MyFloridaMarketPlace Reports – DMS Website There are several MyFloridaMarketPlace reports generated and posted to the Department of Management Services (DMS) Web site (http://dms-purchasing-ftp.state.fl.us/xx00/) for use by agencies. A username and password are required to access these reports. The reports are posted as zipped documents and require the use of WinZip (or comparable zip utility software) to view the data. These reports may be used to assist in the maintenance of user accounts, shipping and billing addresses, tracking orders, and reconciling invoices. The data contained within these reports are updated at varying frequencies and posted to the FTP site by 8:00 am EST. Below are the available reports with a brief description. Password Request: To gain access to your agencies folder, customers need to speak with their Agency System Administrators. 1. Advance Payment Not Paid - This report is contained within the ‘Advance_Payment_Not_Paid’ zip and provides Invoice Reconciliations (IRs) that have an item checked as Advance Payment and have not been paid (Status of IR is not Paid). This report is used to ensure Advance Payments are paid in advance. The following data fields are contained within this report: Requisition Requisition Status Requisition Ordered Date Order ID IR Number IR Status Requester FEIN Supplier Name Primary Use – Finance and Accounting Date Range - This report is restricted to the last 18 months Run Time – Weekly on Sunday 2. Agency Compliance Monthly Report - This report is contained within the ‘Agency_Compliance_Monthly’ zip. This report shows the agencies the number of days each of their transactions is processed in MyFloridaMarketPlace. The Transaction Date and FLAIR Pre-validation date are used to determine the number of days it takes for a transaction to reach the Pre-validation step. The following data fields are contained within the report: Account Code Object Code Organization Code Voucher # State Wide Document Number (STWD#) Entity Site Code PUI FEIN Supplier Name IR Name IR Status Transaction Date FLAIR Pre-validation Success Date Agency Compliance IR Amount Primary Use – Finance and Accounting Date Range - This report lists invoice reconciliations which meet the criteria for the previous month. Run Time – Monthly on the first day of the month 3. Agency Compliance Report by Quarter - This report is contained within the ‘Agency_Compliance_Qtr#’ zip. This report shows agencies the number of days each of their transactions takes to process in MyFloridaMarketPlace. The
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MyFloridaMarketPlace Reports – DMS Website
There are several MyFloridaMarketPlace reports generated and posted to the Department of Management Services (DMS) Web site (http://dms-purchasing-ftp.state.fl.us/xx00/) for use by agencies. A username and password are required to access these reports. The reports are posted as zipped documents and require the use of WinZip (or comparable zip utility software) to view the data. These reports may be used to assist in the maintenance of user accounts, shipping and billing addresses, tracking orders, and reconciling invoices. The data contained within these reports are updated at varying frequencies and posted to the FTP site by 8:00 am EST. Below are the available reports with a brief description.
Password Request:
To gain access to your agencies folder, customers need to speak with their Agency System Administrators.
1. Advance Payment Not Paid - This report is contained within the ‘Advance_Payment_Not_Paid’ zip and provides Invoice Reconciliations (IRs) that have an item checked as Advance Payment and have not been paid (Status of IR is not Paid). This report is used to ensure Advance Payments are paid in advance. The following data fields are contained within this report:
Requisition Requisition Status Requisition Ordered Date Order ID
IR Number IR Status Requester FEIN
Supplier Name
Primary Use – Finance and Accounting
Date Range - This report is restricted to the last 18 months
Run Time – Weekly on Sunday
2. Agency Compliance Monthly Report - This report is contained within the ‘Agency_Compliance_Monthly’ zip. This report shows the agencies the number of days each of their transactions is processed in MyFloridaMarketPlace. The Transaction Date and FLAIR Pre-validation date are used to determine the number of days it takes for a transaction to reach the Pre-validation step. The following data fields are contained within the report:
The following data fields are contained within the report:
Agency PUI PR Number Create Date
DO Number Order ID Order Date PR Status
Encumbered (0=No; 1=Yes) P-Card (0=No; 1=Yes) Supplier FEIN Supplier Name
Type: Punchout/Catalog/NonCatalog Line Item Description Supplier Part # Line Item Amount
Commodity Code # and Description
Primary Use – Purchasing
Date Range – This report is restricted to the data listed above and the run time parameters noted below.
Run Time:
o Current Fiscal Year – Monthly on the first
o Previous Fiscal Year – Quarterly on the first day of the quarter
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36. Requisition to Purchase Order Cycle Time Details Report – This report is contained within the
‘SC_Req_to_PO_Cycle_Time_Details_Monthly’zip. This report shows the elapsed time (in days) between a
requisition being initially submitted and finally approved and issued as a purchase order to the vendor. The report
takes in account the initial versions of orders only. Change orders are excluded. The following data fields are
contained within the report:
Agency PUI Requisition Number Requisition Status
Requester Attachment Count Requisition Ordered
Date Requisition Submit Date
Delay Purchase Until Date Days
Primary Use - Purchasing
Date Range - This report lists Requisitions that have an Ordered Date in the previous month
Run Time – Monthly the second day of the month at 10:00 PM
37. Sourcing_Users_and_Groups – This report within the ‘Sourcing_Users_and_Groups’ zip, lists users within the
application. The report provides the following information regarding the Sourcing application:
PUI Organization User ID Name
Email Address Group Last Login Date
Primary Use – System Administrators
Date Range - This report is not restricted by any specified date range.
