myfloridamarketplace what’s new in mfmp? training, 2007

MyFloridaMarketPlace

What’s New in MFMP?

Training, 2007

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Agenda

Welcome / Introduction

What’s New in the MyFloridaMarketPlace Upgrade System Search Requisitioning Catalogs Approving Receiving Invoicing (Contracts)

Lunch

Agency Review

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Agenda


What's New in the MyFloridaMarketPlace Upgrade System Search Requisitioning Catalogs Approving Receiving Invoicing (Contracts)

Lunch

Agency Review

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Agenda



Lunch

Agency Review

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Login Changes

You will sign on with your current user name and password

‘Instead of going directly to the “Home” page, you can select “where” you want to go by clicking on your option in the drop down box

The sign on screen has been changed as shown

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Logout Warning

A new feature is that when your session has been idle, instead of immediately logging you out, the Logout Warning popup will appear with a countdown of 60 seconds. If you want to continue with your work in MFMP, click on the Cancel Logout and your session will remain open.

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System Searches

Your saved searches are listed first.

The standard system searches are listed here.

You can click the circled link to create a new search.

Home and Logout have been moved to the top of the page.

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System Searches

.

Remember it is always best to use

at least TWO search criteria; your results will

be returned faster

Additional search filters can be added. For example Encumbrance #, Preparer, Approver, etc.

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System Searches

You can select multiple items by checking more than one selection. In this example, we’ve selected multiple PUIs.

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System Searches

Check this box to select all the options. In this case we wanted all the PUIs selected (see circled items above.)

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System Searches

Searches were grouped by status.

You can expand the selection by clicking on the arrow.

Grouping by status can assist in

managing your workload or tallying the number of items in a particular status.

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System Searches

A system search can be downloaded in EXCEL. A maximum of 500 records will be returned. You can choose to export the entire search or only the current page that is displayed.

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System Searches

The downloaded search will look similar to this.

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System Searches

For searches you do often, Save the

Search. Click on the Save Search button.

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Save Searches

Title the search.

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System Searches

Your saved search is here. Anytime you want to run the search, simply click on the title or the Search button.

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Agenda


What's New in the MyFloridaMarketPlace Upgrade System Search Requisitioning Catalogs Approving Receiving Invoicing Contracts

Lunch

Agency Review

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‘Summary’ Page now labeled ‘Checkout’ page.

‘Hold Until Date’ field now labeled ‘Delay Purchase Until: ?’.

Requisitioning steps reduced from 7 to 3.

Changes to Requisitioning

‘Additional Choices Icons’ (+) have been replaced with ‘Other’ in the dropdown fields. (See next page for search options and how additional data is retrieved)

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Retrieving Data

You will continue to search in the same fashion, however, as opposed to paging (which is no longer available) you will scroll down the page. As it pulls more information you will get the message “Retrieving Data” – see next page

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Retrieving Data

By scrolling down the page, all of the information will be retrieved, page by page

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Shopping Cart/ Add Items

Users can opt not to view the ‘Shopping Cart’ when line items are added by checking the ‘Don’t show this page again after adding items’ checkbox.

The same fields are now available to edit in the ‘Shopping Cart’ as on the ‘Checkout’ page (e.g., Accounting).

Click ‘Hide Details’ to collapse the ‘Shopping Cart’ view.

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Editing Line Items within the Requisition

Edit individual line items in the ‘Shopping Cart’ by checking the checkbox next to the line item(s) and clicking the ‘Edit’ button.

Mass Edit all line items (accounting information only) by clicking the box at the top of the line items and then clicking the ‘Edit’ button.

When the item is in edit mode, the color changes

You can continue to add items to your shopping cart by clicking the add items box.

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Viewing (and Editing) Requisition Line Items

When you are in checkout and want to view your line items, you can click the Show Details buttons and all information is displayed instead of just the high level information.

Click ‘Hide Details’ to collapse the line item detail and only display high level information. ‘Hide Details’ replaces the Detail button.

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Viewing (and Editing) Requisition Line Items

When viewing your line items all available information is viewable that was previously available only when you clicked the detail information for the line item. At this time, if you notice any discrepancies or require changes, then you can edit the line item by clicking the button next to the line item and then clicking edit to make the needed changes.

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Hold Until Date –Change Request #6

Change Request # 6:

This change will allow requisitions with a Hold Until date (now referred to as Delay Purchase Until) that is active with FLAIR Integration to be able to be withdrawn.

Previously, requisitions with a Delay Purchase Until date could not be withdrawn while FLAIR Integration was the active approver in the workflow;

Now that Change Request #6 has been implemented; only the requester has the ability to withdraw and edit a requisition while FLAIR Integration is the active approver.

This change does not affect requisitions that are in a Delay Purchase Until state that are not active with FLAIR Integration. Those requisitions have and continue to be able to be withdrawn and edited prior to the Delay Purchase Until date.

You can only withdraw a requisition with a future Delay Purchase Until date.

