MyFloridaMarketPlace New Requester Training

Page - 2 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 - 3 What is MyFloridaMarketPlace?  MyFloridaMarketPlace (MFMP) is the State of Florida’s source for centralized procurement which began July 1,  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 - 4 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 - 5 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, , 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 - 6 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 - 7 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 GlossaryMFMP Glossary

Page - 8 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 - 9 System Basics Login 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 go by clicking on the appropriate option in the dropdown box

Page - 10 System Basics Home 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 - 11 System Basics Logout Remember to log out by clicking the Logout button. Don’t click the “x” on your Explorer screen.

Page - 12 System Basics Logout 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 - 13 System Basics Dropdown Boxes Page - 13 Dropdown boxes hold your last five choices If your choice is not listed, click “Other” to search

Page - 14 System Basics Calendar Icons Page - 14 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 - 15 System Basics Expand/Collapse Navigation Panel Page - 15 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 - 16 System Basics Preferences To Change your Password, Delegate Approval Authority, or change notifications, click on your Preferences link

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

Page - 18 System Basics Changing Your Password Remember: MFMP is a secure system. Don’t share 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

Page - 19 System Basics Delegation 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 - 20 System Basics Delegation of Approval Authority To Delegate your authority, click here

Page - 21 System Basics Delegation 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 - 22 System Basics Notifications Click on your notification preferences

Page - 23 System Basics Notifications Page - 23 Select the notification to be changed

Page - 24 System Basics Notifications With immediate notification, customers will receive s as soon as an item requiring their approval becomes active in the workflow summaries are sent once a day and contain a list of all items requiring the customer’s approval

Page - 25 System Basics 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

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

Page - 27 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 - 28 Creating a Requisition Catalogs  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 populate your 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

Page - 29 Creating a Requisition To create a requisition, click the Requisition link under Create

Page - 30 Creating a Requisition Title 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)

Page - 31 Creating a Requisition Title 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

Page - 32 Creating a Requisition Title 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

Page - 33 Creating a Requisition Line Item Catalog Catalog “Browse Path” provides each catalog category and a count of all line item catalogs loaded When selecting the Options link, the menu appears which allows you to select individual fields or you can Show All Search Options

Page - 34 Creating a Requisition Line 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

Page - 35 Creating a Requisition Line Item Catalog To additional items to your requisition, click Add Items 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

Page - 36 Creating a Requisition Punchout To find the Office Depot Punchout catalog, we type “Office Depot” into the Keyword search field

Page - 37 Creating a Requisition Punchout Enter the item in the search field

Page - 38 Creating a Requisition Punchout Enter Quantity and Click Add to Requisition

Page - 39 Creating a Requisition Punchout

Page - 40 Creating a Requisition Punchout Scroll down and Click Continue to proceed to the requisition.

Page - 41 Creating a Requisition Punchout  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.

Page - 42 Creating a Requisition Punchout The items from your shopping cart in the Punchout site populate as line items on your requisition 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

Page - 43 Creating a Requisition Non-Catalog Click Create Non-Catalog Item button

Page - 44 Creating a Requisition Non-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

Page - 45 Creating a Requisition Non-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 #

Page - 46 Creating a Requisition Non-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

Page - 47 Creating a Requisition Non-Catalog At this point you can Add more Items or Checkout to complete your requisition Click Checkout to complete your requisition

Page - 48 Creating a Requisition Checkout 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

Page - 49 Creating a Requisition Checkout 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

Page - 50 Creating a Requisition Checkout All Accounting information has populated and all the error messages have disappeared. Click Ok

Page - 51 Creating a Requisition Checkout Comments/Attachments section is where you include justification, quotes, etc. Be sure to uncheck the “include comments/attachment(s) on purchase orders” box if the comment is for internal review or includes other vendor’s quotes Ensure that the appropriate Ship To address is chosen and enter the name of the person who will be physically receiving the items in the Deliver To field Select the appropriate FOB Code (for a full listing of FOB codes please refer to the Freight Terms Job Aid) To add an attachment, click the box confirming that you are not attaching confidential information and then click Add Attachment

Page - 52 Creating a Requisition Confidential Information  If confidential information is attached and caught prior to a requisition going into Ordered status, it is recommended that you withdraw the requisition, copy it (the attachments won’t copy over) and delete it, then resubmit the copied requisition with a redacted attachment  If the requisition has been ordered, an Attachment Removal Request must be completed and submitted to the Customer Service Desk by the appropriate agency liaison  For more information on your Agency’s Confidential Policy, contact your agency MFMP Security Administrator  Further information on Scanning and Attachment Guidelines can be located in the MFMP Toolkit  Scanning & Attachment Guidelines  Scanning and File Attachment Guidelines.doc Scanning and File Attachment Guidelines.doc  Confidential Information Purging  Confidential Information Purge Request Process Confidential Information Purge Request Process  PUR Confidential Information Purge Request Form PUR Confidential Information Purge Request Form

Page - 53 Creating a Requisition Checkout Review your requisition for accuracy, then click : Submit to start your requisition through the approval flow Exit to save your requisition to Submit at another time

Page - 54 Practical Exercise #2 (Create Requisitions) If you have questions, please raise your hand for assistance

Page - 55 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 - 56 Following up on your Order Page - 56 To locate your PR: Conduct a system search OR Click in your Approved queue located under Status Each tab contains pertinent information that can be viewed at any time Once your purchase requisition has been fully approved, it will generate a Order ID which is populated on the line item detail of the requisition

Page - 57 Following up on your Order Page - 57 The Approval Flow shows all approvers, including “FLAIR Integration”, that were involved in approving this requisition

Page - 58 Following up on your Order Page - 58 In the History tab, every action taken and by who is captured. If any part of the requisition was edited, you would click on the edited “link” to view the changes made

Page - 59 Practical Exercise # 3 (Order Follow-up) If you have questions, please raise your hand for assistance