Presentation on theme: "Managing Contracts in MyFloridaMarketPlace Webinar"— Presentation transcript:
1 Managing Contracts in MyFloridaMarketPlace Webinar Welcome to the MyFloridaMarketPlace Contracts Workshop <OR TRAINING TOUR OR SEMINAR…>Today, we are discussing the Contracts functionality within the MyFloridaMarketPlace system. MyFloridaMarketPlace, also known as MFMP, is the State of Florida’s electronic procurement system. This is the system where state agencies complete purchasing and invoicing activities. Agencies also have the ability to track their contract spend in MFMP, including spend against Agency Term Contracts, State Term Contracts, Interagency Contracts, or any other alternate contract sources.Today’s training will focus on how to enter Contracts into MyFloridaMarketPlace. For detailed instructions on using MyFloridaMarketPlace, creating purchase orders (releases), or creating invoices, please see our on-line Training Tours or use the MFMP 3.0 Buyer Manual for step-by-step instructions.
2 Agenda Creating Releases Against Contracts Changing a Contract Adjusting a Contract AmountCreating Invoices against ContractsCommon Questions / ResourcesToday we continue our MFMP Contracts journey to learn how to create releases on your contract and manage it in the system.This includes creating releases, changing contracts, adjusting the amount of the contract in MFMP, and creating invoices against the contract.Prior to taking todays webinar, you should be familiar with creating contracts in MFMP, how to create requisitions and how to create invoices in the system.
3 Creating Releases Against Contracts Release Required is an option selectable when setting up a MFMP Contract Request.Release Required indicates that a purchase order is required each time a purchase is made against the MFMP Contract.To create a release (purchase order) against a contract, you create a MFMP requisition.Contracts set up on the Contract Request as Release Required, requires a release or purchase order for each purchase.To create a release, a purchase order, against a contract, create a requisition.The only difference between setting up a requisition against an MFMP Contract and a regular requisition is the first steps of tying the requisition to the contract.
4 Creating Releases Against Contracts MFMP PreferencesBefore creating a requisition against a contract (a release), ensure your preferences are set up correctly.Click on the ‘Preferences’ link on your MFMP Toolbar and click ‘Reset Default Preference.’Click:Show catalog on requisition creation, andShow navigation panelThen click ‘OK’ and begin the requisition process. The Contract box should display at this time.
5 Creating Releases Against Contracts Start by creating a MFMP requisitionLog in to MFMP and view your Dashboard.Click the ‘Requisition’ link in the Common Actions area.To begin the requisition process log in to MFMP and view the Dashboard. Then, click the ‘Requisition’ link in the Common Actions area.You can also create your requisition by clicking the ‘Create’ link in the menu bar.
6 Creating Releases Against Contracts Search for the ContractClick the dropdown box under Contract in the upper-left corner.Select ‘Search for More.’Clicking the ‘Requisition’ link brings you to the Catalog Home page.You will see a dropdown box in the upper-left corner of the screen that says ‘Contract.’Click the dropdown box and select “Search for More.”If you do not see this box, refer to the MFMP preferences slide.
7 Creating Releases Against Contracts Select the ContractWith the Field type identified as MFMP Contract ID, enter the MFMP Contract number.Click ‘Search.’Click ‘Select’ to associate the Contract to your requisition.When you select “Search for more,” enter the MFMP Contract ID which begins with a C and four digit number assigned to the contract by the system.Your search will return a set of results. Click ‘Select’ to associate the Contract to your requisition.
8 Creating Releases Against Contracts Create a Supplier or Commodity RequisitionFor a Supplier or Commodity Level Contract, click the ‘non-catalog’ link and enter the line items to purchase.Based on how your contract is set up, Supplier or Commodity Level, place a check in the line item or click non-catalog and enter the items to purchase.Complete the requisition information and submit. For more information on creating requisitions, please join one of our Creating Requisitions Webinars.Your Supplier level requisition allows you to purchase anything from the supplier that you are authorized to buy. The Commodity level requisition limits you to selecting specific commodities identified in the MFMP Contract.
9 Creating Releases Against Contracts Create an Item Level RequisitionItem-level contracts present the catalog items to add to the requisition. These catalog items are the items that were established when the agency created the MFMP Contract Request.Complete the requisition information and submit.Now that we have walked through the key steps tie a requisition to an MFMP Contract, let’s move into the MFMP Training environment to demonstrate the process.MFMP displays the available catalog items to add to your requisition.
