Vendor Inactivation Process for Agency Customers
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- Lesley Spencer
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1 Vendr Inactivatin Prcess fr Agency Custmers Last Update: Octber 2017 Vendr Inactivatin Reasns MyFlridaMarketPlace (MFMP) will inactivate a vendr s accunt when: Vendrs request t have their MFMP Vendr Infrmatinal Prtal (VIP) accunt inactivated The Department f Management Services (DMS) r the Department f Financial Services (DFS) request suspensin f the vendr (e.g., vendr has multiple accunts with different tax identificatin numbers) Vendrs are remved via the annual MFMP vendr inactivatin prcess, which is typically scheduled fr Nvember. Vendr accunts will nt be inactivated if any f the fllwing seven criteria are met: Business lcatin has received an MFMP purchase rder () in the last tw fiscal years Business lcatin has received a payment frm the Flrida Accunting Infrmatin Resurce (FLAIR), r a purchasing card (P Card) payment in the last tw fiscal years Business lcatin has made an edit t their MFMP VIP accunt in the last tw fiscal years Business lcatin has lgged int MFMP Surcing in the last tw fiscal years Business lcatin is assciated t a State Term Cntract r an Alternate Cntract Surce Business lcatin is a Flrida Emergency Supplier Netwrk supplier Business lcatin has an Office f Supplier Diversity Flrida Certified Business Enterprise certificate that has nt expired in the last three fiscal years Nn-Annual Vendr Inactivatin Timing Vendrs withut pen transactins are inactivated the week the inactivatin was requested. Vendrs with utstanding transactins are inactivated the last business day f the mnth fllwing the request. The vendr s name will be amended t include IA: MM/YY (ex. Jhn s Office Supply IA: 11/17). The date dentes when the vendr will be remved frm MFMP Buyer; hwever, their accunt infrmatin will remain visible in MFMP VIP after the inactivatin date. Outstanding Custmer Transactins Once a vendr s accunt is inactivated, any utstanding transactins (e.g., requisitins (PR), s and invice recnciliatins (IR)) cannt be cmpleted thrugh MFMP. A warning message will display n the transactin indicating that the Vendr has been deleted. Identifying Outstanding Transactins Every week, MFMP sends a cmmunicatin t the agencies Purchasing and Finance & Accunting Liaisns with an Excel wrkbk cntaining fur spreadsheets: Flagged fr Inactivatin: A list f all vendrs targeted (flagged) fr inactivatin. This list displays inactivatin dates and reasns Cntracts Vendr Inactivatins: A list f all MFMP cntracts issued t the flagged vendrs PRs fr Vendr Inactivatins: A list f all PRs issued t the flagged vendrs Prir Inactivatins: A list f vendrs inactivated in the previus 18 mnths
2 Actins fr Outstanding Transactins It is imprtant t knw the status f a transactin when MFMP inactivates a vendr. Different actins are required based n the status f the transactin. The MFMP team recmmends that agency custmers place a cmment n any impacted r IR, detailing the actins taken due t a vendr s inactivatin. If assistance is needed, custmers shuld cntact the MFMP Custmer Service Desk (CSD) at BuyerHelp@MyFlridaMarketPlace.cm r Tip: If a vendr lcatin is deleted and the accunt has anther active lcatin(s), custmers can prcess any existing invice(s) by updating the lcatin n previusly generated IR(s). Orders withut Submitted Invices Receipt IR Actin Ordered N Receipt N (service-based) Invice r Cmpsing (n apprved receipts) r Received Apprved and/r Cmpsing (Partially Received) N Invice If n gds were received r services were rendered, the shuld be canceled via the Cancel Requisitin efrm and a new issued, if necessary If the vendr has anther active MFMP VIP accunt: Issue a new t the active accunt with the items remaining n the riginal Cmplete a Release Encumbrance efrm fr the riginal, if encumbered, and prcess future invices against the new If the vendr des nt have anther active accunt: Pay the vendr directly thrugh FLAIR Return t the and enter a cmment stating that the invice was paid in FLAIR as the vendr was inactivated. Place the in Received status by finding the last receipt cmpleted, making an edit, and selecting Yes n the Clse Order? field Vendr Inactivatin Prcess fr Agency Custmers 2
