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Efficient E-Procurement Process for Florida State Orders

Simplify equipment ordering process in Florida State with detailed flowchart & contact information of key personnel. Follow step-by-step instructions for successful purchase order completion.

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Efficient E-Procurement Process for Florida State Orders

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  1. State of Florida E-Procurement Flow Chart www.myflorida.com Customer creates PO in Ariba system for equipment order Order processed/equipment ordered Key Contact Information CBU Focal Point is Carmen Guzman, 8*472-4921 (954-514-4921) Carmen’s back up is Lily Bertran, 8*472-4906 (954-514-4906) CBC Focal Point is Sharon Price (727 540 3589) Sharon’s back up is Kathy McDaniel 727 540 3550) Approved contracts are: Information Technology Hardware (250-000-03-01) Multi Function and Specialty Apps (600-340-03-1) Keith converts EDI data into an eDoc PO Keith receives PO electronically Equipment delivered to customer Auto forward to Carmen Guzman in Miami w/copy to Sharon Revenue install processed Carmen Forwards to Install Rep/Agent * • Sales Rep/Agent must insure that the State of Florida Term Contract Number is on the Purchase Order • Validate delivery/Install information with Customer No manual alterations will be accepted on an eProcurement Purchase Order Sales Rep/Agent Completes order in Valuequix Sales rep/Agent submits value quix order and faxes paperwork to St Pete *Order Taking Sales Reps and Agents must notify Carmen in advance for Multiple install locations BAU practice CBR Performs edit on PO Unique to eProcurement 09/09/2005

  2. 507.59 0.00 5,000 0.0105 52.50 560.09 24 20,163.24 125.00 20,288.24 ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ Quantity Worksheet (sample) Contact sales representative (or agent) for configuration guidance, pricing, and worksheet completion assistance. Determine the ‘overall contract price’ (which will be entered into the quantity field) Enter monthly charge for the base machine Enter monthly charges for accessories (if applicable) Estimate excess monthly usage (overage beyond contract allowance) Enter overage rate Multiply estimated excess monthly usage by the overage rate Add monthly base machine, monthly accessory and monthly excess usage Enter the length of the term of the contract (i.e. 24 months) Multiply monthly total (base, accessory, usage) by the term of the contract Add any one-time charges, such as the installation charge 0 Enter this ‘overall contract price’ in the quantity field of the purchase order ‘Overall contract price’ must be entered in the quantity field in order to enable validation of periodic invoices. 3

  3. A = The default for the first item entered on a requisition or purchase order = Description. This field should contain all information that would be considered necessary to properly place an order. Please consult Xerox Sales for guidance. = As provided by Xerox Sales = Leave blank = Enter value as instructed by your Purchasing Department = See quantity worksheet for guidance on how to establish this value = LO (stands for lot) = ALWAYS $1.00 = Enter value as instructed by your Purchasing Department = ALWAYS Xerox Corporation A B B C C D D E E F F G H G I H J I J 5

