1. Advanced Requester Overview
October 21, 2010

2. Agenda Agenda Getting Started Creating a Requisition
Viewing Payment Information
Receiving Commodities
Invoices
Approving Services
Change Orders/Changing an Order
Canceling a Requisition
Tips & Tricks
Resources
October 21, 2010 2

3. MFMP Overview MFMP Overview
MyFloridaMarketPlace (MFMP) is the State of Florida’s online e-procurement system, the single e-commerce conduit between state agency buyers and vendors to conduct public purchasing on a daily basis.
October 21, 2010

4. Basic Requisition Work Flow
October 21, 2010

5. Setting up Purchase Orders Setting Up Purchase Orders
In MFMP, requesters create requisitions that become purchase orders (POs). While the system sends POs to vendors electronically, keep in mind:
The PO is a contract between the State of Florida and the vendor.
Set the PO up in the same way the vendor will invoice for this purchase.
Include information to meet potential audit requirements.
If you do not set up your requisition / PO properly, it may:
Confuse the vendor.
Create issues with payment.
Prevent you from creating a change order.
When you enter values in the quantity and price fields, it is important to use the unit price of an item, if known.
<Insert SP Memo information if available>
Chief Financial Officer Memos related to SB2386 Contract/PO documentation requirements:
CFO 05 (09-10)
CFO 06 (09-10)
CFO 01 (10-11)
October 21, 2010

6. Setting up Purchase Orders Setting Up Purchase Orders
Example PO for Janitorial Services
Line Item 1: Quantity-12 Unit of Measure- Month Price-$1,000 PO TOTAL- $12,000
RIGHT: Set your requisition up with the specific quantity and the monthly amount, then you can process payments and create change orders successfully.
Line Item 1: Quantity-1 Unit of Measure- Lot Price- $12,000 PO TOTAL-$12,000
WRONG: This set-up allows F&A to pay for a quantity of one when the vendor will be billing on a monthly basis. This method also directs the vendor to deliver only one item.
October 21, 2010

7. Blanket Purchase Orders (BPO)
Blanket purchase orders (BPO) are not ideal methods of purchasing, but they are necessary in situations where prices are variable or unknown.
BPO should be set up according to the language established in new requirements established in SB 2386 (where applicable) and with the State Purchasing Memorandum 3 ( ).
In some cases, it may be most practical to set up one line item with a unit price and one line item as a blanket.
Note: Always use the unit price if known.
October 21, 2010

8. Requester Abilities Requesters can: Create and submit a requisition.
Initiate change orders.
Initiate receipts against your orders.
Create and submit an Invoice eForm.
Search and copy your purchase orders.
Create folders and file items within them.
October 21, 2010

9. Delegation of Approval Authority
When on leave and/or out of the office, complete a Delegation of Authority.
Submitting the Delegation of Authority ensures requisitions, invoice reconciliations (IR) and receipts are approved in a timely manner.
Submit your delegation in advance to allow your supervisor to approve your request before you leave.
The scheduled delegation begins at 12 a.m. Eastern time on the date selected and ends at 11:59 p.m. on the selected End Date.
October 21, 2010

10. Delegate Approval Authority
Click on Preferences
Click Delegate Approval Authority.
October 21, 2010

11. Delegate Approval Authority
Choose a Delegate.
Choose a Start and End Date.
Enter a Delegation Reason.
By checking the Notification box, you will continue to be notified of approvals based on your preferences.
A Delegation Reason is not required but is a good business practice
October 21, 2010

12. Agenda Agenda Getting Started Creating a Requisition
Viewing Payment Information
Receiving Commodities
Invoices
Approving Services
Change Orders/Changing an Order
Canceling a Requisition
Tips & Tricks
Resources
October 21, 2010 12

