MyFloridaMarketPlace

1. MyFloridaMarketPlace Experienced Requester Training April, 2007

2. Agenda • Welcome / Introduction • Agency Review • System Basics • Create Requisition • Comments and Attachments • Following up on your order • Receiving Commodities • Approving Services • Completing an Invoice eForm (INEF) • System Searches • Change Orders • Copy, Cancel and Withdraw • Questions

3. Agenda • Welcome / Introduction • Agency Review • System Basics • Create Requisition • Comments and Attachments • Following up on your order • Receiving Commodities • Approving Services • Completing an Invoice eForm (INEF) • System Searches • Change Orders • Copy, Cancel and Withdraw • Questions

4. Terminology • 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 relevant suppliers by fax or email. • Requester = Purchaser = On Behalf Of (OBO) • The person who submits a request for good or services • Encumbering = Reserving money from your budget in the state’s accounting system (FLAIR). When you encumber you will get an encumbrance number. • 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, and total amount. • eForm – An electronic form. Examples include Invoice eForm and Cancel Requisition eForm.

5. Terminology • Approval Flow – Approval flows specifies which individuals review a request. Approvals can be active, approved, or denied. Examples include requisitions and delegation of authority requests. • Watcher - An optional approver in an approval flow. • Commodity – An item of physical property. Normally these items have a commodity code that begins with a number other than 9. • Receipt – Physical acceptance of an item. In MFMP a receipt is completed for all commodity purchases. • Three-way Match – Process by which MFMP matches the purchase order, receipt, and invoice to check for any variances in quantity or amount. This match is done for commodity invoices. • 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. • Two Way Match – Process by which MFMP matches the purchase order to the invoice. This match is done for service invoices. The requester or OBO must approve the invoice.

6. Terminology • Redact – Obscuring or removing sensitive (confidential) information prior to scanning and attaching the document into MFMP. • Session – A single period of time when using the MyFloridaMarketPlace system. A user’s session will time-out after 15 minutes of inactivity. A pop-up box will appear at the 14th minute and provide a count down of 60 seconds, prior to session logout (for a total time out of 15 minutes). • Status – The status of a transaction is determined by the actions taken for a given type of transaction. The most common statuses are: Composing, Submitted, Denied, Approved, Ordered, Canceled, Receiving, Received, and Withdrawn. • Additional information can be found on the MFMP Toolkit available on the DMS website. http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/buyers/myflorida_marketplace_toolkit/job_aids

7. You will sign on with your user name and password Logging in ‘Instead of going directly to the “Home” page, you can select “where” you want to go by clicking on your option in the drop down box

8. Home Page Shortcut Menu The “circle” on the home page is called a “Swoosh”. All items on the Swoosh correlate to a header on the shortcut menu. Because the shortcut menu includes the actionable items, it saves you a step to click on your link(s) under the shortcut menu as opposed to clicking on the header of your Swoosh and then selecting your item for action there.

9. Logout Remember to log out by clicking the Logout button. Don’t click the “X” on your Explorer screen.

10. Logout Warning A new feature is that when your session has been idle, instead of immediately logging you out, 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.

11. Personal Account Preferences To Change your Password, Delegate Approval Authority, Change Your Profile or Email notifications, click on your Preferences link.

12. Delegate Approval Authority • As a reminder, users should complete a Delegation of Authority when they are going to be on leave and/or out of the office and unable to obtain Internet access. • The delegation authorization is completed by accessing Preferences, selecting Delegation of Authority, and completing the required fields. • Delegation is to start at 12:00 a.m. on the date selected. • Delegation is extremely important to ensure all requests are approved in a timely manner.

13. Delegating Authority To Delegate your authority, click here.

14. Delegate Approval Authority Submit your delegation request far enough in advance to give your supervisor enough time to approve your request before you leave.

15. E-Mail Notifications To change the amount of e-mail notifications you may receive you can change your preferences. Click on your Preferences link.

16. E-Mail Notifications Click on your email notification preferences

17. E-Mail Notifications In this example, we are changing the notifications for receipts. Scroll down in your edit preferences box and click on Receipt.

18. E-Mail Notification Method With immediate notification, users 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 user’s approval.

19. E-Mail Notification Frequency If you want to receive email notifications for your requisitions once an approver has made action on them, you can select to check either of these boxes. For receipts, “When I need to approve a document” click in the dropdown and select Never Send and “When my approval is Overdue”, click in the dropdown and select Never Send to never receive an email about a receipt approvable.

