Page - 1 Agenda MFMP Overview System Basics Creating a Requisition Following Up On Your Order Receiving Commodities Invoices Viewing Payment

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Agenda

MFMP Overview System Basics Creating a Requisition Following Up On Your Order Receiving Commodities Invoices Viewing Payment Information System Searches Change Orders Cancel Requisition Deleting and Copying Vendor Performance Tracking Resources

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Receiving Commodities

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

Receipts must be completed by the Desktop Receiver (Requester or OBO) or the Central Receiver – whatever method your agency employs

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Negative Receiving

Negative receipts: Reduce the amount of items previously over-received or received in

error Can only be able to be initiated up to the amount previously accepted Can only be able to be initiated up to the amount previously paid

If payment has already been made, a warning message will populate. 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

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Under Receive, click the Purchase Orders link


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The fastest way to search is by using your

Order ID

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Click Next to review or click Submit

•Enter in the quantity of the items you have received and accepted

•Enter in the date you physically received the goods. The date defaults to today’s date and cannot be earlier than the date the order was issued

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A good practice is to enter in a

comment to document why

you have created a

negative receipt

•Enter the negative number to correct in the Accepted field

•Leave the date as the date you are creating the receipt, then Submit


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NOTE: For desktop receivers only the requester or OBO will appear in the approval flow . For “Central Receivers” the OBO would be a “watcher” and the Central Receiver will be the required approver in the flow

In this example, this is for “Desktop Receiving”, the receipt has been approved and is in Approved status


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To view the details of an Approved receipt, click on the Receipt ID

The system will automatically generate a receipt in Composing status. When a receipt is in this status, it means the order is open to receive against and this is the next receipt you will use

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Practical Exercise #4 (Receiving Commodities)

If you have questions, please raise your hand for assistance

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Agenda


InvoicesInvoice eForm

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Under Company eForm you can access your eForms including the Invoice eForm

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Select Invoice eForm


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•Enter an appropriate Title following your agency’s standard titling convention. This field allows numbers, letters, and special characters

•Supplier Invoice # field can contain a maximum of 30 characters and becomes part of the IR number, the last 9 digits will be sent to FLAIR. It will also be recorded on the warrant so the number should reflect the vendor’s invoice. Should a number not be provided please refer to your agency’s practices


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To select a vendor, click Vendor Location. This must be the exact Vendor Location that is on the purchase order

•Supplier Invoice Date: This is the date of your vendor’s invoice as provided by the vendor

•Invoice Received Date: Record the date the invoice was received by the office notated in the Bill To section of the purchase order

•Services Start Date & Services End Date: DFS requires that services start and end dates are entered for all services invoices


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Enter the total amount of the invoice in the Subtotal field

Press the Next button to select an Order to invoice against

Once the vendor location has been selected, the supplier field and vendor location field will populate


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Purchase Order: Press the select button to search for your Order ID

Invoicing without Order/ Release?: •For invoices against orders select “No”. •For invoices directly against an agency contract (MA###), select “Yes”


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Once you have found the correct order, press the Select button

If you have selected the wrong vendor location on the title page of your Invoice eForm, the purchase order will not return.

Type in the Purchase Order # , then Search. You can also search by Supplier, Contact, or Total Ordered


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Once the Order has been selected. Press the Generate Invoice button to display all the lines of the order


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To complete the actions on this Invoice eForm, click “Next” or “Summary”

Enter in the quantity that is being invoiced


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DFS requires that a copy of the invoice be scanned and included as an attachment to the Invoice eForm

Review the eForm for accuracy. If no changes are necessary, press the Submit button to create your IR

Invoice eFormReconciling Invoices

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•When an IR gets generated (for a service), as the OBO, you must review and approve the IR

•Invoices will appear under Reconcile, click the Invoice link to be taken to your invoice queue


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NOTE: When reviewing your invoices, always work from the transaction date that is the farthest out and then in to the current date

You can access the invoice by clicking on the ID (IR) link or selecting the Reconcile button


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•You want to always view the details of your IR, before you approve

•To view the details, click on the Invoice Tab or the Invoice eForm link


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These details provide you with information directly input from the Invoice eForm, including accounting information and how the line item matched to the purchase order


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Upon final review of the invoice, when you are ready to approve, click the Submit button


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The approval flow verifies you have approved the IR and it’s now active with the Exception Handler for your agency

This screen doesn’t always appear, if it does click OK


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If you choose to View the Status of the IR, the approval flow verifies Jack approved the IR and it’s now active with the Exception Handler

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Practical Exercise #5 & #6 (Invoices)

If you have questions, please raise your hand for assistance

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Agenda


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Viewing Payment Information

Once your requisition is in an Ordered Status and the Order is issued, a PO balance will appear on the Order view (only)

As long as all payments are processed directly through MFMP the PO balance will be updated

All IRs that appear on the Order will include the transaction date, paid date, and amount of payment. Click the IR link to be taken to the IR to view the invoice and the payment information, including the warrant #

Only IRs in a “Paid” status will affect the PO balance. IR’s rejected, or in an approving or reconciling status will not be reflected in the PO balance

