MyFloridaMarketPlace Procure to Pay Overview

Transcription

1 System Overview Training MyFloridaMarketPlace Procure to Pay Overview Intended as an overview for Program Office/Field Office Staff that create requisitions and initiate payments.

2 MyFloridaMarketPlace Overview Getting to Know your Vendor MFMP Basics Requisitions Receipts Invoices Invoice Reconciliation Managing Orders Vendor Performance Tracking (VPT) Resources AGENDA

3 MyFloridaMarketPlace (MFMP) Overview MyFloridaMarketPlace (MFMP) is the State of Florida s eprocurement system. MFMP has been in operation for over ten years. The system is a source for centralized procurement activities; streamlining interactions between vendors and state government entities and provides tools to support innovative procurement for the State of Florida. Objective This presentation provides an overview of information from beginning, (requisition) to end, (initiating payment) - a true P2P, procurement to payment system. For an in depth look at each section, refer to the MFMP Buyer Manual and MFMP U Online Training for additional training opportunities. Additional training materials are available in the MFMP U Catalog.

4 MFMP Benefits MyFloridaMarketPlace provides centralized procurement data for State Purchasing and Agency Departmental Purchasing Web-based, paperless application with 24/7 access All applications have a similar look and feel Electronic quoting features Reduced error rates Faster order processing time Captures and stores all content related to the transaction in one place (Procurement-to-Payment).

5 MFMP Buyer MFMP Buyer routes requisitions for approval for both catalog and non-catalog purchases. Requisitions become orders and are sent to vendors. Requisitions can be created and sent to MFMP Sourcing for electronic quotes for vendors. Vendors can submit invoices for payment as an einvoice or agencies can create PO-based or Contract-based invoices. Invoices are sent for payment request to FLAIR, creating a full procure to pay cycle.

6 MFMP Sourcing MFMP Sourcing provides an automated way to create, launch, manage, evaluate, and award solicitations for goods and services. The Sourcing application is the platform for electronic quotes. Vendors must register through the Vendor Information Portal (VIP), add commodity codes to their account, and select yes to receive solicitation notifications from Sourcing.

7 MFMP Analysis MFMP Analysis provides the ability to build analytical reports using several different sources of information. Analysis includes data from: Buyer Vendor Information Portal (VIP) Florida Accounting Information Resource (FLAIR) payment and encumbrance information

8 MFMP Vendor Information Portal (VIP) MFMP VIP provides Florida s vendors with self-service tools for registration, account maintenance, performance rating reviews (VPT), and transaction fee reporting. Certified Minority Vendors can register and OSD certifies their accounts. Customer can search for vendors via specific certifications in Buyer and Sourcing. Agencies can search for vendors using the username and password publicuser. This is a public account.

9 Application Relationship with MFMP MFMP Sourcing VIP MFMP Buyer MFMP Analysis VBS FLAIR

10 MFMP Overview Getting to Know your Vendor MFMP Basics Requisitions Receipts Invoices Invoice Reconciliation Managing Orders Vendor Performance Tracking (VPT) Resources AGENDA

11 Vendor Accounts Vendors use MFMP VIP to manage all of their business information needed to do business with the state. E.g. Purchase Order receipt method and Remit-To Address(s). In VIP, customers can rate their vendors performance and vendors may view their rating and associated comments. Vendors view and pay their transaction fee in MFMP VIP.

12 Transaction Fee In 2003 Florida instituted, through Rule 60A-1 of the Florida Administrative Code (F.A.C.), a Transaction Fee for procurement transactions to provide funding for an electronic procurement system Transaction Fee Exemptions: The Transaction Fee applies to all transactions that are not specifically exempted in Rule 60A-1.032, F.A.C. Transaction Fee Exemptions can be applied when: Creating the requisition Creating an MFMP Contract Reconciling or Approving the Invoice Reconciliation (IR)

13 Certified Business Enterprise Florida's Office of Supplier Diversity (OSD) certifies the state's minority, woman and veteran-owned businesses. Certified businesses are listed on the OSD s online directory and in MFMP Buyer and Sourcing. The OSD also provides technical assistance, training and targeted information about contract opportunities, special events and networking activities. For more information, please visit the OSD Website, call or OSDhelp@dms.myflorida.com.

