MyFloridaMarketPlace
MyFloridaMarketPlace Roles
PUI Specific / Approver Roles / Definitions /Approver
Note: Users will need the role ‘Requester – No eQuote’ to edit the following fields on the Accounting screen: State Program – Standard, Gen Ledger, and Ext Gen Ledger fields / This is a generic approver role not specific to an agency. Users with this role in their user profile:
§ Can edit requests requiring their approval
§ Create invoice eForms
§ Generate standard reports for Requisitions
X / Admin Approver
Communications Approver
CPLA Approver
CSA Approver
FA Approver
FCO Approver
Fleet Approver
General Counsel Approver
IRR Approver
IT Approver
Mobile Equipment Approver
OCO Approver
Personnel Approver
Reprographic Approver / This role:
§ Will be listed in the system generated approval flow for requests containing the agency identified commodity codes or object codes
§ Users with this role in their user profile can edit requests requiring their approval
§ Create Invoice eForms
§ Generate standard reports for Requisitions
*Note: These roles are optional, in that your agency may use all or none of these PUI specific roles.
Statewide Equipment Leasing Approver
Statewide Fleet Approver
Statewide Insurance Approver
Statewide IT Approver
Statewide Non-Leasing Equipment Approver / This role:
§ Will be listed in the system generated approval flow for requests containing the agency identified commodity codes or object codes
§ Users with this role in their user profile can edit requests requiring their approval
§ Create Invoice eForms
§ Generate standard reports for Requisitions
PUI Specific / Contract (Master Agreements) Roles / Definitions
X / Contract Specialist
Note: If defining the accounting information on a Commodity or Item Level Master Agreement, users will need the role ‘Requester – No eQuote’ to edit the following fields within the Accounting section:
State Program – Standard, Gen Ledger, and Ext Gen Ledger fields / This role allows:
§ Users to create invoice eForms
§ Users to create master agreement requests and can be given the edit access to a master agreement
§ Users are also able to view and change all master agreement requests in the system for their PUI
§ Users can also open and close all master agreements in the system for their PUI for which they have been given access
§ Generate standard reports for Requisitions and Master Agreements
X / Master Agreement Manager
Note: If defining the accounting information on a Commodity or Item Level Master Agreement, users will need the role ‘Requester – No eQuote’ to edit the following fields within the Accounting section:
State Program – Standard, Gen Ledger, and Ext Gen Ledger fields / This role allows:
§ Users to create invoice eForms
§ Users to create master agreement requests and can be given the edit access to a master agreement
§ Users are also able to view and change all master agreement requests in the system for their PUI
§ Users can also open and close all master agreements in the system for their PUI for which they have been given access
§ Approve master agreements for their PUI
§ Users can also restore contract amounts for all master agreements in their PUI
§ Generate standard reports for Requisitions and Master Agreements
PUI Specific / Invoicing Roles / Definitions /
DFS Audit Contract
DFS Audit Non-Contract
*Note: These roles are unique to DFS / This role allows:
§ Users to Create invoice eForms and Payment Updates
§ Users who are authorized to do system administration and error handling for payment documents
§ Run queries and reports on payment documents
§ Run queries over the entire database, regardless of the requester
§ Users who are authorized for system administration and error handling related to invoicing approvable documents
§ Users to edit line items on invoice reconciliations approvable documents
§ Users to access invoicing reports
§ Users to search for invoicing approvables
§ Generate standard reports for Requisitions, Master Agreements and Invoicing
DFS Auditor Roles by City
Ft.Lauderdale, Gainesville, Jacksonville, Pensacola, and Tampa / This role allows:
§ Users to create invoice eForms
§ Users to create
§ Generate standard reports for Requisitions, Master Agreements, and Invoicing
X / Exception Handler
Note: Will need the role ‘Invoice Reconciliation Overwrite to edit encumbrance information
Note: Users will need the role ‘Requester – No eQuote; within their user profile to edit the following accounting fields on the invoice reconciliation request: State Program – Standard, General Ledger, and Ext General Ledger
Note: CANNOT have the role ‘FLAIR Access Controller’ in user profile. / This role allows:
§ Create invoice eForms, Delete Disbursements, and FLAIR Login Information
§ Create Payment Updates, and Release Encumbrance
§ Run queries and reports on payment documents
§ Users to edit line items on invoice reconciliations approvable documents
§ Users to access invoicing reports
§ Search for invoicing approvables
§ Users to edit documents requiring their approval
§ Users to reconcile any exception on an invoice reconciliation approvable, regardless of the exception type
§ Users to reject invoice reconciliation approvables, causing Ariba Buyer to send the invoice back to the supplier
§ Generate standard reports for Requisitions, Master Agreements and Invoicing
X / Invoice Manager
Note: Will need the role ‘Invoice Reconciliation Overwrite to edit encumbrance information and ‘Requester – No eQuote; needed to edit the following accounting fields on the IR: State Program – Standard, General Ledger, and Ext General Ledger
Note: Users with this role cannot have the role ‘FLAIR Access Controller’ in their user profile.
