contained within the ‘INEF_Date_Comparison_Monthly’ zip
and pulls Invoice eForms that were submitted the previous month. The following fields are contained within this
report:
Supplier Name DO # MA # Invoice Total
Invoice Date Invoice Received
INEF Submitter # Days Between INEF Submit Date & Invoice Received Date
Primary Use – Accounting
Date range – Current Fiscal Year
Run Time – Monthly on the 1st of the month at 12 am for the previous month
24. IRs With Last Approver - This report is contained within the ‘IRs_With_Last_Approv’ zip and lists the invoice
reconciliation (IR) requests in Reconciling and Approving status. This report will list IRs generated from the Ariba
Supplier Network (ASN) (Purchasing Unit Indicator (PUI): 9999) and IRs that failed Central FLAIR. The IRs that failed
Central FLAIR will list the approving invoice manager by name and will remain in Approving status until resolved.
This report will continue to exclude IRs which list FLAIR Integration as the active approver and does not list IRs in
Paid status. The user whose queue the IR is currently active will also be listed. The report will also list IRs routed to
the Invoice Administrator queue. If the Invoice Administrator is the active approver, all accounting errors must be
corrected by the agency. Once updated, the IR will be rejected by the Invoice Administrator upon written
notification. The following data fields are contained within this report:
IR IR Status IR Amount IR Create Date
Number of Days since IR was Created
IR Submit Date Number of Days since IR was
Submitted Last Modified Date
Last/Current Approver PUI Agency
Reason Description
Primary Use – Finance and Accounting
Date Range - This report is not restricted by any specified date range.
Run Time – Daily Monday through Friday
25. Spend Details Report - This report is contained within the ‘Int_Spend_Details’ zip. This report shows the Purchase
Order (PO) spend for the agency for the current fiscal year. This report lists orders in Ordered, Received, and
Receiving status. This report is detailed data to assist with Agency Scorecard. The following data fields are
contained within the report:
PUI Ordered Date Commodity Name Supplier Name
MA # Contract ID Part Name Method of Procurement
User Name Quantity Unit Price Amount
Primary Use – Purchasing, Finance and Accounting
Date Range - This report lists purchase orders which meet the criteria for the current fiscal year.
Run Time – Monthly on the 1st day of the month
26. Invoice Attachments by Commodity Code – This report is contained within the ‘Invoice_Attachments_by_CCode’ zip
and lists invoice reconciliations with an attachment linked to the invoice reconciliation for pre-defined commodity
codes in the following statuses: Approved, Approving, Paid, Paying, Reconciling and Rejected. This report will lists
ASN invoice reconciliations which met the report requirements. The commodity codes listed were thought to be the
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most likely to contain confidential data/information as they include: clinics, doctors, detention transportation,
drugs, misc., guard, law enforcement and security, hospitals, language interpretation, notaries, training, and
uniforms. The following commodity codes were selected for this report:
200940 277580 345480 477540 905950 906950 907950
908160 908170 908180 908260 908410 908420 908490
908540 908640 908660 908680 908700 908800 908870
908950 911080 911400 911357 912007 912180 912200
913080 913100 913131 913200 913240 913285 913315
913390 913392 913393 913400 913435 913475 914025
914037 914040 914230 914260 915220 915290 915291
916180 916380 916430 916496 916570 917217 918060
918100 918115 918125 918130 918140 918150 918155
918157 918160 918165 918170 918175 918180 918190
924350 972615 974010 974020 974030 974040 974050
974060 974070 974080 974090 974150 974160 974170
974180 974190 974200 974210 974220 974230 974240
974250 974260 974270 974280 974290 974300 974310
974320 974330 974340 974350 974360 974370 974380
974390 974400 974410 974450 974460 974470 974480
974500 974520 974550 974560 974600 974610 974650
974700 974750 974760 974770 974780 974790 974900
974910 974920 974930 974940 974950 973290 973890
973840 973890 973900 991380 991500 991815 993030
The following data fields are contained within the report:
Preparer PUI Agency IR# IR Status
Order# MA# Commodity Code Commodity Code Description/Title
Supplier FEIN Supplier Name Object Code IR Create Date
Primary Use – Security Administrator
Date Range – This report will list IRs where the IR Create Date is in the previous month only
Run Time – Monthly the first day of the month
27. Invoice eForm Attachments by Commodity Code - This report is contained within the
‘Invoice_Eform_Attachments_by_CCode’ zip and lists invoice reconciliations with an attachment linked to the
Invoice eForm for pre-defined commodity codes in the following statuses: Approved, Approving, Paid, Paying,
Reconciling and Rejected. This report does NOT list ASN invoice reconciliations which met the report requirements.
