Updating Vendor Information in MyFloridaMarketPlace

1. MyFloridaMarketPlace MyFloridaMarketPlace Vendor Teleconference Series July 23, 2008: “Keeping Your Account Information Updated” 12:00 noon – 1:00 p.m. EDT The toll free number is: (888) 808-6959Conference Code: 4888366

2. Agenda • Welcome/Introduction [Eric Swanson] • Importance of Vendor information updates • New Vendor Web page updates • Benefits of Electronic Invoicing (eInvoicing) • Solicitations: eQuote/Sourcing/Vendor Bid System (VBS) • Electronic Funds Transfer (EFT) • Future Vendor Opportunities / Q&A • Resources

3. Welcome/Introduction • Due to the number of participants, this teleconference call will be muted • Please send any questions you may have during the presentation to: myfloridamarketplace@dms.myflorida.com • We will address as many questions as possible at the end of the presentation • We are working to make future sessions interactive

4. Agenda • Welcome/Introduction • Importance of Vendor information updates[Eric Swanson] • New Vendor Web page updates • Benefits of Electronic Invoicing (eInvoicing) • Solicitations: eQuote/Sourcing/Vendor Bid System (VBS) • Electronic Funds Transfer (EFT) • Future Vendor Opportunities / Q&A • Resources

5. Importance of Vendor Updates Importance of Vendor Updates • MFMP uses this information to communicate opportunities/ information to vendors • Facilitates timely payment • Facilitates timely delivery of purchase orders (PO) • MFMP allows vendors to update account information at their convenience (https://vendor.myfloridamarketplace.com) • Contact information: MyFloridaMarketPlacePhone: 866-352-3776Fax: 850-414-8192Email: VendorHelp@MyFloridaMarketPlace.comWebsite: http://myfloridamarketplace.com Hours: Monday – Friday, 8:00 a.m. – 5:00 p.m. EDT

6. Importance of Vendor Updates Vendor Registration • Login to Vendor Registration

7. Importance of Vendor Updates • Click Update My Vendor Registration

8. Importance of Vendor Updates • Select Information to be updated from toolbar on left

9. Importance of Vendor Updates • Example: Username and Password update

10. Importance of Vendor Updates • After re-entering your new username and/or password don’t forget to save your changes

11. Importance of Vendor Updates • Adding new contacts for your account

12. Account Helpful Hints MFMP Helpful Hint: Consider using Microsoft Outlook Calendar to set up reminders for updating and checking your MFMP account information MFMP Helpful Hint: There are no annual or direct fees associated with registering for any of these MFMP tools

13. Agenda • Welcome/Introduction • Importance of Vendor information • New Vendor Web page updates[Amy Smyth] • Benefits of Electronic Invoicing (eInvoicing) • Solicitations: eQuote/Sourcing/Vendor Bid System (VBS) • Electronic Funds Transfer (EFT) • Future Vendor Opportunities / Q&A • Resources

14. New! Vendor Web pages How to Access MFMP Vendor Pages • Begin at http://dms.myflorida.com/mfmp , then select MFMP Vendors

15. New! Vendor Web pages • Designed to enhance knowledge and overall use of the MFMP system, the new Vendor Web pages include a Vendor Toolkit and additional information to assist vendors on a daily basis • http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/vendors

16. New! Vendor Web pages • The new Vendor Toolkit includes: • Vendor Training opportunities • Updated Vendor tools • Consolidated Billing Invoices (CBI) • Information on Doing Business with the State of Florida

17. New! Vendor Web pages • Other new features include: • New Vendor communication bulletin board • Updated Vendor FAQs

18. Agenda • Welcome/Introduction • Importance of Vendor information updates • New Vendor Web page updates • Benefits of Electronic Invoicing (eInvoicing)[Mark Oyster] • Solicitations: eQuote/Sourcing/Vendor Bid System (VBS) • Electronic Funds Transfer (EFT) • Future Vendor Opportunities/ Q&A • Resources

19. eInvoicing eInvoicing • eInvoicing is presenting an invoice electronically • Consider how many invoices are created for orders with State of Florida Executive Agencies in Fiscal Year 2007 • Consider how many customers your company already invoiced this year • Consider the cost of time, research, and production of print invoices for your customers

20. Benefits to eInvoicing Benefits to eInvoicing • eInvoicing saves a good amount of time for your business • eInvoicing substantially reduces paper flow and associated costs • Encourages prompt and accurate processing of invoices • eInvoicing improves data accuracy, which reduces payment cycle times

21. Agenda • Welcome/Introduction • Importance of Vendor updates • New Vendor Web page updates • Benefits of eInvoicing • Solicitations: eQuote/Sourcing/Vendor Bid System (VBS) [Mark Oyster / Eric Swanson] • Electronic Funds Transfer (EFT) • Future Vendor Opportunities / Q&A • Resources

