MyFloridaMarketPlace Advanced Contracts - DMS · Advanced Contracts Workshop ... have the Contract Exemption group assigned to their user profile to ... When does a BPO have a shorter

MyFloridaMarketPlace Advanced Contracts

Workshop

• MFMP Contracts Overview

• Creating Releases Against Contracts

• Adjusting a Contract Amount

• Common Questions / Resources

AGENDA

MFMP Contracts Overview

1% Transaction Fee

• The State of Florida instituted a 1% transaction fee to provide vendors with electronic access to State buyers and to provide vendor support.

• 60A-1.030 addresses MFMP vendor registration.

• 60A-1.031 addresses the use of Transaction Fee language in purchasing transactions (unless exempted).

https://www.flrules.org/gateway/ruleNo.asp?id=60A-1.030







1% Transaction Fee • The 1 percent Transaction Fee applies to all transactions that

are not specifically exempted in Rule 60A-1.032, F.A.C.

Level Description Vendor If a vendor is a non-profit or government entity, they are generally exempt

from the Transaction Fee.

Contract An exemption that applies to all transactions (purchase orders or disbursements) conducted with a vendor for a specific contract within an agency. An agency must flag a contract as exempt from the 1 percent transaction fee by completing the Contract Exemption eform. Users must have the Contract Exemption group assigned to their user profile to complete this eform.

Transaction Allows agencies to indicate that all or a portion of the transaction is exempt from the Transaction Fee. When a transaction is exempt, the customer must check the Fee Eligible checkbox on the Accounting Details page of the IR/PR and select the appropriate reason code. The ability to flag a transaction as exempt from the 1 percent transaction fee is permission based; users must have the Transaction Fee Exempt group assigned to their user profile.

https://www.flrules.org/gateway/readFile.asp?sid=0&tid=1858731&type=1&file=60A-1.032.doc




• 1A - Procurement under Section 337.11 Florida Statutes

• 1B - Procurement under Section 287.055 Florida Statutes

• 1C - Procurement under Chapter 255 Florida Statutes

• 1D - Transaction with a Non-Profit entity

• 1E - Transaction with another Governmental agency

• 1F – Transaction with required sole source provider or price paid and payee established by Federal or Private grant

• 1G - Payment to unregistered vendor under Rule 60A-1.030(3)

• 1H - Payment to vendor in exchange for providing healthcare services at or below Medicaid rates

• 1I – Disbursement to recipient or sub-recipient; payment to satisfy maintenance of efforts required; or Payment to match Federal award

1% Transaction Fee Exemptions


1% Transaction Fee Exemptions cont.

• 2A - Transaction is critical to the agency’s mission or necessary for public health safety and welfare.

• 2B - Imposition of fee would prevent the consummation of the transaction.

• 3 – Emergency transaction per Rule 60A-1.032(3).


Contract Exemption eForm

• Contract Level Exemptions – Create a Contract Exemption eForm

• Requires the Contract Exemption eForm group

• Requires approval from Purchasing

• Select Contract Exemption eForm from the Common Actions section under Create.


Contract Exemption eForm

• Enter a Title

• Enter the contract number using the dropdown – MFMP recommends searching for the contract using the ID.

Field Explanation

• Form of Contract – Agency Term or Alternate Source

• Contract ID – Agency or Alternate Source Contract number

• ID – MFMP Contract number (C2147)

• Title – Title of the contract





AGENDA

Creating Releases Against Contracts

MFMP Preferences


• Release Required is an option selectable when setting up a

MFMP Contract Request.

• Release Required indicates that a purchase order is required

each time a purchase is made against the MFMP Contract.

• To create a release (purchase order) against a contract, you

create a MFMP requisition.


• Release requisitions route for approval like standard requisitions

• Release requisitions are sent to the vendor upon approval

• Contracts marked as “Release required” have to have an established requisition, release, for Finance and Accounting to invoice against.

Creating Releases

Creating a Contract related requisition

• Select Create Requisition in the Common Actions section.

• Enter the contract number in the selection area in the upper left corner.


Create a Supplier or Commodity Requisition

For a Supplier or Commodity Level Contract, click the ‘non-catalog’ link and enter the line items to purchase.


Create an Item Level Requisition





AGENDA

Adjusting a Contract Amount

Key Terms

• Restoring Dollars - adds money back to your MFMP Contract.

• Depleting Dollars - removes money from your MFMP Contract.



Overview of how to draw down funds against MFMP Contracts

• When a customer makes a payment in MFMP against a MFMP Contract, or a purchase order associated to a MFMP contract, MFMP reduces the Contract dollars when the invoice goes to "Paid" status.

• If a customer establishes a PCard purchase against a MFMP Contract, MFMP reduces the dollars from the Contract as soon as the purchase order goes into "Ordered" status.