14 Vendor Inactivations Vendors control their registrations and can inactivate locations without letting MFMP know. To inactivate an entire account, vendors contact the MFMP Vendor customer service desk. Vendor Inactivations and Invalid Data list distributed weekly. The workbook contains Flagged For Inactivation: A list of all vendors inactivated the previous week and vendors targeted (flagged) for inactivation the following month. This list displays inactivation dates and reasons. Contracts for Vendor Inactivations: A list of all Contracts issued to the flagged vendors. PRs for Vendor Inactivations: A list of all PRs issued to the flagged vendors Prior Inactivations: A list of all prior vendor inactivations since 10/2005. Vendor Inactivations: Buyer s Guide

15 Vendor Training MFMP offers vendors several training channels, similar to agency customer training. The MFMP U for Vendors website contains online training, job aids, in-person training registrations, and many other useful resources. The MFMP team sends a quarterly to all subscribed vendors with information about upcoming training, relevant system enhancements, and tips on maintaining their accounts. The MFMP team partners with the Office of Supplier Diversity (OSD) to offer MFMP training for woman, veteran, and minority owned businesses.

16 MyFloridaMarketPlace Overview Getting to Know your Vendor MFMP Basics Requisitions Receipts Invoices Invoice Reconciliation Managing Orders Vendor Performance Tracking (VPT) Resources AGENDA

17 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

18 Delegation of Authority Delegation of Authority allows approval of requisitions, invoice reconciliations (IR) and receipts in a timely manner in your absence Requires supervisor approval Delegations begins at 12 a.m., Eastern time on the date selected and ends at 11:59 p.m. on the selected End Date

19 Notifications Requester Approver Exception Handler Invoice Manager Requisition Requisition Invoice Invoice Purchase Order Purchase Order Invoice Reconciliation Receipt N/A N/A N/A Invoice N/A N/A N/A Invoice Reconciliation

20 Confidential Information Customers should not enter confidential information into MyFloridaMarketPlace. This includes: - Comments field - Description - Attachments Examples of common types of confidential information Client /employee street address Telephone numbers Medical record numbers Account numbers addresses Social Security numbers Health plan beneficiary numbers Certification or license numbers

21 Methods of Procurement State term contracts (STC) Alternate Contract Sources (ACS) Competitive solicitations RESPECT of Florida PRIDE Single source Statutory exemptions Informal quotes Emergency purchase

22 Commodity Codes Raw Materials Industrial Equipment Components and Supplies End Use Products Services Segments Segments Segments Segments Segments Florida uses the United Nations Standard Products and Services Code (UNSPSC ) commodity codes UNSPSC codes are 8-digit codes Hierarchical tree structure, which enables drill down or roll up analysis 4 levels: Segment Family *Class *Commodity *MFMP uses the class and commodity levels exclusively

23 Commodity Codes MyFloridaMarketPlace uses commodity codes to route invoices Commodity codes for services begin with The requester or On Behalf Of approves Service invoices Commodity codes that begin with a number other than are goods MyFloridaMarketPlace generates a receipt for all commodity requisitions that needs to be completed by the requester or On Behalf Of Search for commodity codes on the MFMP website.

24 Object Codes The Statewide Expenditure Object Code Six-digit code Represents a uniform classification of expenditures for use by all state agencies in FLAIR View list on the DFS website MFMP populates the object code on requisitions based on the commodity code selected Commodity Code Name & Description : Photocopier rental or leasing service Object Code Name & Description : Equipment Rental - Copier : Writing Paper : Supplies Office Consumable : Tires and Tire Tubes : Repairs/Maintenance Commodities Vehicles

25 MyFloridaMarketPlace Overview Getting to Know your Vendor MFMP Basics Requisitions Receipts Invoices Invoice Reconciliation Managing Orders Vendor Performance Tracking (VPT) Resources AGENDA

26 Procure-to-Pay Process You are here A need for a purchase is Identified Is the item(s) on a contract? Yes Requester initiates requisition Purchasing and management review requisition No 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

27 MFMP assigns an unique identifying number to each requisition Creating Requisitions Requisition (PR) - is a request to procure a commodity and/or service. Once the requisition completes the approval process, MFMP generates a PO and transmits it to the vendor.

28 Prefix Reference What do the numbers with different prefixes mean? PR Original purchase request number A Order and encumbrance number for encumbered orders PO Order number for unencumbered orders C Order number for unencumbered order set up against state term contract in MFMP MA Order number for unencumbered order set up against state term contract that predates Sept 2011 RC An automatically generated receipt that the requester, central receiver, or OBO completes when they receive the commodity on an order IR Invoice Reconciliation is the approvable in MFMP where requesters validate services

29 State Term Contracts (STC) Items Catalog versus Non-Catalog State Purchasing creates statewide agreements, State Term Contracts (STC) and Alternate Contract Sources (ACS). Use of STC are mandatory for state agencies. STC and ACS are available in the MyFloridaMarketPlace catalog. Non-Catalog Items Not listed in a line item or punchout catalog in MFMP. Must be manually entered in MFMP.