13. 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. All STC are entered as master agreements (MA).
Punchout – STC that allow you to “punch-out” directly to the supplier’s website to add items to populate your requisition. For example, Office Depot, Grainger, Dell, HP, and Gateway.
Ordering instructions – STC with a $0 amount that refers the customer to the STC Web page and the ordering instructions prior to a purchase being made. These items are not able to be selected and added as line items to a requisition and must be ordered as non-catalog.
Non-Catalog – Blank line items where all information is completed by the customer.
Contracts (MA#) – STC and some agency term contracts.
October 21, 2010

14. Creating a Requisition
Click on Requisition under Create or click on Create on the swoosh.
October 21, 2010

15. Creating a Requisition: Catalogs
Title: Follow your Agency’s naming convention.
On Behalf Of: Defaults to the requester’s name.
Delay Purchase Until: Leave blank unless necessary.
Delay Purchase Until: Use this option to delay the delivery of purchase orders. If used, MFMP holds the approved requisition and does not deliver it to the vendor until the date selected. If you encumber the requisition, the encumbrance is not created until the Delay Purchase Until date. Indicate the desired date by selecting a date from the calendar box or typing in the date field.
October 21, 2010

16. 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: Defaults to the current fiscal year.
PUI: Any subsequent IR’s against this requisition follow the approval flow of the PUI on the requisition.
PUI#: Defaults as per the requester’s profile and is used by the system for requisition and IR routing purposes.
October 21, 2010

17. 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.
Click Next to Add Items
October 21, 2010

18. Creating a Requisition: Line Item Catalog
Click the ‘Options’ link to view the menu where you can select individual fields or ‘Show All Search Options’.
Catalog categories display a count of all line items loaded.
October 21, 2010

19. 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’.
The Keywords field is very particular about the way you enter your search criteria. Information has to be entered the same way it is noted in the catalog. If you enter information and have to change it to start the search over, you will need to clear your search parameters by clicking on Reset.
To add a line item to your requisition, Click ‘Add to Cart’.
October 21, 2010

20. Creating a Requisition: Line Item Catalog
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.
October 21, 2010

21. Creating a Requisition: Punchout
To find the Grainger Punchout catalog, type ‘Grainger’ into the Keyword search field.
Click ‘Buy from Supplier’ to access the Punchout site.
October 21, 2010

22. Creating a Requisition: Punchout
Each Punchout site is different and is developed and supported by the vendor and monitored by State Purchasing
October 21, 2010

23. Creating a Requisition: Punchout
The items you selected in the Punchout site populate as line items on your requisition.
To additional items to your requisition, Click ‘Add Items’.
October 21, 2010

24. Creating a Requisition: Non-catalog
Click ‘Create Non-Catalog Item’ button
Adding items using the non-catalog process means that you have to populate the full description, item number, supplier (vendor) information, commodity code and the STC ID.
October 21, 2010

25. Creating a Requisition: Non-catalog
Description: Give a full description of the item that you are purchasing .
Commodity Code: Choose the appropriate commodity code.
If you don’t know your commodity code you can use the search tool in MFMP or SPURSView.
Vendor Location: Choose your ‘Supplier’ by selecting your Vendor Location.
October 21, 2010

26. Creating a Requisition: Non-catalog
Supplier Part Number: Enter this information if available.
Method of Procurement: Select the appropriate method of procurement .
State Contract ID: If you are making a purchase with Method of Procurements A, B or C, populate this field with the appropriate contract #.
October 21, 2010

27. Creating a Requisition: Non-catalog
Quantity: Enter the correct quantity.
The Unit of Measure can be updated to accommodate your type of purchase, each, box, hour etc.
Unit of Measure: This will default to ‘each’.
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.
October 21, 2010

28. Creating a Requisition: Non-catalog
From your shopping cart,either add more items or checkout to complete your requisition.
Click ‘Checkout’ to complete your requisition.
October 21, 2010

29. Creating a Requisition: Checkout
Check the box next to each line to edit each line individually or check the header box to mass edit line item details on all lines at once.
Editing your requisition allows you to select the appropriate accounting information and update the purchasing codes or input your PCard number for a PCard transaction.
Check the box, then click ‘Edit’.
October 21, 2010