  4. From: Morris, Richard BSent: Tuesday, July 26, 2005 1:27 PMTo: Guzman, Carmen E; Horvet, Nora CCc: Zahn, Gregory P; McCracken, GailSubject: PO's for STATE OF FLORIDA--------------------------------------------------------------------------------This is an E-Procurement PO, please make sure the following steps are taken:   - Validate delivery/install info with customer - Ensure that IMI Code is in order     - Include Norie Horvet's name in the Comments section of cover sheet   - Include the XNAC--------------------------------------------------------------------------------       PURCHASE ORDER DOCUMENTS1 PURCHASE ORDER(S) ENCLOSED:PO #  DO139726        ISA Control #: 000001765        GS Control#: 000001765        Customer EDI Identifier (ISA06): ARIBAEDI        Secondary EDI Identifier (GS02): AN0100020222Customer: STATE OF FLORIDA     PO Number: DO139726    PO Date: 07/26/05      Purchase Order Type:  New OrderTransaction Set Purpose:  OriginalReport Date: 07/26/05Reference Information        Letters or Notes: Commenten        MSG:        Comment Type:;Submit;Comment Body:;PA SARAH HAMILTON @ SC 278.0801;Comment By:;        Sarah Hamilton (Dist 4);Comment Date:;2005-07-26T10:21:15-04:00;Comment Type:;Save;Comment Body:;PA SARAH HAMILTON @ SC 278.0801;Comment By:;Sarah Hamilton (Di        ve;Comment Body:;PA SARAH HAMILTON @ SC 278.0801;Comment By:;Sarah Hamilton (Dist 4);Comment Date:;2005-0              t 4);Comment Date:;2005-0        7-26T10:28:48-04:00Bill-to-Party Address        Assigned by Buyer or Buyer's Agent A0r3n6x.q        DCF - ASSCD - Admin Svcs Support Ctr Disbursements        Bldg 5 Rm 302          1317 Winewood Blvd        Tallahassee     FL      323990700       USAdministrative Communications Contact:        Accounts Payable Department: work        Telephone:      US 850 488-0801Ship To Address        Assigned by Buyer or Buyer's Agent A069184q.q        DCF - Legal Services Unit 0411        BIBIAN IKEOKWU @ 904.798.4900          DCF - Legal Services Unit 0411        Bldg B Ste 160         921 N Davis St        Jacksonville    FL      322096805       USAdministrative Communications Contact:        Receiving Contact: default        Electronic Mail:        delores_terry@dcf.state.fl.usCurrency Information:        Entity:  Buying Party (Purchaser)        Currency: USDTotal PO Line Items:  1        ----------------------------------------------------------------------                                 LINE ITEMS        ----------------------------------------------------------------------PO Line Item ID: 1        Order Quantity: 10             Unit of Measure:  Each         Unit Price: $459.67            Vendor's (Seller's) Part Number:  Not Available        Classification:  Not Available        PRODUCT/ITEM DESCRIPTION:              36 MONTH FMV LEASE FOR ONE XEROX WCP55H -  WORK CENTRE PRO 55-DADF/HCF COPIER/PR        INTER  WHICH INCLUDES AUTOMATIC DOCUMENT FEEDER,  350FCFIN - OFFICE FINISHER AUT        OMATIC 3HOLE   3 HOLE PUNCH KIT $ 459.67 MONTHLY BASE CHARGE   TO INCLUDE ON- SI        TE FULL SERIVCE MAINTENANCE  AGREEMENT , PARTS & LABOR, AND SUPPLIES ( EXCEPT  P        APER & STAPLES). 45,000 MONTHLY COPY ALLOWANCE,  COVERAGES BILLED @ $0.0060.PRI        CE INCLUDED TRADE  OF XEROX DC 440 NG4146411 STATE OF FLORIDA   CONTRACT(600-340        -03-1) PRICE INCLUDED DELIVERY  REMOVAL OF TRADE, INSTALLATION & TRAINING.THIS        PRICE IS FIXED FOR THE TERM OF THE LEASE.  EFFECTIVE FROM DAY OF DELIVERY AUGUST        22, 2005  THRU JUNE 30,2006        Structured (From Industry Code List)        Material Classification      Assigned by Seller        Not Availabl        Service, Promotion, Allowance or Charge Information:  No Allowance or Charge           Code:  Customer Account Identification         Amount: 459670         Description: LISA              Reference Number: 100-Department of Children and        DATE/TIME REFERENCE:        Delivery Requested: 20050822        REFERENCE IDENTIFICATION:        Mutually Defined:       Distributors?: N        Mutually Defined:       Recycled Content?: N        Mutually Defined:       Ship To Code: U0A069184q.q        Mutually Defined:       PR No.: PR433220        Mutually Defined:       Purchase Order Type: A (State Contract)        Mutually Defined:       Shipping Method: Best Way        Mutually Defined:       FOB Code: Destination freight paid by vendor and included in price. Title passes upon receipt. Vendor files any claims.        Mutually Defined:       Fiscal Year Indicator: 2006        Mutually Defined:       PUI#: 6035        Mutually Defined:       SiteCode: 600000-04        Mutually Defined:       Encumber Funds: Yes        Mutually Defined:       Version: 1        Mutually Defined:       P Card Order: No        Mutually Defined:       Terms and Conditions: http://marketplace.myflorida.com/vendor/po_tou.pdf        Mutually Defined:       P Card Order?: No-------------------------------------------------Transaction Monetary Amount Summary        Total Transaction Amount        $4596.7<END OF PURCHASE ORDER> Please do not reply to this e-mail address.    If you have any questions contact:             John D'Alonzo  - john.dalonzo@usa.xerox.com     - 585-423-3458         Richard Morris - richard.b.morris@usa.xerox.com - 585-423-5589 ** For best viewing of this document please set your Microsoft Outlook options as follows:     Select Tools/Options/Mail Format (Tab) Select Fonts, In the area "When composing and reading plain text" Select Choose Font   Change Font to Courier 10pt    Select OK (twice), Select Apply and then click "OK"    ** If you feel that you have received these documents in error please contact one of the EDI contacts named above.                Administrative services and solutions provided by Xerox Capital Services, LLC.                      Headquarters: 100 Clinton Avenue South, Rochester, New York14644.                       Xerox Corporation is a member of Xerox Capital Services, LLC.                                P.O. Box 7876, Madison, Wisconsin 53707.               This communication may be in reference to obligations with Xerox Corporation and / or certain of its subsidiaries.     -------------------------------------------------------------------------------- Please insure that the following steps are taken:   - Validate delivery/install info with customer   - Include Norie Horvet's name in the Comments section of cover sheet   - Include the XNAC1 PURCHASE ORDER(S) ENCLOSED:PO #  DO139726        ISA Control #: 000001765        GS Control#: 000001765        Customer EDI Identifier (ISA06): ARIBAEDI  Customer: STATE OF FLORIDA     PO Number: DO139726    PO Date: 07/26/05      Purchase Order Type:  New OrderTransaction Set Purpose:  OriginalReport Date: 07/26/05Bill-to-Party Address        Assigned by Buyer or Buyer's Agent A0r3n6x.q  DCF - ASSCD - Admin Svcs Support Ctr Disbursements        Bldg 5 Rm 302        1317 Winewood Blvd        Tallahassee     FL      323990700       USShip To Address        Assigned by Buyer or Buyer's Agent A069184q.q        DCF - Legal Services Unit 0411       BIBIAN IKEOKWU @ 904.798.4900          DCF - Legal Services Unit 0411        Bldg B Ste 160         921 N Davis St        Jacksonville    FL      322096805       US             PRODUCT/ITEM DESCRIPTION:       36 MONTH FMV LEASE FOR ONE XEROX WCP55H -  WORK CENTRE PRO 55-DADF/HCF COPIER/PRINTER WHICH INCLUDES AUTOMATIC DOCUMENT FEEDER,  350FCFIN - OFFICE FINISHER AUTOMATIC 3HOLE   3 HOLE PUNCH KIT $ 459.67 MONTHLY BASE CHARGE   TO INCLUDE ON- SITE FULL SERIVCE MAINTENANCE  AGREEMENT , PARTS & LABOR, AND SUPPLIES ( EXCEPT PAPER & STAPLES). 45,000 MONTHLY COPY ALLOWANCE,  COVERAGES BILLED @ $0.0060.PRICE INCLUDED TRADE  OF XEROX DC 440 NG4146411 STATE OF FLORIDA   CONTRACT(600-340 -03-1) PRICE INCLUDED DELIVERY  REMOVAL OF TRADE, INSTALLATION & TRAINING.THIS PRICE IS FIXED FOR THE TERM OF THE LEASE.  EFFECTIVE FROM DAY OF DELIVERY AUGUST 22, 2005  THRU JUNE 30,2006