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

31 Correct Line Item Setup Customer Creates a Purchase Order for 2,080hr@$75/hr=$156,000 Check PO is sent to Vendor Vendor Creates an invoice for 1 Month Invoice PO 2080hr/ $75 Invoice is sent to customer

32 Incorrect Line Item Setup Customer Creates a Purchase Order for 1yr@$156,000 Unit of Measurement does not match (160hr@$75=$12,000)? PO is sent to Vendor Vendor Creates an invoice for 1 Month PO 1yr@ $156,000 Invoice is sent to customer Invoice

33 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 You are here 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

34 What is an equote? equote is a function of the MyFloridaMarketPlace (MFMP) Sourcing application. Buyers issue informal quotes (equotes) to a small group of vendors. - Those vendors receive equote requests directly in their Inboxes as well as in Sourcing, and respond electronically to the equote within the Sourcing application.

35 When to use an equote When do you use an equote? Launch your agency s informal quotes in MyFloridaMarketPlace (MFMP) Sourcing for goods and services for: - Purchases less than $35,000 (Category Two threshold). - To request quotes off state term contracts. - Methods of Procurement B, F and 16.

36 equote Overview There are two types of equotes Integrated Manual What should I title my requisition and/or equote? You may title your draft requisition per your agency standards and when you link to MFMP Sourcing and complete your equote overview, you may change the title of the equote. Remember that the equote title should be concise and clear to your vendors. How do I determine the unit price for the requisition if I am trying to get a quote? Unit Cost is required Use historical pricing if available. If you use the historical cost, equote provides a cost savings in the equote event after being awarded. Can insert an amount as little as a penny.

37 Procure-to-Pay Process You are here 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

38 Approving Requisitions Approvers Review for: Management purposes Budgetary reasons Based on the "type" of request submitted Information Technology Operating Capital Outlay Legal Counsel Telecommunications Review that the request is necessary and appropriate. Review should include: Justification Commodity Code and Object Code Method of Procurement State Term Contract number Attachments and Comments

39 The standard workflow is set by the agency Standard Workflows Catalog and Non-Catalog workflows are typically different Typical Catalog Workflows Typical Non-Catalog Workflows

40 Add Approvers to the Workflow Anyone can add an approver into the workflow Requesters can only add an approver in parallel to the first approver. Approvers have the ability to add another approver anywhere in the workflow.

41 Approving Requisitions After reviewing the requisition, you can: Approve the requisition Edit and change requisition before approving it Deny the requisition Denying a requisition sends the request back to the requester When denying, include a comment about why you denied the request

42 MyFloridaMarketPlace Overview Getting to Know your Vendor MFMP Basics Requisitions Receipts Invoices Invoice Reconciliation Managing Orders Vendor Performance Tracking (VPT) Resources AGENDA

43 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 You are here 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

44 Receiving Commodities Receiving is the process an agency uses to record the delivery of goods. Section , Florida Statutes, requires that agencies inspect and approve goods within five business days of the physical receipt. Commodity purchase orders generate receipts in MyFloridaMarketPlace. Two types of product receiving: Desktop: requester completes receipt. Central: more than one team member receives for an entire office or group of offices. The Requester is listed as a Watcher for Central Receiving.

45 MyFloridaMarketPlace Overview Getting to Know your Vendor MFMP Basics Requisitions Receipts Invoices Invoice Reconciliation Managing Orders Vendor Performance Tracking (VPT) Resources AGENDA

46 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 You are here 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

47 There are three types of invoices in MFMP: Types of Invoices 1. Electronic invoice (einvoice) is a vendor-created invoice. View all vendors who support einvoicing. 2. PO-based invoice is based on a purchase order. 3. Contract-based invoice is based on a MyFloridaMarketPlace contract. DFS requires you to attach a scan of the paper invoice in MFMP and to enter PO Start and End dates for all service invoices. View the MFMP U Creating Invoices Online Training for more information on how to create an invoice.

