MyFloridaMarketPlace Advanced Requisitioning

Transcription

1 MyFloridaMarketPlace Advanced Requisitioning

2 Learning Objectives Key Learning Objectives: Prerequisites for this training are that you have take Requisitioning 101 and have submitted or approved at least five requisitions in MFMP. After today s training, you should understand: The entire procure-to-pay process in MFMP Standard MFMP approval flows State Term Contracts and Catalogs and how the are connected Integrated equotes System Searches in MFMP Buyer How to search for Vendors and other related Vendor Topics Errors you may see in the system

3 MFMP Procure to Pay Process Catalogs vs Non Catalogs Requisition Fields Integrated equotes Change Orders and Rejections Vendor Information System Searches Scenarios Resources Agenda

4 Procure to Pay Process No A need for a purchase is Identified Is the item(s) on a contract? Yes Requester initiates requisition Purchasing and management review requisition Requisition approved No Create /award a formal solicitation or equote Yes PO is electronically sent to the Vendor Vendor delivers goods or provides services Goods Physically receive product Requester/On Behalf Of (OBO) or Central Receiver completes MFMP receipt Service Service Provided by Vendor Requester/Clerk/ Finance & Accounting Staff creates invoice in MFMP MFMP routes Invoice Reconciliation (IR) to the Requester/ On Behalf Of (OBO) for approval of receipt of service Requester approves IR (Reconciles invoice to services provided) Warrant created/payment sent to vendor and recorded in MFMP MFMP Routes IR to DFS if audited and to FLAIR for payment MFMP routes the IR to the Invoice Manager MFMP routes the IR to the Exception Handler

5 MFMP Procure to Pay Process Catalogs vs Non Catalogs Requisition Fields Integrated equotes Change Orders and Rejections Vendor Information System Searches Scenarios Resources Agenda

6 Catalogs With the MFMP Utilization initiative supported by the Governors office, MFMP monitors the use of catalogs Line Item Catalogs are maintained by MFMP whereas the Punchout catalogs are maintained by the vendor. Some punchout catalogs contain additional items not on STC. These items will be identified in some manner. Each punchout catalog site is unique to the vendor Each site provides you with a way to search for products a way to enter a quantity and; and add products to your cart.

7 Catalog vs Non-Catalog Catalog Line item and Punchout Certain fields prepopulate Product description Contract ID Supplier Supplier Part number State Contract ID Vendor Location Unit price Commodity Code Method of Procurement Search the MFMP listing of Catalog vendors

8 Click Create Requisition Search for Vendors/Products MFMP displays the contracts based on commodity codes. Locate a contract/catalog: Enter the product name, product number, or vendor name from the Catalog Home search option; or Browse by categories

9 Punchout/ Line Item Catalog Punchout Catalogs appear at the top in green box Locate the item from the vendors website to purchase and add to cart Line items appear below Place a check beside the desired line item for line items and click the Add to Cart button

10 Compare Line Item Catalog items Line item catalogs offer the ability to compare information. You can compare multiple items at a time. When you make your selection, update the quantity and click Add to Cart

11 Contract Release Contracts set up as Release Required are like mini catalogs. Information available in this mini catalog, varies based on how the contract was set up. Supplier Level contracts are similar to non-catalog requisitions and you must enter all information. Line Item Level contracts provide line level detail similar to a Line Item or Punchout catalog.

12 Contract Release To create a requisition for Contract release, search for the MFMP Contract ID in the contract box. Only customer authorized on the MFMP contract can create a release.

13 Updating Preferences If the Contract box does not display automatically, adjust your preferences Click Preferences Select Reset Default preference Make sure the following preferences are selected: Show Navigation Panel Show catalog on requisition creation

14 MFMP Procure to Pay Process Catalogs vs Non Catalogs Requisition Fields Integrated equotes Change Orders and Rejections Vendor Information System Searches Scenarios Resources Agenda

15 The On Behalf Of Field: Defines who the requester is Defaults to the person creating the requisition Owner of the requisition Approves all service invoices Completes receipts for goods Impacts to the Workflow If changed, the person creating the requisition is considered the preparer and the requester is the new On Behalf Of. Approval flow may change to include the new On Behalf Of based on agency rules.

16 Set up requisitions with the payment in mind Requisition Field Basics Use the appropriate unit price and unit of measure Use the appropriate Method Of Procurement Create equotes for MOPs B, F, and 16. The commodity code populates the object code, update the object code as appropriate Have you created an equote and had a difficult time receiving responsive bids?