22. Solicitations What are Solicitations? • The process by which the buyer decides who to buy from, at what price, in what quantities, and under which terms • eQuote is the tool which vendors use to respond to quote requests from the State of Florida that are under $25,000. You can access this site at: http://equote.myfloridamarketplace.com • Ariba Sourcing is the tool which vendors use to respond/bid to State of Florida solicitations that are over $25,000. You can access this site at: https://myfloridamarketplace.com/sourcing/ • Vendor Bid System is the tool used by all agencies to post upcoming competitive solicitations, single source, and agency decisions and is also used by vendors to receive notices, view and search information at: http://vbs.dms.state.fl.us/vbs/notification_new.selection

23. eQuote How does eQuote work? • eQuote is used for informal procurement events (<$25,000) that do not require a competitive solicitation.  Allows awarded quotes to be converted to a Purchase Order within MFMP http://equote.myfloridamarketplace.com • Step1: Florida buyers specify the products that they want to purchase and the vendors that they want to receive quotes from • Step2: MyFloridaMarketPlace notifies selected vendors via email, and delivers the eQuote directly to each vendor's eQuote inbox • Step3: Vendors electronically respond to the eQuote, and have the ability to offer product substitutions or specify other decision-making information to the buyer • Step4: The buying agency selects a vendor and issues a purchase order

24. Sourcing MyFloridaMarketPlace Sourcing • Online competitive bidding tool • Used to collect bids/responses for formal solicitations (>$25,000); Primary use is for State Term Contracts and DMS Agency Term contracts • Allows the review and electronic submittal of responses / bids • Notification of / invitation to solicitations based on selected commodity codes and election to receive solicitations in your Vendor Registration account • https://myfloridamarketplace.com/sourcing/ The username "publicuser" grants access to view all State of Florida active, competitive bidding events. Enter the username "publicuser" and password "publicuser" to enter the system

25. Importance of Solicitations: eQuote / Sourcing / Vendor Bid System (VBS) Vendor Bid System (VBS) • The Vendor Bid System is an online posting site.  It is used by executive branch agencies to publically post competitive solicitations (i.e. ITB,ITN, RFPs, etc.), agency notices (i.e. public meetings) and agency decisions (i.e. Intent to Award) electronically • http://vbs.dms.state.fl.us/vbs/notification_new.selection

26. Agenda • Welcome/Introduction • Importance of Vendor information updates • Benefits of Electronic Invoicing (eInvoicing) • Solicitations: eQuote/Sourcing/Vendor Bid System (VBS) • Electronic Funds Transfer (EFT)[Rachael Lieblick] • Future Vendor Opportunities / Q&A • Resources

27. Electronic Funds Transfer (EFT) EFT • Direct Deposit allows your money to be available to you on the payment date • Advantages include: • Peace of Mind — No mail delays or lost check worries • Prompt Payment — Deposits will be available on the payment date • Convenience — Avoid special trips to your financial institution • Freedom — Your payment will be automatically deposited to your account

28. Electronic Funds Transfer (EFT) • To find out more about EFT, contact DFS at: • Direct Deposit E-mail address:  directdeposit@fldfs.com • Direct Deposit phone number (850) 413-5517 • To sign up for EFT, complete and submit the form located here: http://myfloridacfo.com/aadir/dd_vendor.pdf • To receive funds electronically, please ensure your name on the Direct Deposit System and the name in your MFMP vendor registration account match directly • At any time you can access DFS’ vendor payment website and look for a pending payment: https://flair.dbf.state.fl.us • If you have questions about a payment contact the DFS Vendor Ombudsmen Section at (850) 413-5516

29. Agenda • Welcome/Introduction • Importance of Vendor information updates • Benefits of Electronic Invoicing (eInvoicing) • Solicitations: eQuote/Sourcing/Vendor Bid System (VBS) • Electronic Funds Transfer (EFT) • Future Vendor Opportunities / Q&A [Eric Swanson] • Resources

30. Future Vendor Opportunities • Today’s presentation is available on MFMP Vendor Toolkit • http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/vendors/vendor_toolkit/vendor_tools • Future Teleconferences: • 8/20/08: 1% Transaction Fee Processing & Reporting • Future Teleconference Topics: • Certified Minority Business Enterprise (CMBE) Vendors • e-Invoicing • Office of Supplier Diversity (OSD) Annual MatchMaker Conference, November 19-21, 2008, Orlando, FL • http://dms.myflorida.com/other_programs/office_of_supplier_diversity_osd/2008_matchmaker_conference

31. Frequently Asked Questions (FAQs) • Revised Online FAQs • http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/vendors/vendor_frequently_asked_questions_faqs

32. Q & A • Additional Questions • Comments • Teleconference Participant Survey

33. Agenda • Welcome/Introduction • Importance of Vendor information updates • Benefits of Electronic Invoicing (eInvoicing) • Solicitations: eQuote/Sourcing/Vendor Bid System (VBS) • Electronic Funds Transfer (EFT) • Future Vendor Opportunities / Q&A • Resources [Eric Swanson]

34. Resources Resources • For technical questions concerning MFMP, please contact Vendor Help at: VendorHelp@myfloridamarketplace.com or 1-866-352-3776 • Contact information: MyFloridaMarketPlacePhone: 866-352-3776Fax: 850-414-8192Email: VendorHelp@MyFloridaMarketPlace.comWebsite: http://myfloridamarketplace.com Hours: Monday – Friday, 8:00 a.m. – 5:30 p.m. EDT