Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Background
The 2011 Legislature amended Section 215.985, F.S., making Department of Financial Services
(DFS) responsible for the development and maintenance of a contract reporting system. DFS
developed and began operation the Florida Accountability Contract Tracking System (FACTS)
in March 2012.
For FACTS a contract is written agreement between one or more parties with financial
consequences. One of the Contract Types classified in FACTS is:

PO – Purchase Orders – A buyer-generated document that authorizes a purchase
transaction. When accepted by the seller, it becomes a contract binding on both parties. A
purchase order sets forth the descriptions, quantities, prices, discounts, payment terms, date
of performance or shipment, and identifies a specific seller.
Functional Requirements
FACTS functional requirements based on the State’s standard contract information and
functionality required by State law and Chief Financial Officers’ (CFO) directions.
Project phases are:
a) Phase One - Development of the web-based application for submitting, maintaining,
editing, querying and presenting of contract information. (Completed)
b) Phase Two – Budget and Disbursements that ties contract data to FLAIR Disbursements
and General Appropriation. (Completed)
c) Phase Three – Compliance Reporting that provides new screens for reporting audit
findings related to the contract. (Completed)
d) Phase Four – Contract Images that links scanned procurement and contract documents to
each contract. (Completed)
e) Phase Five – Grant Agreements that provides new fields for reporting information that is
specific to grant agreements.
f) Phase Six – Purchase Order Information that that provides new fields for information
from the State’s procurement system.
This document addresses Phase Six – Providing new fields and functionality in FACTS for
recording and reporting information that is specific to purchase orders. Once operational, FACTS
will display all My Florida Market Place (MFMP) purchase orders and associated payments.
Document structure consists of a summary, data element listings with names, definitions,
formats, and comments followed by functional requirement notes and assumptions for the
specific areas of FACTS and MFMP.
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Summary
Representatives of Market View, MFMP and Department of Financial Services, Division of
Accounting and Auditing (DFS) staff through a series of meeting developed the following:
MFMP will provide DFS files of the following:
 Selected data for purchase orders issued in Fiscal Year 2013-2014 (Monday – Sunday)
for FACTS baseline until go-live.
 Selected data for purchase orders issued prior to Fiscal Year 2013-2014 but had payments
on the purchase order during the Fiscal Year 2013-2014 (Monday-Sunday) for FACTS
baseline until go-live.
 Selected data for payments made the previous day on previously issued purchase orders
in Fiscal Year 2013-2014 (Monday-Sunday) for FACTS baseline until go-live.
 Selected data for purchaser orders issued or modified during the previous seven calendar
days (week) on or after July 1, 2013 (Monday-Sunday),
 Selected data for purchase orders not previously include in files provided to DFS that had
payments on them on or after July 1, 2013 (Monday – Sunday),
 Selected data for payments processed in MFMP made the previous day on previously
issued purchase orders (Monday – Sunday).
 Selected data for payments processed in MFMP made the previous seven calendar days
(week) on previously issued purchase orders (Monday).
DFS will load the MFMP PO data into FACTS, overlaying any PO data previously provided, and
MFMP PO payment data, for searching, displaying and reporting purchase order information
similar to contract data for both the agencies and public users of FACTS.
Department of Management Services (DMS) intends to sunset MarketView for PO data once the
FACTS purchase order functionality goes live. DMS will make the decision when to cease
operations of MarketView.
Purchase orders are issued in MFMP as the result of a requisition being created and then fully
approved (data from the requisition is copied to the purchase order). Some of the fields
requested for the report are only stored on the requisition. Therefore, a number of fields are
obtained from a purchase order’s corresponding requisition. If a single requisition is used to
create multiple purchase orders, multiple records will be returned since purchase order number is
defined as part of the reporting criteria.
MFMP provides for the ability for customers to designate certain header level information on a
requisition. In addition, customers have the ability to designate multiple accounting codes within
one requisition line item. This functionality referred to as split accountings. This report includes
fields from the header, line item and split accounting of a requisition/purchase order.
Transactions with multiple line items will return multiple records with the same header level
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
information. Transactions with multiple split accountings will return multiple records with the
same header and line level information.
Purchase orders modified via the change order process but will maintain original purchase order
numbers. Data for this report obtained from active requisitions/purchase orders in one of the
following statuses: Ordering, Ordered, Receiving, Received, Canceling and Canceled. When an
order cancelled in MFMP, a new version of a requisition created with a status of Canceling and
then Canceled but the ordered date is not populated and line item information is stored in a
repository of “deleted line items.”
MFMP customers have the ability to create PO-based or contract-based invoices in MFMP.
When an invoice is submitted, it will generate an IR. Once an IR is fully approved, it will be
sent to FLAIR for disbursement unless it is marked as “Paid in FLAIR.” MFMP will only
provide data for IRs created for purchase orders that are not marked as paid in FLAIR.
MFMP provides for the ability for customers to designate certain header level information on an IR. In
addition, customers have the ability to designate multiple accounting codes within one IR line item.
This functionality is referred to as split accountings. This report includes fields from the header, line
item and split accounting of an IR. Transactions with multiple line items will return multiple records
with the same header level information. Transactions with multiple split accountings will return
multiple records with the same header and line level information.
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
MFMP Purchase Order Date File Elements
The following is the MFMP Purchase Order data file elements with names, definitions, formats and record (table) groupings needed to
meet FACTS operational and reporting needs.
FACTS Purchase Order Data Reports by PO
(Data loaded only to FACTS)
Data Element Name
Purchase Order Number
Definition
MyFloridaMarketPlace unique
system generated number
Length
50
Format
Required
/ Optional
Alphanumeric Required
Comments
Obtained from the requisition line
item level
Not every line is a new Purchase Order
PO Ordered Date
Date purchase order sent to
vendor.
8
MMDDYYYY
Optional
Obtained from the requisition header
level
Must be Valid Date
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
FACTS Purchase Order Data Reports by PO
(Data loaded only to FACTS)
Data Element Name
Status
Definition
Status of Purchase Order
Length
10
Format
Required
/ Optional
Alphanumeric Required
Comments
Obtained from the requisition header
level
Values:
Ordered,
Received,
Receiving,
Canceling
And Canceled
Canceling
Title
Agency entered title of the
purchase order.
128
Alphanumeric Required
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Obtained from the requisition header
level
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
FACTS Purchase Order Data Reports by PO
(Data loaded only to FACTS)
Data Element Name
FLAIR Contract ID
Definition
FLAIR Contract ID
Length
5
Format
Required
/ Optional
Alphanumeric Optional
Comments
Obtained from the requisition Split
Accounting Level
If provided, is valid in FACTS and FLAIR
Field is stored at the MFMP split
accounting field, multiple records
could be displayed if more than one
FLAIR Contract ID is specified for one
line item
PO Start Date
Beginning date of purchase
order
8
MMDDYYYY
Optional
Obtained from the requisition header
If provided, must be valid Date
PO End Date
Ending date of the purchase
order
8
MMDDYYYY
Optional
Obtained from the requisition header
If provided, must be valid Date
Requester OLO
Agency OLO
6
Alphanumeric Required
Obtained from the requisition header
Must be on FLAIR Title File
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
FACTS Purchase Order Data Reports by PO
(Data loaded only to FACTS)
Data Element Name
Vendor
Commodity Code
Definition
Length
Valid number on FLAIR's Vendor
Statewide File, including the
appropriate prefix and sequence
number.