10 Creating Releases Against Contracts DemonstrationTraining environment:Create a Release against an MFMP Contract.
11 Agenda Contracts Overview Contract Requests and Creating Contracts Creating Releases Against ContractsChanging a ContractAdjusting a Contract AmountCreating Invoices against ContractsCommon Questions / ResourcesThere may be situations where customer need to make changes to an MFMP Contract. For example, an amendment to the Contract, changes to accounting or financial information or a change to the Contact.To do this, change the Contract Request associated with the MFMP Contract. Once the authorized agency representative approves the changes, MFMP displays the amended MFMP Contract number as a version of the original number.
12 Changing a Contract Search for and select the Contract Request To begin this process, search for the Contract Request to amend. If the agency has previously amended the contract, search using the original Contract Request number. MyFloridaMarketPlace returns the latest version in the results.When the search results return, click the link to open the Contract Request.When searching for the Contract Request, remember that the Contract and the Contract Request have the same number, with a different prefix. Contracts begin with C, Contract Requests begin with CR.To add an attachment to an approved contract, you have to edit the contract, however, comments do not require a change.
13 Changing a Contract Click the Change button To see the edit box, you have to have Edit Access on the MFMP Contract.Click the ‘Change’ button on the Contract Request. The system opens the Contract Request with a left hand navigation bar showing the 6 areas of the Contract Request.Use the navigation bar on the left hand side to go to the specific area you need to change. For example, if you need to update the accounting information, you can click on the ‘Pricing Terms’ link to go to that area and make changes.Update the Contract Request information and enter ‘Comments’ to document the changes. When you are done, click ‘Submit.’Some fields are not editable on a Contract Request when doing a change. These fields are:MFMP Contract TypeRelease Required, andCurrencyThere are fields within the ‘Pricing Terms’ area that cannot be modified when completing a change. These fields are:DescriptionCommodity CodeSupplier Part NumberSupplier Auxiliary Part ID, andUnit of MeasureMFMP routes the updated Contract Request to the appropriate approvers. Once approved, the updated Contract number contains an updated version number. This is represented by the “V” after the initial Contract number. For example: CR2319-v2
14 Agenda Contracts Overview Contract Requests and Creating Contracts Creating Releases Against ContractsChanging a ContractAdjusting a Contract AmountCreating Invoices against ContractsCommon Questions / ResourcesThere are situations where an agency customer may need to adjust an amount for a Contract.
15 Adjusting a Contract Amount Key TermsRestoring Dollars - adds money back to your MFMP Contract.Depleting Dollars - removes money from your MFMP Contract.Restoring and Depleting dollars are two of the terms we discuss in this section.
16 Adjusting a Contract Amount MFMP restores or depletes dollars to the contracts available balance. Restoring is the adding of funds back and depleting is the reduction of funds to the available balance listed on the MFMP Contract.For example, this may occur if someone creates an invoice against a contract, processes it through MFMP and a warrant issued. If Finance and Accounting needs to cancel the warrant, the funds need to be restored, added, to the available balance of the contract.
17 Adjusting a Contract Amount Overview of how to draw down funds against MFMP ContractsWhen a customer makes a payment in MFMP against a MFMP Contract, or a purchase order associated to a MFMP contract, MFMP reduces the Contract dollars when the invoice goes to’ Paid’ status.If a customer establishes a PCard purchase against a MFMP Contract, MFMP reduces the dollars from the Contract as soon as the purchase order goes into ‘Ordered’ status.When a customer creates a requisition against a Contract in MFMP and the form of payment is not PCard, MFMP reduces the money from the Contract at the time of payment, not when MFMP encumbers the funds and sends the order to the vendor.If a customer creates a requisition and selects the PCard indicator as the form of payment, MFMP reduces the money from the Contract as soon as the purchase order goes into ‘Ordered’ status and MFMP sends the purchase order to the vendor.
18 Adjusting a Contract Amount Overview of how to draw down funds against MFMP ContractsIf the agency needs to adjust the contract available amount only specific MFMP customers can restore or deplete money to the Contract. These customers are:Contract initiator (Preparer)Contract ContactCustomers with ‘edit’ permission for the ContractIn a scenario where a contract available amount needs to be adjusted, there are specific MFMP customers that can restore or deplete money to the Contract. These customers are:The Contract initiator (or preparer)The Contact, which should be the Contract Manager or the person designated to manage the contract in MFMP. This could be the same as the preparerCustomers with the ‘edit’ permission for the ContractLet’s take a look at the steps you would take to adjust Contract amounts.
