Managing Contracts in MyFloridaMarketPlace Webinar

1. Managing Contracts in MyFloridaMarketPlace Webinar

2. Agenda • Creating Releases Against Contracts • Changing a Contract • Adjusting a Contract Amount • Creating Invoices against Contracts • Common Questions / Resources

3. Creating Releases Against Contracts • 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.

4. Creating Releases Against Contracts MFMP Preferences

5. Creating Releases Against Contracts Start by creating a MFMP requisition • Log in to MFMP and view your Dashboard. • Click the ‘Requisition’ link in the Common Actions area.

6. Creating Releases Against Contracts Search for the Contract • Click the dropdown box under Contract in the upper-left corner. • Select ‘Search for More.’

7. Creating Releases Against Contracts Select the Contract • With the Field type identified as MFMP Contract ID, enter the MFMP Contract number. • Click ‘Search.’ • Click ‘Select’ to associate the Contract to your requisition.

8. Creating Releases Against Contracts 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.

9. Creating Releases Against Contracts Create an Item Level Requisition MFMP displays the available catalog items to add to your requisition.

10. Creating Releases Against Contracts • Demonstration • Training environment: https://trn-buyer.myfloridamarketplace.com/Buyer/Main. • Create a Release against an MFMP Contract.

11. Agenda • Contracts Overview • Contract Requests and Creating Contracts • Creating Releases Against Contracts • Changing a Contract • Adjusting a Contract Amount • Creating Invoices against Contracts • Common Questions / Resources

12. Changing a Contract Search for and select the Contract Request

13. Changing a Contract Click the Change button To see the edit box, you have to have Edit Access on the MFMP Contract.

14. Agenda • Contracts Overview • Contract Requests and Creating Contracts • Creating Releases Against Contracts • Changing a Contract • Adjusting a Contract Amount • Creating Invoices against Contracts • Common Questions / Resources

15. Adjusting a Contract Amount Key Terms • Restoring Dollars - adds money back to your MFMP Contract. • Depleting Dollars- removes money from your MFMP Contract.

16. Adjusting a Contract Amount

17. Adjusting a Contract Amount 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.

18. Adjusting a Contract Amount 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

19. Adjusting a Contract Amount Click ‘Restore Contract Amount’ • Click on ‘Restore Contract Amount’ in the Common Actions.

20. Adjusting a Contract Amount 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.

21. Agenda • Contracts Overview • Contract Requests and Creating Contracts • Creating Releases Against Contracts • Changing a Contract • Adjusting a Contract Amount • Creating Invoices against Contracts • Common Questions / Resources

22. Creating Invoices Against Contracts Key Terms • PO-Based Invoice – Invoice for contracts with release (purchase order). • Contract-Based Invoice – Invoice created directly against the contract, no release (purchase order).

23. Creating Invoices Against Contracts Use a PO-based invoice for MFMP Contracts set as ‘Release Required’ • Select ‘PO-based Invoice’ from the Common Actions area.

24. Creating Invoices Against Contracts Complete the Invoice fields, searching for and entering the for the Purchase Order and Vendor Location.

25. Creating Invoices Against Contracts • Create invoices from contracts in one of two ways: • Contract-based invoice or • From the invoice button on the Contract or Contract Request. • Creating invoices from the Contract or Contract reduces data entry. MFMP enters the Contract number and Supplier information. • Select ‘Contract-based Invoice’ from the Common Actions area. • Enter the information for the invoice. • Attach a copy of the paper invoice. • Submit.

26. Creating Invoices Against Contracts Search for the Contract and complete the invoice Search for the Contract. • Click the Invoice button. • MFMP enters the contract number and the supplier information.

27. Demo Demonstration • Training environment: https://trn-buyer.myfloridamarketplace.com/Buyer/Main. • Create an invoice in MFMP.

28. Agenda • Contracts Overview • Contract Requests and Creating Contracts • Creating Releases Against Contracts • Changing a Contract • Adjusting a Contract Amount • Creating Invoices against Contracts • Common Questions / Resources

29. 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 3.0?  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 3.0. The person who adds an attachment or comment is the person who can delete the attachment or comment.

30. Frequently Asked Questions 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

31. Frequently Asked Questions 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.

32. Frequently Asked Questions 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 will 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.

33. Resources • For questions or assistance, contact the MFMP customer service desk at (866) 352-3776 or BuyerHelp@MyFloridaMarketPlace.com. • Online resources at http://www.MyFloridaMarketPlace.cominclude MyFloridaMarketPlace and System Administrator manuals, training information and more. • To search for vendors: • MarketView: http://www.myflorida.com/apps/spurs/spurs.main_menu_form. • No username or password required. • VIP Admin: https://vendor.MyFloridaMarketPlace.com. • Username and password: ‘publicuser.’

34. Resources • Register for MFMP training at: http://dms.MyFlorida.com/mfmp_buyer_training. • MFMP exclusive training “tours” allow you access to the same basic information other courses provide, at your convenience. http://dms.MyFlorida.com/mfmp_tours. • Training environments (formerly called the “Sandbox) allow you to practice what you learn. • The username is the same as your regular login. • The password is “train30” • Analysis - https://trn-analysis.myfloridamarketplace.com/Sourcing/Main • MFMP 3.0 Training Environment • https://trn-buyer.myfloridamarketplace.com/Buyer/Main

35. Resources Contact MyFloridaMarketPlace

36. Welcome to MyFloridaMarketPlace!