30. Creating a Requisition: Checkout
Your accounting information is populated based on three fields:
Organization code (Org Code)
Expansion option (EO)
Object code
Make sure that the appropriate org code is populated.
Choose ‘Other’ from the dropdown and choose the appropriate EO/Version Option.
Make sure that the appropriate object code is populated.
October 21, 2010

31. Creating a Requisition: Checkout
When accounting information has populated and error messages have disappeared, Click ‘OK.’
October 21, 2010

32. Creating a Requisition: Checkout
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.’
To add an attachment, check the confidentiality box agreeing not to attach any confidential information into MFMP and Click ‘Add Attachment.’
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 into MFMP.
October 21, 2010

33. 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.
October 21, 2010

34. Following Up On Your Order
If you find a requisition has been awaiting approval for quite some time, you may want to contact that person to expedite the approval.
You can easily identify where in the approval flow your requisition is.
A requisition can be awaiting approval in a person’s queue for 10 days until it escalates to their supervisor.
October 21, 2010

35. Agenda Agenda Getting Started Creating a Requisition
Viewing Payment Information
Receiving Commodities
Invoices
Approving Services
Change Orders/Changing an Order
Canceling a Requisition
Tips & Tricks
Resources
October 21, 2010 35

36. Payment Information
Once your requisition is in an Ordered status, a ‘PO Balance’ appears on the order view.
The system updates the ‘PO Balance’ for all payments processed through MFMP.
Click the IR link to view the invoice and payment information.
Only IRs in a Paid status affect the ‘PO Balance.’ IRs in Rejected, Approving or Reconciling status will not be reflected.
October 21, 2010

37. Viewing Payment Information: PO View
‘PO Balance’ shows the total amount of the PO minus the total of all IRs in Paid status.
Click the IR link to view the IR.
October 21, 2010

38. Agenda Agenda Getting Started Creating a Requisition
Viewing Payment Information
Receiving Commodities
Invoices
Approving Services
Change Orders/Changing an Order
Canceling a Requisition
Tips & Tricks
Resources
October 21, 2010 38

39. Receiving Commodities
Receipts must be completed in a timely manner by the Desktop Receiver (Requester or OBO) or the Central Receiver.
Customers should not wait until an invoice is received or Finance & Accounting (F&A) is contacting them to complete their receipt.
Section , Florida Statutes (F.S.), requires that goods and/or services must be inspected and approved within five (5) calendar days of physical receipt.
October 21, 2010

40. Receiving Commodities
Create and submit negative receipts to reduce the amount of items previously over-received or received in error.
Initiate a negative receipt up to the amount previously accepted and/or previously paid.
Upon submitting a negative receipt, an error message displays if payment had already been made.
If the item was received and is now paid in error, the receiver will need to work with their F&A staff to address the overpayment
It is a good business practice to include comments to document the reason for the change.
October 21, 2010

41. Agenda Agenda Getting Started Creating a Requisition
Viewing Payment Information
Receiving Commodities
Invoices
Approving Services
Change Orders/Changing an Order
Canceling a Requisition
Tips & Tricks
Resources
October 21, 2010 41

42. Invoices: Invoice eForm
Under Company eForms, access your eForms (including the Invoice eForm.)
October 21, 2010

43. Invoices: Invoice eForm
Click ‘Invoice eForm’.
October 21, 2010

44. Invoices Invoice eForm
Enter an appropriate title following your agency’s naming convention.
‘Supplier Invoice # ‘field :
Can contain up to 30 characters
Becomes part of the IR number
Last nine digits will be sent to FLAIR and recorded on the warrant
October 21, 2010