19 Adjusting a Contract Amount Click ‘Restore Contract Amount’To begin the process of restoring a Contract Amount, click on the ‘Restore Contract Amount’ link in the Common Actions area.Click on ‘Restore Contract Amount’ in the Common Actions.
20 Adjusting a Contract Amount Complete ‘Restore Contract’ eFormEnter a Title based on your agency’s titling conventions.Select the MFMP Contract number.Select the radio button for ‘Restoring Dollars’ or ‘Depleting Dollars’.Enter the dollar amount to restore or deplete.Enter Comments and click Submit.On the ‘Restore Contract’ eForm:Enter a Title for the eForm based on the agency’s titling conventions.Select the Contract number to which MFMP should restore the balance.Select the radio button for ‘Restoring Dollars’ or ‘Depleting Dollars.’Restoring Dollars adds money back to your Contract. This may occur due to a warrant that is cancelled.Depleting Dollars removes money from your Contract. This may occur due to a loss of funding.Enter the dollar amount to restore or deplete.Enter Comments and click submit.Once you complete the information on this form and click submit, the dollar amount is restored or depleted to the selected contract. This action is real-time as it requires no approvals.Remember, if this Contract is encumbered, you may need to take additional actions directly in FLAIR.
21 Agenda Contracts Overview Contract Requests and Creating Contracts Creating Releases Against ContractsChanging a ContractAdjusting a Contract AmountCreating Invoices against ContractsCommon Questions / ResourcesNow let’s look at creating invoices against our contract or the release for the contract.For more information about creating an invoice in MyFloridaMarketPlace, please join one of our regularly scheduled Creating an Invoice Webinars or take the Invoice Training Tour at your convenience.
22 Creating Invoices Against Contracts Key TermsPO-Based Invoice – Invoice for contracts with release (purchase order).Contract-Based Invoice – Invoice created directly against the contract, no release (purchase order).Key terms for this section include PO-based and Contract-based invoice. In MFMP the invoice begins the audit process to create a warrant.The main difference between a PO-based and Contract-based invoice is that customers create PO-based invoices against the purchase order or release for a contract, and create Contract-based invoices directly against the MFMP Contract.
23 Creating Invoices Against Contracts Use a PO-based invoice for MFMP Contracts set as ‘Release Required’Select ‘PO-based Invoice’ from the Common Actions area.Use a PO-based invoice to create invoices for Contracts set up as “Release Required.” This means that the Contract requires a purchase order for each purchase made against the Contract.To create a PO-based invoice, log in to MFMP and click ‘PO-based invoice’ under Create in your Common Actions box.
24 Creating Invoices Against Contracts Complete the Invoice fields, searching for and entering the for the Purchase Order and Vendor Location.Use the navigation steps on the left hand side of the screen to guide you through the process.Complete the required fields, remember that if this is for a service, to enter the Service Start and End date as required by Department of Financial Services.Attach a copy of the invoice and submit.
25 Creating Invoices Against Contracts Create invoices from contracts in one of two ways:Contract-based invoice orFrom the invoice button on the Contract or Contract Request.Creating invoices from the Contract or Contract reduces data entry. MFMP enters the Contract number and Supplier information.Select ‘Contract-based Invoice’ from the Common Actions area.Enter the information for the invoice.Attach a copy of the paper invoice.Submit.If your contract is set up as “No Release Required,” create a Contract-based invoice.You can do this in one of two ways:Select ‘Contract-based Invoice’ under Common Actions ORNavigate to the MFMP Contract or Contract Request and click the ‘Invoice’ buttonBoth of these options require the same information; however, if you create your invoice from the MFMP Contract, the system reduces your data entry because MFMP populates your supplier location and the contract number for you.
26 Creating Invoices Against Contracts Search for the Contract and complete the invoiceSearch for the Contract.Once you click on the ‘Contract-based Invoice’ link, enter the invoice information. Remember- if you are creating this directly from the contract, the vendor location and the Contract number will pre-populate for you.Use the navigation steps on the left hand side of the screen to guide you through the process.The key difference between a PO-Based and Contract-Based invoice is that you will search for and select the MFMP Contract number for the invoice, instead of the Purchase Order number.Once you complete the invoice information, submit the invoice for approval and payment. This invoice and payment information will tie to and reflect as part of the Contract and the payment history for that Contract.If this is a Service invoice, MFMP routes the invoice to the ‘Contact’ on the MFMP Contract for approval before routing it to finance and accounting.Click the Invoice button.MFMP enters the contract number and the supplier information.