The commodity codes listed were thought to be the most likely to contain confidential data/information as they
include: clinics, doctors, detention transportation, drugs, misc., guard, law enforcement and security, hospitals,
language interpretation, notaries, training, and uniforms. The following commodity codes have been selected for
this report:
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The following data fields are contained within the report:
Preparer PUI Agency IR# IR Status
Order# MA# Commodity Code Commodity Code Description/Title
Supplier FEIN Supplier Name Object Code IR Create Date
Primary Use – Security Administrator
Date Range – This report lists IRs that have attachments and where the IR Create Date is in the previous
month only
Run Time – Monthly the first day of the month
28. Agency Master Agreement - This report is contained within the ‘MasterAgreements’ zip and lists all master
agreements created by an agency. This report is used to assist with the maintenance and tracking of contracts
(a.k.a. master agreements) entered into MyFloridaMarketPlace for their respective agency. The following data fields
are contained within the report:
PUI Agency MA ID MA Title
MA Status Available Amount Minimum Commitment Maximum Commitment
Historical Amount Spent MA Contact MA Contact Email MA Contact Active?
Effective Date Expiration Date Last Modified Date MA Open Date
MA Closed Date Term/Agreement
Contract Type Release Required?
Primary Use – Contract Administrators
Date Range - This report is not restricted by any specified date range.
Run Time – Monthly the first day of the month
29. POs Without IRs - This report is contained within the ‘POs_without_IRs’ zip and lists all purchase orders partially
received and not invoiced (Purchasing Request (PR) status 'Receiving'), purchase orders partially received and fully
received (PR status 'Received'), and service purchase orders with no associated invoice reconciliation (PR status
'Ordered'). The following data fields are contained within this report:
PUI PUI Description Order ID Ordered Date
Days from Ordered Date to Current Date
Supplier Name Supplier Legacy ID PO Status
Requester Name Encumbrance Number Item Receipt Date Days from Item Receipt Date
to Current Date
Primary Use – Finance and Accounting
Date Range – This report will only list purchase orders generated in the last 18 months
Run Time – Daily Monday through Friday
30. PR Audit by Commodity Code – This report contained within the ‘PR_Audit_by_Commodity_Code’ zip and provides
a listing of requisitions which contain pre-defined selected commodity codes in the following statuses: Composing,
Submitted, Approved, Denied, Ordering, Ordered, Receiving, Received, Canceling, and Canceled. The commodity
codes listed were thought to be the most likely to contain confidential data/information as they include: clinics,
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200940 277580 345480 477540 905950 906950 907950
908160 908170 908180 908260 908410 908420 908490
908540 908640 908660 908680 908700 908800 908870
908950 911080 911400 911357 912007 912180 912200
913080 913100 913131 913200 913240 913285 913315
913390 913392 913393 913400 913435 913475 914025
914037 914040 914230 914260 915220 915290 915291
916180 916380 916430 916496 916570 917217 918060
918100 918115 918125 918130 918140 918150 918155
918157 918160 918165 918170 918175 918180 918190
924350 972615 974010 974020 974030 974040 974050
974060 974070 974080 974090 974150 974160 974170
974180 974190 974200 974210 974220 974230 974240
974250 974260 974270 974280 974290 974300 974310
974320 974330 974340 974350 974360 974370 974380
974390 974400 974410 974450 974460 974470 974480
974500 974520 974550 974560 974600 974610 974650
974700 974750 974760 974770 974780 974790 974900
974910 974920 974930 974940 974950 973290 973890
973840 973890 973900 991380 991500 991815 993030
The following data fields are contained within this report:
Preparer PUI Agency PR# PR Status
DO Number/MA Number Commodity Code Commodity Code Description/Title Supplier FEIN
Supplier Name Object Code PR Create Date
Primary Use – Purchasing, Security Administrator
Date Range – This report will list PRs where the PR Create Date is in the previous month only
Run Time – Monthly the first day of the month
31. PRs in Submitted Status – This report is contained within the ‘PRs_in_Submitted_Status’ zip and lists all orders in
Submitted status for an agency. This report pulls Requisitions with a current status of Submitted. The following data
fields are contained within this report:
PUI Agency Requisition Requisition Title
Requisition Status Requisition Submit Date Requester Preparer
Line Item Description (first 50 characters)
Requisition Entity Requisition Agency PCard
Line Item Amount Category Category Year Object Code
Org Code Expansion Option Opt Version General Ledger
Other Cost (OCA) Project ID Grant StProgramStandard
CF Indicator Account Code Commodity Code FEIN
Vendor Method of Procurement # of Days Since PR
Was Submitted Last Modified Date
# of Days Since PR was Last Modified
Last/Current Approver
Date Range – This report is limited to the current FY
Run Time – Daily Sunday through Saturday
32. Paid IR’s Not Paid – This report is contained within the ‘Paid_IRs_Not_Paid’ zip. This report lists IR’s in “Paid” status,
where the “IR Paid in FLAIR” is NOT checked, and no warrant number is listed. The following data fields are
contained within this report:
Encumbrance Line # Vendor Name Requester PUI (ASN=9999) FEIN
Transaction Date IR Create Date Last Modified Date
Primary Use – Finance and Accounting
Date Range – This report is not restricted by any specified date range.
