Page - 2
Before you begin
The MyFloridaMarKetPlace mock scenarios are designed to give you an opportunity to apply what you have learned from the first 3 days of the Instructor Led training session. These scenarios will attempt to mock “sample requisitions” using the system. Before you begin, you will need to create the following MS Word and MS Excel documents to be used as attachments:
• External Attachment 1.doc
• Internal Attachment 1.doc
• Internal Attachment 2.doc
• Plumbing Retail Price.xls
• Laptop Specifications.doc
• Battery Specifications.doc
• Invoice 1.doc
• Invoice 2.doc
• Invoice 3.doc
• Invoice 4.doc
• Baxter Media Pricing Agreement.doc
• Signed Contract.doc
• Tables Packing Slip.doc
Page - 3
Preferences Update #1: Changing Your Profile
Click on the appropriate button to view your preferences
Click on the appropriate link to change your profile
Follow the specification below to change your profile preferences
Step 1: Personal Information Supervisor: Instructor Phone Number: 850-555-1234
Step 2: Accounting/Shipping Information Bill To: Department of Management Services
Street: Bldg 4030 Ste 335 4050 Esplanade Way
Step 3: Justify Changes Promotion
Step 4: Approval Flow Use system-generated approval flow
Step 5: Summary Review changes and submit for approval
Page - 4
Preferences Update #2: Email Notifications
Click on the appropriate button to view your preferences
Click on the appropriate link to change your e-mail notification preferences
Complete the following changes to your e-mail preferences:
1. Change preferences to receive an e-mail only upon the final approval of requisitions you have submitted for approval.
2. Change preference to receive an email every day for requests not approved within the first week in your approval queue.
3. Change preference to not receive an e-mail for overdue requests requiring your approval.
4. Change e-mail preferences to receive an one e-mail which contains all notifications which were generated for the previous day.
Save your changes.
Page - 5
Preferences Update #3: Delegate Approval Authority
Click on the appropriate button to view your preferences
Click on the appropriate link to delegate your approval authority
Complete the following:
Step 1: Delegate Delegate: Lisa Thomas Delegation Start Date: today Delegation End Date: tomorrow Delegation Reason: Out of office for MyFloridaMarketPlace training Select option to continue receiving an e-mail notification
Step 2: Approval Flow Use system-generated approval flow
Step 3: Summary Record your user profile request number and submit for approval
Page - 6
Mock Requisition #1: Catalog Item
Step 1: Add Title Replacement Flooring - (your initials)
Step 2: Add Items (Browsing the Catalog) Click the link for ‘Floor Coverings-Fabric’ Click the link for ‘360240: Carpet, Commercial and Residential’
Add the Catalog item for ‘Pride’ Order Qty: 35
Step 3: Add Shipping Details Use default Ship To Need by Date: (one month from today)
Step 4: Add Accounting Expansion Option: JO Object Code: 512000 (Furniture and Equipment)
Step 5: Add Comments Add internal comment: Replacement flooring for break room
Step 6: Approval Flow Use system-generated approval flow
Step 7: Summary Record your requisition number and submit for approval
PRTRAIN__________
DOTRAIN__________
Page - 7
Mock Requisition #2: Catalog Item
Step 1: Add Title Recycled Paper - (your initials)
Step 2: Add Items (Keyword Search) Enter ‘paper’ in the Search field
Add the Catalog item Order Qty: 48
Step 3: Add Shipping Details Use default Ship To Shipping Method: UPS
Step 4: Add Accounting Expansion Option: JO Object Code: 512000 (Furniture and Equipment)
Step 5: Add Comments Add external comment: No partial shipments
Step 6: Approval Flow Use system-generated approval flow
Step 7: Summary Record your requisition number and submit for approval
PRTRAIN__________
DOTRAIN__________
Page - 8
Mock Requisition #3: Catalog Item
Step 1: Add Title Student Desks - (your initials)
Step 2: Add Items (Using an Advanced Search) Click the ‘Advanced’ search link