13
Commodity/Service Code of item
ordered.
6
Format
Required
/ Optional
Alphanumeric Required
Comments
Obtained from supplier location on
the requisition line item
Must be on one of FLAIR’s Vendor
Files
Alphanumeric
Required
Obtained from the requisition line
item
Without description
Method of Procurement
Code
Method of Procurement Code
225
Alphanumeric Optional
Obtained from the requisition line
item
First two charters match Method of
Procurement code as it appears in
FACTS Code Validation Tables for valid
code and description values.
State Term Contract
Number
DMS’ State Term Contract
Number, if available
50
Alphanumeric Optional
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Obtained from the requisition line
item
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
FACTS Purchase Order Data Reports by PO
(Data loaded only to FACTS)
Data Element Name
Definition
Length
Agency Solicitation
Number
Agency’s solicitation number, if
available
50
Total PO Amount
Total of all Line Item Totals
Fiscal Year
State Fiscal Year Issued
13.2
4
Format
Required
/ Optional
Comments
Alphanumeric Optional
Obtained from the requisition line
item
Numeric
Required
Obtained from the requisition header
(YYYY)
Optional
Obtained from the requisition header
Last year indicator of the State fiscal
year
Line Item Number
MFMP Generated number
Line Item Description
Line Item Quantity
8
Alphanumeric Required
Obtained from the requisition line
item
Description of item ordered
2,000 Alphanumeric Required
Obtained from the requisition line
item
Quantity of item ordered
13.4
Obtained from the requisition line
item
Numeric
Required
Can be zero, positive and negative
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
FACTS Purchase Order Data Reports by PO
(Data loaded only to FACTS)
Data Element Name
Line Item Price Per Unit
Definition
Price per Unit/Qty of item
ordered
Length
13.4
Format
Numeric
Required
/ Optional
Required
Comments
Obtained from the requisition line
item
Can be zero, positive and negative
Total Line Item Amount
Quantity of item ordered X Price
per Unit/Qty of item ordered
13.2
Numeric
Required
Obtained from the requisition line
item
Can be zero, positive and negative
Split Line Number
MFMP Generated number
Split Accounting Amount
Amount charged to the FLAIR
29-digit Account Code
10
13.2
Alphanumeric Required
Obtained from the requisition split
accounting
Required
Obtained from the requisition split
accounting
Numeric
Can be zero, positive and negative
L1
FLAIR Account Code First
Component
2
Numeric
Optional
Obtained from the agency on the
requisition header
Has been validated with FLAIR
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
FACTS Purchase Order Data Reports by PO
(Data loaded only to FACTS)
Data Element Name
GAAFR
Definition
FLAIR Account Code Second
Component
Length
2
Format
Numeric
Required
/ Optional
Optional
Comments
Obtained from the requisition split
accounting
Has been validated with FLAIR
State Fund
FLAIR Account Code Third
Component
1
Numeric
Optional
Obtained from the requisition split
accounting
Has been validated with FLAIR
Fund Identifier
FLAIR Account Code Fourth
Component
6
Numeric
Optional
Obtained from the requisition split
accounting
Has been validated with FLAIR
Budget Entity
FLAIR Account Code Fifth
Component
8
Numeric
Optional
Obtained from the requisition split
accounting
Has been validated with FLAIR
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
FACTS Purchase Order Data Reports by PO
(Data loaded only to FACTS)
Data Element Name
IBI
Definition
FLAIR Account Code Sixth
Component
Length
2
Format
Numeric
Required
/ Optional
Optional
Comments
Obtained from the requisition split
accounting
Has been validated with FLAIR
Category
FLAIR Account Code Seventh
Component
6
Numeric
Optional
Obtained from the requisition split
accounting
Has been validated with FLAIR
Category Year
FLAIR Account Code Eighth
Component
2
Numeric
Optional
Obtained from the requisition split
accounting
Has been validated with FLAIR
CFI
FLAIR Account Code Ninth
Component
1
Numeric
Optional
Obtained from the requisition split
accounting
Has been validated with FLAIR
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
FACTS Purchase Order Data Reports by PO
(Data loaded only to FACTS)
Data Element Name
Organization Code
Definition
FLAIR Organization Code
Length
11
Format
Numeric
Required
/ Optional
Optional
Comments
Obtained from the requisition split
accounting
Has been validated with FLAIR
Organization Code
Description
FLAIR Organization Code
Description
48
Alphanumeric Optional
Obtained from the requisition split
accounting
Has been validated with FLAIR
Object Code
FLAIR Object Code
6
Numeric
Optional
Obtained from the requisition split
accounting
Has been validated with FLAIR
Object Code Description
FLAIR Object Code Description
48
Alphanumeric Optional
Obtained from the requisition split
accounting
Has been validated with FLAIR
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
FACTS Purchase Order Data Reports by PO
(Data loaded only to FACTS)
Data Element Name
PCard Indicator
Definition
Length
Purchase paid via State Purchase
Card
1
Format
Required
/ Optional
Alphanumeric Required
Comments
Obtained from the requisition line
item
Values:
“N” (if not paid with pcard) and
“Y” (if paid with pcard)
Data sorted in the following order: (1) OLO, (2) PO number, (3) Line Item Number and (4) Split Accounting Line Number
Assumptions
 File posted to the DFS folder (4300) on the Secure Reports website by 6:30AM daily (Monday – Sunday). Data provided in a





comma separated value (CSV) format within a zip file. DFS will retrieve and remove the file from the Secure Reports website
and process at 7:00AM daily.
MFMP system defects may impact the data contained in this or future files.
File excludes requisitions/purchase orders issued for the Legislature (MFMP PUI 1100) and Department of Legal Affairs
(MFMP PUI 4100).
File provides data for requisitions/purchase orders (including change orders) ordered July 1, 2013 or later (applies to orders in
an Ordering, Ordered, Receiving or Received status).
When a requisition is canceled, a new version of the requisition is created (but without an ordered date). Therefore, file
provides data for purchase orders in Canceling or Canceled status with associated requisitions created July 1, 2013 or later.
Not all fields included on this file are required in MFMP. Fields not populated by MFMP customers listed as blank.
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders

File provides details at the requisition/purchase order header, line item and split accounting level. Therefore, fields that appear
at the header level and line item level may be listed times.
