Post on 29-Mar-2015
Managing Contracts in MyFloridaMarketPlace
Webinar
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• Creating Releases Against Contracts
• Changing a Contract
• Adjusting a Contract Amount
• Creating Invoices against Contracts
• Common Questions / Resources
Agenda
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• Release Required is an option selectable when setting up a MFMP Contract Request.
• Release Required indicates that a purchase order is required each time a purchase is made against the MFMP Contract.
• To create a release (purchase order) against a contract, you create a MFMP requisition.
Creating Releases Against Contracts
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Creating Releases Against Contracts
MFMP Preferences
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Creating Releases Against Contracts
Start by creating a MFMP requisition
• Log in to MFMP and view your Dashboard.
• Click the ‘Requisition’ link in the Common Actions area.
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Creating Releases Against Contracts
Search for the Contract
• Click the dropdown box under Contract in the upper-left corner.
• Select ‘Search for More.’
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Creating Releases Against Contracts
Select the Contract
• With the Field type identified as MFMP Contract ID, enter the MFMP Contract number.
• Click ‘Search.’
• Click ‘Select’ to associate the Contract to your requisition.
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Creating Releases Against Contracts
Create a Supplier or Commodity Requisition
For a Supplier or Commodity Level Contract, click the ‘non-catalog’ link and enter the line items to purchase.
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Creating Releases Against Contracts
Create an Item Level Requisition
MFMP displays the available catalog items to add to your requisition.
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Creating Releases Against Contracts
Demonstration• Training environment: https://
trn-buyer.myfloridamarketplace.com/Buyer/Main.• Create a Release against an MFMP Contract.
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• Contracts Overview
• Contract Requests and Creating Contracts
• Creating Releases Against Contracts
• Changing a Contract
• Adjusting a Contract Amount
• Creating Invoices against Contracts
• Common Questions / Resources
Agenda
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Changing a Contract
Search for and select the Contract Request
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Changing a Contract
Click the Change button
To see the edit box, you have to have Edit Access on the MFMP Contract.
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• Contracts Overview
• Contract Requests and Creating Contracts
• Creating Releases Against Contracts
• Changing a Contract
• Adjusting a Contract Amount
• Creating Invoices against Contracts
• Common Questions / Resources
Agenda
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Key Terms• Restoring Dollars - adds money back to your MFMP
Contract.• Depleting Dollars - removes money from your MFMP
Contract.
Adjusting a Contract Amount
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Adjusting a Contract Amount
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Adjusting a Contract Amount
Overview of how to draw down funds against MFMP Contracts• When a customer makes a payment in MFMP
against a MFMP Contract, or a purchase order associated to a MFMP contract, MFMP reduces the Contract dollars when the invoice goes to’ Paid’ status.
• If a customer establishes a PCard purchase against a MFMP Contract, MFMP reduces the dollars from the Contract as soon as the purchase order goes into ‘Ordered’ status.
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Adjusting a Contract Amount
Overview of how to draw down funds against MFMP Contracts• If the agency needs to adjust the contract available
amount only specific MFMP customers can restore or deplete money to the Contract. These customers are: – Contract initiator (Preparer)– Contract Contact– Customers with ‘edit’ permission for the Contract
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Adjusting a Contract Amount
Click ‘Restore Contract Amount’
• Click on ‘Restore Contract Amount’ in the Common Actions.
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Adjusting a Contract Amount
Complete ‘Restore Contract’ eForm
• Enter a Title based on your agency’s titling conventions.
• Select the MFMP Contract number.
• Select the radio button for ‘Restoring Dollars’ or ‘Depleting Dollars’.
• Enter the dollar amount to restore or deplete.
• Enter Comments and click Submit.
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• Contracts Overview
• Contract Requests and Creating Contracts
• Creating Releases Against Contracts
• Changing a Contract
• Adjusting a Contract Amount
• Creating Invoices against Contracts
• Common Questions / Resources
Agenda
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Creating Invoices Against Contracts
Key Terms• PO-Based Invoice – Invoice for contracts with
release (purchase order). • Contract-Based Invoice – Invoice created directly
against the contract, no release (purchase order).
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Creating Invoices Against Contracts
Use a PO-based invoice for MFMP Contracts set as ‘Release Required’
• Select ‘PO-based Invoice’ from the Common Actions area.
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Creating Invoices Against Contracts
Complete the Invoice fields, searching for and entering the for the Purchase Order and Vendor Location.
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Creating Invoices Against Contracts• Create invoices from contracts in one of two ways:
– Contract-based invoice or– From the invoice button on the Contract or Contract
Request.• Creating invoices from the Contract or Contract
reduces data entry. MFMP enters the Contract number and Supplier information.• Select ‘Contract-based Invoice’
from the Common Actions area.• Enter the information for the
invoice.• Attach a copy of the paper
invoice.• Submit.