Keywords: student desk Price: 250.00 to 300.00 Supplier: Premium Manufacturing, Inc. ETA (days): 28 to 35
Add the student desk priced at $280.00 Order Qty: 4
Step 3: Add Shipping Details Ship To: Division of Facilities Management
Street: Fletcher Bldg Room B-14 101 E Gaines ST Shipping Method: Truck Carrier
Step 4: Add Accounting Expansion Option: JO Object Code: 512000 (Furniture and Equipment)
Step 5: Add Comments Add external comment: Deliver to loading dock B
Step 6: Approval Flow Use system-generated approval flow
Step 7: Summary Record your requisition number and submit for approval
PRTRAIN__________
DOTRAIN__________
Note:
Save your Advanced Search
Search name: Student Desks
Page - 9
Mock Requisition #4: Non-Catalog Item
Step 1: Add Title Title: Sound Proof Doors – (your initials)
Step 2: Add Items (Supplier: Mahaffey Corporation) Line Item 1: Sound Proof Doors for Server Room
Commodity Code: 150400 Qty: 4 Price: 615.00
Step 3: Add Shipping Details Ship items to: Commission on Human Relations
2009 Apalachee Pkwy Ste 100 Tallahassee FL
Step 4: Accounting Details Expansion Option: JO Object Code: 561000 (Building and Fixed Materials)
Step 5: Add Comments External comments: No partial shipments External Attachment: External Attachment 1.doc
Step 6: Approval Flow Add ‘Instructor’ role as an optional approver
Step 7: Summary Review information for accuracy to specification, record your requisition number and submit for review and
approval
PRTRAIN__________
DOTRAIN__________
Page - 10
Mock Requisition #5: Non-Catalog Requisition
Step 1: Add Title Title: Janitorial Services – (your initials) Hold Until: (one week from today) PO Start Date: July 1, 2004 PO End Date: June 30, 2006
Step 2: Add Items Line Item 1: Janitorial Services for Adams Building; FY05
Supplier: Elkin Enterprises Contact: Beth Wilson Purchasing Code: State Contract Qty: 12 Unit of Measure: Month Price: 25,000
Step 3: Add Shipping Details Use default Ship To Information
Step 4: Accounting Details Expansion Option: JO Object Code: 512000 (Furniture and Equipment)
Step 5: Add Comments External comments: Send invoice each month for prompt payment
Step 6: Approval Flow Add ‘Vincent Ackerman’ as a required approver
Step 7: Summary Edit Line Item 1
Add internal comment: See attached documents for cleaning services detail Add internal attachment: Internal Attachment 1.doc Add internal attachment: Internal Attachment 2.doc
PRTRAIN__________
DOTRAIN__________
Page - 11
Mock Requisition #6: Non-Catalog Item
Step 1: Add Title Title: Misc Video Supplies – (your initials) Encumber Funds - Unchecked
Step 2: Add Items Line Item 1: VHS Recorder
Supplier: Baxter Media Contact: Jerry Seinfield Purchasing Code: Discretionary Purchase Qty: 2 Price: $149.99
Line Item 2: Tape Recorder Supplier: Dustin Enterprise Purchasing Code: Discretionary Purchase Qty: 3 Price: $59.99
Step 3: Add Shipping Details Use default Ship To information
Step 4: Accounting Details Expansion Option: JO Object Code: 512000 (Furniture and Equipment)
Step 5: Add Comments External comments: No partial shipments
Record requisition number and go to Summary Screen and submit for approval
PRTRAIN__________
DOTRAIN__________
DOTRAIN__________
Page - 12
Mock Requisition #7: Catalog Items
Step 1: Add Title Misc Office Supplies - (your initials)
Step 2: Add Items Line Item 1: Pedestal Box File: BFP-2016-L/CLT-2026-3072
Order Qty: 50 Line Item 2: Cable Chase Lid Locking: CCL-2345 (CLT-2026-3072)
Order Qty: 25
Step 3: Add Shipping Details Use default Ship To and include Need by Date (one month from today)
Step 4: Add Accounting (if desired, use the Mass Edit functionality) Org Code: 72020100100 Expansion Option: JO Object Code: 512000 (Furniture and Equipment)
Step 5: Add Comments Add external comments: Notify if partial shipments are necessary Add an external attachment: External Attachment 1.doc
Step 6: Approval Flow Use system-generated approval flow
Step 7: Summary Edit Line Item 1