FACTS Purchase Order Payment Data Report
(Data loaded only to FACTS)
Data Element Name
Agency OLO
Definition
FLAIR Agency OLO
Length
6
Format
Numeric
Required
/ Optional
Required
Comments
Obtained from the IR header
Must be on FLAIR Title File
Purchase Order Number
MyFloridaMarketPlace unique
system generated number
50
Alphanumeric
Required
Obtained from the purchase order
linked to the IR header
Not every line is a new Purchase
Order
Initial order number will be sent for
new versions
Version Numbers will not be used
Statewide Document
Number
FLAIR assigned Statewide
Document Number, including the
line number, for the payment
15
Alphanumeric
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Optional
Obtained from the IR split accounting
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
FACTS Purchase Order Payment Data Report
(Data loaded only to FACTS)
Data Element Name
Definition
Length
Format
Required
/ Optional
Comments
Agency Document
Number
Agency assigned Document
Number for the payment
11
Alphanumeric
Optional
Obtained from the IR split accounting
Vendor
Valid number on FLAIR's
Statewide Vendor File, including
the appropriate prefix and
sequence number
13
Alphanumeric
Required
Obtained from supplier location on
the IR header
FLAIR Contract ID, if available
6
FLAIR Contract ID
Must be on one of FLAIR’s Vendor
Files
Alphanumeric
Optional
Obtained from the IR split accounting
If provide, must be valid in FACTS and
FLAIR
L1
FLAIR Account Code First
Component
2
Numeric
Optional
Obtained from the agency on the IR
header
Has been validated with FLAIR
GAAFR
FLAIR Account Code Second
Component
2
Numeric
Optional
Obtained from the IR split accounting
Has been validated with FLAIR
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
FACTS Purchase Order Payment Data Report
(Data loaded only to FACTS)
Data Element Name
State Fund
Definition
FLAIR Account Code Third
Component
Length
1
Format
Numeric
Required
/ Optional
Optional
Comments
Obtained from the IR split accounting
Has been validated with FLAIR
Fund Identifier
FLAIR Account Code Fourth
Component
6
Numeric
Optional
Obtained from the IR split accounting
Has been validated with FLAIR
Budget Entity
FLAIR Account Code Fifth
Component
8
Numeric
Optional
Obtained from the IR split accounting
Has been validated with FLAIR
IBI
FLAIR Account Code Sixth
Component
2
Numeric
Optional
Obtained from the IR split accounting
Has been validated with FLAIR
Category
FLAIR Account Code Seventh
Component
6
Numeric
Optional
Obtained from the IR split accounting
Has been validated with FLAIR
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
FACTS Purchase Order Payment Data Report
(Data loaded only to FACTS)
Data Element Name
Category Year
Definition
FLAIR Account Code Eighth
Component
Length
2
Format
Numeric
Required
/ Optional
Optional
Comments
Obtained from the IR split accounting
Has been validated with FLAIR
CFI
FLAIR Account Code ninth
Component
1
Numeric
Optional
Obtained from the IR split accounting
Has been validated with FLAIR
Warrant Issue Date
Date warrant was issued
8
Paid Amount
Payment Amount
MFMP Paid Date
MMDDYYYY
Optional
Obtained from the IR split accounting
13.2 Numeric
Required
Obtained from the IR split accounting
Data MFMP used to indicate
payment
8
MMDDYYYY
Required
Obtained from the IR header
Invoice Number
Vendor or MFMP generated number
50
Alphanumeric
Optional
Obtained from the header of the
invoice that created the IR
Line Number
MFMP Generated number
8
Alphanumeric
Required
Obtained from the IR line item
Spit Accounting Number
MFMP Generated number
10
Alphanumeric
Required
Obtained from the IR split accounting
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Data sorted in the following order: (1) OLO , (2) Purchase Order Number, (3) Invoice Number, (4) IR Line Item Number, (5) IR Split Accounting
Number
Assumptions
 File posted to the DFS folder (4300) on the Secure Reports website by 6:30AM daily (Monday – Sunday). Data provided in a







comma separated value (CSV) format within a zip file. DFS will retrieve and remove the file from the Secure Reports website
and process at 7:00AM daily.
MFMP system defects may impact the data contained in this or future files.
File excludes IRs completed for the Legislature (MFMP PUI 1100) and Department of Legal Affairs (MFMP PUI 4100).
File provides data for IRs paid the previous day using the IR paid date and status of “Paid.”
File excludes IRs created from contract-based invoices or marked as paid in FLAIR.
Not all fields included on this file are required in MFMP. Fields not populated by MFMP customers will be blank.
File provides details at the IR header, line item and split accounting level. Therefore, data that appear at the header and line
item level may be listed multiple times in the file for the associated order.
This file not display data associated to disputed IR line items (these are marked as DNP or “do not process” internally within
MFMP).

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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
MFMP and FACTS Functional Requirement Notes and Assumptions

MFMP will provide DFS files of the following:
o Selected data for purchase orders issued in Fiscal Year 2013-2014 (Monday –
Sunday) for FACTS baseline until go-live.
o Selected data for purchase orders issued prior to Fiscal Year 2013-2014 but had
payments on the purchase order during the Fiscal Year 2013-2014 (Monday-Sunday)
for FACTS baseline until go-live.
o Selected data for payments made the previous day on previously issued purchase
orders in Fiscal Year 2013-2014 (Monday-Sunday) for FACTS baseline until go-live.
o Selected data for purchaser orders issued or modified during the previous seven
calendar days (week) on or after July 1, 2013 (Monday-Sunday),
o Selected data for purchase orders not previously include in files provided to DFS that
had payments on them on or after July 1, 2013 (Monday – Sunday),
o Selected data for payments processed in MFMP made the previous day on previously
issued purchase orders (Monday – Sunday).
o Selected data for payments processed in MFMP made the previous seven calendar
days (week) on previously issued purchase orders (Monday).


Purchase orders issued on weekends will be included in Monday night’s file
Files will provide order details at the line item and split accounting level. Therefore, fields
that appear at the header level will display multiple times in the file for the associated order.
Fields in the files are to be comma delimited (csv).
Files will be zipped before posting to the DFS FTP site established for MFMP reports by
6:30 each morning.
FACTS will use the credentials provided to access the files directly and retrieve the files at
7:00 am each morning.
PO file data sorted by OLO, then by PO number, then by line item number and then by split
accounting line number.
Payment file data sorted by OLO, then by PO number, then by Invoice Number, then by line
item number and then by split accounting line number.
Spit Accounting Line data is the lowest level of detail in the file and data in a row can repeat
in the next row until the Spit Accounting Line data changes.
Legislature and Department of Legal Affairs PO data is not to be included in the files.
FACTS will display POs issued July 1, 2013 and going forward in order to comply with
Section 215.985, F.S. requiring FACTS to maintain PO information for any payments made
after July 1, 2013.