45. Invoices Invoice eForm
Supplier Invoice Date: This is the date of your vendor’s invoice as provided.
Invoice Received Date: Record the date the invoice was received by the office notated in the ‘Bill To’ section of the purchase order.
Services Start Date & Services End Date: Department of Financial Services (DFS) requires that services start and end dates are entered for all services invoices.
To select a vendor, Click ‘Vendor Location.’ This must be the exact vendor location that is on the purchase order.
October 21, 2010

46. Invoices Invoice eForm
Once you select the ‘Vendor Location’ , the ‘Supplier’ field will populate.
Enter the total amount of the invoice in the ‘Subtotal’ field.
Click ‘Next’.
October 21, 2010

47. Invoices Invoice eForm
Invoicing without Order/ Release?:
For invoices against purchase orders select ‘No’.
For invoices directly against a contract (MA###), select ‘Yes’.
Purchase Order: Click the Select link to search for your order.
October 21, 2010

48. Invoices Invoice eForm
Once the order is selected, Click ‘Generate Invoice’ to display all the lines of the order.
October 21, 2010

49. Invoices Invoice eForm
Enter in the quantity that is being invoiced.
To complete the actions on this Invoice eForm, Click ‘Next’ or ‘Summary.’
October 21, 2010

50. Invoices Invoice eForm
Review the eForm for accuracy and Click ‘Submit’ to create your IR.
DFS requires that a copy of the invoice be scanned and included as an attachment to the Invoice eForm.
October 21, 2010

51. Agenda Agenda Getting Started Creating a Requisition
Viewing Payment Information
Receiving Commodities
Invoices
Approving Services
Change Orders/Changing an Order
Canceling a Requisition
Tips & Tricks
Resources
October 21, 2010 51

52. Approving Services Approving Services
When an IR is generated, the requester/OBO must review and approve the IR (for services only).
Invoices will appear under Reconcile, Click the Invoice link to be taken to your invoice queue.
October 21, 2010

53. Approving Services Approving Services
Access the invoice by clicking on the ID (IR) link or Clicking ‘Reconcile’.
Note: When reviewing your invoices, always work from the oldest transaction date to the most recent.
October 21, 2010

54. Approving Services Approving Services
View the details of your IR before you approve by Clicking the Invoice tab or the Invoice eForm link .
View the scanned invoice from the supplier from the Invoice eForm by Clicking on the link at the bottom.
October 21, 2010

55. Approving Services Approving Services
The Invoice tab shows details from the Invoice eForm.
October 21, 2010

56. Approving Services Approving Services
Upon final review of the invoice, when you are ready to approve, Click ‘Submit‘.
You are submitting this for payment and verifying that services were rendered and the vendor should be paid.
October 21, 2010

57. Agenda Agenda Getting Started Creating a Requisition
Viewing Payment Information
Receiving Commodities
Invoices
Approving Services
Change Orders/Changing an Order
Canceling a Requisition
Tips & Tricks
Resources
October 21, 2010 57

58. Change Orders Change Orders
Initiate a change order to make changes to an order (with the exception of the vendor).
The vendor will be sent the changed order with the changes specifically noted.
For encumbered orders, the new information will be transmitted to FLAIR to affect the encumbrance as appropriate.
A change button may not be viewable on the requisition for the following reasons:
An IR is pending FLAIR integration.
A change order has already been initiated on that order and is in Composing or Submitted status.
Anytime a change order is initiated it will go through the same approval flow as the original version (unless the initiator has the CO No Workflow group).
You can only reduce a change order up to the amount already received or paid.
October 21, 2010

59. Change Orders Change Orders
Locate your requisition through your folders, Status link or via a system search.
Click ‘Change’ to edit the requisition.
The PR # will version with a V2, V3, V4, etc.
October 21, 2010

60. Change Orders Change Orders
The name of the person initiating the change will display in the ‘Change Initiated By’ field.
October 21, 2010

61. Change Orders Change Orders
The requisition is now populated with V2 (second version) of the purchase order.
October 21, 2010