Viewing Payment InformationOrder View

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Click the IR link to view the IR

PO Balance shows the total amount of the Order minus the total of all IR’s in paid status

Viewing Payment InformationIR View

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To view Payment information, including warrant numbers and dates, click the Payments link

Viewing Payment Information

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This information will only be included for payments processed through MFMP

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Agenda


System Searches

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You can search by clicking on the Searches link from the Shortcut Menu

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System Searches

You can either create a new search or select one of the standard system searches

In this example we are going to select to “Search for Requisitions”

System Searches

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•If a prefix is displayed (in this example “PR” ) you’ll need to include it in your search criteria

•The number symbols are just a reminder to add in the entire PR#

•If you don’t know what the number is, then you will delete all entries in this field

To view additional search fields click on this link

System Searches

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Place a checkmark next to a field you would like to search by or uncheck a field you do not wish to see

System Searches

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It is always best to use at least TWO search criteria;

your results will be returned faster.

You can change your search Category from this menuYou must have

the Query group to see transactions other than your own

Click Search

System Searches

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Search results can be exported to Excel. A max of 750 records will return. You can choose to to export the entire search or only the current page (only 40 records will export). Results will export exactly as they are displayed on the screenNOTE: You must disable your pop-up blocker in order to export

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System Searches

The downloaded search will look similar to this and Excel’s auto filter will be activated

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System Searches

For searches you do often, Save the Search

by clicking on the Save Search button.

System Searches

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Give your search an appropriate title

Click “OK” to save the search

All of the filters that you used when creating your search appear here and can be amended as needed

System Searches

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Your saved search is here. Anytime you want to run the search, click the Search button. If you need to modify your search, click the link of your search name

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Agenda


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Change Orders

A change order should be initiated to make any changes to an order: The vendor will be notified of the change order To match your balance in FLAIR for an encumbered order

A change button may not be viewable on the requisition for the following reasons: An IR is in an “ing” status (reconciling, approving, rejecting) A change order has already been initiated on that order and is in

Composing or Submitted status

Anytime a change order is initiated it will go through the same approval flow as the original version (unless the initiator has the CO No Workflow group)

Most information can be changed with the exception of the vendor

Change Orders

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•Click the Change button to edit the requisition

•The PR # will version with a V2, V3, V4, etc.

Locate your requisition through your folders, Status link or via a System Search

Change Orders

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The name of the person initiating the change will appear in the “Change Initiated By” field

Change Orders

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Comments are always the best way to

communicate to others in your approval flow

what has changed.

In this example, we increased the quantity which increased the Total Cost

Review for accuracy and click Submit

Change Orders

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The requisition is now populated with “V2” which means this is the second version of the purchase order

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Agenda


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Cancel Requisition

Purchase Orders should only be canceled if the non-received goods and/or services are no longer needed

Depending on your agency’s business rules, a Cancellation Approver will populate in the approval flow for any cancellation request, or may only populate based on the amount of the purchase. If you have any questions about this process, please contact your Agency Purchasing Office

The recommended way to cancel a requisition is to access the Company eForms and select the Cancel Requisition eForm

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Cancel Requisition

From the Home Page, click on Company eForm

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Cancel Requisition

Click on the Cancel Requisition link

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Cancel Requisition

Give the eForm an appropriate title

Press Select to choose the PR you wish to cancel

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Cancel Requisition

Search using the PR #, then click SelectNote: If the PR you wish to cancel cannot be cancelled the search will return no results

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Cancel Requisition

Comments should be used to communicate to the Cancellation Approver why you need to cancel this PR

When finished, click Submit to route to your Agency’s Cancellation Approver

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Cancel Requisition

When a cancellation has been initiated (like a change order) a new version created. In this example, the cancellation is V2 of the original requisition

•The status changes to “Canceled”

•The Cancel Requisition eForm # appears

•The line item(s) reduce to “0” and move to the Deleted Line Items section

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Cancel Requisition

•If the order was encumbered, follow-up to ensure the encumbrance has been released

•If the confirmation message does not appear to confirm the encumbrance has been released within two days, contact your Purchasing and/or Finance and Accounting professionals for assistance

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Agenda


Deleting and Copying

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To view the status of all your transactions, click on the Status link on your “Swoosh”


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•Under the “Show All” view, all transactions and their statuses will appear

•Items can be copied or deleted from this page

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Delete – Transactions can only be deleted while they are in a Composing Status, you can locate them in the Composing folder within the Status queue.