  5. State of Florida E-Procurement Flow Chart-Future State www.myflorida.com Order processed/equipment ordered Customer creates PO in Ariba system for equipment order • Key Information • IMI Code for Florida Dept of Financial services is ZFL100 • CBU Focal Point is Carmen Guzman, 8*472-4921, 954-514-4921 • Carmens back up is Lily Bertran, 8*472-4906, 954-514-4906 • CBC Focal Point is Sharon Price 8*470-3589, 727-540-3589 • Approved contracts are: • Information Technology Hardware (250-000-03-01) • Multi Function and Specialty Apps( 600-340-03-1) Equipment delivered to customer Keith receives PO electronically Keith converts EDI data into an eDoc PO Revenue install processed If invoice rejects, CBR to follow up with billing rep to have reworked into next billing run Auto forward to Carmen Guzman in Miami w/copy to Sharon CBR notifies Keith of serial number to purchase order * No manual alterations will be accepted on an eProcurement Purchase Order Carmen Forwards to Sales Rep Billed successfully though EBS Successful Feed to Invoice Manager CBR Tracks order through billing system • *Sales rep must Insure • that the state • of Florida Contract • number is on the PO • Validate delivery/install • information w/customer Sales Rep Completes order in Valuequix EDI feed to Ariba Solution CBR to receive auto e-mail validating invoice feed to Ariba IM Feed to EDI Sales rep submits value quix order and faxes paperwork to St Pete Keith and CBC to work out notification process for Ariba error Hardcopy Summary Invoice will be returned to CBC BAU practice Not enabled at this time CBCwill mail invoice to customer CBR Performs edit on PO Unique to eProcurement 09/09/2005

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