62. Agenda Agenda Getting Started Creating a Requisition
Viewing Payment Information
Receiving Commodities
Invoices
Approving Services
Change Orders/Changing an Order
Canceling a Requisition
Tips & Tricks
Resources
October 21, 2010 62

63. Canceling a Requisition
Cancel Requisition
Canceling a Requisition
Cancel purchase orders if you no longer need the goods and/or services and they have not been received.
Cancel a requisition by accessing the Company eForm, and Select the Cancel Requisition eForm.
A Cancellation Approver will populate in the approval flow for any cancellation request, or may only populate based on the amount of the purchase.
If you have any questions about this process, please contact your Agency Purchasing Office
October 21, 2010

64. Canceling a Requisition
Cancel Requisition
Canceling a Requisition
From the home page, click on Company eForm.
October 21, 2010

65. Canceling a Requisition
Cancel Requisition
Canceling a Requisition
Click ‘Cancel Requisition.’
October 21, 2010

66. Canceling a Requisition Cancel Requisition
Give the eForm an appropriate title.
Click ‘Select’ to choose the PR you wish to cancel.
Cancel Requisition eForms can only be completed by the requester or someone with the Purchasing group within their PUI.
October 21, 2010

67. Canceling a Requisition
Cancel Requisition
Canceling a Requisition
Search using the PR #, then Click ‘Select’.
Note: If the PR you wish to cancel cannot be cancelled, the search will return no results.
PR’s based on orders in Ordered status can be cancelled if IR’s have been paid or are processing against them however orders in Receiving or Received status cannot be cancelled. A change order would need to be completed to reduce the lines to zero.
October 21, 2010

68. Canceling a Requisition
Cancel Requisition
Canceling a Requisition
Comments are a good business practice, especially when cancelling an order.
When finished, Click ‘Submit’.
October 21, 2010

69. Canceling a Requisition
Cancel Requisition
Canceling a Requisition
When a cancellation has been initiated a new version is created.
The status changes to Canceled.
The Cancel Requisition eForm # is added.
The line item(s) reduce to 0 and move to the Deleted Line Items section.
October 21, 2010

70. Canceling a Requisition
Cancel Requisition
Canceling a Requisition
If the order was encumbered, follow-up to ensure the encumbrance has been released.
If the confirmation message does not appear to confirm the encumbrance has been released within two days, contact F&A for assistance.
October 21, 2010

71. Agenda Agenda Getting Started Creating a Requisition
Viewing Payment Information
Receiving Commodities
Invoices
Approving Services
Change Orders/Changing an Order
Canceling a Requisition
Tips & Tricks
Resources
October 21, 2010 71

72. Denied Requisitions Denied Requisitions
When a requisition is denied by FLAIR Integration, it is returned to the requester in their Denied status folder.
Withdraw requisitions denied by FLAIR to ensure your encumbrance balance with FLAIR remains correct.
MFMP processes change orders with FLAIR Integration by adding any new encumbrance lines first then processes any encumbrance updates .
The updates to the encumbrance might not be a result of the requester making changes. If invoices were paid directly in FLAIR without notifying MFMP, this could result in different encumbrance balances.
October 21, 2010

73. Vendors with Invalid Data
Vendors with invalid data have an invalid fax number, phone number, or address.
A report of these vendors is sent weekly to MFMP Purchasing and F&A liaisons.
You can determine if a vendor has invalid data by looking at the supplier Information. This will contain the letters “ID” and a date. This is the date the vendor was determined to have invalid data.
Vendors are marked as having invalid data after three failed attempts to reach them:
First Attempt: When the order is sent through their preferred order method
Second Attempt: The order is sent through their secondary method (either or fax)
Third Attempt: The CSD attempts to contact the vendor through alternate information from a business information software
After the third attempt the vendor’s registration is marked as inactive and after 24 hours the vendor’s information in Buyer will also be updated.
October 21, 2010

