MyFloridaMarketPlace

MyFloridaMarketPlace New Requester Training

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 Page - 2

What is MyFloridaMarketPlace? • MyFloridaMarketPlace (MFMP) is the State of Florida’s source for centralized procurement which began July 1, 2003. • One-stop shop for accessing on-line catalogs and information about vendors that provide goods and services to the State. • More Choice: MFMP provides 24/7 online access to the system’s registered vendors, State Term Contracts, quoting, and sourcing. • Reduced Error Rates: More validation of purchasing and F&A information. • Faster order processing time: By automating the transactions, contracts, and approvals; the time for requisition to payment is reduced. • Reduction in the cost of goods and services: MFMP leverages its significant buying power by enabling Florida to act as a single entity during contract and purchasing negotiations to receive the best value on goods and services for state agencies. Page - 3

General Abilities of a Requester As a Requester, you will have the ability to: • Create and Submit a Requisition • Initiate change orders • Initiate receipts against your orders • Create and Submit an Invoice eForm • Search and copy your purchase orders • Create folders and file items within them Page - 4

Terminology • Requester = Purchaser = On Behalf Of (OBO) • The person who submits a request for good or services. • Requisition - A document that notifies a purchasing office of a need to have a purchase order issued for a commodity and/or service. This process is automated with the eProcurement system. • Direct Order (DO) = Purchase Order (PO) • Direct orders are purchase orders that are automatically generated in MFMP when a requisition is fully approved. Direct Orders are then sent directly to the chosen suppliers by fax, email, or ASN (the Ariba Supplier Network). • Approval Flow – Approval flows specify which individuals review a request. Approvals can be active, pending, approved, or denied. • Watcher - An optional approver in an approval flow. • FLAIR – The State’s Financial System. • Encumbering - Reserving money from your budget in FLAIR. Page - 5

Terminology • Line Item – One item on an order regardless of quantity. • Split Accounting – A MFMP feature that allows the cost of a line item to be split between different accounts and funds. Splits can be by percentage, quantity, or total amount. • Commodity – An item of physical property. Normally these items have a commodity code that begins with a number other than 9. • Receipt – An electronic receiving report completed for all commodity purchases when the ordered item(s) are physically received. • Service – Work done by someone that does not include the manufacturing of goods. Normally these items have a commodity code that begins with the number 9. Page - 6

Terminology • eForm – An electronic form. • PUI –Purchasing Unit Indicator that, based on your profile, dictates the flow of your requests. • Redact– Obscuring or removing sensitive (confidential) information prior to scanning and attaching the document into MFMP. Additional terminology can be found on the MFMP Glossary Page - 7

System BasicsLogin Screen You will sign on with the user name and password provided to you by your agency System Administrator You can select “where” you want to goby clicking on the appropriate option in the dropdown box Page - 9

System BasicsHome Page The “circle” on the home page is called a “Swoosh”. All items on the Swoosh correlate to a header on the Shortcut Menu Navigation Panel/Shortcut Menu Page - 10

System BasicsLogout Remember to log out by clicking the Logout button. Don’t click the “x” on your Explorer screen. Page - 11

System BasicsLogout Warning • When your session has been idle for 14 minutes, the Logout Warning popup will appear with a countdown of 60 seconds • If you want to continue with your work in MFMP, click on the Cancel Logout and your session will remain open Page - 12

System BasicsDropdown Boxes • Dropdown boxes hold your last five choices • If your choice is not listed, click “Other” to search Page - 13

System BasicsCalendar Icons • To move forward by one month, click the single arrow • To move forward by one year, click the double arrow • Click on the appropriate date Page - 14

System BasicsExpand/Collapse Navigation Panel This arrow represents the ability to expand or collapse your Navigation Panel The double arrow allows you to expand your line item view Anywhere you see a blue/purple link that is underlined, clicking on it will take you to additional information Page - 15

System BasicsPreferences To Change your Password, Delegate Approval Authority, or change Email notifications, click on your Preferences link Page - 16

System BasicsPreferences To Change your password, click this link Page - 17

System BasicsChanging Your Password • Passwords must be a minimum of 7 characters and a maximum of 8 characters and are case sensitive • If you forget your password, contact your agency’s system administrator Remember: MFMP is a secure system. Don’t share your password. Page - 18

System BasicsDelegation of Approval Authority • Customers should complete a Delegation of Authority when they are going to be on leave and/or out of the office • Submitting the Delegation of Authority is necessary to ensure Purchase Requisitions, Invoice Reconciliations and Receipts are approved in a timely manner • Submit your delegation request far enough in advance to give your supervisor enough time to approve your request before you leave • The scheduled delegation will go into effect at 1:00 AM (EST) of the date selected Submit your delegation request far enough in advance to give your supervisor enough time to approve your request before you leave. Page - 19

System BasicsDelegation of Approval Authority To Delegate your authority, click here Page - 20

System BasicsDelegation of Approval Authority • Choose an appropriate Delegate • Choose a Start and End Date • A Delegation Reason is not required but is a good business practice • By checking the Notification box, you may choose to continue to be notified of approvals requiring your attention Page - 21

System BasicsE-Mail Notifications Click on your email notification preferences Page - 22