Ship To: Division of Human Resources 4050 Esplanade Way Bldg 4040 Suite 360 Add internal comments: Office supplies for training room Add internal attachment: Internal Attachment 1.doc
Record your requisition number and submit for review and approval
PRTRAIN__________
DOTRAIN__________
DOTRAIN__________
Page - 13
Mock Requisition #8: Catalog Items
Step 1: Add Title Misc Tables - (your initials) Funds will not be encumbered
Step 2: Add Items Line Item 1: Classroom Table 3000 Series (Supplier Part Number: CLT-3026-3072)
Order Qty: 5 Line Item 2: General Purpose Classroom Table (Supplier Part Number: CLT-2026-3036)
Order Qty: 2
Step 3: Add Shipping Details Use default Ship To Address Shipping Method: Common Carrier
Step 4: Add Accounting (use Mass Edit if desired) Org Code: 72020100100 Expansion Option: JO Object Code: 512000 (Furniture and Equipment)
Step 5: Add Comments Add external comments: Notify if partial shipments are necessary
Step 6: Approval Flow Use system-generated approval flow
Step 7: Summary Edit Line Item 2
Add internal attachment: Internal Attachment 2.doc
Record your requisition number and submit for review and approval
PRTRAIN__________
DOTRAIN__________
Page - 14
Mock Requisition #9: Catalog Items Step 1: Add Title
Recessed Monitor Tubs - (your initials)
Step 2: Add Items Line Item 1: Black Recessed Monitor Tubs: Part #: SRM-1919 (CLT-2026-3048)
Order Qty: 24
Step 3: Add Shipping Details Ship To: 2600 Blairstone Road, Twin Towers Building Room 169 Deliver To: Clare Starling Need By: (one month from today)
Step 4: Add Accounting Org Code: 72020100100 Expansion Option: JO Object Code: 512000 (Furniture and Equipment)
Step 5: Add Comments No comments
Step 6: Approval Flow Add the role ‘Instructor’ as a watcher
Step 7: Summary Edit Line Item 1 – Split Accounting by percentage – 2 ways
1st Split: Same accounting info from Step 4: 30% split 2nd Split: Select Object code: 271010 (Utilities-Electricity): 70% split
Record requisition number and submit for review and approval
PRTRAIN__________
DOTRAIN__________
Page - 15
Mock Requisition #10: Catalog Items
Step 1: Add Title Desks for Carr Bldg- (your initials) On Behalf Of: Instructor
Step 2: Add Items Line Item 1: Student Desk (CD-3029-3072)
Order Qty: 12 Line Item 2: Teacher Desk (TDR-2448-L (CLT-4026-3060)
Order Qty: 3
Step 3: Add Shipping Details Use default Ship To address Need By: (2 months from today)
Step 4: Add Accounting (use Mass Edit if desired) Org Code: 72020100100 Expansion Option: JO Object Code: 512000 (Furniture and Equipment)
Step 5: Add Comments Add internal comments: Call 414-0001 if additional information is required for approval
Step 6: Approval Flow Use system generated approval flow
Step 7: Summary Edit Line Item 2 – Split Accounting by quantity
1st Split – same accounting from Step 4 2nd Split – Object Code: 271010 (Utilities-Electricity) 3rd Split – Object Code: 561000 (Building and Fixed Materials)
Record requisition number and submit for review and approval
PRTRAIN__________
DOTRAIN__________
Page - 16
Mock Requisition #11: Non-Catalog Items
Step 1: Add Title Title: Training Room Supplies – (your initials) PO Start Date: July 1, 2004 PO End Date: June 30, 2005
Step 2: Add Items (Supplier: Boris Enterprise) Line Item 1: Miscellaneous Dry Erase Markers
Commodity Code: 618585 36 Boxes/19.99 per box
Line Item 2: Whiteboard Erasers Commodity Code: 618350 6 each/7.99 each
Line Item 3: Dry Erase Whiteboard Cleaner Commodity Code: 618140 12 Bottles/14.95 per bottle
Step 3: Add Shipping Details Ship items to: Planning and Budget Section (4050 Esplanade Way STE 260)
Step 4: Accounting Details Perform a Mass Edit to complete the following
Organization Code: 72020100100 Expansion Option: JO Object Code: 512000 (Furniture and Equipment)
Step 5: Add Comments External comments: No partial shipments
Step 6: Approval Flow Use system generated approval flow
Step 7: Summary Review information for accuracy to specification, record your requisition number and submit for review and approval
Note: You may need to search for the appropriate unit of measure designated for each line item.