17 Impacts of Improper Requisitions Requisitions set up improperly may impact: Delivery of commodity or service Change Orders Payment Reporting

18 Requisition Dates Delay Purchase Until Date Use this field to obtain approval prior to the release of the order to the vendor and/or FLAIR for encumbered orders Typically used in preparation for new fiscal years Should be used in conjunction with the Fiscal Year field PO Start Date and End Date Not system required fields MFMP recommends these fields be completed as your purchase order is a contract with the vendor and start and end dates are required for contracts

19 Selecting the Vendor When selecting vendors in MFMP, it is very important to select the correct vendor location as vendor s are able to create multiple accounts. Vendor names with IA or ID are inactive and should not be selected.

20 Requisition Check Boxes PCard check box Most catalog vendors require the PCard number to be included in a requisition that is marked as PCard. PCard number is entered on the Accounting Details page PCard number can only be viewed by: Requester or On Behalf Of (OBO) Vendor Do Not Send to Vendor A check in this field: Prevents MFMP from sending the approved order to the vendor Requires the PO Not Sent group Agency customers should only check this field: If there is a business need to prevent the vendor from seeing the purchase order, e.g. a Change Order to accounting data only

21 File Attachments Size - 4MB Comments and Attachments File Types txt, xls, doc, htm, html, pdf, xml, ppt, jpeg, ppg, bmp, gif, zip, rtf, ps, csv, docx, xlsx, msg Attachments and comments can only be deleted by the customer that adds them into MFMP

22 Procure to Payment All transactions in MFMP Buyer are tied together, to easily locate each item in the procure to payment process.

23 MFMP Procure to Pay Process Catalogs vs Non Catalogs Requisition Fields Integrated equotes Change Orders and Rejections Vendor Information System Searches Scenarios Resources Agenda

24 equote Definition An equote is an informal quote with methods of procurement B (Request for Quote based on a state term contract), F (purchase less than $35,000) or 16 (Lottery specific purchase less than $50,000). There are two different types of equotes: Integrated equote begin in MFMP Buyer with a draft, non-catalog requisition Manual equotes are create in MFMP Sourcing

25 For integrated equotes, begin by creating a draft, non-catalog requisition. Click Create Non-Catalog Item Creating an equote

26 Create the Line Item(s) for your equote. Creating an equote The description of the line item becomes the actual line item in your event for vendors to respond to. The quantity is how many you are looking for. The price is the historic or anticipated price. The unit of measure is extremely important. If you are looking for cases or products, change this field from each to case.

27 Creating an equote Add a Title and edit the line item accounting details. Do not click the submit button to create the equote, click the Create an MFMP equote event link.

28 Award equote Once you ve clicked the Done button in MFMP Sourcing, your award detail from the solicitation updates to the requisition. If you agency requires supporting documentation for the requisition, see available export options in the equote training materials. After awarding in in MFMP Sourcing, open the requisition, update vendor location, ensure that everything is correct and submit.

29 MFMP Procure to Pay Process Catalogs vs Non Catalogs Requisition Fields Integrated equotes Change Orders and Rejections Vendor Information System Searches Scenarios Resources Agenda

30 Change Orders You can change most information with the exception of the vendor. Comments are a good business practice. You may not be able to view a change button on the requisition if: An IR is pending FLAIR integration; or A change order has already been initiated on that order and is in Composing or Submitted status

31 Split Accounting on COs If the original requisition has split accounting, click the split accounting button on the Accounting Details Page to make changes.

32 Cancel Requisitions Cancel requisitions when you no longer need the service or commodity. You can only cancel requisitions that have not been received and/or paid for. Cancelations for most agencies populate a special approver. For encumbered PRs, MFMP places a comment on the PR if the funds are released in FLAIR.

33 Cancel Requisitions To cancel a requisition, click on Cancel Requisition on the Common Actions menu.

34 Rejections What should I do if my requisition is rejected by: Management Special approvers Approver Rejections

35 FLAIR Failures A FLAIR failure happens when the requisition does not transfer from MFMP to FLAIR. There are many reasons why this would happen.

36 Change Order Errors Change Order Errors most frequently occur when requisitions are set up improperly in MFMP.

37 MFMP Procure to Pay Process Catalogs vs Non Catalogs Requisition Fields Integrated equotes Change Orders and Rejections Vendor Information System Searches Scenarios Resources Agenda

38 Vendor Search Search for vendors using the Vendor Information Portal (VIP). Username/Password: publicuser Provides all public vendor information with the exception of Tax ID.