20. Agenda • Welcome / Introduction • Agency Review • System Basics • Create Requisition • Comments and Attachments • Following up on your order • Receiving Commodities • Approving Services • Completing an Invoice eForm (INEF) • System Searches • Change Orders • Copy, Cancel and Withdraw • Questions

21. Exploring Catalogs The most effective way to determine if an item is “loaded” as a State Term Contract is to explore Catalogs prior to initiating your requisition. To do so, click on the Catalogs link of the Shortcut Menu

22. Exploring Catalogs Search fields on this page are for STC contracts and suppliers only. When selecting the Options link, the menu appears which allows you to select individual fields (click on the item and it will populate on your Add Items field), or you can select Show all search options and all fields will appear (see the next page). Catalog “Browse Path” provides each catalog category and a count of all line item catalogs loaded as well as including all lines loaded under the sub-category section.

23. Exploring Catalogs – Show All Search When you are finished with one search and want to do a completely separate search, click your “Reset” button and your screen will refresh to begin your new search. If you know a vendor is on STC, but want to know all products they have loaded, click in your Supplier dropdown then search and select your vendor. The Contract ID field is to select a STC by contract #. You can enter all or part of the number, but you must use the established dashes, i.e. 030-040-06-1 or 030-040 to obtain results. If you want to also be able to search for Price, you can use a start and end amount for your price, in addition to another field and return only those results.

24. Exploring Catalogs – Saving Item to Favorites For this search, the keywords used were “8.5 x 11” (for the size of the paper); and “White” (for the color of the paper). the Recycle Search field was selected to “Yes”, the Supplier was selected as “Mac Papers” An item that a user may order repeatedly can be saved as a Favorite. Click on the Add to Favorites link. If no Favorites Group is already established, click Other…

25. Creating a Favorite Group Name your group with a name that will be easy for you to remember, then click on Create Group

26. Adding Catalog Item to Favorite Group The selected item will populate at the top and can now be added to your group.

27. Item Saved to your Favorites and Selecting Multi Details To be able to populate the quantity field and to add these items to your cart, ensure that your last field is populated with Details (multi). If not auto-populated, you can select from your drop down. The item has been added to your Favorites Group as evidenced above and the Favorite has populated with a Star

28. Populating the Quantity and Adding to your Cart to immediately create a requisition Type in the quantity for the amount you want to purchase and check the box to the left of Qty and follow the area up to “Add to Cart” Your favorite item will now populate with a “star”.

29. Creating a Requisition TITLE: Follow your Agency’s naming convention for the Title of your PR ON BEHALF OF: Defaults to the requester’s name but may be changed, as required, based on your agency’s procedures DELAY PURCHASE UNTIL: Leave blank unless necessary (ex: creating requisitions for the following fiscal year would have a Delay Purchase Until date of 7/1/XX). The Delay Purchase Until date can be manually entered or selected from the calendar box. A requisition may be withdrawn, and edited by the requester, at any time during the delay until timeframe while still in submitted status.

30. Creating a Requisition PO START DATE: Follow your agency’s procedures regarding entering a Start date. PO Start dates are generally entered when creating a blanket purchase order to cover a selected period of time. The date can be manually entered or selected from the calendar box. PO END DATE: Follow your agency’s procedures regarding entering an End date. PO End dates are generally entered when creating a blanket purchase order to cover a selected period of time. The date can be manually entered or selected from the calendar box. FISCAL YEAR: The system will default to the current fiscal year. There is no need to make changes unless you are creating a requisition for the following fiscal year. For those requisitions, click on your dropdown and select the appropriate fiscal year. PUI#: Defaults to requester and is used by the system for requisition routing purposes.

31. Add Items - Catalog Items from the catalog search and selection, which were “added to the cart” now appear as line items on your requisition.

32. Selecting items to Edit - Checkout You will always get the error message which is just a reminder to, minimally, edit your accounting information. Unless you have edited your items on your Add Items page, you will edit your items during Checkout. Once the item has been selected, the item will turn a shaded color to highlight that is the selected item. Once selected you can edit, copy or delete that line item.

33. Editing the detail of the line items Once you have selected the edit button, you will be taken to the detail page. The top of the page starts with Line item details (description, price, suppliers, etc.). For a catalog purchase, the price and state contract id # are protected fields and cannot be changed. . The (No Value) must be selected and anywhere that you see an asterisk (*) requires that you complete that field. To populate the Method of Procurement, click in your dropdown field.

