MyFloridaMarketPlace. Experienced Requester Training April, 2007. Agenda. Welcome / Introduction Agency Review System Basics Create Requisition Comments and Attachments Following up on your order Receiving Commodities Approving Services Completing an Invoice eForm (INEF)
Experienced Requester Training
The “circle” on the home page is called a “Swoosh”. All items on the Swoosh correlate to a header on the shortcut menu.
Because the shortcut menu includes the actionable items, it saves you a step to click on your link(s) under the shortcut menu as opposed to clicking on the header of your Swoosh and then selecting your item for action there.
Remember to log out by clicking the Logout button. Don’t click the “X” on your Explorer screen.
A new feature is that when your session has been idle, instead of immediately logging you out, 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.
To Change your Password, Delegate Approval Authority, Change Your Profile or Email notifications, click on your Preferences link.
To Delegate your authority, click here.
Submit your delegation request far enough in advance to give your supervisor enough time to approve your request before you leave.
To change the amount of e-mail notifications you may receive you can change your preferences. Click on your Preferences link.
Click on your email notification preferences
In this example, we are changing the notifications for receipts. Scroll down in your edit preferences box and click on Receipt.
With immediate notification, users will receive emails as soon as an item requiring their approval becomes active in the workflow.
Email summaries are sent once a day and contain a list of all items requiring the user’s approval.
If you want to receive email notifications for your requisitions once an approver has made action on them, you can select to check either of these boxes.
For receipts, “When I need to approve a document” click in the dropdown and select Never Send and “When my approval is Overdue”, click in the dropdown and select Never Send to never receive an email about a receipt approvable.
The most effective way to determine if an item is “loaded” as a State Term Contract is to explore Catalogs prior to initiating your requisition. To do so, click on the Catalogs link of the Shortcut Menu
Search fields on this page are for STC contracts and suppliers only. When selecting the Options link, the menu appears which allows you to select individual fields (click on the item and it will populate on your Add Items field), or you can select Show all search options and all fields will appear (see the next page).
Catalog “Browse Path” provides each catalog category and a count of all line item catalogs loaded as well as including all lines loaded under the sub-category section.
When you are finished with one search and want to do a completely separate search, click your “Reset” button and your screen will refresh to begin your new search.
If you know a vendor is on STC, but want to know all products they have loaded, click in your Supplier dropdown then search and select your vendor.
The Contract ID field is to select a STC by contract #. You can enter all or part of the number, but you must use the established dashes, i.e. 030-040-06-1 or 030-040 to obtain results.
If you want to also be able to search for Price, you can use a start and end amount for your price, in addition to another field and return only those results.
For this search, the keywords used were “8.5 x 11” (for the size of the paper); and “White” (for the color of the paper).
the Recycle Search field was selected to “Yes”, the Supplier was selected as “Mac Papers”
An item that a user may order repeatedly can be saved as a Favorite. Click on the Add to Favorites link. If no Favorites Group is already established, click Other…
Name your group with a name that will be easy for you to remember, then click on Create Group
The selected item will populate at the top and can now be added to your group.
To be able to populate the quantity field and to add these items to your cart, ensure that your last field is populated with Details (multi). If not auto-populated, you can select from your drop down.
The item has been added to your Favorites Group as evidenced above and the Favorite has populated with a Star
Type in the quantity for the amount you want to purchase and check the box to the left of Qty and follow the area up to “Add to Cart”
Your favorite item will now populate with a “star”.
TITLE: Follow your Agency’s naming convention for the Title of your PR
ON BEHALF OF: Defaults to the requester’s name but may be changed, as required, based on your agency’s procedures
DELAY PURCHASE UNTIL: Leave blank unless necessary (ex: creating requisitions for the following fiscal year would have a Delay Purchase Until date of 7/1/XX). The Delay Purchase Until date can be manually entered or selected from the calendar box. A requisition may be withdrawn, and edited by the requester, at any time during the delay until timeframe while still in submitted status.
PO START DATE: Follow your agency’s procedures regarding entering a Start date. PO Start dates are generally entered when creating a blanket purchase order to cover a selected period of time. The date can be manually entered or selected from the calendar box.
PO END DATE: Follow your agency’s procedures regarding entering an End date. PO End dates are generally entered when creating a blanket purchase order to cover a selected period of time. The date can be manually entered or selected from the calendar box.
FISCAL YEAR: The system will default to the current fiscal year. There is no need to make changes unless you are creating a requisition for the following fiscal year. For those requisitions, click on your dropdown and select the appropriate fiscal year.
PUI#: Defaults to requester and is used by the system for requisition routing purposes.
Items from the catalog search and selection, which were “added to the cart” now appear as line items on your requisition.
You will always get the error message which is just a reminder to, minimally, edit your accounting information.
Unless you have edited your items on your Add Items page, you will edit your items during Checkout. Once the item has been selected, the item will turn a shaded color to highlight that is the selected item. Once selected you can edit, copy or delete that line item.
Once you have selected the edit button, you will be taken to the detail page. The top of the page starts with Line item details (description, price, suppliers, etc.). For a catalog purchase, the price and state contract id # are protected fields and cannot be changed. .