Any invoice marked as “Paid in FLAIR” in MFMP will not be included in MFMP Payment
Data file.
Since FACTS receives its PO payment data from MFMP, any payments made directly in
FLAIR for MFMP purchase orders will not display in FACTS.
Any MFMP purchase order marked as “PCard Order” will display a message in FACTS on
the Payment tab that payment made by PCard.











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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders





FACTS go live schedule:
o Day 1 (Friday - August 30th) – DFS receives the MFMP files for date range July 1 –
August 30, and processes it,
o Day 2 (Monday – September 2nd) – DFS receives the first “PO add/updates” and
payment files and processes them,
o Day 3 (Tuesday – September 3rd) – DFS receives the second “PO add/updates” and
payment files and processes them and
o Day 4 (Wednesday – September 4th) DFS turns on the public view of FACTS
Purchase Orders.
All existing FACTS contract records marked, as “Purchase Order” in the Contract Type field
will have the “Do not publish this Contract on the FACTS public website” filed marked as
“Yes” systematically removing them from public view. However, Agency Users will still
have access to these records to update (i.e. Chang Contract Status, select another Contract
Type, make the contract viewable to the public)
Provide listings of the effected contracts to the affect agencies.
The FACTS Administrator will inactivate the Contract Type “Purchase Order”.
The FACTS Administrator will added the following historical MFMP method of
procurement codes to FACTS Method of Procurement table as inactive codes so FACTS can
display the codes in FATS
APR - Academic Program Review
ART - Artist
AUD - Auditing Services
CCN - Consultants' Competitive Negotiation Act
CCR - Capital Collateral Representative
EMG - Emergency Procurement
FAP - Family Placement
HPM - Health Services, Physical Mental
IGA - Contract w/ another Governmental Agency
ITB - Competitively Bid
ITN - Invitation to Negotiate
LAW - Federal or State Law prescribes with whom Department
must contract with
LEG - Legislative Branch (LEG, AG, PSC)
LES - Legal Services
MES - Medicaid Services pursuant to Section 287.012(3),F.S.
OSC - Office of State Courts Administrator
PRD - PRIDE
PRE - Prevention services by Non-profit org
REA - Rate of payment is established during the appropriation
process
RES - RESPECT
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
RFP - Request for Proposal
RFQ - Request For Quote
SAO - State Attorney's Office
SSA - Single Source Approval
STC - State Term Contract
UND - Under Bid Threshold
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
FACTS Purchase Order Data Elements
The following is the FACTS Purchase Order data elements with names, functions, formats and record (table) groupings needed to
meet State agency, public and State operational and reporting needs.
Purchase Order - Main Record
(One Record per Purchase Order)
None of this data is manually entered or sent to FLAIR.
Data Element
Agency Identifier
(OLO)
Definition
FLAIR Agency
Length
Format
6
Alphanumeric
Required /
Optional
Required
Comments
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Requester OLO
Validated with FLAIR Title File Data
Purchase Order
Number
MyFloridaMarketPlace
unique system generated
number
50
Alphanumeric
Required
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Purchase Order Number
FACTS will display only the most current version
of a PO.
If the PO Number is found in FACTS, it is
replaced with new PO information provided by
MFMP.
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Purchase Order - Main Record
(One Record per Purchase Order)
None of this data is manually entered or sent to FLAIR.
Data Element
Status
Definition
Status of Purchase Order
Length
Format
10
Alphanumeric
Required /
Optional
Required
Comments
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Status
Valid values:
Ordered,
Received,
Receiving,
Cancelling and
Canceled
Title
Agency entered title of the
purchase order.
128
Alphanumeric
Required
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Title
Total Purchase
Order Amount
Total of all Line Item Totals
13.2
Numeric
Required
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Total PO Amount
Can be zero, positive and negative
23 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Purchase Order - Main Record
(One Record per Purchase Order)
None of this data is manually entered or sent to FLAIR.
Data Element
Ordered Date
Definition
Length
Date purchase order sent to
vendor.
8
Format
MMDDYYYY
Required /
Optional
Optional
Comments
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: PO Ordered Date
(Optional due to Cancel and Canceling Status
POs)
Start Date
Beginning date of purchase
order
8
MMDDYYYY
Optional
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: PO Start Date
End Date
Ending date of the purchase
order
8
MMDDYYYY
Optional
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: PO End Date
Vendor Id
Valid number on FLAIR's
Vendor, including the
appropriate prefix and
sequence number
13
Alphanumeric
Required
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Vendor
24 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Purchase Order - Main Record
(One Record per Purchase Order)
None of this data is manually entered or sent to FLAIR.
Data Element
Vendor’s Name
Definition
Length
Format
Vendor’s name as it appears
in FLAIR’s vendor files.
60
Alphanumeric
Required /
Optional
System
Generated
Comments
Retrieve from FLAIR's Vendor files for external
vendors.
Not actually stored in the this table
Vendor’s Street
Address
Vendor’s address as it
appears in FLAIR’s vendor
files.
60
Alphanumeric
System
Generated
Retrieve from FLAIR's Vendor files for external
vendors.
Not actually stored in the this table
Vendor’s City
Vendor’s city as it appears in
FLAIR’s vendor files.
30
Alphanumeric
System
Generated
Retrieve from FLAIR's Vendor files for external
vendors.
Not actually stored in the this table
25 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Purchase Order - Main Record
(One Record per Purchase Order)
None of this data is manually entered or sent to FLAIR.
Data Element
Vendor’s State
Definition
Length
Format
Vendor’s state as it appears
in FLAIR’s vendor files.
2
Alphanumeric
Required /
Optional
System
Generated
Comments
Retrieve from FLAIR's Vendor files for external
vendors.
Not actually stored in the this table
Vendor’s ZIP-Code
Vendor’s ZIP-code as it
appears in FLAIR’s vendor
files.
10
Alphanumeric
System
Generated
Retrieve from FLAIR's Vendor files for external
vendors
Not actually stored in the this table
Vendor’s Country
Vendor’s country as it
appears in FLAIR’s vendor
files.
30
Alphanumeric
System
Generated
Retrieve from FLAIR's Vendor files for external
vendors.
Not actually stored in the this table
Not displayed to public
26 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Purchase Order - Main Record
(One Record per Purchase Order)
None of this data is manually entered or sent to FLAIR.
Data Element
Minority Vendor
Designation
Definition
This field identifies the
recipient or contractor’s
Minority Designation that
will provide services under
the contract
Length
Format
60
Alphanumeric
Required /
Optional
System
Generated
Comments
Retrieved from FLAIR's Vendor files using the
Vendor Id entered
Not actually stored in the this table
FACTS display the description not the code.