Note: CANNOT have the role ‘FLAIR Access Controller’ in user profile. / This role allows:
§ Create invoice eForms, Delete Disbursements, FLAIR Login Information, IRS Levy Payments, and Release Encumbrance
§ Run queries and reports on payment documents
§ Users to edit line items on invoice reconciliations approvable documents
§ Users to access invoicing reports; search for invoicing approvables
§ Users to edit documents requiring their approval
§ Users to reconcile any exception on an invoice reconciliation approvable, regardless of the exception type
§ Users to reject invoice reconciliation approvables, causing Ariba Buyer to send the invoice back to the supplier
§ Generate standard reports for Requisitions, Master Agreements and Invoicing
FLAIR Access Controller
Note: If a user has this role they cannot have must not have the roles ‘Invoice Manager’ or ‘Exception Handler’ in their user profile. / This role allows:
§ Users to have access to the FLAIR Login Information eForm. This form is used to reset the FLAIR password for all agency sites for the purpose of encumbrances.
Invoice Reconciliation Overwrite / This role allows:
§ Users to change the encumbrance-related information for a line item during the Invoice Reconciliation process.
Note: This role will be needed by Exception Handlers and Invoice Managers to edit the encumbrance information, if needed, during the invoice reconciliation.
ABOI Edit / This role allows users to select the Available Balance Override Indicator on the Accounting Detail screen. This allows the user to establish an encumbrance in FLAIR even if there are not sufficient funds allocations at the object code level but there are funds available at the higher level.
PUI Specific / Requester Roles / Definitions
FA Requester Accounting Edit
Note: Requester – No eQuote role is needed to edit selected accounting fields / This role allows:
§ Users to create invoice eForms
§ Generate standard reports for Requisitions
§ Users can edit additional accounting fields within the Accounting screen for requisitions
Note: This role is typically assigned to F&A personnel to edit the accounting information for line items on requisitions. The role Requester – No eQuote role allows F&A personnel to edit: Standard Programs, Gen Ledger, and Ext Gen Ledger fields on the Accounting screen
Requester No eQuote – No Accnting Edit / This role allows:
§ Users to create requisitions for their agency
§ View the Master Agreements tab and select Master Agreements when creating requisitions
§ Generate standard reports for Requisitions
§ Edit the selected accounting fields for requisitions but cannot edit accounting fields determined by the selected Expansion Option
Requester – No eQuote / This role allows:
§ Users to create and edit selected accounting fields on a requisitions for their agency
§ View the Master Agreements tab and select Master Agreements when creating requisitions
§ Generate standard reports for Requisitions
Requester – eQuote No Accnting Edit / This role allows:
§ Users can create requisitions and eQuotes (informal bids) for their agency
§ View the Master Agreements tab and select Master Agreements when creating requisitions
§ Generate standard reports for Requisitions
§ Edit the selected accounting fields for requisitions but cannot edit accounting fields determined by the selected Expansion Option
Requester - eQuote / This role allows:
§ Users to create and edit selected accounting fields on a requisitions for their agency
§ Users to create eQuotes (informal bids) for their agency
§ View the Master Agreements tab and select Master Agreements when creating requisitions
§ Generate standard reports for Requisitions
PUI Specific / Other Roles / Definitions /
Analysis Authorized / This role allows:
§ Users to create invoice eForms
§ Generate standard reports for Requisitions
§ Users to access the Analysis Tool (agency-wide transactional reports)
X / Central Receiver
Note: A role will be created for each central receiving address to be assigned by the Sec. Admin. / This role allows:
§ Create invoice eForms
§ Generate standard reports for Requisitions
§ Receive orders for line items which contain the central Ship To address
Inquirer / This role allows:
§ Users to create invoice eForms
§ Generate standard reports for Requisitions
§ Conduct system searches for any request in the system for their agency
No Supervisor / This role is to be used for users which do not have a supervisor linked to their user account in the system. Typically, this role will be given to Agency Heads which have a user account in the system.
X / Purchasing Agent / This role allows:
§ Users to create invoice eForms, Requisitions, eQuotes, and Sourcing Request for Master Agreements (MASR)
§ View the Master Agreements tab and select Master Agreements when creating requisitions
§ Edit requests requiring their approval
§ Can manually change the status of an order or receipt
§ Perform system administration and error handling for payment documents
§ Receive invoices referred by other users
§ Create change orders
§ Create Source Requests for non-catalog items on a requisition
§ Generate standard reports for Expense Reports, Global Charges Reports, Global Orders, Master Agreements, Orders, Receiving, Requisitions and ROI.