74. Vendor Inactivation
When a vendor’s registration account is set to an inactive status (inactive or suspended), any outstanding transactions with the vendor will not be completed in MFMP.
This impacts requisitions, orders, master agreement releases and invoices.
A warning message will display on the transaction indicating “Vendor has been deleted.”
To close out any outstanding transactions, the customer needs to follow the directions outlined in the “Required User Actions Impacted by Vendor Inactivation's” table in the Vendor Inactivation: Buyer Actions job aid.
A report is ed weekly to the MFMP Purchasing and F&A Liaisons listing all vendors scheduled for inactivation.
Reasons a vendor would be inactivated:
Vendor’s request
DMS request
DFS request
October 21, 2010

75. Vendor Inactivation Vendor Inactivation
If the order was encumbered, follow-up to ensure the encumbrance has been released
If the confirmation message does not appear to confirm the encumbrance has been released within two days, contact your Purchasing and/or Finance and Accounting professionals for assistance
Vendors are inactivated based on the below schedule:
With no transactions pending – on the Friday of the week they were identified as pending inactivation.
With outstanding transactions – on the last day of the following month.
October 21, 2010

76. Failing FLAIR Integration
When an encumbered requisition fails FLAIR Integration, a comment will appear from FLAIR
Integration on the bottom of your requisition (at the header level) explaining which line item caused the requisition to fail.
A separate comment is placed on the denoted line item explaining the reason for the failure.
October 21, 2010

77. Failing FLAIR Integration
Line Item Comment-Encumbrance Record Is Not On File- This occurs when your encumbrance for that specific line item has been completely paid out which causes FLAIR to close out that encumbrance line.
In order to successfully process your change order, add a new line or complete a new requisition, as appropriate.
Tie this back into SIR 890.
October 21, 2010 77

78. Failing FLAIR Integration
Line Item Comment – Insufficient Available Balance - MFMP checks the available balance against FLAIR to ensure budget availability. If budget is unavailable, you will receive this error.
Check with your budget professional to confirm that budget is available for the purchase.
A special group called ABOI allows a customer to select the Available Balance Override Indicator (ABOI) which will override the checking of the budget against FLAIR.
October 21, 2010

79. Failing FLAIR Integration
Line Item Comment – Expansion Option Record Not on File - This occurs when your Expansion Option (EO) and Version Option combination are not valid in FLAIR.
In order to successfully process this requisition, verify that the EO and Version Option selected are correct, if not update your choice appropriately. However, if your EO and/or Version are not allowing you to process your requisition and you have validated that they are correct in FLAIR, please contact the MFMP customer service desk (CSD).
When completing a requisition, you should always select the latest or oldest version unless otherwise directed.
October 21, 2010

80. Folder Management Folders
If your capacity nears 5,000 items, you should:
Delete the files.
If your folder exceeds this number, you will receive an inquiry from the CSD requesting that you delete some of the items.
Deleting items from your folder, does not delete them from MFMP. They will still be searchable through system searches.
October 21, 2010

81. Confidential Information
Confidential information is prohibited from being included in MFMP. This includes information in the comments field, line item description and attachments. Including such information in MFMP may violate Section , F.S., as well as comparable federal regulations relating to confidentiality such as the Health Insurance Portability and Accountability Act (HIPAA).
Agency-specific questions about confidential information should be directed to their agency purchasing office or General Counsel office.
It is the agency’s responsibility to redact this information prior to posting it to MFMP. Workflow approvals that are included in MFMP offer the opportunity for multiple customers to identify and take action against a transaction.
If confidential information is found, complete the Confidential Information Purge Request form posted on the MFMP toolkit under MFMP Forms.
October 21, 2010