48 MyFloridaMarketPlace Overview Getting to Know your Vendor MFMP Basics Requisitions Receipts Invoices Invoice Reconciliation Managing Orders Vendor Performance Tracking (VPT) Resources AGENDA

49 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 You are here 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

50 Defining Invoice Reconciliation (IR) Invoice Reconciliation Basics Invoice Reconciliation is an action MyFloridaMarketPlace must take to process an invoice for payment. The process reviews and approves invoices for payment It is an audit of invoices

51 MFMP IR Process Invoice enters MFMP MFMP preaudits invoice MFMP creates IR Exception Handler reconciles invoice Invoice Manager approves invoice MFMP Electronic Invoice The Exception Invoice creates Reconciliation invoices, Manager Handler the IR PO-based and reviews pre-audit: reconciles lists IR and discrepancies and the Contractbased the invoice Commodities invoices on for the payment. are IR entered MFMP as Exceptions. three-way in MFMP. approves invoice. or differences match For services, the PO IR routes Invoice to the Receipt Requester or On Behalf Of to approve prior to the Exception Handler Services MFMP two-way match For goods, the IR PO routes Invoice to the Exception Handler

52 Approving or Reconciling Services Invoice Reconciliations (IRs) for services route to the requester or the On Behalf Of (OBO) as indicated on the requisition. These IRs have to be reconciled and submitted to Approve the IR for payment. This process reconciles the invoice to the completed services. This applies to all requisitions which contain a commodity code beginning with 70-94, a service type commodity code. When approving services, make sure you comply to all of the DFS rules for services which includes the completion of a contractual services summary form or contract manager statement. For more information see DFS CFO Memorandum FACTS Website

53 MyFloridaMarketPlace Overview Getting to Know your Vendor MFMP Basics Requisitions Receipts Invoices Invoice Reconciliation Managing Orders Vendor Performance Tracking (VPT) Resources AGENDA

54 Managing Orders Managing orders begins with searching and monitoring status of requests and orders. Managing orders continues with: Monitoring PO Balance to ensure enough money remains to process payments Creating change orders Reviewing invoices Viewing vendor payment information

55 Accessing Procure to Pay Information All transactions in MFMP Buyer are tied together, to easily locate each item in the procure to payment process.

56 MyFloridaMarketPlace Overview Getting to Know your Vendor MFMP Basics Requisitions Receipts Invoices Invoice Reconciliation Managing Orders Vendor Performance Tracking (VPT) Resources AGENDA

57 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 Warrant created/payment sent to vendor and recorded in MFMP You are here Requester/Clerk/ Finance & Accounting Staff creates invoice in MFMP MFMP Routes IR to DFS if audited and to FLAIR for payment MFMP routes Invoice Reconciliation (IR) to the Requester/ On Behalf Of (OBO) for approval of receipt of service MFMP routes the IR to the Invoice Manager Requester approves IR (Reconciles invoice to services provided) MFMP routes the IR to the Exception Handler

58 VPT Overview Vendor Performance Tracking (VPT) is the tool agency customers use to enter and monitor vendor performance on a per transaction level MyFloridaMarketPlace (MFMP) generates a survey after an invoice reconciliation (IR) moves to Paid in MFMP Surveys generate for the following transactions: State Term Contracts (STC) State Purchasing Agreements (SPA) Agency Term Contracts Other transactions equal to or above $2,500 (including governmental entities) To learn more about Vendor Performance Tracking and how to utilize this tool please view the MFMP U Vendor Performance Tracking Online Training.

59 Rating Details Survey scores are calculated using a 5 year average Vendors can access ratings through their registration in the Vendor Information Portal (VIP) 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

60 MyFloridaMarketPlace Overview Getting to Know your Vendor MFMP Basics Requisitions Receipts Invoices Invoice Reconciliation Managing Orders Vendor Performance Tracking (VPT) Resources AGENDA

61 Resources Online resources at include MyFloridaMarketPlace and System Administrator manuals, training information and more. MyFloridaMarketPlace U Recommended Online/in person Trainings include: MFMP System Overview Buyer equote Creating Requisitions or Requisitioning 101 Approving Requisitions Managing Orders Receiving Goods and Approving Services Creating Invoices Searching for Vendors in VIP Vendor Performance Tracking Understanding Transaction Fees

62 Resources Register for MFMP training at: Training environments allow you to practice what you learn. MFMP Training Environment The username is the same as your regular login. The password is: train30 The Training Environment contains transactions created in MFMP.

63 Contact Us Contact the MyFloridaMarketPlace Customer Service Desk at: Phone: Hours: Monday Friday, 8:00 a.m. 6:00 p.m., Eastern time Or through the Customer Assistance Request (CAR) Form.