Run Time – Weekly on Sunday
33. Purchase Orders by Org Code and Budget Entity – This report is contained within the
‘POs_by_OrgCode_and_BudgetEntity’zip. This report lists Purchase Orders (PO) in Ordered, Received, and Receiving
status by Budget Entity and Organization Codes. Report lists Purchase Orders that have an Ordered Date within the
past 7 days. The following data fields are contained within this report:
Budget Entity Budget Description Organization Code Organization Description
Ordered Date Requisition (PR) Number DO Number Order ID
Master Agreement (MA) Number
Primary Use – Purchasing and Budget
Date Range – This report pulls Purchase Orders that have an Ordered Date within the past 7 days.
Run Time – Weekly on Sunday
34. Payments Completed in FLAIR – This report is contained within the Payments_Completed_in_FLAIR’ zip and lists all
invoice reconciliation with the option ‘Payment Completed in FLAIR’ selected for an agency. This report is primarily
used by Finance & Accounting personnel to verify these requests have the corresponding warrant information
recorded for the payment. If the warrant information is not listed, the Payment Update eForm must be completed
for the request. The following data fields are contained within the report:
PUI IR Number IR Status FEIN
Supplier Name Date Marked Payment Completed in FLAIR Payment Number Warrant Number
Warrant Issue Date Order Number Ordered Date
Primary Use – Finance and Accounting
Date Range – This report lists IRs marked as paid in FLAIR from July 1, 2006, to present date.
Run Time – Weekly on Sunday
35. Punch-out Catalog versus NonCatalog Orders – This report is contained within the
‘Punchout_Catalog_NonCatalog_Orders’ zip and lists all of the punch-out catalogs that are available and the
purchases made to them by an agency that are Catalog and Non Catalog for:
Dell Marketing Hewlett Packard VF Imageware Lenovo
Grainger Fisher Scientific Office Depot
The following data fields are contained within the report:
Agency PUI PR Number Create Date
DO Number Order ID Order Date PR Status
Encumbered (0=No; 1=Yes) P-Card (0=No; 1=Yes) Supplier FEIN Supplier Name
Type: Punchout/Catalog/NonCatalog Line Item Description Supplier Part # Line Item Amount
Commodity Code # and Description
Primary Use – Purchasing
Date Range – This report is restricted to the data listed above and the run time parameters noted below.
Run Time:
o Current Fiscal Year – Monthly on the first
o Previous Fiscal Year – Quarterly on the first day of the quarter
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36. Requisition to Purchase Order Cycle Time Details Report – This report is contained within the
‘SC_Req_to_PO_Cycle_Time_Details_Monthly’zip. This report shows the elapsed time (in days) between a
requisition being initially submitted and finally approved and issued as a purchase order to the vendor. The report
takes in account the initial versions of orders only. Change orders are excluded. The following data fields are
contained within the report:
Requester Attachment Count Requisition Ordered
Date Requisition Submit Date
Primary Use - Purchasing
Date Range - This report lists Requisitions that have an Ordered Date in the previous month
Run Time – Monthly the second day of the month at 10:00 PM
37. Sourcing_Users_and_Groups – This report within the ‘Sourcing_Users_and_Groups’ zip, lists users within the
application. The report provides the following information regarding the Sourcing application:
PUI Organization User ID Name
Email Address Group Last Login Date
Primary Use – System Administrators
Date Range - This report is not restricted by any specified date range.