82. Transaction Fee
Rule 60A-1.032, F.A.C. authorizes the Director of DMS, Division of State Purchasing to approve a particular contract exempt from the transaction fee in advance of the procurement.
Code
Exemption Reason 1A
Procurement under Section , Florida Statutes 1H
Payment to vendor in exchange for providing health care services at or below Medicaid rates 1B
Procurement under Section , Florida Statutes 1I
Disbursement to recipient or sub-recipient; payment to satisfy maintenance of efforts requirements ; or payment to match federal award 1C
Procurement under Chapter 255 Florida Statutes 2A
Transaction is critical to the agency’s mission or necessary for public health safety and welfare 1D
Transaction with a non-profit entity 2B
Imposition of the fee would prevent the consummation of the transaction 1E
Transaction with another governmental agency 3
Emergency transaction per Rule 60A-1.032(3), F.A.C. 1F
Transaction with required sole provider or price paid and payee established by federal or private grant 1X
Contract Established prior to rule implementation 1G
Payment to unregistered vendor under Rule 60A-1.030(3), F.A.C. 1R
Vendor reluctant to register
October 21, 2010

83. Transaction Fee Exemptions
The procurement must meet two elements:
Critical to the agency’s mission or necessary for the public health, safety, or welfare
Imposition of the fee would prevent the consummation of the transaction
To request a contract exemption, complete PUR 3778 which is located on the MFMP buyer toolkit
PUR 3778 must be certified by the agency head as per Rule 60A-1.032(2), F.A.C.
Agencies can complete a Transaction Level exemption on the requisition in the Accounting Details section of the line item detail.
In order to edit the ‘Transaction Fee Exempt’ checkbox on a requisition, a customer must have the Transaction Fee Exempt group in their profile.
October 21, 2010 83

84. Agenda Agenda Getting Started Creating a Requisition
Viewing Payment Information
Receiving Commodities
Invoices
Approving Services
Change Orders/Changing an Order
Canceling a Requisition
Tips & Tricks
Resources
October 21, 2010 84

85. Resources
Contact the MFMP CSD at or (866)
Buyer -
MFMP toolkit
Bulletin board & hot topics
Training opportunities
WebEx sessions
Statewide training
Training materials
Job aids
Buyer manual
System Administrator manual
Meeting materials
MFMP Punchout catalogs and eInvoicing
Working with vendors
Communications
eNewsletter
Reporting tools
October 21, 2010

86. Resources Contact your agency system administrator for password resets
Vendor searches:
Vendor Administrative Lookup tool:
Username and password: ‘publicuser’ (must be entered in lower case)
SPURSView:
Username or password is not required
Contact the vendor CSD at or (866)
October 21, 2010

87. Resources: Training Environment
The buyer training environment is a mirrored version of the live system where customers test their knowledge on how the system works using agency-specific data.
The login is the same name the customer uses to sign on in ‘live’ MFMP 2.0; the password is train20
Data is refreshed quarterly with current production data, including:
A refresh of current customer profiles
Accounting data
Transactions
Catalogs
Operational data e.g. changes to agency workflow
Agency system administrators also have the ability to add new users into the training environment should the need arise.
October 21, 2010
Page - 87

88. Resources: OnDemand Training
Buyer 2.0 Web-based Training
OnDemand is a Web-based training program that allows you to learn at your convenience.
You can gain well-rounded knowledge of software functionality, complete with conceptual understanding in a simulated environment.
OnDemand demonstrates how to complete a task and guides you as you work.
View and find available training modules, lessons, and topics, and then launch training for a specific topic at:
If the page does not automatically display, disable pop-up blockers.
October 21, 2010
Page - 88

89. Resources: Training Tools
WebEx training provided quarterly
MFMP recorded training “tours”
This allows customers to access to the same basic information provided in other courses, at their leisure.
Training registration is available at
October 21, 2010
Page - 89

90. Contact Us
Contact Us
Contact the MFMP CSD for at or (866)
Team Member
Phone Number
Communications Analyst
(850)
F&A Process Analyst
(850)
Chief, State Purchasing Operations
(850)
Vendor Management Analyst
(850)
October 21, 2010

91. Contact Us
Contact Us
Questions?
October 21, 2010