Locate your transaction, within your Status queue, in your folders or through a System Search

Click the box to the left of the item At the bottom of the page, click the Delete button Once the delete button is clicked the item is gone from the system

forever


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Multiple items can be selected at one time to take action with

NOTE: If a composing item is deleted, it is completely deleted from the system

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Copy – A transaction can be copied and edited for future use

Locate your transaction, within your Status queue, in your folders or through a System Search

Click the box to the left of the item At the bottom of the page, click the Copy button The requisition will automatically go into the Composing folder within the

Status queue to be edited and submitted at any time


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The copied requisition automatically goes into “Composing” status and the title changes to “Copy of”

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Agenda


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Vendor Performance Tracking

The State of Florida does business with more than 111,000 vendors. To ensure the State receives the best goods / services from its vendors a Vendor Performance Tracking (VPT) tool was created. The purpose of VPT is to:

Provide useful vendor performance history so the agency customer can make informed decisions when selecting vendors

Provide customer feedback to contract managers assigned to multi-customer contracts for managing vendor performance to contract requirements and customer expectations

Provide constructive feedback for the vendors to assist them to make improvements for the delivery of their services / goods

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Vendor Performance Tracking is a monitoring tool to rate vendor performance on a per transaction level

A VPT survey is automatically generated, and email notifications are sent to the Requester (OBO) associated with a Purchase Order (DO) when paid invoices are completed in MyFloridaMarketPlace against the following: All State Term Contracts (STC) All State Purchasing Agreements (SPA) All Agency Term Contracts All Other transactions equal to or above $2,500

The survey is available for 30 days and is pre-populated with transaction-specific information


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To access the VPT tool, click on the Access VPT link on your Shortcut Menu

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After accessing the VPT application, the options you generally will select are:

Submit pending vendor ratings – This provides a list of surveys for you to complete and submit

Search for a Vendor - Search the VPT database to view rated surveys through the prior business day

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Vendors are rated across four categories with a scoring range from 1 (Fails to Meet Most Requirements) to 5 (Exceeds Most Requirements): Performance to Specifications – e.g., compliance to contract specs Delivery – e.g., on-time delivery Invoicing – e.g., accurate billing Customer Service – e.g., prompt/courteous customer service

A monthly listing of vendors and their performance scores will be accessible through the Toolkit

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The Requester’s name and comments will not be provided to the general public

The public can view a vendor’s performance on the State Purchasing website. These files, updated monthly, show cumulative scores, but not the associated invoice numbers

A Requester can also view a vendor’s VPT rating when creating a requisition

Vendors can log in to their MFMP registration to view their cumulative ratings including the invoice number associated with each rating, and can determine the agency and rater from the information associated with the invoice number in their records

For additional information on Vendor Performance Tracking please access: http://dms.myflorida.com/business_operations/state_purchasing/vendor_information/vendor_performance_tracking_vpt

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Agenda


Contact the MFMP CSD at [email protected] or (866) 352-3776

Buyer - https://MyFloridaMarketPlace.com:9140/Buyer/Main

MFMP toolkit http://dms.MyFlorida.com/buyertoolkit Bulletin board & hot topics Training opportunities

• WebEx sessions• Statewide training• Training materials

Job aids• Buyer manual• System Administrator manual

Meeting materials MFMP Punchout catalogs and eInvoicing Working with vendors Communications

• eNewsletter Reporting tools

Resources

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Contact your agency system administrator for password resets

Vendor searches: Vendor Administrative Lookup tool:

https://vendor.MyFloridaMarketPlace.com/admin/index.jhtm

• Username and password: ‘publicuser’ (must be entered in lower case)

SPURSView:http://fcn.state.fl.us/owa_spurs/owa/spurs_www.main_menu_form Username or password is not required

Contact the vendor CSD at [email protected] or (866) 352-3776

Resources


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The buyer training environment is a mirrored version of the live system where customers test their knowledge on how the system works using agency-specific data. https://learning.MyFloridaMarketPlace.com

• The login is the same name the customer uses to sign on in ‘live’ MFMP 2.0; the password is train20

Data is refreshed quarterly with current production data, including:

• A refresh of current customer profiles

• Accounting data

• Transactions

• Catalogs

• Operational data e.g. changes to agency workflow

Agency system administrators also have the ability to add new users into the training environment should the need arise.

Resources: Training Environment


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Buyer 2.0 Web-based Training OnDemand is a Web-based training program that allows you to learn at your

convenience.

You can gain well-rounded knowledge of software functionality, complete with conceptual understanding in a simulated environment.

OnDemand demonstrates how to complete a task and guides you as you work.

View and find available training modules, lessons, and topics, and then launch training for a specific topic at: http://training.MyFloridaMarketPlace.com/buyer

If the page does not automatically display, disable pop-up blockers.

Resources: OnDemand Training


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WebEx training provided quarterly http://dms.MyFlorida.com/mfmp_webex.

MFMP recorded training “tours” http://dms.MyFlorida.com/mfmp_tours This allows customers to access to the same basic information provided in other

courses, at their leisure.

Training registration is available at http://dms.MyFlorida.com/mfmp-buyer_training.

Resources: Training Tools

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Team Member E-mail Phone Number

Communications Analyst

[email protected] (850) 363-0628

F&A Process Analyst


Vendor Management Analyst


Operations Manager [email protected] (850) 766-0772

Chief, State Purchasing Operations


Contact the MFMP CSD for at [email protected] or (866) 352-3776.

Contacts

Documents

Page - 1 Agenda MFMP Overview System Basics Creating a Requisition Following Up On Your Order Receiving Commodities Invoices Viewing Payment