MyFloridaMarketPlace Year End Processing: Certified Forward Payables Reducing/Releasing Encumbrances Disbursement Transaction Override Available Reports and Job Aids

Page - 2 Certified Forward  On July 1, 2009, (early a.m.), MFMP will be receiving the file update from FLAIR as to which encumbered requisitions should be marked with a Certified Forward Indicator  This process will only mark encumbered requisitions. Unencumbered requisitions will need to be marked manually by initiating a change order  Change Orders can be completed on requisitions in “Received” status

Page - 3 Certified Forwards: Manual Process Overview Activity will need to be completed by Finance and Accounting

Page - 4 Payables: Process Overview Activity will need to be completed by Finance and Accounting

Page - 5 Reducing/Releasing Encumbrances  There are four ways to reduce or release encumbrances in MFMP:  Change Orders can be submitted to reduce the quantity/amount of your order, reducing the encumbered amount  Final Payment Indicator can be checked when approving an IR for encumbered payments to un-encumber the remaining balance, this check box is located on the line level detail of the IR  Release Encumbrance eForm can be used to release all the remaining funds associated on an order  Release Encumbrance Request Form can be submitted to the Customer Service Desk to release the encumbrance, however, you will need to supply the REF (Release Encumbrance eForm) number

Page - 6 Release Encumbrance eForm: Process Overview Activity will need to be completed by Finance and Accounting

Page - 7 Disbursement Transaction Override  During disbursement processing, the disbursement transaction type may be changed from encumbered to unencumbered disbursement, or unencumbered to encumbered disbursement by checking or unchecking the ‘Encumber Funds’ checkbox  Customers assigned the “Invoicing” group will have the ability to override the disbursement type  The ‘Encumber Funds’ checkbox is at the split accounting level and must be updated for each split accounting line (Note: All transactions must be the same type)  If the disbursement transaction type is changed from encumbered to unencumbered, it may be necessary to use the Release Encumbrance eForm to release the remaining encumbrance amount

Page - 8 Reports  There are several MyFloridaMarketPlace reports that are generated for use by agencies and posted to the DMS Web site (  A job aid is also available on the DMS Web site (in the MFMP Toolkit) that lists the available reports along with a description of each Note: this document is currently being updated ( da_marketplace/buyers/myflorida_marketplace_toolkit) da_marketplace/buyers/myflorida_marketplace_toolkit

Page - 9 Suggested Year End Reports The following reports (from the DMS Web site) should be helpful in year end processing: IRs With Last Approver  Primarily used by Finance & Accounting to monitor the status and activity of IRs to ensure prompt payment processing  Lists Invoice Reconciliations (IRs) in Reconciling and Approving status  This includes IRs generated from the Ariba Supplier Network (ASN) (Purchasing Unit Indicator (PUI): 9999) and IRs that failed Central FLAIR  IRs that failed Central FLAIR will list the approving invoice manager by name and will remain in Approving status until resolved  This excludes IRs that list FLAIR Integration as the active approver and does not list IRs in Paid status  Customers whose queue the IR is currently active will be listed  This also includes IRs routed to the Invoice Administrator. This only applies to ASN invoices

Page - 10 Suggested Year End Reports Invoice Reconciliation Report  Will assist Finance and Accounting in determining outstanding invoices by budget to determine what action needs to be taken when budgets change  Lists all non-ASN IRs in an Approving, Reconciling or Rejecting status POs Without IRs  Is primarily used by Finance & Accounting to identify Orders where IRs were not created through MyFloridaMarketPlace  Lists Commodity POs in a Receiving or Received status  Service POs in Ordered Status All Received Orders Report  Is primarily used by Finance and Accounting to identify purchase orders containing commodities to determine if invoices have been received and processed  Lists Orders in a Received status

Page - 11 Suggested Year End Reports All Open Orders Report  Is primarily used by Finance and Accounting to identify all “Open” POs to determine if invoices have been received and processed. This is also used by Purchasing personnel to determine if the purchase order needs to be changed, canceled or closed for future receiving  Lists POs in Ordering, Ordered and Receiving status All Orders Report  Is the same as the All Open Orders Report but includes Orders in Received status PR’s in Submitted Status  Displays intended PR obligation by organizational code before the money is committed through a direct order. Managers are able to review spending plans before the agency is committed to an expenditure  List the latest version of a PR in a Submitted status

Page - 12 Suggested Year End Reports Punchout vs NonCatalogs  Used by Finance and Accounting and Purchasing. F&A will be able to view the Orders being placed against Punchout vendors, resulting in an eInvoice and Purchasing will be able to determine if the Punchout features are being utilized  Vendors being captured  Dell Marketing L.P.  Hewlett-Packard Company  VF Imagewear, Inc.  Lenovo Inc.  Grainger Industrial Supply  Fisher Scientific Company LLC  Office Depot BSD (pull only Non-Catalog Requisitions)  Lists Orders in Ordered, Ordering, and Received status Page - 12

Page - 13 Questions? Please contact the MyFloridaMarketPlace Customer Service Desk with any questions at or via phone at