FACTS maintains Minority Vendor Code
descriptions
Fiscal Year
State Fiscal Year PO issued
4
(YYYY)
Optional
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Fiscal Year
Last year indicator of the State fiscal year
27 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Purchase Order - Main Record
(One Record per Purchase Order)
None of this data is manually entered or sent to FLAIR.
Data Element
P Card Order
Indicator
Definition
P Card Order Indicator
Length
Format
1
Alphanumeric
Required /
Optional
Required
Comments
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: PCard Indicator
Valid values :
N
Y
“Y” indicates that PO paid with the P Card and
will not have any Payment data.
Not displayed but used to trigger a Purchase
Card Payment message on the Payments Tab.
Payment Tab message: “Payment for this
purchase order was issued using the state of
Florida Purchasing Card and is therefore not
displayed.”
28 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Purchase Order Line - Deliverables Record
(Could be Many Records per Purchase Order)
None of this data manually entered or sent to FLAIR.
Data Element
Definition
Length
Format
Required /
Optional
Comments
Line Item Number
MFMP generated number.
8
Alphanumeric
Required
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Line Item Number
Commodity /
Service Code
Commodity/Service Code of
item ordered.
6
Alphanumeric
Required
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Commodity Code
Use the code to retrieve and display only the
description of the code from FACTS Commodity
– Service Code table.
Quantity Ordered
Quantity of item ordered.
13.4
Numeric
Required
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Line Item Quantity
Can be zero, positive and negative
Price per Unit/Qty
Price per Unit/Qty of item
ordered.
13.4
Numeric
Required
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Line Item Price Per Unit
Can be zero, positive and negative
29 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Purchase Order Line - Deliverables Record
(Could be Many Records per Purchase Order)
None of this data manually entered or sent to FLAIR.
Data Element
Line Item Total
Amount
Definition
Length
Quantity of item ordered
times Price per Unit/Qty of
item ordered.
13.2
Format
Numeric
Required /
Optional
Required
Comments
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Total Name: Line Item Amount
Can be zero, positive and negative
State Term
Contract Number
DMS’ State Term Contract
Number, if available
50
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: State Term Contract Number
Solicitation
Number
Agency’s solicitation
number, if available
50
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Agency Solicitation Number
Line Item
Description
Description of item
ordered.
2,000
Alphanumeric
Required
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Line Item Description
30 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Purchase Order Line - Deliverables Record
(Could be Many Records per Purchase Order)
None of this data manually entered or sent to FLAIR.
Data Element
Definition
Length
Format
Method of
Procurement Code
Method of Procurement
code as it appears in FACTS
Code Validation Tables for
valid code and description
values.
2
Alphanumeric
Required /
Optional
Optional
Comments
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Method of Procurement
Use first two characters only of possible 255
characters provided
Use the code to retrieve and display only the
description of the code from FACTS Method of
Procurement table.
If MFMP sends a “9 ….” code display FACTS
code “9A” description.
If MFMP sends a “W”….” code display FACTS
code “W2” code description.
31 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Purchase Order Line Split (Accounting) - Record
Data Element
(Could be Many Records per Purchase Order)
None of this data is manually entered or sent to FLAIR.
Required /
Definition
Length
Format
Optional
Comments
Split Accounting
Line Number
Spilt Accounting Line
Number
10
Alphanumeric
Required
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Split Accounting Line Number
Contract ID
FLAID Contract ID
6
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: FLAIR Contract ID
L1
FLAIR Level One of
Operational Level
Organization Code
2
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: L1
GAAFR
FLAIR GAAFR Code
2
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: GAAFR
State Fund
FLAIR State Fund Code
1
Alphanumeric
Optional
From MFMP produced PO file
(MFMP_Purchase_Order_Data_DFS)
Column Name: State Fund
Fund Identifier
FLAIR Fund identifier Code
6
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Fund Identifier
32 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Purchase Order Line Split (Accounting) - Record
Data Element
Budget Entity
(Could be Many Records per Purchase Order)
None of this data is manually entered or sent to FLAIR.
Required /
Definition
Length
Format
Comments
Optional
FLAIR Budget Entity Code
8
From MFMP file
Alphanumeric
Optional
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Budget Entity
IBI
FLAIR IBI code
2
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: IBI
Category
FLAIR Category code
6
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Category
Category Year
FLAIR Category Year
2
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Category Year
CFI
FLAIR Certified Forward
Indicator
1
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: CFI
Organization Code
FLAIR Organization Code
11
Numeric
Optional
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Names: Organization Code
33 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Purchase Order Line Split (Accounting) - Record
Data Element
Organization Code
Description
(Could be Many Records per Purchase Order)
None of this data is manually entered or sent to FLAIR.
Required /
Definition
Length
Format
Comments
Optional
FLAIR Organization Code
38
Alphanumeric
From MFMP file
Optional
Description
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Names: Organization Code Description
Object Code
FLAIR Object Code
6
Numeric
Optional
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Names: Object Code
Object Code
Description
FLAIR Object Code
Description
38
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Names: Object Code Description
Split Amount
Amount for the FLAIR 29digit Account Code.
Numeric
Required
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Split Accounting Amount
Fiscal Year
Calculated Budget Fiscal
Year from MFMP Fiscal Year
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Data_DFS.cvs.gz
Column Name: Fiscal Year
13.2
(YYYY –
YYYY)
Last year indicator of the State fiscal year; need
to generate the first year indicator.
34 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Purchase Order Payment - Record
(Could be Many Records per Purchase Order)
None of this date manually entered or sent to FLAIR.
Data Element
Definition
Length
Format
Required /
Optional
Comments
Agency OLO
Agency OLO
6
Alphanumeric
Required
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column Names: Agency OLO
Purchase Order
Number
MFMP Purchase Order
Number
25
Alphanumeric
Required
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column Names: Purchase Order Number
Statewide Document
Number (SWDN)
FALIR Statewide
Document Number for
the payment
11
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column Names: Statewide Document Number
35 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Purchase Order Payment - Record
(Could be Many Records per Purchase Order)
None of this date manually entered or sent to FLAIR.
Data Element
Required /
Optional
Definition
Length
Format
Agency Document
Number
Agency Document
Number for the payment
11
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column Names: Agency Document Number
Vendor ID
Vendor ID
13
Alphanumeric
Required
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column name: Vendor
Vendor Name
Vendor name
31
Alphanumeric
Required
Retrieve from FLAIR's Vendor file data.
Payment Amount
(Pos/Neg, with
leading sign and
decimal plus 2)
Payment Amount
Numeric
Required
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column name: Paid Amount
13.2
36 of 53
Comments
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Purchase Order Payment - Record
(Could be Many Records per Purchase Order)
None of this date manually entered or sent to FLAIR.