Run Time – Monthly on First Monday
38. Sourcing_eQuote_Event_Activity - This report within the ‘Sourcing_eQuote_Event_Activity’ zip, lists users within
the application and places a time stamp on their activity. This report will provide details on the eQuote event status
and the following information regarding the Sourcing application:
Primary Use – System Administrators
Date Range - This report is not restricted by any specified date range.
Run Time – Weekly on Monday
39. User Report - This report is contained within the ‘User_Report’ zip and lists users with an account within the
system. This report is used to assist with the maintenance of user accounts for their respective agency. The
columns with the keyword ‘status’ represent two values: 0 and 1. If a ‘1’ is listed, the value is active. If the column
lists a ‘0,’ the value is inactive. For example, if the Supervisor Status column lists ‘0’, the listed supervisor user
account within MyFloridaMarketPlace was deleted by the agency’s system administrator. All users which list this
user as their supervisor should be updated and an active supervisor should be assigned to these users. The
following data fields are contained within this report:
User Name PUI PUI Status Login Token
Email Address Org Level Mgmt Level Org Code
Org Status Supervisor Name Supervisor Status Ship To
Ship To Status Bill To Bill To Status Site Code
Site Status Role Bill To Address Bill To City
Project ID Project Name Project Owner Department
PUI Event ID Event Name Event Create Date
Event Status Create to Publish Time eQuote Cycle Time Number of Vendors Who
Have Joined
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Bill To State Bill To Zip Ship To Address Ship To City
Ship To State Ship To Zip
Primary Use – System Administrators
Date Range - This report is not restricted by any specified date range.
Run Time – Weekly on Monday
40. Users and Groups Report - This report is contained within the ‘Users_and_Groups_Report’ zip and lists users with an
account within the system. The report lists what Roles and Groups the users have. This report is used to assist with
the maintenance of user accounts for their respective agency. The columns with the keyword ‘status’ represent two
values: 0 and 1. If a ‘1’ is listed, the value is active. If the column lists a ‘0’, the value is inactive. For example, if the
Supervisor Status column lists ‘0,’ the listed supervisor user account within MyFloridaMarketPlace was deleted by
the agency’s system administrator. All users which list this user as their supervisor should be updated and an active
supervisor should be assigned to these users. The following data fields are contained within this report:
User PUI PUI Status Login Token
Email Address Org Level Mgmt Level Org Code
Org Status Supervisor Name Supervisor Status Ship To
Ship To Status Bill To Bill To Status Site Code
Site Status Role Group Bill To Address
Bill To City Bill To State Bill To Zip Ship To Address
Ship To City Ship to State Ship To Zip
Primary Use – System Administrators
Date Range - This report is not restricted by any specified date range.
Run Time – Weekly on Monday
41. Vendor Spend Report – This report is contained within the ‘Vendor_Spend_Report’ zip and lists the latest version of
the Purchase Order where status is Ordered, Ordering, Received, or Receiving and the order date is within the past
12 months. The following fields are contained on this report:
Vendor Name FEIN Contact Contact Email Address
Contact Phone # Minority Business
City State Zip
Primary Use - Purchasing
Run Time – Daily Monday through Friday
Appendix A
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When the Text File Exceeds the 65,536 Row Limitation Steps on how to import a Text file into Microsoft Access include:
A. Open an existing Microsoft Access Database File or create a new one.
B. Once you are in the Microsoft Access Database File do the following steps to import a Text file.
i. On the top menu bar go to File
ii. In the drop down list under File select Get External Data.
iii. Select Import.
iv. In the Import (or Link) dialog box, in the Files of type box, select Text Files (*.txt; *.csv; *.tab; *asc).
v. Click the arrow to the right of the Look in box, select the drive and folder where the file is located, and then double-click its icon.
vi. Follow the directions in the Import Text Wizard dialog boxes. Click Advanced to create or use an import/export specification (import/export specification: A specification that stores the information Access needs to import or export a fixed-width or delimited text file).
C. Do the following Import Text Wizard steps:
a. Choose Delimited and click Next (MyFloridaMarketPlace reports are delimited by a comma)
b. Choose Comma as the delimiter.
c. Select First Row Contains Field Names so it has a check mark.
d. For the Text Qualifier choose the double quote (“).
e. Click Next.
f. On the next window where it displays the Field Options go ahead and click Next to keep the default values.
g. Choose No primary key since we do not need to set a primary key.
h. Click Next.
i. Enter the table name you want to import into or enter a new table name.
j. Click Finish.