3 Orders with Submitted Invices Ordered r Receipt N receipt (service) r Cmpsing (n apprved receipts) IR Apprving r Recnciling Actin If the vendr has ther active lcatin(s) in the same MFMP accunt: Review the active lcatin(s) s Remit-T-Address t cnfirm that it matches the lcatin n the vendr s invice If it des, update the vendr lcatin n the IR If it des nt, wrk with the vendr t update their accunt If the vendr des nt have ther active lcatins within the same accunt, but has anther active MFMP accunt: Reject the IR and issue a new t the ther accunt with the items remaining n the riginal Cmplete a Cancel Requisitin efrm fr the riginal and prcess future invices against the new If the vendr des nt have anther active accunt: Reject the IR and pay the vendr directly thrugh FLAIR Return t the and enter a cmment stating that the invice was paid in FLAIR as the vendr was inactivated. Place the in Received status by finding the last receipt cmpleted, making an edit, and selecting Yes n the Clse Order? field r Received Cmpsing (partially received) r Apprved (fully received) Apprving r Recnciling If the vendr has anther active lcatin(s) in the same MFMP accunt: Review the active lcatin(s) s Remit-T-Address t cnfirm that it matches the lcatin n the vendr s invice If it des, update the vendr lcatin n the IR If it des nt, wrk with the vendr t update their accunt If the vendr des nt have ther active lcatins within the same accunt but has anther active MFMP accunt: Vendr Inactivatin Prcess fr Agency Custmers 3
4 Reject the IR and issue a new t the ther accunt with the items remaining n the riginal Cmplete a Release Encumbrance efrm fr the riginal and prcess future invices against the new If the vendr des nt have anther active accunt: Reject the IR and pay the vendr directly thrugh FLAIR Return t the and enter a cmment stating that the invice was paid in FLAIR as the vendr was inactivated. Place the in Received status by finding the last receipt cmpleted, making an edit, and selecting Yes n the Clse Order? field Vendr Inactivatin Prcess fr Agency Custmers 4
5 N rder N rder Receipt N receipt N receipt IR Open Cntracts withut Releases Actin N invice If the vendr has anther active MFMP VIP accunt: Apprving r Recnciling Clse the cntract and create a new cntract request (CR). In the Vendr Lcatin field, select the active MFMP VIP accunt. In the Histrical Amunt Spent field, enter the ttal amunt f all previus payments If manually encumbered, release the encumbered funds directly in FLAIR Prcess all future payments against the new cntract If the vendr des nt have anther active accunt: Add a cmment t the cntract with the details f the payment(s) and then clse the cntract Prcess all future payments t the vendr directly thrugh FLAIR If the vendr has anther active lcatin(s) in the same MFMP accunt: Review the active lcatin(s) s Remit-T-Address t cnfirm that it matches the ne n the vendr s invice If it des, update the vendr lcatin n the IR If it des nt, wrk with the vendr t update their accunt If the vendr des nt have ther active lcatins within the same accunt but has anther active MFMP accunt: Reject the IR Clse the cntract and create a new CR. In the Vendr Lcatin field, select the active MFMP VIP accunt. In the Histrical Amunt Spent field, enter the ttal amunt f all previus payments If manually encumbered, release the encumbered funds directly in FLAIR Prcess all future payments against the new cntract If the vendr des nt have anther active accunt: Add a cmment t the cntract with the details f the payment(s) and then clse the cntract Prcess all future payments t the vendr directly thrugh FLAIR Vendr Inactivatin Prcess fr Agency Custmers 5
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