Data Element
Contract ID
Definition
FLAIR Contract ID
Required /
Optional
Length
Format
5
Alphanumeric
Optional
Comments
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column name: FLAIR Contract ID
Not displayed to the public
L1
FLAIR Level One of
Operational Level
Organization Code
2
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column names: L1
Has been validated with FLAIR
GAAFR
FLAIR GAAFR Code
2
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column names: GAAFR
Has been validated with FLAIR
37 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Purchase Order Payment - Record
(Could be Many Records per Purchase Order)
None of this date manually entered or sent to FLAIR.
Data Element
State Fund
Definition
FLAIR State Fund Code
Required /
Optional
Length
Format
1
Alphanumeric
Optional
Comments
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column names: State Fund
Has been validated with FLAIR
Fund Identifier
FLAIR Fund identifier
Code
6
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column names: Fund Identifier
Has been validated with FLAIR
Budget Entity
FLAIR Budget Entity
Code
8
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column names: Budget Entity
Has been validated with FLAIR
38 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Purchase Order Payment - Record
(Could be Many Records per Purchase Order)
None of this date manually entered or sent to FLAIR.
Data Element
IBI
Definition
FLAIR IBI code
Required /
Optional
Length
Format
2
Alphanumeric
Optional
Comments
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column names: IBI
Has been validated with FLAIR
Category
FLAIR Category code
6
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column names: Category
Has been validated with FLAIR
Category Year
FLAIR Category Year
2
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column names: Category Year
Has been validated with FLAIR
39 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Purchase Order Payment - Record
(Could be Many Records per Purchase Order)
None of this date manually entered or sent to FLAIR.
Data Element
CFI
Required /
Optional
Definition
Length
Format
FLAIR Certified Forward
Indicator
1
Alphanumeric
Optional
Comments
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column names: CFI
Has been validated with FLAIR
Warrant Issue Date
(MM/DD/YYYY)
FALIR Voucher Date
8
MMDDYYYY
Optional
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column name: Warrant Issue Date
Fiscal Year
(YY-YY)
Payment fiscal year
5
Alphanumeric
Optional
Calculate by FACTS base on the Warrant Date and
CFI indicator in the FLAIR Account Code.
If CFI = “C”, Fiscal Year is prior fiscal year.
MFMP Paid Date
MFMP recorded
payment date
8
MMDDYYYY
Required
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column name: MFMP Paid Date
Invoice Number
MFMP invoice number
50
Alphanumeric
Optional
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column name: Invoice Number
40 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Purchase Order Payment - Record
(Could be Many Records per Purchase Order)
None of this date manually entered or sent to FLAIR.
Data Element
Definition
Length
Format
Required /
Optional
Comments
Payment Line
Number
MFMP payment line
number
8
Alphanumeric
Required
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column name: Line Item Number
Payment Spit
Accounting Number
MFMP split accounting
number
10
Alphanumeric
Required
From MFMP file
MFMP_Purchase_Order_Invoice_Data_DFS.csv.gz
Column name: Split Accounting Number
41 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Additional FACTS Functional Requirement Notes and Assumptions
Security
Purchase Order data is display only. Security must be so that only authorized
MFMP users (MFMP system) add or modify data via secured file transfers.
However, there will be system wide inquiry access provided. In addition, the
security must provide a means of identifying the user by entity and name. In
addition, FACTS must prevent the public from seeing the following data fields:
a.
Vendor’s ID
b. MFMP Paid Date
c.
FLAIR Contract ID - on Payments tab
Data Exchanges
MFMP
MFMP will provide:
a. Test Load of Purchase Order Header and Detail Records
(PO Level, Line Level, Split Accounting Level)
b. Test Load of Purchase Order Payment Records
c. Initial Load of Purchase Order Header and Detail Records
d. Initial Load of Purchase Order Payment Records
e. Daily File of New and Modified Purchase Order Header
and Detail Records
f. Daily File of Purchase Order Payment Records
Refer to MFMP Functional Requirement Notes and Assumptions above for
details.
FACTS
MFMP will provide a FTP mechanism for FACTS to retrieve data,
including error handling.
Refer to MFMP Functional Requirement Notes and Assumptions above for
details.
FLAIR
FACTS will provide appropriate timely data interface, including error
handling, to and from FLAIR files for the data indicated as retrieved or
validated using FLAIR data.
FACTS Code Changes
The existing Contract Type “Purchase Order” needs to be removed /
inactivated”.
42 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
On-Line Data Querying
a. FACTS must provide initially ad-hock querying, display, exporting, and
printing of data similar to that available for contracts in FACTS by modifying
existing FACTS search and result web pages (Main and Advanced).
ii. Main Search web page;
1. Main search will search both the FACTS contract and purchase
order databases using the search criteria entered on the page and
display all records from each database matching the search criteria,
except as otherwise indicated.
2. If the “Show Contracts only” radio button is checked, a check box
labeled "Show Contracts with published audits only' appears and if
checked search only contract database with published audits..
3. Add the ability to search using a MFMP Purchase Order Number;
when the MFMP Purchase Order Number entered on the page
search only the purchase order database.
4. Add a “Show Purchase Orders only” check box; if checked search
only the purchase order database.
5. The following page labels are to be relabeled:
o “Search Contracts” label is to be relabeled “Search”
o “Advanced Contract Search” is to be relabeled “Advanced
Search”
o “Contract Dollar Value” is to be relabeled “Dollar Value”
o “Beginning and/or Ending Dates of Contract” is to be
relabeled “Beginning and/or Ending Dates”
o “Search Contracts” button is to relabeled to “Search”
6. Message on the page is to read, “To search for contract or purchase
order information please enters at least one search criteria in the
fields below. If you would like to see details for all agencies or all
commodity groups, please provide additional criteria in any of the
remaining fields.”
iii. Main Results web page;
1. Result data are displayed in tabular and line form (all columns
must be sort-able, except for "Commodity / Service Type" and
"View Audits" results must be downloadable in Excel accessible
file format and provide at least one hyperlink to the contract’s
Contract Information page or purchase order’s Purchase Order
Information page ).
2. Remove “Contract Short Title” from the results display.
3. “Agency Name” becomes the 1st column of the results display.
4. Rename “Contract Type” to “Type” and make this as the 2nd
column of the results display.
43 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
5. “Agency Assigned Contract ID” becomes the 3rd column on results
display; column values will be hyperlinked to the “Contract
Details” page.
6. Add a new column “PO Number” as the 4th column of the results
display; column values will be hyperlinked to the “PO Details”
page.
7. “Vendor Name” becomes the 5th column of the results display.
8. Rename “Contract Total Amount” to “Total Amount” and it
becomes the 6th column of the results display.
9. “Commodity/Service Type” becomes the 7th column of the results
display.
10. “View Audits” becomes the 8th column of the results display
respectively on the results display.
iv. Main Search web page messages
1. The “No contracts were found for the search criteria" message
needs to read, “No records were found for the search criteria.