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Creating Invoices Against Contracts
Search for the Contract and complete the invoice
Search for the Contract.
• Click the Invoice button.• MFMP enters the contract
number and the supplier information.
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Demo
Demonstration• Training environment: https://
trn-buyer.myfloridamarketplace.com/Buyer/Main.• Create an invoice in MFMP.
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• Contracts Overview
• Contract Requests and Creating Contracts
• Creating Releases Against Contracts
• Changing a Contract
• Adjusting a Contract Amount
• Creating Invoices against Contracts
• Common Questions / Resources
Agenda
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Frequently Asked Questions
Question: Why don’t I see a ‘Change’ button on a Contract Request I am trying to edit? • Answer: There are two primary reasons a customer will not
see a ‘Change’ button on a Contract Request: The user did not create the initial Contract Request; or The user was not granted ‘edit’ access to the Contract as part
of the ‘Define Access Control’ step when the contract was created.
Question: Do the rules for attaching and deleting attachments for Contracts work the same way as they do in the rest MFMP 3.0? Is the person who adds an attachment or a comment the only person who can delete the attachment or comment too?• Answer: Yes, these rules function consistently across MFMP
3.0. The person who adds an attachment or comment is the person who can delete the attachment or comment.
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Frequently Asked Questions
Question: Are any fields on a Contract Request locked from updates after the initial contract creation? • Answer: Customers can edit only select fields on a Contract
Request when making a change. Fields not available to edit are: MFMP Contract Type Release Required Currency
• There are also fields within the ‘Pricing Terms’ area that cannot be modified when doing a change. These fields are: Description Commodity Code Supplier Part Number Supplier Auxiliary Part ID Unit of Measure
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Frequently Asked Questions
Question: Is there a file size limit for Contract attachments? • Answer: While there is not a specified limit for total
attachment size (across all files uploaded to a particular contract), each unique file must be four megabytes (MB) or less.
Question: If I am on the Summary page, and I change my Commodity or Item level contract to a Supplier Level contract, are the pricing terms the only thing that is impacted? Or are there other fields I would have to modify?• Answer: The pricing terms area is the only section impacted
after updating the contract type.
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Frequently Asked Questions
Question: What if I realize (while I am on the Summary page) that I selected the wrong supplier? If I change the supplier, are there additional updates to make?• Answer: If you change the supplier on the Summary tab (or
by one of the approvers), you must re-enter only the pricing terms. All other fields of the contract remain unchanged.
Question: If I add approvers to the Contract Request, can they make edits?• Answer: Approvers that have the Contract group can make
edits to the Contract Request as an approver. If someone is added to the workflow that does not have the Contract group, he / she will not be able to make edits to the Contract Request. Instead, the approver would see only the following options: Approve, Deny, Excel Export, and Print.
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Resources
• For questions or assistance, contact the MFMP customer service desk at (866) 352-3776 or BuyerHelp@MyFloridaMarketPlace.com.
• Online resources at http://www.MyFloridaMarketPlace.com include MyFloridaMarketPlace and System Administrator manuals, training information and more.
• To search for vendors:– MarketView:
http://www.myflorida.com/apps/spurs/spurs.main_menu_form.• No username or password required.
– VIP Admin: https://vendor.MyFloridaMarketPlace.com.• Username and password: ‘publicuser.’
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Resources• Register for MFMP training at:
http://dms.MyFlorida.com/mfmp_buyer_training.• MFMP exclusive training “tours” allow you access to
the same basic information other courses provide, at your convenience. http://dms.MyFlorida.com/mfmp_tours.
• Training environments (formerly called the “Sandbox) allow you to practice what you learn.– The username is the same as your regular login.– The password is “train30”– Analysis - https://trn-analysis.myfloridamarketplace.com/Sourcing/Main
– MFMP 3.0 Training Environment – https://trn-buyer.myfloridamarketplace.com/Buyer/Main
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Resources
Contact MyFloridaMarketPlace
MyFloridaMarketPlace Program ManagerKasey Bickley
(850) 488-7809Kasey.Bickley@dms.MyFlorida.com
Purchasing Process Analyst and Vendor ManagerEric Swanson
(850) 445-3894Eric.Swanson@dms.MyFlorida.com
Finance and Accounting Process AnalystAnne Rabon
(850) 294-0739Anne.Rabon@dms.MyFlorida.com
Sourcing Business AnalystLinda McDonald
(850) 363-0628Linda.McDonald@dms.MyFlorida.com
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Welcome to MyFloridaMarketPlace!