The (No Value) must be selected and anywhere that you see an asterisk (*) requires that you complete that field. To populate the Method of Procurement, click in your dropdown field.
We no longer have any “Invalid” field error messages. You can continue to scroll down the page to view your line item detail.
If you click the outside scroll, it will take you to the bottom of the requisition.
A good practice every time you submit your requisition is to click “View”. This is to ensure your requisition has submitted successfully and is now “active” with the first person or role in the approval flow.
This submitted request shows it is active in the Approval Flow with Kaye Robertson. Once she approves her approval “node” will change to the color green and be populated with a checkmark in front of her name (see Legend). The requisition will then move on to the next role/person in the approval flow. For this requisition, it will move on to the person: Tom Clemons and his “node” will populate with the “Exclamation Point” to document it is active with him.
You are able to identify at what level/role the requisition is awaiting approval. A requisition can be awaiting approval in a person’s queue for 14 days until it progresses to the person’s supervisor. Therefore if you find a requisition has been awaiting approval for quite some time, you may want to contact that person to expedite the approval. It is important to note that the request will NOT escalate if active with a Role. 7200: Purchasing Office is a “role”.
A role or person can be added to the approval flow, butshould only be done so as per your Agency’s practice.
Office Depot has been entered as a Keyword Search. The results identify this catalog as a punch-out catalog. You will also be able to confirm these results if the selection returns with a Buy From Supplier selection.
To punch-out directly to the vendor’s website, click on the Buy From Supplier selection
“Punch-Out” requisitions are “catalog” requisitions that you “Punch-Out” directly to the supplier’s website to add items to populate your requisition. Currently there are three catalogs that are “Punch-Out”: Office Depot, Fisher-Scientific and Grainger.
You are at the Office Depot website for State of Florida purchases
For this requisition, we are searching for pens. “Pen” was entered in the search field and search selected.
Additional search options are shown
Results from the search. Rollerball Gel-Ink Pens selected.
The first item returned is selected for our purchase. Qty has been included as 25 and “Add to Cart” selected.
NOTE: Best Value indicates a STC contract item as Office Depot’s punch-out site contains all products that Office Depot sells and not STC items only.
This is the view of the shopping cart with additional shopping options. At this time we are verifying this is all we need to purchase and want to proceed to checkout.
Click Continue and the item will populate onto your MFMP requisition.
Item populates as a punch-out item and you are out of your Punch-out Catalog session from the vendor’s website.
The Add items page defaults to the catalog page. With MFMP 2.0, there are no longer “tabs” to allow you to select the type of requisition you will be creating (formerly Catalog, Non-Catalog, Favorites, Saved Searches and Master Agreements). This example shows you how to create a non-catalog item requisition.
NON-CATALOG: To create requisitions for purchases not loaded as a line item catalog and/or a punch-out catalog.
Click the Create Non-Catalog Item box to begin a Non-Catalog Requisition
The Add items page defaults to the catalog page. Since the item we are procuring is not loaded as a State Term Contract item, we need to create a Non-Catalog requisition. To proceed, click on the “Create Non-Catalog Item” selection.
Work with your Agency’s purchasing professionals as they may have specific procedures for completing the full description field. Ariba does not do a spell check. If you have a lengthy description, type it in Word and cut and paste here.
When entering text in the description field, you will be unable to do paragraph spacing, therefore do not use the “Enter” key on your keyboard.
As previously shown, when you have a field that is populated with “No Value” you will need to make a selection.
A Supplier is populated on the requisition by searching for the vendor under the Vendor Location link. Click in your dropdown for the Vendor Location.
For this selection, the vendor’s name was entered in the Name Field. The return is the vendor we are searching for and to populate onto the requisition, click on “Select”.
All of the circled items identify the header information and they correlate with the Field name. Once the item(s) has been returned you can click on any of those header links and sort. This is extremely useful when your return provides you with multiple results.
To get the most appropriate return, it is best to enter by Legacy ID which is the vendor’s FEID (Federal Employer Identification Number). You can enter all or part of the number. However, you must start the search with an “F” for FEID, “S” for Social Security number or “N” for international vendors.
To change the unit of measure, you would click in the dropdown and select as with other dropdowns.
When entering the quantity, unit of measure and price, think about how you are going to receive good or services when setting this up.
We want to review the information entered and make any changes asappropriate before we submit.
Upon our final review to add this information to our requisition, click “OK”
This arrow represents the “Navigation panel” which allows you to widen or reduce the width of your screen. When the arrow is pointing to the left, this means by clicking on it, the screen will widen.
The double arrow allows you to expand your view horizontally. When the arrows are pointing down, this means the screen is minimized.
We are back at the “Header” level of the requisition and another set of comments and an attachment has been included.
We want to leave the box “include comment/attachment(s) on purchase orders” checked as this is information and the attachment we want to be sent to the vendor we are issuing the purchase order with.
If you noticed your entered a wrong attachment, before you submit your requisition, you can select the “Delete” button. However, by doing so you will not only delete ALL of your attachment(s), but the entire comments as well.