Please refine your search”
2. Place the following message on the Search Results “Search results
may display a amount more than once. Agencies may be recording
contracted amounts on a Contract or on a Purchase Order or on
both in FACTS.”
v. Advanced Search web page:
1. Advanced search will search both the FACTS contract and
purchase order databases using the search criteria entered on the
page and display all records from each database matching the
search criteria, except as otherwise indicated.
2. If the “Show Contracts only” radio button is checked, a check box
labeled "Show Contracts with published audits only' appears and if
checked search only contract database with published audits.
3. Add a “Show Purchase Orders only” check box; if checked search
only the purchase order database.
4. Add a “Purchase Order Specific Search Parameters” section on
Advance Search web page with the following parameters (Create
visual separation for the PO specific search parameters and
Contract specific search parameters by adding a box around them
or something to help distinguish the two.);
a. Ability to select one or more “Purchase Order Status”,
b. Ability to enter a “MFMP Purchase Order Number”,
c. Ability to enter a “Order Date” range,
5. Add a “Contract Specific Search Parameters” section on Advanced
Search web page with the following parameters (Create visual
44 of 53
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
separation for the PO specific search parameters and Contract
specific search parameters by adding a box around them or
something to help distinguish the two.);
a. Ability to enter an ‘Agency Assigned Contract ID”,
b. Ability to enter a “FLAIR Contract ID”,
c. Ability to select one or more “Contract Status”
d. Ability to select one a “Contract Type”,
e. Ability to select whether the contract contains
“Administrative Costs”,
f. Ability to select whether the contract contains “Periodic
Increase”
6. The following page labels are to be relabeled:
a. “Advanced Contract Search” is to be relabeled “Advanced
Search”
b. “Basic Contract Search” is to be relabeled “Basic Search”
c. “Contract Dollar Value” is to be relabeled “Dollar Value”
d. “Contract Execution Fiscal Year” is to be relabeled “Fiscal
Year”
e. “Beginning and/or Ending Dates of Contract” is to be
relabeled “Beginning and/or Ending Dates”
f. “Search Contracts” button is to relabeled to “Search”
7. Add a Check Box labeled “Include Inactive” next to the Method of
Payment selection drop-down. If checked, the drop-down will
include inactive as well as active codes for selection.
vi. Advanced Search Results web page;
1. Display data in tabular and line form (all columns must be sortable, results must be downloadable in Excel accessible file format
and provide at least one hyperlink to the purchase order’s Purchase
Order Information page ).
2. Remove the following columns from the Advance Search Results:
a. “General Information”
b. “Exempt Explanation”
c. “Statutory Authority”
d. “Admin Percentage”
3. “Agency Name” becomes the 1st column on the result page.
4. Rename “Contract Type” to “Type” and make it the 2nd column on
results display.
5. “Agency Assigned Contract ID” becomes the 3rd column on the
result page; column values will be hyperlinked to the “Contract
Details” page.
6. Add a new column “PO Number” as the 4th column of the results
page; column values will be hyperlinked to the “PO Details” page.
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
7. “Vendor Name” becomes the 5th column on the results page.
8. Rename “Contract Total Amount” to “Total Amount” and it
becomes the 6th column of the results page.
9. “Commodity/Service Type description” becomes the 7th column on
the result page.
10. “View Audits’ becomes the 8th column on the result page.
11. Add “PO Title/Long Title” as the 9th column on the result page;
PO Title is from the purchase order database and Long Title is
from the contracts database.
12. “Contract Short Title” becomes 10th column on the results page.
13. Add “FLAIR Contract ID” the 11th column on the results page.
14. “Execution Date” becomes the 12th column on the result page.
15. “PO Order Date becomes the 13th column on the results page.
16. “Beginning Date” becomes the 14th column on the result page.
17. “Ending Date” becomes the 15th column on the result page.
18. “Status” becomes the 16th column on the result page.
19. “Method of Procurement” becomes the 17th column on the results
page.
20. “State Term ID” becomes the 18th column on the results page.
21. “Agency Service Area” becomes the 19th column on the result
page.
22. “Advance Payment” becomes the 20th column on the results page.
23. “Recipient Type” becomes the 21th column on the results page.
24. “Agency Reference Number” becomes the 22st column on the
results page.
25. Add “CFDA” as the 23nd column on the results page; display
‘Multiple” if multiple records are found.
26. Add “CSFA” as the 24rd column on the results page; display
‘Multiple” if multiple records are found.
27. “Admin Costs?” becomes the 25th column on the results page;
display “Yes” and “No” values.
vii. Advanced Search web page messages
1. The “No contracts were found for the search criteria" message
needs to read “No records were found for the search criteria"
2. Search results may display a contract amount more than
once. Agencies may be recording contracted amounts on a
Contract, on a Purchase Order, or on both in FACTS.
a. FACTS must provide querying assistance such as
Commodity/Service Type download, as well as drop down
pick lists for available data values similar to that available
for contracts in FACTS.
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
b. FACTS must provide access to PO data for querying,
displaying and printing for a minimum of ten years
(Purchase Order Data History). Data retention, starting
with initial data loading, will be ten continuous years. Data
exceeding the ten years limit must be archived from
production but readily available for analysis.
Data Display
FACTS must display the purchase order data in similar format as currently displayed for
contracts in FACTS using a Purchase Order Information page containing:
a. “Summary” section containing:
viii. Agency Name
ix. Purchase Order Title
x. Total Purchase Order Amount
xi. Total Payments to date
xii. Purchase Order Number
xiii. Vendor Name
xiv. Total Budgetary Amount
xv. Order Date
b. “Details” tab containing:
“Main Information” section containing:
1. Purchase Order Number
2. Purchase Order Status
3. Order Date
4. Purchase Order Beginning Date
5. Purchase Order Ending Date
6. Purchase Order Fiscal Year
7. Purchase Order Title
ii. “Vendor” section containing:
1. Vendor Name
2. Address (City, State, Zip)
3. Minority Vendor Designation
iii. “Budget” section containing:
1. Total Purchase Order Amount
2. Total Budgetary Amount (Sum of PO’s budgetary amounts)
3. Budgetary details displayed in tabular and line form containing
(details must be downloadable in Excel accessible file format):
a. Budgetary Amount
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
b. (FLAIR 29-digit) Account Code
c. Fiscal Year (indicator)
c.
“Deliverables” tab displaying data in tabular and line form containing (specified
columns must be sort-able and details must be downloadable in Excel accessible
file format) containing:
i. Summary table containing:
1. Line Item Number
2. Commodity/Service Type (Sort-able)
3. State Contract Term ID (Sort-able)
4. Agency Solicitation Number (Sort-able)
5. Quantity
6. Unit Price
7. Total Unit Price
ii. Line Item Number Expansion table displaying;
1. Line Item Description (Complete Description); there must be a
blank line between Line Item Description last text line and
“Method of Procurement’ title.