PRTRAIN__________
DOTRAIN__________
Page - 17
Mock Requisition #12: Non-Catalog Items
Step 1: Add Title Title: Media Supplies – (your initials)
Step 2: Add Items (Supplier: Baxter Media/Supplier Location: Steve Feller – New York) Line Item 1: Cassette Tapes
36 Boxes/19.99 per box Purchasing Code: Discretionary Purchase
Line Item 2: 2-Wire Antennas (Radio Only) 3 each/33.99 each Purchasing Code: Discretionary Purchase
Line Item 3: Media Services 4 hours/175.00 per hour Purchasing Code: Discretionary Purchase
Step 3: Add Shipping Details Use Default Ship To Address
Step 4: Accounting Details Perform a Mass Edit to complete the following
Organization Code: 72020100100 Expansion Option: JO Object Code: 512000 (Furniture and Equipment)
Step 5: Add Comments External comments: No partial shipments
Step 6: Approval Flow Add the role ‘Instructor’ as an optional approver
Step 7: Summary Review information, record requisition number and submit for review and approval
Search for and add the appropriate commodity code for each line item
PRTRAIN__________
DOTRAIN__________
Page - 18
Mock Requisition #13: Non-Catalog Items Step 1: Add Title
Title: Misc Video Supplies – (your initials) Hold Until: (One week from today) Encumber Funds - Unchecked
Step 2: Add Items Line Item 1: VHS Recorder
Supplier: Baxter Media Contact: Jerry Seinfield Purchasing Code: Discretionary Purchase Qty: 2 Price: $149.99
Line Item 2: Tape Recorder Supplier: Dustin Enterprise Purchasing Code: Discretionary Purchase Qty: 3 Price: $59.99
Step 3: Add Shipping Details Ship items to: Inspector General 4050 Esplanade Way Ste 280 Shipping Method: Common Carrier
Step 4: Accounting Details Perform a Mass Edit to complete the following
Organization Code: 72020100100 Expansion Option: JO Object Code: 512000 (Furniture and Equipment)
Step 5: Add Comments External comments: No partial shipments
Record requisition number and go to Summary Screen and submit for approval
Search for and add the appropriate commodity code for each line item
PRTRAIN__________
DOTRAIN__________
Page - 19
Mock Requisition #14: Item Level MA
Step 1: Add Title Title: Replacement Uniforms – (your initials)
Step 2: Add Items (Contract ID: LDT-12345) 24 Medium Black Polo Shirts w/Pockets 12 Small Black Polo Shirts No Pockets 36 Large Blue Polo Shirts w/ Pockets
Step 3: Add Shipping Details Use default Ship To address
Step 4: Accounting Details Perform a Mass Edit to complete the following
Organization Code: 72020100100 Expansion Option: JO Object Code: 512000 (Furniture and Equipment)
Step 5: Add Comments Add Internal comments: Please approve ASAP
Step 6: Approval Flow Add the role ‘Instructor’ as a required approver
Step 7: Summary Record requisition number and submit for approval
PRTRAIN__________
MATRAIN__________
Page - 20
Mock Requisition #15: Item Level MA
Step 1: Add Title Title: Requisition from Inter-Agency Contract – (your initials)
Step 2: Add Items (Contract ID: DEP12987-LNR) Fluoride Pellets – 12 Bioassay – 4
Step 3: Add Shipping Details Use default Ship To address Shipping Method - UPS
