MyFloridaMarketplace
FL E-Procurement Service
Product Design Specification

Design Name: Change Request #124 –Advance Payment Indicator Functionality

FL Release:TBD

Design ID: FL_ID_CR124

Status: Pending ReviewUpdated For OSC Review

Last Updated:2/12/04

Revision History:

A.Purpose

The purpose of this document is to outline requirements for adding additionalfunctionalityto the Advance Payment indicator on the requisition per Change Request 124.

B.Functional Scope

Summary

The original intent of the Advance Payment indicator was to visibly identify to the State Comptroller that this purchase was an advance payment situation and that it is acceptable that the goods are being paid prior to the receipt and acceptance of the goods. A common example of this is the purchase of software licenses where the vendor will not provide the license number until payment has been received.

The agencies have requested that additional functionality be added to the advance payment indicator to assist them in notifying the F&A group of an advance payment situation. Currently, the agencies are manually adding another approver to the requisition approval chain or printing out a copy of the requisition or PO and sending it to the F&A group. This is a cumbersome process that does not ensure that the F&A group is notified of the advance payment purchase. In some situations, the vendor requires that the purchase order be submitted in conjunction with the payment, rather than on the final approval. The agencies have requested that a notification be sent to the F&A group if the Advance Payment indicator is checked. This notification will let the appropriate party know that this is an advance payment situation and they should initiate the payment process for this purchase order. In order to accommodate this request, MyFloridaMarketPlace will be modified to trigger an email notification to aselected useronce the requisition has been fully approved by all approvers and, if encumbered, successfully encumbered in FLAIR. This will ensure that a payment is not initiatedprior to the successful encumbrance of the funds, complete approval of the requisition, and creation of the PO.

High-Level Functional Requirements

Requirement Number / Requirement Description
1.1 / If the Advance Payment indicator is selected, allow the user to select the user from a chooser in which to send the email notification.
1.2 / Upon the status change from ‘Approving’ to ‘Approved’, an email notification will be sent to the user selected notifying them that this is an advance payment situation.
1.3 / Move the Advance Payment indicator from the split accounting line to the line item level.

C.Assumptions

  1. The notification may only be sent to one user defined within the system.
  2. The notification will be sent to the appropriate recipient upon final approval of the approval chain if unencumbered, or upon successful encumbrance within FLAIR if the transaction is encumbered.
  3. The payment process for Advance Payments will occur in MFMP.
  4. The purchase order must be issued prior to the payment process being initiated in order to prevent an ‘Unmatched Invoice’ exception which is routed to the Invoice Administrator/System Administrator.
  5. The requester may elect to transmit the PO upon final approval or print out the PO and submit to vendor with the warrant. The PO cannot be “held” and transmitted electronically to vendor until the warrant has been issued.
  6. The CR 85 functionality of choosing to transmit the order to the vendor through the ‘Do Not Send Purchase Order to the Vendor’ checkbox must be implemented prior to this change request.
  7. The workflow of the requisition will not be regenerated due to a change in the Advance Payment indicator.
  8. In the event that a user creates a purchase order containing lines items that are advance payment items and line items that are not an advance payment situation, two separate IRs will be processed. One for the advance payment situation and one based on the invoice received from the vendor.

D.Detailed Requirements

Requirement Number / Requirement Description
2.1 / Move the Advance Payment indicator from the split accounting line to the line item level.
2.2 / Upon checking the Advance Payment indicator at the line item, display a user chooser to allow the requester to choose the appropriate system user in which to send the email notification.
2.3 / Verify that the user selected is the same for each line item.
2.4 / Trigger the email notification to the selected user upon the status change of ‘Approving’ to ‘Approved.’
2.5 / For unencumbered requisitions, the email notification will be sent upon final approval from the approvers.
2.6 / For encumbered requisitions, the email notification will be sent upon successful encumbrance in FLAIR.
2.7 / The email notification will be re-sent upon the status change from ‘Approving’ to ‘Approved’ for all change orders completed.
2.8 / For a change order, the Advance Payment indicator check box and the selection of the user for the email notification will be inherited from the previous version.
2.9 / The Advance Payment indicator default will be unchecked onall line items.
2.10 / The workflow will not be regenerated for a change made to the Advance Payment selection during the approval chain.
2.11 / Upon a change order, the workflow will follow the current agency defined workflow.
2.12 / Update the mass edit capabilities to allow users to select the Advance Payment indicator and user in which to send the email notification.
Workflow Requirements

This change request does not have any workflow impact.

Usability Requirements

The standard process for an advance payment situation will be as follows:

  1. Create the requisition for the item; determine if requisition is to be encumbered or unencumbered
  2. Click on the Advance Payment indicator to indicate an advance payment situation
  3. Select the appropriate user name to send the notification
  4. Click the ‘Do Not Send Purchase Order to Vendor’ check box if the purchase order is to be submitted to the vendor with the payment.
  5. Submit the requisition for approval.
  6. Upon final approval of the requisition or successful encumbrance in FLAIR and the status of the requisition changes from ‘Approving’ to ‘Approved’, MyFloridaMarketPlace will generate an email notification to the selected user to notify them of the advance payment situation.
  7. Upon receipt of the email, the agency F&A group will initiate the payment process in MyFloridaMarketPlace. F&A will complete the invoice eForm based on the purchase order amount. The invoice reconciliation will be created with a Receipt Exception due to the fact that the items have not been received.
  8. Upon approval of the IR from the agency, the State Comptroller will review the IR and see the Advance Payment indicator is checked indicating that the purchase is an advance payment situation.
  9. Upon final approval of the disbursement, the payment request will be sent to FLAIR for processing. Once the warrant has been issued, the agency may send the warrant to the vendor and print out a copy of PO if necessary.
Data Exchange Requirements

This change request does not require any data exchange requirements.

E. Report Impacts

This change request does not have any reporting impact

F. Physical Purchase Order Impacts

This change request does not have aphysical purchase order impact.

The email notification generated will contain the following text:

“DOXXX - The following purchase order has been approved for advance payment. Please contact the requester or your Purchasing Office if you have any questions regarding this purchase.”

G. Open Issues/Questions

No. / Issue / Assigned To / Comments / ? / Resolution Date
N/A / N/A

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