34. Reviewing the line item informationafter Selecting detail We no longer have any “Invalid” field error messages. You can continue to scroll down the page to view your line item detail. If you click the outside scroll, it will take you to the bottom of the requisition.

35. Viewing the Status of the Submitted Requisition A good practice every time you submit your requisition is to click “View”. This is to ensure your requisition has submitted successfully and is now “active” with the first person or role in the approval flow.

36. Viewing Approval Flow of the Submitted Requisition This submitted request shows it is active in the Approval Flow with Kaye Robertson. Once she approves her approval “node” will change to the color green and be populated with a checkmark in front of her name (see Legend). The requisition will then move on to the next role/person in the approval flow. For this requisition, it will move on to the person: Tom Clemons and his “node” will populate with the “Exclamation Point” to document it is active with him. You are able to identify at what level/role the requisition is awaiting approval. A requisition can be awaiting approval in a person’s queue for 14 days until it progresses to the person’s supervisor. Therefore if you find a requisition has been awaiting approval for quite some time, you may want to contact that person to expedite the approval. It is important to note that the request will NOT escalate if active with a Role. 7200: Purchasing Office is a “role”. A role or person can be added to the approval flow, butshould only be done so as per your Agency’s practice.

37. Creating a Punch-Out Requisition

38. Add Items – Punch-out Office Depot has been entered as a Keyword Search. The results identify this catalog as a punch-out catalog. You will also be able to confirm these results if the selection returns with a Buy From Supplier selection. To punch-out directly to the vendor’s website, click on the Buy From Supplier selection “Punch-Out” requisitions are “catalog” requisitions that you “Punch-Out” directly to the supplier’s website to add items to populate your requisition. Currently there are three catalogs that are “Punch-Out”: Office Depot, Fisher-Scientific and Grainger.

39. Add Items – Punch-out You are at the Office Depot website for State of Florida purchases For this requisition, we are searching for pens. “Pen” was entered in the search field and search selected. Additional search options are shown

40. Add Items – Punch-out Results from the search. Rollerball Gel-Ink Pens selected.

41. Add Items – Punch-out The first item returned is selected for our purchase. Qty has been included as 25 and “Add to Cart” selected. NOTE: Best Value indicates a STC contract item as Office Depot’s punch-out site contains all products that Office Depot sells and not STC items only.

42. Add Items – Punch-out This is the view of the shopping cart with additional shopping options. At this time we are verifying this is all we need to purchase and want to proceed to checkout.

43. Add Items – Punch-out Click Continue and the item will populate onto your MFMP requisition.

44. Add Items – Punch-out Item populates as a punch-out item and you are out of your Punch-out Catalog session from the vendor’s website.

45. Creating Non-Catalog Requisitions

46. Add Items (Non-Catalog) The Add items page defaults to the catalog page. With MFMP 2.0, there are no longer “tabs” to allow you to select the type of requisition you will be creating (formerly Catalog, Non-Catalog, Favorites, Saved Searches and Master Agreements). This example shows you how to create a non-catalog item requisition. NON-CATALOG: To create requisitions for purchases not loaded as a line item catalog and/or a punch-out catalog. Click the Create Non-Catalog Item box to begin a Non-Catalog Requisition

47. Add Items Page The Add items page defaults to the catalog page. Since the item we are procuring is not loaded as a State Term Contract item, we need to create a Non-Catalog requisition. To proceed, click on the “Create Non-Catalog Item” selection.

48. Adding Non-Catalog Item Work with your Agency’s purchasing professionals as they may have specific procedures for completing the full description field. Ariba does not do a spell check. If you have a lengthy description, type it in Word and cut and paste here. When entering text in the description field, you will be unable to do paragraph spacing, therefore do not use the “Enter” key on your keyboard. As previously shown, when you have a field that is populated with “No Value” you will need to make a selection.

49. Selecting Vendor Location A Supplier is populated on the requisition by searching for the vendor under the Vendor Location link. Click in your dropdown for the Vendor Location.

50. Selecting the Vendor Location For this selection, the vendor’s name was entered in the Name Field. The return is the vendor we are searching for and to populate onto the requisition, click on “Select”. All of the circled items identify the header information and they correlate with the Field name. Once the item(s) has been returned you can click on any of those header links and sort. This is extremely useful when your return provides you with multiple results. To get the most appropriate return, it is best to enter by Legacy ID which is the vendor’s FEID (Federal Employer Identification Number). You can enter all or part of the number. However, you must start the search with an “F” for FEID, “S” for Social Security number or “N” for international vendors.