Step 4: Accounting Details Perform a Mass Edit to complete the following
Organization Code: 72020100100 Expansion Option: JO Object Code: 512000 (Furniture and Equipment)
Step 5: Add Comments Add Internal comments: Please approve ASAP
Step 6: Approval Flow Add the role ‘Instructor’ as a watcher
Step 7: Summary Record your requisition number and submit for approval
PRTRAIN__________
MATRAIN__________
Page - 21
Mock Requisition #16: Supplier Level MA
Step 1: Add Title Title: Plumbing Supplies – (your initials)
Step 2: Add Items (Search by Title: Plumbing supplies) View the details of the contract to determine the pricing terms ‘BEFORE’ selecting the contract
Add 10 of each of the items listed on the contract using the appropriate pricing terms Search and add commodity code for plastic pipe fittings NOTE: Total Cost should equal $202.50
Step 3: Add Shipping Details Use default Ship To address
Step 4: Accounting Details Perform a Mass Edit to complete the following
Organization Code: 72020100100 Expansion Option: JO Object Code: 512000 (Furniture and Equipment)
Step 5: Add Comments Add Internal comments: Please approve ASAP
Step 6: Approval Flow No additional approver required
Step 7: Summary Record your requisition number and submit for approval
Suggested Retail Price:
3” PVC 45 Elbows – $7.50ea
3” PVC Couplings - $5.00ea
3” PVC Tees – $10.00ea
PRTRAIN__________
MATRAIN__________
Page - 22
Mock Requisition #17: eQuote
Step 1: Add Title Title: eQuote – Toshiba IT Equipment – (your initials)
Step 2: Add eQuote Shipping Details Select Shipping Address ID: 72-S78 Need-By Date: (one month from today) Shipping Method: UPS
Step 1: Enter eQuote Info Response Due: Rush Response Delivery Need By: (one month from today) Line item 1
Toshiba Laptop; Tecra 8100; 13G Hard drive Order Quantity: 3
Line item 2 Toshiba Backup Battery; Model PT810U Order Quantity: 3
Add Attachments Laptop Specifications.doc Battery Specifications.doc
Step 2: Select Suppliers Add the following Suppliers
Florida Maintenance Supply Florida Rubber & Supply Co. Office Supplies
Step 3: Review and Submit Review eQuote and submit to suppliers for response
PRTRAIN__________
Page - 23
Mock Requisition #18: eQuote
Step 1: Add Title Title: eQuote – Xerox Copier Accessories – (your initials)
Step 2: Add eQuote Shipping Details Ship To: Select Ship To address for Alachua (hint: search by City) Need-By Date: (one month from today) Shipping Method: UPS
Step 1: Enter eQuote Info Line item 1
Copy Machine Toner; Xerox 7891-1389 Order Qty: 3
Line item 2 Copy Machine Staple Cartridge; Model XJ-9763 Order Qty: 2
Step 2: Select Suppliers Add the following Suppliers
Florida Maintenance Supply Florida Rubber & Supply Co. Office Supplies
Additional Step: Invite a Supplier Name: ACME Computers Contact: Will E. Coyote Phone: 850-555-4321 Fax: 850-555-1234
Step 3: Review and Submit Edit eQuote
Add Line Item 3: Replacement Collating Tray; Model XCT-1782 Order Qty: 1
Review and submit to suppliers for response
PRTRAIN__________
Note: An eQuote cannot be edited once it has been submitted to the suppliers.