X / Purchasing Office / This role allows:
§ This role has the same functionality as the role Purchasing Agent. The system generated approval flow cannot place the same role in the approval in multiple positions; therefore to allow purchasing to be included in the approval flow in several positions (e.g. first and last required approver) the role Purchasing office was created.
§ Users to create invoice eforms
§ The standard report available for this role: Requisitions
Solicitation Enabled / This role allows:
§ Users to create invoice eForms
§ Users to be listed in the All Registered State Users group list for participation in Sourcing Events (can be selected to be a team member)
§ Generate standard reports for Requisitions
X / System Administrator / This role allows:
§ Users to create invoice eForms
§ Add, update, and delete agency Bill To and Ship To addresses for their agency
§ Add, update, and delete user accounts for their agency
§ Reset user passwords for their agency
§ Generate standard reports for Requisitions
Invoice Inquirer / This role allows:
§ Users to create invoice eForms
§ Generate standard reports for Requisitions
§ Conduct system searches for invoice reconciliation and payment requests
Exemption eForm / This role allows:
§ Users to create invoice eForms and Contract Exemption eForms
§ Generate standard reports for Requisitions
§ User to initiate and submit a contract exemption eform to exempt a master agreement from the transaction fee or to indicate a master agreement from an exempt supplier is fee eligible
Exemption Authorized / This role allows:
§ Users to create invoice eForms
§ Generate standard reports for Requisitions
§ User to edit the Transaction Fee Exempt and Transaction Fee Exemption Reason fields on the Accounting screen for line items
PO Not Sent / This role allows:
§ Users to create invoice eForms
§ Users to check the option ‘Do Not Send Purchase Order to Vendor?’
When this field is checked, once the purchase order is generated, the PO will not transmit electronically to the supplier
CO No Workflow / This role allows:
§ Users to create invoice eForms
§ Users to edit the accounting information on a purchase order without the system regenerating the approval flow
Note: The approval flow will be generated if the ‘Bill To’ address is changed. Also, if the user selects changes the ‘Object Code’ field to one that requires a special approver (e.g. OCO Approver); the system will generate the approval flow.
MyFloridaMarketPlace Report Category by Role
Report Category / Roles / Report Description /Global Orders / § Purchasing Agent / The Global Order Reports summarize orders based on supplier and commodity, and show you which suppliers provide the commodities you are ordering.
Invoicing / § DFS Audit Contract
§ DFS Audit Non-Contract
§ DFS Ft. Lauderdale Auditor
§ DFS Gainesville Auditor
§ DFS Jacksonville Auditor
§ DFS Pensacola Auditor
§ DFS Tampa Auditor
§ Exception Handler
§ Invoice Manager / The invoice reports allow users to audit and analyze all aspects of invoices, including status, exceptions and accruals in summary or in detail.
Master Agreements / § Contract Specialist
§ Master Agreement Manager
§ DFS Audit Contract
§ DFS Audit Non-Contract
§ DFS Ft. Lauderdale Auditor
§ DFS Gainesville Auditor
§ DFS Jacksonville Auditor
§ DFS Pensacola Auditor
§ DFS Tampa Auditor
§ Exception Handler
§ Exception Handler
§ Invoice Manager
§ Purchasing Agent / Master Agreements reports focus on how master agreements are being used to purchase items and commodities from suppliers. Master Agreement Managers and Purchasing Agents may use these reports to ensure that master agreement funds are used effectively.
Orders / § Purchasing Agent / The Orders reports focus on the items being ordered, the dollars being committed, and the suppliers being used. They help you understand how your money is being allocated. Most reports are used by Purchase Agents, who need a broad perspective on spending and ordering patterns.
Receiving / § Purchasing Agent / The Receiving reports list items that have been received, are scheduled to be received, have been rejected, or are overdue. They can also highlight items you may have forgotten to receive.
Requisition / § Approver
§ All PUI Specific Approvers
§ All Statewide Approvers
§ Contract Specialists
§ Master Agreement Manager
§ All DFS Auditors
§ Exception Handler
§ Invoice Manager
§ All Requesters
§ Analysis Authorized
§ Central Receiver
§ Inquirer
§ Purchasing Agent
§ Purchasing Office
§ Solicitation Enabled
§ System Administrator / Requisition reports allow you to monitor the status of your requisitions and see the types of items you are ordering.
Return on Investment (ROI) / § Purchasing Agent / Return On Investment (ROI) reports show the time and money you spend processing requisitions. They can show where your process is working well, and highlight areas where you might improve your process to maximize the benefits of using Ariba Buyer.
Last Updated on 06/08/04 Page 1 of 10