27 DemoDemonstrationTraining environment:Create an invoice in MFMP.Refer to Scenario X for narrative
28 Agenda Contracts Overview Contract Requests and Creating Contracts Creating Releases Against ContractsChanging a ContractAdjusting a Contract AmountCreating Invoices against ContractsCommon Questions / ResourcesNow, lets review some frequently asked questions and review the MyFloridaMarketPlace resources to help you along your MyFloridaMarketPlace journey.
29 Frequently Asked Questions Question: Why don’t I see a ‘Change’ button on a Contract Request I am trying to edit? Answer: There are two primary reasons a customer will not see a ‘Change’ button on a Contract Request:The user did not create the initial Contract Request; orThe user was not granted ‘edit’ access to the Contract as part of the ‘Define Access Control’ step when the contract was created.Question: Do the rules for attaching and deleting attachments for Contracts work the same way as they do in the rest MFMP 3.0? Is the person who adds an attachment or a comment the only person who can delete the attachment or comment too?Answer: Yes, these rules function consistently across MFMP The person who adds an attachment or comment is the person who can delete the attachment or comment.The next couple of slides contain some frequently asked questions.
30 Frequently Asked Questions Question: Are any fields on a Contract Request locked from updates after the initial contract creation? Answer: Customers can edit only select fields on a Contract Request when making a change. Fields not available to edit are:MFMP Contract TypeRelease RequiredCurrencyThere are also fields within the ‘Pricing Terms’ area that cannot be modified when doing a change. These fields are:DescriptionCommodity CodeSupplier Part NumberSupplier Auxiliary Part IDUnit of Measure
31 Frequently Asked Questions Question: Is there a file size limit for Contract attachments? Answer: While there is not a specified limit for total attachment size (across all files uploaded to a particular contract), each unique file must be four megabytes (MB) or less.Question: If I am on the Summary page, and I change my Commodity or Item level contract to a Supplier Level contract, are the pricing terms the only thing that is impacted? Or are there other fields I would have to modify?Answer: The pricing terms area is the only section impacted after updating the contract type.
32 Frequently Asked Questions Question: What if I realize (while I am on the Summary page) that I selected the wrong supplier? If I change the supplier, are there additional updates to make?Answer: If you change the supplier on the Summary tab (or by one of the approvers), you must re-enter only the pricing terms. All other fields of the contract remain unchanged.Question: If I add approvers to the Contract Request, can they make edits?Answer: Approvers that have the Contract group can make edits to the Contract Request as an approver. If someone is added to the workflow that does not have the Contract group, he / she will not be able to make edits to the Contract Request. Instead, the approver would see only the following options: Approve, Deny, Excel Export, and Print.
33 ResourcesFor questions or assistance, contact the MFMP customer service desk at (866) orOnline resources at include MyFloridaMarketPlace and System Administrator manuals, training information and more.To search for vendors:MarketView:No username or password required.VIP Admin:Username and password: ‘publicuser.’You can contact the MyFloridaMarketPlace customer service desk at (866) or at the address noted here.The MFMP Buyer Toolkit includes many resources, such as the MFMP 3.0 Manual. The manual provides step-by-step instructions for the many processes in MyFloridaMarketPlace.Many customers need assistance searching for vendors. Use the links listed here for MarketView and Vendor Information Portal to search vendors.
34 ResourcesRegister for MFMP training at:MFMP exclusive training “tours” allow you access to the same basic information other courses provide, at your convenience.Training environments (formerly called the “Sandbox) allow you to practice what you learn.The username is the same as your regular login.The password is “train30”Analysis -MFMP 3.0 Training EnvironmentYou can register online for additional MFMP training, using the link provided here.Access the MFMP Training Tours, recorded training sessions, through the link shown here.The ‘Training Environment’ is lets you practice what you learn. Your username is the same as it is in the ‘production’ environment and the password is ‘train30’.
35 Resources Contact MyFloridaMarketPlace MyFloridaMarketPlace Program ManagerKasey Bickley(850)Purchasing Process Analyst and Vendor ManagerEric Swanson(850)Finance and Accounting Process AnalystAnne Rabon(850)Sourcing Business AnalystLinda McDonald(850)Here is the contact information for our MFMP team members at the Department of Management Services.Please reach out to us if we can be of assistance to you!