Page - 24
Entering a Receipt: Mock Requisition #7
Purchase Order 7: DOTRAIN______ Fully Receive Order: RCTRAIN_____
Pedestal Box Files Accept: 50
Add internal comment: Order received in full; no exceptions
Purchase Order 2: DOTRAIN______ Fully Receive Order: RCTRAIN______
Locking Lid Cable Chases Accept: 25
Add internal comment: Order received in full; no exceptions
Note: The ‘Date Received’ field will accept a previous date. However, a date prior to the generation of the purchase order will generate an error message. A date in the future will also trigger an error message.
Page - 25
Entering a Receipt: Mock Requisition #8
Purchase Order 8: DOTRAIN_____
Receipt #1: RCTRAIN______ Classroom Tables
Accept: 5 General Purpose Tables
Accept: 1
Receipt #2: RCTRAIN_______ General Purpose Tables
Accept: 1 Add Comment: Final receipt Add Attachment: Tables Packing Slip.doc
Page - 26
Entering a Receipt: Mock Requisition #9
Purchase Order 9: DOTRAIN_____
Partial Receipt #1: RCTRAIN_____ Semi-Recessed Monitor Tubs
Accept: 12 Reject: 12 (Reject Reason: Shipped incorrect tubs) Add Comment: Returned incorrect tubs; vendor to re-ship within 72 hrs
Partial Receipt #2: RCTRAIN______ Semi-Recessed Monitor Tubs
Reject: 12 (Reject Reason: Damaged Tubs) Close Order Add comment: Returned damaged tubs; closing order
Partial Receipt #3: RCTRAIN_______ Semi-Recessed Monitor Tubs
Reopen order Accept: 12 Add Comment: Order reopened to received 12 tubs; final receipt
Page - 27
Entering a Receipt: Mock Requisition #10
Why are there no detailed instructions for you to enter the receipt information for Mock Requisition #10?
Answer: ______________________________________
Page - 28
Entering a Receipt: Mock Requisition #11
Purchase Order 11: DOTRAIN___________
Receipt #1: RCTRAIN___________ Miscellaneous Dry Erase Markers
Accept: 24 Whiteboard Erasers
Accept: 6 Dry Erase Whiteboard Cleaner
Accept: 10 Reject: 2 (Reason: Damaged bottles)
Receipt #2: RCTRAIN___________ Miscellaneous Dry Erase Markers
Accept: 12 Add internal comment: Did not receive complete order; 2 damaged bottles
of cleaner; this is the final receipt Close Order
Page - 29
Entering a Receipt: Mock Requisition #12
Purchase Order 12: DOTRAIN____________
Receipt #1: RCTRAIN______ Cassette Tapes
Accept: 24 2-Wire Antennas (Radio Only)
Accept: 6 Add comment: Remaining cassette tapes on back-order.
Receipt #2: RCTRAIN______ Cassette Tapes
Accept: 12
Note: Purchase order contains 3 line items however 2 line items are listed for receiving.
Why? _______________________________________________________
Page - 30
Entering a Receipt: Mock Requisition #13
Why are there no detailed instructions for you to enter the receipt information for Mock Requisition #7?
