Managing Contracts in MyFloridaMarketPlace Webinar

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Managing Contracts in MyFloridaMarketPlace
Webinar
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Agenda

• Creating Releases Against Contracts
• Changing a Contract
• Adjusting a Contract Amount
• Creating Invoices against Contracts
• Common Questions / Resources

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Creating Releases Against Contracts

• 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.

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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.myfloridam
  arketplace.com/Buyer/Main.
• Create a Release against an MFMP Contract.

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Agenda

• 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

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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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Agenda

• 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

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Adjusting a Contract Amount

• Key Terms
• Restoring Dollars - adds money back to your MFMP
  Contract.
• Depleting Dollars - removes money from your MFMP
  Contract.

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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 agencys 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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Agenda

• 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

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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.myflorida
  marketplace.com/Buyer/Main.
• Create an invoice in MFMP.

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Agenda

• 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

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Frequently Asked Questions

• Question Why dont 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 [phone] or
  BuyerHelp_at_MyFloridaMarketPlace.com.
• Online resources at http//www.MyFloridaMarketPlac
  e.com include MyFloridaMarketPlace and System
  Administrator manuals, training information and
  more.
• To search for vendors
• MarketView http//www.myflorida.com/apps/spurs/sp
  urs.main_menu_form.
• No username or password required.
• VIP Admin https//vendor.MyFloridaMarketPlace.co
  m.
• Username and password publicuser.

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Resources

• Register for MFMP training at http//dms.MyFlorid
  a.com/mfmp_buyer_training.
• MFMP exclusive training tours allow you access
  to the same basic information other courses
  provide, at your convenience. http//dms.MyFlorid
  a.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.myfloridamarketpla
  ce.com/Sourcing/Main
• MFMP 3.0 Training Environment
• https//trn-buyer.myfloridamarketplace.com/Buyer/M
  ain

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Resources

• Contact MyFloridaMarketPlace

MyFloridaMarketPlace Program Manager Kasey Bickley [phone] Kasey.Bickley_at_dms.MyFlorida.com
Purchasing Process Analyst and Vendor Manager Eric Swanson [phone] Eric.Swanson_at_dms.MyFlorida.com
Finance and Accounting Process Analyst Anne Rabon [phone] Anne.Rabon_at_dms.MyFlorida.com
Sourcing Business Analyst Linda McDonald [phone] Linda.McDonald_at_dms.MyFlorida.com
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Welcome to MyFloridaMarketPlace!