MyFloridaMarketPlace Receiving Made Simple Commodities and Services Job Aid

Page - 2 Agenda  Basics  Receiving Commodities  Searching for a Receipt  Approving Services

Page - 3 Basics Commodities  Receiving is the process an agency uses to record goods that are delivered  Receipts are generated for Orders that contain commodities (have Commodity Codes beginning with anything other than “9”)  Once the receiving process has begun, if the order is partially received and remains open, the order will reflect a status of Receiving and MFMP will place a new receipt in Composing status  Chapter , Florida Statutes, requires that goods and/or services must be inspected and approved within five (5) calendar days of the physical receipt  For orders in a “Received Status”, you will be able to view the Payment history on the receipt  A Change Order can be completed if necessary while the order is in Receiving or Received status

Page - 4 Basics Services  Services (items with a Commodity Code beginning with “9”) do not generate a receipt, instead the Invoice Reconciliation is sent to the Requester/On Behalf Of for Approval (Reconciled)  If an Order is created that contains both service and commodity line items, a Receipt will be generated for the commodity items and the Invoice Reconciliation will be sent to the Requester/On Behalf Of for Approval (Reconciled)

Page - 5 Basics  There are two types of receiving  Desktop Receiving - means the requester of the order (user listed in the On Behalf Of field) is responsible for completing the receipt for the order. The receipt of the goods can only be completed by this user. If needed, a user can delegate their approval authority that allows their delegate to complete the receipt on their behalf  Central Receiving - allows multiple users the ability to complete the receipt of goods. Once a central receiving address has been established, a role is created that is then assigned to users responsible for receiving goods shipped to the central receiving location. When a central receiving address is selected for a line item, the system will list the requester as an optional approver within the receipt approval workflow and the central receiving role as the required approver. If needed, additional approvers can be added to the receipt approval workflow Note:  If multiple central receiving addresses were selected for an order, the system will generate one initial receipt that lists all impacted central receiving roles  The receipt status will remain in Composing status until ALL central receivers have completed the receipt  A new receipt for the order will continue to be generated until the order is fully received or closed for receiving

Page - 6 Basics Negative Receiving  Allows negative receipts to be created and submitted as follows:  Reduce the amount of items previously over-received or received in error  A Negative Receipt will only be able to be initiated up to the amount previously received and/or paid  Upon submittal of the negative receipt, an error message is initiated to not accept the change IF payment had already been made. If the item was received and now paid in error, the receiver will need to communicate with their Finance and Accounting staff to handle the overpayment  While comments are not required, it is a good business practice to include them in order to document the change

Page - 7 Receiving Commodities Under Receive, click the Purchase Orders link Or, Click Receive on the Swoosh

Page - 8 Receiving Commodities The fastest way to search is by using your Order number or Requisition number Note: For orders prior to 2/25/09, you will enter the DO number or MA Release number Click Search

Page - 9 Receiving Commodities Enter the quantity that you are receiving Click Next

Page - 10 Receiving Commodities Review the approval flow If you are the Desktop receiver, you will be the only one in the approval flow (Jack is the Desktop Receiver) If you are the Central Receiver, you will see the OBO or Requester as a watcher Click Submit

Page - 11 Searching for a Receipt If you need to view a receipt, you can locate it via a search

Page - 12 Searching for a Receipt Enter the criteria that you would like to use to create your search, i.e. Order ID, Receipt ID, Supplier etc. If you are not searching by receipt number, remove the RC#### from the Receipt ID field To add additional search options, click the Add/Remove Search Filters

Page - 13 Searching for a Receipt Add or remove search filters by checking or unchecking the box Notice that Requisition ID is not an option Click OK

Page - 14 Searching for a Receipt Click Search

Page - 15 Searching for a Receipt A receipt has been placed in composing status since this order has not been fully received To View the details of the Receipt, click on the Receipt ID

Page - 16 Search for a Receipt Reviewing the details of the receipt will allow you to see any comments made by the Receiver

Page - 17 Approving Services Once an Invoice is created for an Order containing services, the Requester or On Behalf Of will have to approve or “Reconcile” it Click on Invoices under Reconcile

Page - 18 Approving Services Click on the ID link or the “Reconcile button of the IR to be approved

Page - 19 Approving Services The Display can be changed to show all exceptions or just those that you have the permission to reconcile

Page - 20 Approving Services To review the Order, click on the Order Tab

Page - 21 Approving Services The accounting information listed on the invoice tab is the same as the Order

Page - 22 Approving Services Once you have reviewed the Invoice and the Order, confirmed that services have been rendered, click Submit To review the Invoice eForm, click on the Invoice eForm link. At the bottom you will be able to access the invoice attachment from the vendor

Page - 23 Approving Services If you receive this confirmation page, click ok

Page - 24 Additional Resources  Buyer Toolkit Buyer Toolkit  Frequently Asked Questions Frequently Asked Questions  MFMP View eNewsletter MFMP View eNewsletter  Please contact the Customer Service Desk at or at