Answer: ______________________________________
Page - 31
Mock Invoice eForm #1: Purchase Order
Step 1: Invoice Header
Title: Misc Office Supplies – (your initials)
Supplier Invoice #: (enter the PO number)
Supplier Invoice Date: (today’s date)
Invoice Received Date: (today’s date)
Supplier: Premium Manufacturing, Inc
Supplier Contact: (select registered contact location)
Subtotal: $775.00
Step 2: Invoice Lines
Invoicing without Order/Release?: No
Purchase Order: (search for your PO number and generate the invoice)
Step 3: Summary
Add comment: Scanned invoice attached
Add attachment: Invoice 1.doc
Page - 32
Mock Invoice eForm #2: Purchase Order
Step 1: Invoice Header
Title: Misc Office Supplies – (your initials)
Supplier Invoice #: (enter the PO number)
Supplier Invoice Date: (today’s date)
Invoice Received Date: (today’s date)
Supplier: Premium Manufacturing, Inc
Supplier Contact: (select registered contact location)
Subtotal: $312.50
Step 2: Invoice Lines
Invoicing without Order/Release?: No
Purchase Order: (search for your PO number and generate the invoice)
Step 3: Summary
Add comment: Scanned invoice attached
Add attachment: Invoice 2.doc
Page - 33
Mock Invoice eForm #3: Purchase Order
Step 1: Invoice Header
Title: Misc Tables for Mahan Bldg – (your initials)
Supplier Invoice #: (enter the PO number)
Supplier Invoice Date: (today’s date)
Invoice Received Date: (today’s date)
Supplier: Premium Manufacturing, Inc
Supplier Contact: (select registered contact location)
Subtotal: $1925.84
Step 2: Invoice Lines
Invoicing without Order/Release?: No
Purchase Order: (search for your PO number and generate the invoice)
Change the quantity for the General Purpose Table to “1”
Step 3: Summary
Add comment: Scanned invoice attached
Add attachment: Invoice 3.doc
Page - 34
Step 1: Invoice Header
Title: Misc Tables for Mahan Bldg – (your initials)
Supplier Invoice #: (enter the PO number-2)
Supplier Invoice Date: (today’s date)
Invoice Received Date: (today’s date)
Supplier: Premium Manufacturing, Inc
Supplier Contact: (select registered contact location)
Subtotal: $257.04
Step 2: Invoice Lines
Invoicing without Order/Release?: No
Purchase Order: (search for your PO number and generate the invoice)
Delete the line item for Classroom Table 3000 Series & Lower quantity for General Purpose Tables
Step 3: Summary
Add comment: Scanned invoice attached
Add attachment: Invoice 4.doc
Mock Invoice eForm #4: Purchase Order
Page - 35
Mock Master Agreement #1: Supplier Level
Step 1: Definitions Title: Agency Contract for Baxter Media - (your initials) Description: This MA will be used to capture agency FY04 and FY05 spend from Baxter Media. Method of Procurement: Under Bid Threshold Contract ID: 12345-(your initials) Effective Date: July 1, 2004 Expiration Date: June 30, 2006 Supplier: Baxter Media Supplier Location: Jerry Seinfeld: New York Historical Amount Spent: 3500
Step 2: Limits Maximum Commitment: 25000 Number of Days Before the Agreement Expires: 180 Available Balance at or Below: 20
Step 3: Pricing Terms Full Description: Contracted pricing terms for agreement Discount Percent: 10
Step 4: User Access Editing Users: Lisa Thomas Restrict Release Access: 7200: Contract Specialists
Step 5: Attachments Add Attachment: Baxter Media Pricing Agreement.doc
Step 6: Summary Record Master Agreement Request number and submit for approval
Release Required: Yes
MARTRAIN__________
MATRAIN___________
Page - 36
Step 1: Definitions Title: Agency Contract for Janitorial Services - (your initials) Description: This MA will be used to track invoices paid from Coleman & Sons. Method of Procurement: Competitive Bid Contract ID: JS01-(your initials) Effective Date: January 2, 2004 Expiration Date: June 30, 2006 Supplier: Coleman & Sons Agreement Type: Commodity Level Release Required?: No
Step 2: Limits Maximum Commitment: 150000 Number of Days Before the Agreement Expires: 15 Available Balance at or Below: 10