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Delay Purchase Until

This requisition has a Delay Purchase Until date of 1/24/07 and is encumbered.

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This requisition has been through the approval flow and is active with FLAIR Integration, awaiting approval, which will not happen until the Delay Purchase Until date arrives.

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Comments will populate on the requisition that verifies the requisition is in a Delay Purchase Until state in coordination with the Delay Purchase Until date on the requisition.

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To change the requisition while active in FLAIR Integration, the requisition can be withdrawn by the requester only, edited and resubmitted as long as the revised request is submitted prior to the current Delay Purchase Until date. The requisition will go through the original approval process.

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Agenda



Lunch

Agency Review

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Catalog Search Enhancements

The ‘Non-Catalog’ tab is now the ‘Create Non-Catalog Item’ button.

The ‘Add Items’ page defaults to display the ‘Keyword’ search and the ‘Browse Path’.

Changes to the catalog browse path still allow you to select by contract category and sub-categories but also shows the number of contracts loaded that you can select from.

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Contract ID = State Term Contract ID

Favorites = catalog items you have “Added to your Favorites”.


Select additional fields from the ‘Options’ menu to display with the ‘Keywords’ search. This search allows for additional fields to be selected to initiate a catalog search.

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Once you have added your item as a Favorite, it will populate with a star next to the product item name.

You will be able to add your catalog items as a Favorite and name your group.

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To add multiple lines to the shopping cart, click on the ‘Summary (multi)’ or ‘Details (multi)’ view. Check the checkbox next to the line items, indicate line item Quantity, and click ‘Add to Cart’ button.

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Agenda



Lunch

Agency Review

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Ability to go right to your approval queue.

Approval queue. Items are listed in a separate table/window within the page. Ability to change the view of your queue.

Close Navigation Panel Button. Maximize/Minimize Table Button.

Scrolling within the table/window.

Approving

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Accessing the Approval Queue

Users can bypass the ’Home’ page and go directly to their Approving Queue by selecting ‘Approve Requests’ during login.

Mfmp_user

……

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Use scroll bar to view more approvable items.

Queue now appears as a window within the page.

Approval Queue

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Increase the number viewable on the page. Known as the ‘Minimize/Maximize Table’ button.

Close navigation panel window with this tab.

Approval Queue

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Approval Queue

This is the expanded view.

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Still have the ability to approve/deny items from the queue.

Approving by clicking the item ID or item title. Approval Summary screen. Ability to change the item you are viewing. Ability to view the whole request not just the summary. Approving and going directly to the next item in queue.

Going directly to the next item in queue.

Approving Items

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Approval Summary

Navigate through your approval queue.

Scroll to see more information.

Approval flow window.

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Approval Summary

Comments and attachments.

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Approval Summary

Click link to view whole request.

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Clicking on the ID or Title link brings up the approvable.

Approving

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Provides the ability to bring up the next approvable in the queue. If checked, after clicking the OK button you will be taken back to the Approval Summary page for the next approvable in your queue.

Approving

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Workflow Regeneration – Change Request #28

Change Request #28:

The current business rules for workflow regeneration occur when any of the following actions take place:

Change in the commodity code Adding a line item Deleting a line item Overall price change of the requisition by 5% or more

By initiating Change Request #28, the workflow WILL regenerate when any of the following actions take place:

Change in the commodity code that requires the approval of an internal agency approver or cross-agency approver, ex: change of the commodity code that will populate an internal Fleet approver and a cross-agency fleet approver;

An overall price INCREASE of the requisition by 10% or more.

The workflow will NOT regenerate when any of the following actions take place: A commodity code is changed that does NOT require an internal agency or cross-agency

approver; Adding a line item that does NOT increase the requisition by 10% or more; Deleting a line item (as this will result in a DECREASE in the overall requisition total); Overall price change of the requisition by less than 10%.

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Workflow Regeneration

These are the details from the edited link on this PR. The approver, Tom Clemons, changed the commodity code (from 645250 to 645220) of this requisition. The change is not a commodity code that should require an internal agency or cross-agency approver.

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Workflow Regeneration

The approval flow verifies that once the approver, Tom Clemons, make the commodity code change, the approval flow did NOT regenerate back to the first approver in the flow (7200: Purchasing Agent). The requisition continued on and is now active with the 7200: Purchasing Office.

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Change Orders

When creating a change order, the user who initiated the change will appear on the face of the change order and will continue to appear until the change order has gone through the entire approval flow. Once the change order is fully approved, the Change Initiated By field will populate with “No Value”.

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Change Orders

The results from Change Request #3, PO Balance and Payment History, will appear on your DO.

Once your change order is approved, your DO will no longer be populated with “V-#”, but you will be able to identify the version of the change order, to coincide with the PR, by viewing the version of the change order.