Run Time – Monthly on First Monday
38. Sourcing_eQuote_Event_Activity - This report within the ‘Sourcing_eQuote_Event_Activity’ zip, lists users within
the application and places a time stamp on their activity. This report will provide details on the eQuote event status
and the following information regarding the Sourcing application:
Primary Use – System Administrators
Date Range - This report is not restricted by any specified date range.
Run Time – Weekly on Monday
39. User Report - This report is contained within the ‘User_Report’ zip and lists users with an account within the
system. This report is used to assist with the maintenance of user accounts for their respective agency. The
columns with the keyword ‘status’ represent two values: 0 and 1. If a ‘1’ is listed, the value is active. If the column
lists a ‘0,’ the value is inactive. For example, if the Supervisor Status column lists ‘0’, the listed supervisor user
account within MyFloridaMarketPlace was deleted by the agency’s system administrator. All users which list this
user as their supervisor should be updated and an active supervisor should be assigned to these users. The
following data fields are contained within this report:
User Name PUI PUI Status Login Token
Email Address Org Level Mgmt Level Org Code
Org Status Supervisor Name Supervisor Status Ship To
Ship To Status Bill To Bill To Status Site Code
Site Status Role Bill To Address Bill To City
Project ID Project Name Project Owner Department
PUI Event ID Event Name Event Create Date
Event Status Create to Publish Time eQuote Cycle Time Number of Vendors Who
Have Joined
Number of Responses Received
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Bill To State Bill To Zip Ship To Address Ship To City
Ship To State Ship To Zip
Primary Use – System Administrators
Date Range - This report is not restricted by any specified date range.
Run Time – Weekly on Monday
40. Users and Groups Report - This report is contained within the ‘Users_and_Groups_Report’ zip and lists users with an
account within the system. The report lists what Roles and Groups the users have. This report is used to assist with
the maintenance of user accounts for their respective agency. The columns with the keyword ‘status’ represent two
values: 0 and 1. If a ‘1’ is listed, the value is active. If the column lists a ‘0’, the value is inactive. For example, if the
Supervisor Status column lists ‘0,’ the listed supervisor user account within MyFloridaMarketPlace was deleted by
the agency’s system administrator. All users which list this user as their supervisor should be updated and an active
supervisor should be assigned to these users. The following data fields are contained within this report:
User PUI PUI Status Login Token
Email Address Org Level Mgmt Level Org Code
Org Status Supervisor Name Supervisor Status Ship To
Ship To Status Bill To Bill To Status Site Code
Site Status Role Group Bill To Address
Bill To City Bill To State Bill To Zip Ship To Address
Ship To City Ship to State Ship To Zip
Primary Use – System Administrators
Date Range - This report is not restricted by any specified date range.
Run Time – Weekly on Monday
41. Vendor Spend Report – This report is contained within the ‘Vendor_Spend_Report’ zip and lists the latest version of
the Purchase Order where status is Ordered, Ordering, Received, or Receiving and the order date is within the past
12 months. The following fields are contained on this report:
Vendor Name FEIN Contact Contact Email Address
Contact Phone # Minority Business
Enterprise Woman Owned/SDVBE
Status DO/Ma#
Org Code Line Amount Total DO/MA Amount Commodity Code
Ordered Date Line Item Description Contract Manager Street Address
City State Zip
Primary Use - Purchasing
Data range – Last 12 months
Run Time – Daily Monday through Friday
Appendix A
How to Import a Text file into Microsoft Access
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When the Text File Exceeds the 65,536 Row Limitation Steps on how to import a Text file into Microsoft Access include:
A. Open an existing Microsoft Access Database File or create a new one.
B. Once you are in the Microsoft Access Database File do the following steps to import a Text file.
i. On the top menu bar go to File
ii. In the drop down list under File select Get External Data.
iii. Select Import.
iv. In the Import (or Link) dialog box, in the Files of type box, select Text Files (*.txt; *.csv; *.tab; *asc).
v. Click the arrow to the right of the Look in box, select the drive and folder where the file is located, and then double-click its icon.
vi. Follow the directions in the Import Text Wizard dialog boxes. Click Advanced to create or use an import/export specification (import/export specification: A specification that stores the information Access needs to import or export a fixed-width or delimited text file).
C. Do the following Import Text Wizard steps:
a. Choose Delimited and click Next (MyFloridaMarketPlace reports are delimited by a comma)
b. Choose Comma as the delimiter.
c. Select First Row Contains Field Names so it has a check mark.
d. For the Text Qualifier choose the double quote (“).
e. Click Next.
f. On the next window where it displays the Field Options go ahead and click Next to keep the default values.
g. Choose No primary key since we do not need to set a primary key.
h. Click Next.
i. Enter the table name you want to import into or enter a new table name.