39 VIP Simple Search MFMP VIP defaults to the simple search where customers search by: Vendor Name Last Name Tax ID Type F or S Address Username Tax ID If customers are searching for vendor groups by commodity codes or locations (county, city, etc.) the Advanced Search is more efficient.

40 Advanced Search The Advanced search allows you to filter by to see if the vendor: Accepted TOU (Terms of Use) meaning the vendor completed their registration, accepting the MFMP terms of use Active meaning their account is valid Participating in Sourcing/eQuote meaning their Solicitation Status is set to Yes Selecting this options helps provide a list of vendors for equote events Search by vendors who are woman- or veteran-owned businesses Minority business designation and commodity codes are covered in the next section.

41 Customers can also search by the vendor s: Minority Business Enterprise (MBE) code Selected Commodity Codes Advanced Search (Cont.) To select multiple codes, hold the control (Crtl) button and click on the multiple values. View the Searching for Vendors in VIP Online Training for more detailed information on advanced search fields.

42 Transaction Fee The Transaction Fee applies to all transactions with state agencies unless specifically exempted by Rule 60A-1.032, F.A.C. This applies to transactions completed outside of MyFloridaMarketPlace as well. Agencies select the exemption code either on the purchase requisition (PR) or on the Invoice Reconciliation (IR). To mark a transaction as fee exempt customers have to have the Transaction Fee Exempt group. For more information about transaction fees, view the Understanding Transaction Fees Online Training.

43 Transaction Fee Exemptions Transaction fee exemptions are found in Rule 60A-1.032, F.A.C. Exemption Code 1A 1B 1C 1D 1E 1F 1G 1H 1I 2A 2B Exemption Reason Procurement Under Section Florida Statutes Procurement Under Section Florida Statutes Procurement Under Section 255 Florida Statutes Transaction With Non-Profit Entity Transaction With Another Governmental Agency Transaction with Required Sole Provider or Price Paid and Payee Established by Federal or Private Grant Payment to Unregistered Vendor under Rule 60A-1.030(3) Payment to Vendor in Exchange for Providing Health Care Services At Or Below Medicaid Rates Disbursement to Receipt or Sub-Recipient; Payment To Satisfy Maintenance of Efforts Requirement; or Payment to Match Federal Award Transaction is Critical to Agency's Mission or Necessary for Public Health Safety and Welfare Imposition of the Fee would Prevent Consummation of the Transaction 3 Emergency Transaction Per Rule 60A-1.032(3)

44 Vendor Inactivation MFMP VIP allows vendors full control of their registration account. Vendors have the ability to add, edit and delete individual locations as needed. To inactivate an entire account, vendors contact the MFMP Vendor customer service desk. This occurs when a vendor: Consolidates multiple accounts No longer wishes to do business with the state Goes out of business

45 Vendor Inactivation When a vendor contacts the customer service desk (CSD) to inactivate their account, the CSD: Determine if there has any open purchase orders (PO) or contracts If there are no open items, the account is inactivated at the end of the week. If there are open items, the account is kept open until the end of the following month to allow agencies to make the appropriate updates. For example, a vendor requests inactivation in July, the inactivation will be completed at the end of August. All invoices for the open POs and/or Contracts have to be paid prior to the vendor being inactivated

46 Inactivation and Invalid Data Reports Vendor Inactivations and Vendors with Invalid Data Reports Report distributed weekly to Purchasing and Finance and Accounting Liaisons Displays multiple tabs which include: Vendor information The date the inactivation takes place; and The reason for the inactivation All Open items; PRs and Contracts Prior Inactivations

47 Inactivation and Invalid Data Reports Vendor Inactivations and Vendors with Invalid Data Reports Reports posted to MFMP Analysis under Public Reports as a Quick Link in the folder Vendor Inactivations and Vendors with Invalid Data We ve added the PO Balance to the Vendor Inactivation file to assist your agency in identifying orders that have a current balance. The Vendors with Invalid Data report contains a list of vendors who have an invalid fax number, address, or phone number in MyFloridaMarketPlace. Without valid or current contact information, vendors cannot be notified of approved orders.