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Purchase Order Cancellations

Upon submittal and approval of a Canceled PR, the order will reflect the Cancel Requisition Form, and it will create a new version as if in a change order. The original section “Line Items” has been changed to zero and the item moved to a new section entitled” Deleted Line Items” and the status changes from “Ordered” to “Canceled”.

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Agenda



Lunch

Agency Review

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Negative Receiving – Change Request #27

Change Request #27:

This change will allow 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

accepted; A Negative Receipt will only be able to be initiated up to the amount previously 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 that information with their Finance and Accounting staff. The agency will handle this overpayment as they do with other overpayments.

While comments are not a required entry to initiate a negative receipt, it is a good business practice to do so in order to document the change. However, the agency may create their own business processes to handle these changes.

NOTE: If the requisition is in Received status, you will only be able to access it from the “Swoosh” or by accessing the purchase orders link under the receive header on your shortcut menu.

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Negative Receiving

You will continue to receive as usual. You can click on the “Receive” button of the swoosh, or go into searches and pull up the requisition and receive.

However, once your item has been fully received, you must search using the Receive button on the Swoosh or by accessing the purchase orders link under the receive header on your shortcut menu to reopen your order.

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Negative Receiving

One item was previously accepted in error. This receipt is to negate the amount previously received by entering a “negative” amount. In this example, 1 was previously received and this change is now to negative receive by entering -1

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Negative Receiving

Because an IR had already been created, submitted and the Invoice is now in Paid status, this negative receipt will not go through.

A comment was entered to justify the negative receipt.

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Negative Receiving

By clicking on the links, you will be able to obtain additional data. I have clicked on the MA link and the IR link. Those attached two screens will link you to those documents.

This is the receiving section of the tool; it does not refer to the status of the item.

When an order has been fully received, the payment history information (from Change Request #3) populates. As a reminder, the PO balance will only update if you pay through MFMP. For all PCard payments and for those invoices not paid through MFMP, the PO balance will not be updated.

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Negative Receiving

This is the link from the Receipt after you have clicked on the MA12226-R6 link.

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Negative Receiving

This is the link from the Receipt after you have clicked on the IR 12062005-462856 link.

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Negative Receiving

After you have reopened your order and have made your changes, your Prev. Accepted and Accepted fields reflect the changes made and the date when they were made.

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Agenda



Lunch

Agency Review

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Invoice eForm

Supplier Invoice # field can contain a maximum of 30 characters and the last 9 digits will be sent to FLAIR. The invoice number will be contained in the resulting IR ID number.Services start and

end dates are only required for services invoices.

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Invoice eForm

You cannot submit an invoice eForm without associating it to an order or a contract. This field cannot be left blank.

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Invoice eForm

You cannot proceed without tying an invoice to a order or contact. This means less invoices in the Invoice Administrator’s queue.

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Invoice eForm

Invoices must be matched to an order or contract

Invoices created without an order before MFMP 2.0 were routed to the IAQ

To resolve invoices that are routed to the IAQ:

Verify if the invoice referenced on the invoice reconciliation request has been paid. If it has not been paid you will need to contact the vendor or create a new invoice eForm

Correct the accounting information for each line item listed on the IR Include a comment on the IR requesting the IR be rejected Send an email to the MyFloridaMarketPlace Customer Service Desk

to formally request the rejection of the IR (once the IR is rejected, it will no longer be listed on the IR With Last Approver report).

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Invoice eForm

A copied line item will have the same accounting information as the original line item whereas an added line will not have any accounting information.

To add an attachment you must check the box. Please note that if you check it you are agreeing that your attachment does not contain any confidential information.

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Invoice eForm

Review the attachment guidelines

Attach only necessary documents

Receipts, travel documents, timesheets, etc.

Refer to State Expenditure Guide for guidance

Attachments on the PR/DO do not need to be attached to the IR

Scan document at lowest quality according to the Scanning and Attachments Guidelines

Ensure that attachments are in a suitable format

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Orders Tab

The transaction date is the transaction date and the Paid date is the date the status of the IR was changed to Paid.

The PO Balance shows the current remaining balance of the order. It is drawn down after IRs (payments) are in Paid status.

On the Orders tab of the IR, the

previous payments made against the order are tracked.

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Agenda



Lunch

Agency Review

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New Features Within Contracts You now have the option to select Evergreen (perpetual

contracts that do not expire) as a type of contract. Contract number may be included in the Master Agreement

number.

Contracts (Formerly Master Agreements)

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Master Agreement Request is now called Contract Request.

Create Contract

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The Contract ID can now be part of the Master Agreement Number by selecting “Yes”. This will benefit agencies by providing additional specific naming conventions that are easily identifiable.

Contract ID

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Contract Summary

Once the contract request is approved, the contract number (MA) contains the Contract ID

entered on the MAR.

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To export the entire contract or contract request to an Excel file, click Excel Export. In the File Download dialog, click Save to save the request as an Excel file on your computer.

Export to Excel

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Agenda



Lunch

Agency Review

myfloridamarketplace what’s new in mfmp? training, 2007

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