System BasicsE-Mail Notifications Select the notification to be changed Page - 23

System BasicsE-Mail Notifications • With immediate notification, customers will receive emails as soon as an item requiring their approval becomes active in the workflow • Email summaries are sent once a day and contain a list of all items requiring the customer’s approval

System BasicsE-Mail Notifications You can choose to receive notifications each time each approver takes action or when the transaction is fully approved Select either Never Send, Send Once or Send Repeatedly as appropriate

Practical Exercise #1 (System Basics) If you have questions, please raise your hand for assistance Page - 26

Creating a RequisitionCatalogs • Line Item Catalog - State Term Contracts (STC) loaded and searchable as line item entries in MFMP are able to be selected and added as line items to a requisition. • Ordering Instructions - State Term Contracts loaded and searchable as line item entries with a $0.00 amount that will refer the customer to the STC page and the appropriate vendor to contact prior to a purchase being made and are not able to be selected and added as line items to a requisition • Punch out – State Term Contracts that allow you to “Punchout” directly to the supplier’s website to add items to populateyour requisition. Ex. Office Depot, Grainger, Dell, HP, Lenovo, etc. • Non-Catalog - To create requisitions for purchases where all information must be entered by the requester • Contracts (MA#) – State Term Contracts and some Agency Term Contracts

Creating a Requisition To create a requisition, click the Requisition link under Create

Creating a RequisitionTitle Page Title: Follow your Agency’s naming convention for the title of your PR On Behalf Of: Defaults to the requester’s name but can be changed Delay Purchase Until: Leave blank unless necessary (ex: creating requisitions for the following fiscal year many agencies would use a Delay Purchase Until date of 7/1/XX)

Creating a RequisitionTitle Page PO start and end date: PO Start and End dates should be entered to set the term that your PO will cover Fiscal Year: The system will default to the current fiscal year but can be changed as appropriate PUI#: Defaults as per the requester’s profile and is used by the system for requisition routing purposes

Creating a RequisitionTitle Page Encumber Funds: Place a check if this requisition should be encumbered PCard Order: Check this box if payment will be made by PCard Do Not Send Purchase Order to Vendor: Checking this box will not send the PO to the vendor. Most requesters will not be able to select this Click Next to Add Items

Creating a RequisitionLine Item Catalog When selecting the Options link, the menu appears which allows you to select individual fields or you can Show All Search Options Catalog “Browse Path” provides each catalog category and a count of all line item catalogs loaded

Creating a RequisitionLine Item Catalog • For this search, • The keywords used were “8.5 x 11” and “White” • The Recycle Search field was selected to “Yes” • The Supplier was selected as “Mac Papers” • To add a line item to your requisition, click Add to Cart

Creating a RequisitionLine Item Catalog • From the Shopping cart, you can choose to either: • Click Add Items (to add additional items to your requisition) • Click Checkout to complete your requisition and Submit • To additional items to your requisition, click Add Items

Creating a RequisitionPunchout To find the Office Depot Punchout catalog, we type “Office Depot” into the Keyword search field

Creating a RequisitionPunchout Enter the item in the search field

Creating a RequisitionPunchout Enter Quantity and Click Add to Requisition

Creating a RequisitionPunchout

Creating a RequisitionPunchout Scroll down and Click Continue to proceed to the requisition.

Creating a RequisitionPunchout • Every punchout is different. Grainger provides an additional opportunity to edit your order prior to adding the information into the requisition. • Select Submit Requisition to proceed back to MFMP.

Creating a RequisitionPunchout • From the Shopping cart, you can choose to either: • Click Add Items (to add additional items to your requisition) • Click Checkout to complete your requisition and Submit The items from your shopping cart in the Punchout site populate as line items on your requisition • To additional items to your requisition, click Add Items

Creating a RequisitionNon-Catalog Click Create Non-Catalog Item button

Creating a RequisitionNon-Catalog Description: Give a full description of the item that you are purchasing Commodity Code: Choose the appropriate commodity code Vendor Location: You choose your Supplier by choosing your Vendor Location

Creating a RequisitionNon-Catalog Supplier Part Number: Enter this information if you have it but it is not a required field Method of Procurement: Choose the appropriate Method of Procurement State Contract ID: If you are making a purchase with Method of Procurements A, B or C then you should populate this field with the appropriate contract #

Creating a RequisitionNon-Catalog Quantity: Enter the correct quantity. Remember to keep in mind how the vendor will invoice you Unit of Measure: This will default to “each”, change it as appropriate Price: This is the price per every one item, the total amount will come from the price x the quantity you entered Click OK to Add this Item

Creating a RequisitionNon-Catalog At this point you can Add more Items or Checkout to complete your requisition Click Checkout to complete your requisition

Creating a RequisitionCheckout Check the box next to each line to edit each line individually or check the header box to mass edit the accounting information and Method of Procurement on all lines at once Check the box, then click Edit

Creating a RequisitionCheckout Your accounting information is populated based on three fields: • Organization Code • Expansion Option • Object Code Make sure that the appropriate Org Code is populated Choose “Other” from the dropdown and choose the appropriate Expansion Option Make sure that the appropriate Object Code is populated

Creating a RequisitionCheckout All Accounting information has populated and all the error messages have disappeared. Click Ok

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