1

Overview

MFMP Integration

Searching for Purchase Orders in FACTS

PO Data Elements in FACTS

Resources

Q&A
2
3



In 2011 the Legislature amended Section 215.985, F.S.,
making DFS responsible for the development and
maintenance of a contract reporting system.
In March 2012 Florida Accountability Contract Tracking
System (FACTS) came online.
FACTS Project Phases:






Phase
Phase
Phase
Phase
Phase
Phase
1
2
3
4
5
6
–
–
–
–
–
–
Web-based application for Contracts (Complete)
Budget and Disbursements (Complete)
Compliance/Audit Reporting (Complete)
Contract Images (Planning Phase)
Grant Agreements (Design Phase)
Purchase Order Information (Testing Phase)
4
Purchase Order (PO) - 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.
All agreements meeting the Purchase Order definition and criteria
below will be recorded in FACTS.
◦ Any POs issued on or after July 1, 2013
◦ Any POs issued prior to July 1, 2013 where payment is made
after July 1, 2013.
Agencies using MyFloridaMarketPlace (MFMP) - No manual input
will be needed in FACTS
5
6
FACTS will receive three files nightly from MFMP:
1. Purchase Order Data File for POs issued after July 1 2013
– this report will contain the key fields for any of the
previous day issued or updated POs.
2. Purchase Order Data File for POs issued before July 1
2013 - this report will contain data for POs issued prior
to July 1, 2013 with payments issued after July 1, 2013.
3. Purchase Order Payment Data File– this report will contain
key fields for PO payments issued (directly initiated
through MFMP) after July 1, 2013.
7
8
Use the Main Search fields to search for POs from
the FACTS Main Search page
Radio buttons
help refine your
search for
purchase orders
9
Search for common elements across both Contracts
and POs with the FACTS Advanced Search
10
Search by additional PO or Contract elements
with the Advanced Search
Enter in the PO
prefix just as you do
in MFMP.
(“PO”, “A” or “DO”)
11
Main and Advanced Search results hyperlink to
the PO details and include:




Number of Purchase Orders Found
Ability to sort by any underlined column title
Ability to “Download Results” for PO data in excel
Access to Purchase Order details by either clicking
on the PO Number or Commodity/Service Type
Click the link to
access PO Details
12
FACTS displays PO
data in a format
similar to FACTS
Contracts
•
•
•
•
•
Summary
Details Tab
Deliverables Tab
Payments Tab
Budget Info
13
The PO Budget Information displays a roll-up of
the PO line (split accounting) amounts by Fiscal
Year and 29-digit account codes.
Click to download
budget details
14
View the PO Line Item details
on the Deliverables tab
Click to expand or
collapse details
View Split
Accounting Details
15
The Payments tab displays payment information
processed through MFMP.
FACTS displays Payments at
the MFMP split accounting
level.
16
FACTS Project website:
http://www.myfloridacfo.com/Division/AA/FACTS
Reporting/default.htm
Email:
FACTS.Info@myfloridacfo.com
17