MyFloridaMarketPlace

1. MyFloridaMarketPlace MyFloridaMarketPlace User Meeting April 13, 2004

2. Agenda Part 1 of User Meeting (For Live and Non-live agency representatives): • Year End Processing Part 2 of User Meeting (For Live Agency User Group Participants): • Design Review / Change Request Discussion

3. Certified Forwards • Currently within FLAIR, agencies have the option of either • Marking their encumbrances and payables with a ‘C’ in the CF (certified forward) field manually through FLAIR • Or requesting that DFS mark the encumbrances and payables with a ‘C’ in the CF field on behalf of the agency on June 30th. • With the implementation of MyFloridaMarketPlace, agencies will have the option of either • Marking the encumbrances with a ‘C’ in the CF (certified forward) field through MyFloridaMarketPlace • Or requesting that DFS mark the encumbrances with a ‘C’ in the CF field. The encumbrances will also automatically be updated in MyFloridaMarketPlace so the accounting is reflected correctly in both systems.

4. Certified Forwards • If an agency elects to mark the encumbrances through MyFloridaMarketPlace, the following steps should be followed • Initiate a change order to the appropriate Purchase Order. Users assigned the role of ‘CO No Workflow’ may complete a change order for accounting/encumbrance changes only without regenerating the workflow. • Update the accounting/encumbrance as appropriate and include a ‘C’ in the CFfield. • Submit the change order – a subsequent PO version will be created • A change encumbrance transaction (6SU) will be sent to FLAIR to update the encumbrance record • Similar to encumbered POs, encumbrances against Master Agreements may be updated through initiating a change against the Master Agreement or may be updated automatically if requested by DFS

8. Payables • During the year-end process, the agency may also establish payables for those items that have been received but not yet invoiced • The establishment of a payable (TR80/TR81) against a MyFloridaMarketPlace transaction will be completed directly in FLAIR • A modification has been completed in FLAIR to support the release of an ‘A’ encumbrance type for an encumbered payable (TR81) • When appropriate, a payable disbursement (TR53) will be completed in MyFloridaMarketPlace for a MyFloridaMarketPlace transaction • The following defines the steps in which establish a payable and complete a payable disbursement for a MyFloridaMarketPlace transaction • Identify the transaction in which a payable is to be established and document the encumbrance number and line numbers) if an encumbered transaction

9. Payables • Establish the payable in FLAIR (TR80/TR81) referencing the encumbrance number and line numbers as appropriate. You may also release the encumbrance using the Release Encumbrance eForm in lieu of a TR81 • During the disbursement process, the Exception Handler or Invoice Manager may select the ‘Payable’ checkbox on the Invoice Reconciliation to indicate that the disbursement is a payable disbursement • Two fields will be displayed to enter the payable number and payable line number • The ‘Payable’ checkbox is at the split accounting level and must be updated for each split accounting • Final payment indicator is available for payable disbursements on the split accounting line • The accounting distribution may be updated for each split accounting line at the time of disbursement.

11. Check the ‘Payable Disbursement’ checkbox to indicate that this transaction should be a payable disbursement.

12. Two additional fields ‘Payable Number’ and ‘Payable Line Number’ will be displayed. Enter in the payable number and payable line number and select that appropriate accounting distribution.

13. Release Encumbrance • The eForm is available to all users with the following role: PUI: Invoice Manager • The release encumbrance eForm may be used for requisitions/POs in the following statuses: • Ordered • Received • Receiving • Cancelled (modification was implemented March 15, 2004) • User must select the requisition in which to release the encumbrance • All encumbrance numbers and line numbers will be released for the selected requisition • No approvals are required for the Release Encumbrance eForm

14. The Release Encumbrance eForm may be found under the ‘Company eForm’ link from the Home page. Clicking on the additional choices link ‘+’ will display all encumbered requisitions.

16. Upon submission of the Release Encumbrance eForm, a delete encumbrance transaction (6SUD) will be sent to FLAIR.

17. Disbursement Transaction Override • During disbursement processing, the disbursement transaction type may be changed from encumbered to unencumbered disbursement, or unencumbered to encumbered disbursement by checking or unchecking the ‘Encumber Funds’ checkbox • Users assigned the role of ‘Invoice Reconciliation Overwrite’ will have the ability to overwrite the disbursement type • The ‘Encumber Funds’ checkbox is at the split accounting level and must be updated for each split accounting • If the disbursement transaction type is changed from encumbered to unencumbered, it may be necessary to use the Release Encumbrance eForm to release the remaining encumbrance amount

18. Encumbered Disbursement - Encumbrance number and line number defaulted from PO

19. Unchecking the ‘Encumber Funds’ checkbox will change the disbursement type to an unencumbered disbursement (TR51)

20. Unencumbered Disbursement - No encumbrance number and line number listed PO

21. By checking the ‘Encumber Funds’ checkbox, two additional fields will be displayed. F&A may enter the appropriate encumbrance number and line number to initiate a TR70

22. Agenda Part 1 of User Meeting (For Live and Non-live agency representatives): • Year End Processing Part 2 of User Meeting (For Live Agency User Group Participants): • Design Review / Change Request Discussion

23. Warrant Cancellation and Update Design • When warrant information is returned from Central FLAIR, it is only returned if a warrant has been issued by FLAIR. MyFloridaMarketPlace receives the initial warrant number and warrant issue date, and the payment is updated to reflect that data. However, there are times when a warrant can be either cancelled or updated with a new issue date, and these changes made in FLAIR are not automatically sent to MyFloridaMarketPlace. Users will be able to use the Payment Update eForm to note a cancelled warrant or to update warrant info. • If a warrant is cancelled against an encumbered transaction and the agency would like to initiate another disbursement, it will be necessary to override the disbursement type from TR70 to TR51 since the encumbrance has already been released. • If a warrant is cancelled against a contract that is using contract accumulators, it may be necessary for the agency to use the Restore Contract eForm to add the cancelled amount back on to the Master Agreement.

24. Allowing Multiple Vendors on a Requisition Modification: A design has been created that will allow users to create a single requisition for multiple vendors. Once fully approved, the requisition will encumber the funds in FLAIR (a separate encumbrance number for each vendor) and send individual purchase orders to each vendor. This design also plans on enabling agencies to create multiple eQuote (or eQuote awards) to multiple vendors from the same requisition Significant Impacts: • If one or more line items on requisition fail encumbrance, entire req will fail (even for other vendors) • “Do Not Send To Vendor” checkbox will apply to entire req, not just one vendor • Release encumbrance eForm will continue to release encumbrance from the whole requisition. Users will be unable to perform line item encumbrance releases • Canceling an order/requisition will cancel the orders for each vendor on the original requisition • Changing an order will impact the entire requisition – potentially sending an updated order to the vendor.

25. CR 191 and 190 – Method of Procurement CR 190: (AHCA) – Add STC as Method of Procurement CR 191: (AWI) – Add RFQ as Method of Procurement Issue: STC is currently an available Method in FLAIR. This will be added to MyFloridaMarketPlace. RFQ is currently not used in FLAIR or MyFloridaMarketPlace. We will add RFQ, but will need to have FLAIR updated as well. Questions: • DFS Audit - is it acceptable to add these new values • Are there any other Methods used state-wide that agencies are not seeing and would like added? Would like to make updates collectively.

26. Next User Meeting Time / Location • Tuesday, April 27th from 9 a.m. – 11 a.m. • Carr Building, Room 170 • Conference Call In Information: 487-8856 (SUNCOM: 277-8856) • Thanks for your participation !