Overview of how to draw down funds against MFMP Contracts

• If the agency needs to adjust the contract available amount only specific MFMP customers can restore or deplete money to the Contract. These customers are:

– Contract initiator (Preparer)

– Contract Contact

– Customers with "edit" permission for the Contract


Click “Restore Contract Amount”

Click on "Restore Contract Amount" in the Common Actions.


Complete “Restore Contract” eForm

• Enter a Title based on your agency’s titling conventions.

• Select the MFMP Contract number.

• Select the radio button for "Restoring Dollars" or "Depleting Dollars".

• Enter the dollar amount to restore or deplete.

• Enter Comments and click Submit.





AGENDA

Frequently Asked Questions

Question: Why don’t I see a "Change" button on a Contract Request I am trying to edit?

• Answer: There are two primary reasons a customer will not see a "Change" button on a Contract Request:

- The user did not create the initial Contract Request; or

- The user was not granted "edit" access to the Contract as part of the "Define Access Control" step when the contract was created.

Question: Do the rules for attaching and deleting attachments for Contracts work the same way as they do in the rest MFMP? Is the person who adds an attachment or a comment the only person who can delete the attachment or comment too? • Answer: Yes, these rules function consistently across MFMP. The person

who adds an attachment or comment is the person who can delete the attachment or comment.


Question: Are any fields on a Contract Request locked from updates after the initial contract creation? • Answer: Customers can edit only select fields on a Contract Request when

making a change. Fields not available to edit are:

- MFMP Contract Type

- Release Required

- Currency

• There are also fields within the "Pricing Terms" area that cannot be modified when doing a change. These fields are:

- Description

- Commodity Code

- Supplier Part Number

- Supplier Auxiliary Part ID

- Unit of Measure


Question: Is there a file size limit for Contract attachments? • Answer: While there is not a specified limit for total attachment size

(across all files uploaded to a particular contract), each unique file must be four megabytes (MB) or less.

Question: If I am on the Summary page, and I change my Commodity or Item level contract to a Supplier Level contract, are the pricing terms the only thing that is impacted? Or are there other fields I would have to modify? • Answer: The pricing terms area is the only section impacted after

updating the contract type.


Question: What if I realize (while I am on the Summary page) that I selected the wrong supplier? If I change the supplier, are there additional updates to make? • Answer: If you change the supplier on the Summary tab (or by one of the

approvers), you must re-enter only the pricing terms. All other fields of the contract remain unchanged.

Question: If I add approvers to the Contract Request, can they make edits? • Answer: Approvers that have the Contract group can make edits to the

Contract Request as an approver. If someone is added to the workflow that does not have the Contract group, he / she is not be able to make edits to the Contract Request. Instead, the approver would see only the following options: Approve, Deny, Excel Export, and Print.


Question: Do I have to change the contract to add an attachment? • Answer: Yes, adding attachments require a change to the contract. This is

done through the contract request.

Question: Do I have to change the contract if I just need to add comments? • Answer: No. You can add comments to the contract without changing it.


Question: When does a BPO have a shorter workflow? • Answer: See below

Contract BPO Selection

BPO Checked / Encumbered Not applicable

BPO Checked/ Unencumbered No approvers required

BPO Not Checked/ Encumbered Agency default workflow

BPO Not Checked/Unencumbered Agency default workflow


Question: What impact does checking the BPO have on my release? • Answer: See below

Contract BPO Selection

BPO Checked Release encumbrance defaults to unchecked

and is not editable.

BPO Not Checked 1. No encumbrance on contract = Agency

defaults for encumbrance on requisition

(agency default preference and edit

preference).

2. Encumbrance information on Contract =

Encumber funds not checked and field is

not editable on release.

BPO Not Checked/Unencumbered Agency default workflow

Resources

• For questions or assistance, contact the MFMP customer service desk at (866) 352-3776 or [email protected].

• Online resources at http://www.MyFloridaMarketPlace.com include MyFloridaMarketPlace and System Administrator manuals, training information and more.

• To search for vendors: – VIP Admin: https://vendor.MyFloridaMarketPlace.com.

• Username and password: “publicuser”

mailto:[email protected]

http://www.myfloridamarketplace.com/

https://vendor.myfloridamarketplace.com/

Resources

• Register for MFMP training at: http://dms.MyFlorida.com/mfmp_buyer_training.

• Training environments allow you to practice what you learn. – MFMP Training Environment https://trn-buyer.myfloridamarketplace.com/Buyer/Main

– The username is the same as your regular login.

– The password is “train30”

http://dms.myflorida.com/mfmp_buyer_training

https://trn-buyer.myfloridamarketplace.com/Buyer/Main



Documents

MyFloridaMarketPlace Advanced Contracts - DMS · Advanced Contracts Workshop ... have the Contract Exemption group assigned to their user profile to ... When does a BPO have a shorter