48 PO Fail Process When POs fails due to invalid vendor data, the MFMP team notifies the agency requester. Vendor must update their PO delivery method: Fax ASN

49 VPT Overview Vendor Performance Tracking (VPT) is the component that agency customers use to enter and monitor vendor performance on a transaction level. MyFloridaMarketPlace (MFMP) generates a survey after an invoice reconciliation (IR) moves to Paid in MFMP. Surveys are available for 30 days. Surveys generate for the following transactions: State Term Contracts (STC) Alternate Contract Sources (ACS) Agency Term Contracts Other payments equal to or above $2,500 (including payments to governmental entities)

50 Customers rate vendors across four categories ranging from 1 (Fails to Meet Most Requirements) to 5 (Exceeds Most Requirements): Performance to Specifications e.g. compliance to contract specs Delivery e.g. on-time delivery Invoicing e.g. accurate billing Customer Service e.g. prompt/courteous customer service Comments may be entered for a survey. VPT Surveys Vendors have the ability to view comments relating to their ratings Completion of the survey is optional. MFMP displays the cumulative VPT ratings during the vendor selection process.

51 Rating Details Vendors access ratings in the Vendor Information Portal (VIP) Survey scores are calculated using a 5 year average MFMP posts vendor performance ratings to the State Purchasing website quarterly Only vendors with ratings display on report Scores display for each of the four categories

52 Accessing VPT Navigate to the VPT component from MFMP Buyer. From the Common Actions queue under Manage or by clicking on Manage on the menu bar and selecting Vendor Performance.

53 Pending Surveys From the VPT home page, select Submit Pending Vendor Ratings. Vendor ratings are listed in alphabetic order. Click the Vendor s Name link to open the survey.

54 Rating the Transaction Each survey requires a selection in each of the four categories. Selecting a rating other than meets requirements, requires a comment in the comment field. An error will display if a customer tries to submit the survey without entering a comment. Note that invoice detail information (line item level) displays at the bottom of the screen.

55 Survey Confirmation The completed rating is factored into the vendor's overall rating within the next 24 hours in MFMP.

56 MFMP Procure to Pay Process Catalogs vs Non Catalogs Requisition Fields Integrated equotes Change Orders and Rejections Vendor Information System Searches Scenarios Resources Agenda

57 System searches are simple to execute. System Searches Basics Any customer with MFMP access can create system searches. Query group enables customers to see transactions enterprisewide. Use a minimum of three search filters: Date range PUI (Purchasing Unit Identifier) Other Save System Searches you use frequently. You can export search results to Excel.

58 System Searches When searching: You may not find a requisition if the PO has been cancelled You may not find the PO if the vendor has been inactivated; however you can find the requisition based on the order number System Searches always return the most recent version of a PO or requisition. Use the History tab to find an earlier version.

59 MFMP Procure to Pay Process Catalogs vs Non Catalogs Requisition Fields Integrated equotes Change Orders and Rejections Vendor Information System Searches Scenarios Resources Agenda

60 Polling Question #1 Question: F&A entered an invoice into MFMP for one of your division s purchase order. The Invoice Reconciliation routed to one of your staff. That staff member is asking you, Why do I have to approve this IR? What is your response? 1. Because you are the Owner / On Behalf Of. 2. Because you are the Exception Handler. 3. Because you are the Invoice Manager.

61 Polling Question #2 Question: Can a vendor mark something Transaction Exempt if he or she does not want to pay the Transaction Fee? 1. Yes 2. No

62 Polling Question #3 Question: Can vendors be inactivated by anyone within the agency or by DFS staff? 1. Yes 2. No

63 Polling Question #4 Question: Which MFMP Application allows agency customers to search for a vendor s information by Main Contact Name, Tax ID, Contact Address, or Username? 1. MFMP Buyer 2. Vendor Information Portal 3. MFMP Sourcing 4. Vendor Bid System

64 MFMP Procure to Pay Process Catalogs vs Non Catalogs Requisition Fields Integrated equotes Change Orders and Rejections Vendor Information System Searches Scenarios Resources Agenda

65 Resources For questions or assistance, contact the MFMP customer service desk at (866) or MFMP offers various types of information for vendors Registering in VIP, how to respond to solicitations, einvoicing, and more To search for vendors: Log into VIP: vendor.myfloridamarketplace.com. Username and password: "publicuser"

66 Training Resources Register for MFMP training or access training materials with the following links: Registration: Training Materials: Training environments allow you to practice what you learn. The username is the same as your regular login. The password is train30 Buyer Training Environment