Step 3: Pricing Terms Full Description: Agency term contract negotiated pricing for commodity code Commodity Code: 991450: Janitorial Services Discount: None
Step 4: User Access Editing Users: Vincent Ackerman
Step 5: Attachments Add Attachment: Signed Contract.doc
Step 6: Summary Record Master Agreement Request number and submit for approval
Mock Master Agreement #2: Commodity Level
MARTRAIN__________
MATRAIN___________
Page - 37
Mock Master Agreement #3: Item Level
Step 1: Definitions Title: Copy Paper - (your initials) Description: This MA will be used to track purchase order for copy paper. Method of Procurement: UND – Under Bid Threshold Contract ID: CP01-(your initials) Effective Date: July 1, 2004 Expiration Date: June 30, 2005 Supplier: Office Supplies Ltd Agreement Type: Item Level Release Required?: Yes
Step 2: Limits Maximum Commitment: 24999.99 Number of Days Before the Agreement Expires: 90 Available Balance at or Below: 20%
Step 3: Pricing Terms Line Item 1: 8.5 x 11 AA Recycled Paper ($35.50 per case) Line Item 2: 8.5 x 14 AA Recycled Paper ($47.25 per case) Line Item 3: 11 x 17 AA Recycled Paper ($57.50 per case)
Step 4: User Access Editing Users: None Restrict Release Access: Department of Management Services
Step 5: Attachments Add Attachment: Signed Contract.doc
Step 6: Summary Record Master Agreement Request number and submit for approval
Hint:
The Supplier Part Number for each line item must be unique.
MARTRAIN__________
MATRAIN___________
Page - 38
Mock Release #1 – Supplier Level MA
Step 1: Add Title Title: Media Supplies – (your initials)
Step 2: Add Items (Search by Contract ID: 12345 – your initials) View the details of the contract to determine the pricing terms ‘BEFORE’ selecting the contract
Add 10 of each of the items listed on the contract using the appropriate pricing terms Search and add commodity code for media supplies NOTE: Total Cost should equal $202.50
Step 3: Add Shipping Details Use default Ship To address
Step 4: Accounting Details Perform a Mass Edit to complete the following
Organization Code: 72020100100 Expansion Option: JO Object Code: 512000 (Furniture and Equipment)
Step 5: Add Comments Add Internal comments: Please approve ASAP
Step 6: Approval Flow No additional approver required
Step 7: Summary Record your requisition number and submit for approval
Suggested Retail Price:
VHS Tapes (6 PK) – $7.50ea
Coaxial Cable - $5.00ea
Surge Protectors – $10.00ea
Page - 39
Mock Release 1 – Commodity Level MA
Can a release order be generated against your Commodity Level MA?
_______________________________________________
Page - 40
Mock Release 1 – Item Level MA
Step 1: Add Title Recycled Paper - (your initials)
Step 2: Add Items (Search by Contract ID: JS01 – your initials) Line Item 1: 8.5 x 11 AA Recycled Paper (6 cases) Line Item 2: 8.5 x 14 AA Recycled Paper (3 cases) Line Item 3: 11 x 17 AA Recycled Paper (2 cases)
Step 3: Add Shipping Details Ship To: 2600 Blairstone Road, Twin Towers Building Room 169 Need By: (one month from today)
Step 4: Add Accounting Org Code: 72020100100 Expansion Option: JO Object Code: 512000 (Furniture and Equipment)
Step 5: Add Comments No comments
Step 6: Approval Flow Add the role ‘Instructor’ as a watcher
Step 7: Summary Record requisition number and submit for approval
Page - 41
Mock Invoice 1 – Commodity Level MA
Step 1: Invoice Header
Title: Janitorial Service – June 04 - (your initials)
Supplier Invoice #: (enter the MA#_your initials)
Supplier Invoice Date: (June 1, 04)
Invoice Received Date: (today’s date)
Service Start Date: June 1, 04
Service End Date: June 11, 04
Supplier: Coleman & Sons
Supplier Contact: (select registered contact location)
Subtotal: $2500
Step 2: Invoice Lines
Invoicing without Order/Release?: Yes
Master Agreement:: (Search for your MA number to generate the invoice)
Step 3: Summary
Add comment: Scanned invoice attached
Add attachment: Invoice 1.doc