Refresher Requester Training MyFloridaMarketPlace

Agenda  MFMP Overview  System Basics  Creating a Requisition  Following Up On Your Order  Viewing Payment Information  Receiving Commodities  Invoices  System Searches  Change Orders  Managing your Queue  Cancel Requisition  Questions & Answers

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 will be 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.  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. These approvers must be manually added.  FLAIR – The State’s Financial System.  Encumbering - Reserving money from your budget in FLAIR.

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.  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.

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.  Session – A single period of time when using the MFMP system.  Status – The status of a transaction is determined by the actions taken for a given type of transaction. Additional terminology can be found on the MFMP GlossaryMFMP Glossary

Agenda  MFMP Overview  System Basics  Creating a Requisition  Following Up On Your Order  Viewing Payment Information  Receiving Commodities  Invoices  System Searches  Change Orders  Managing your Queue  Cancel Requisition  Questions & Answers

System Basics Logging in You will sign on with your user name and password ‘You can select “where” you want to go by clicking on the appropriate option in the dropdown box

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. Shortcut Menu

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

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

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

System Basics Calendar Icons 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

System Basics Expand/Collapse Navigation Panel This arrow represents the ability to expand or collapse your Navigation Panel The double arrow allows you to expand your line item view

Preferences To Change your Password, Delegate Approval Authority, Change Your Profile or notifications, click on your Preferences link

Preferences 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 and unable to obtain Internet access 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

Preferences Delegating Authority To Delegate your authority, click here

Preferences Delegate 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

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

Agenda  MFMP Overview  System Basics  Creating a Requisition  Following Up On Your Order  Viewing Payment Information  Receiving Commodities  Invoices  System Searches  Change Orders  Managing your Queue  Cancel Requisition  Questions & Answers

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. State Term Contracts are entered as Master Agreements  Ordering Instructions - State Term Contracts loaded and searchable as line item entries with a $0.00 amount which 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, Gateway, 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

Creating a Requisition

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)

Creating a Requisition Title Page PO START and END DATES: 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

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

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

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

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

Creating a Requisition Punchout We click “Buy from Supplier” to access the Punchout site To find the Office Depot Punchout catalog, we type “Office Depot” into the Keyword search field

Creating a Requisition Punchout Enter the item in the search field

Creating a Requisition Punchout Just a reminder, the Best Value icon denotes State Term Contract items Enter in a quantity and choose Add to Cart

Creating a Requisition Punchout You can add additional items or Checkout to return to MFMP

Creating a Requisition Punchout Click Continue to add these items to the requisition

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

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

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

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 #

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

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

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

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

Creating a Requisition Checkout All Accounting information has populated and all the error messages have disappeared. Click OK

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 DO NOT attach any confidential information (contact your Purchasing Office if you are unsure whether something is confidential) 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

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

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