2. Method of Procurement
3. Line (Accounting) Split Details
a. Split (Accounting) Line Number
b. FLAIR Contract ID; value hyperlinked to the “Contract
Details” page
c. Org. Code and Description
d. Object Code and Description
e. FLAIR’s 29-digit Account Code
f. Split Amount
d. “Payments” tab containing:
i. Summary table containing:
1. Fiscal Year
2. Total Amount
ii. Expansion table displaying data in tabular and line form (details must be
downloadable in Excel accessible file format) containing:
1. Statewide Document Number
2. Agency Document Number
3. Vendor Name
4. Invoice Number
5. Line Number
6. Split (Accounting) Number
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
7. Amount
8. Divided FLAIR 29-digit Account Code
9. Date
iii. Display the following message on both the Contract and PO Payment tabs;
“An agency may have recorded payments associated with a contract on
both a Contract and a Purchase Orders in FACTS.”
iv. If a purchase order has a paid by Purchase Card flag, display this message
on the Payment tab “Payment for this purchase order was issued using the
state of Florida Purchasing Card and is therefore not displayed.”
Missing Vendor or Commodity/Service Type Codes
Because of potential timing issues between MFMP, Statewide Vendor File and FLAIR
some of the vendor and/or commodity/services type descriptive data cannot be displayed
in FACTS. Implement the following mediating procedures in FACTS so that any missing
data is not displayed to the public until the reconciliation is complete.
a. A flag will added at the PO level in FACTS to identify if the PO record is
complete and all matches (vendor id and commodity code) are found.
b. FACTS will process the record as designed (and associate an payments or
changes received from MFMP) but will set this flag to false if a vendor ID match
(PO Level) OR commodity code match (PO line level) is NOT found.
c. FACTS Main/Advanced Search will NOT display POs that have the flag set to
false.
d. The daily PO batch procedures (after processing the MFMP files) will
automatically try to reconcile all POs that have the flag set to false. If the
previously unmatched data (vendor ID or Commodity) is found in FACTS, it will
flip the flag to true and display on the website.
e. A separate Admin report added to FACTS Administrator webpage listing all POs
that have the flag set to false, for monitoring, to assist with any follow-up actions
needed.
Existing Purchase Orders
a. All existing FACTS contract records marked, as “Purchase Order” in the Contract
Type field will have the “Do not publish this Contract on the FACTS public
website” filed marked as “Yes” systematically removing them from public view.
However, Agency Users will still have access to these records to update (i.e.
Chang Contract Status, select another Contract Type, make the contract viewable
to the public)
b. Provide listings of the effected contracts to the affect agencies.
c. The FACTS Administrator will inactivate the Contract Type “Purchase Order”.
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
FACTS Administrator Monitoring Reports
Create an FACTS Admin report to monitor if any of these fields come over Blank
from MFMP:

From the PO Report
a. Org Code
b. Org Description
c. Object Code
d. Object Code Description
e. FLAIR accounting fields
f. Method of Procurement
g. Vendor or Commodity/Service Type

From the Payment Data Report
h. Statewide Document Number
i. FLAIR accounting fields
FACTS Agency Monitoring Report
Create an agency report to monitor if any Methods of Procurement codes are
blank. We understand that is an editable field in MFMP and if blank, the agencies
can go into MFMP and update this field.
Notes and Assumptions
1. Written agreements with two signatures and payment(s) from the State Treasury
are contracts recorded in FACTS. If attached to a purchase order, it is in FACTS
as a purchase order as well.
2. FACTS will display budgets for purchase orders.
3. FACTS will display blank fields for optional fields not populated in MFMP.
4. FACTS will match MFMP Field lengths.
5. FACTS will display any special characters entered in MFMP.
6. FACTS will not maintain a log of purchase order changes.
7. MFMP is the system of record for purchase orders.
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Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Document revision control:
Name
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBose
Bill DuBpse
Bill DuBose
Bill Dubose
Bill DuBose
Action
Initial Draft
Updated because for 3/25/13 Meeting with
MFMP.
Updated for 4/16/13 Telephone Meeting with
MFMP.
Updated based on 5/9/13 communications with
MFMP.
Update because for 6/7/13 Meeting with
MFMP.
Update because for 7/3/13, 7/5/13 and 7/8/13
DFS, MFMP and Agency Meetings.
Update for Danielle Kosberg and Christina
Smith’s 7/10/13 Review.
Change Object Code and Organization Code
descriptions field sizes.
Update Data table structure changes and
addition of MFMP Paid Date and PO Date.
Update for missing Vendor and
Commodity/Service Type descriptive data
procedures.
Update for existing purchase orders
Updated for approved message Search Result
and Payment Tab, including if the PO paid by
Pcard.
Updated to change CFI from Required to
Optional
Updated to change Order Date to Optional
because PO Canceled and Canceling status.
Updated for addition of vendor invoice number,
IR line number and IR Split Accounting Line
Number to MFMP Purchase Order Payment files
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Date
3/18/13
3/26/13
4/17/13
5/10/13
6/14/13
7/913
7/10/13
8/5/13
8/12/13
8/19/13
8/21/13
8/22/13
8/23/13
9/11/13
10/3/13
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Bill DuBose
Update for the addition of MFMP historical
method of procurement codes to FACTS
method of procurement table so they can be
displayed in FACTS, Updates for the Payment
Details Page to include left to right scroll and
renaming label “Split Accounting Line #” to
“Split Line #”, modified logic for calculating
the Fiscal year display to include MFMP Paid
date if Warrant Date is missing from MFPM
data, added requirement that MFMP MOP code
of 9 be displayed in FACTS with FACTS MOP
Description for MOP Code 9A, Changed the
following fields to Optional in FACTS
PO Report
Method of Procurement Code
Fiscal Year
Org Code
Org Description
Object Code
Object Code Description
FLAIR accounting fields
Payment Data Report
Statewide Document Number
Agency Document Number
MFMP Invoice Number
Warrant Issue Date
FLAIR accounting fields
And added requirements for FACTS Admin
report to monitor if any of these fields come
over Blank from MFMP:
From the PO Report
Org Code
Org Description
Object Code
Object Code Description
FLAIR accounting fields
From the Payment Data Report
Statewide Document Number
FLAIR accounting fields
and an agency report to monitor if any MOPs
are blank.
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10/24/13
Department of Financial Services
Functional Requirements for FACTS
Phase Six
Purchase Orders
Bill DuBose
Update Method of Payment comments to
include; If MFMP sends a “9”….” code display
FACTS code “9” code description. If MFMP
sends a “W”….” code display FACTS code
“W2” code description.
Bill DuBose
Added “Include Inactive” check box for MOP
10/30/13
codes.
11/8/13
Added “PO Order Date becomes the 13th
column on the advance results page and added
Purchase Order Fiscal Year to “Detail” “Main
Information” section
Bill Dubose
Bill DuBose
Remove Vendor Line 2 from requirements
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10/28/13
11/13/13