MyFloridaMarketPlace
MyFloridaMarketPlace Glossary Terms
Ad-Hoc – A custom report that is the result of a data analysis that you complete within the
MyFloridaMarketPlace Analysis tool.
Agency - Any of the various state offices, departments, boards, commissions, divisions, bureaus, and
councils and any other unit of organization, however designated, of the executive branch of state
government. “Agency” does not include the university and college boards of trustees or the state
universities or colleges.
Amount Based Volume Discount - This is a type of tiered pricing, in which the agreement will obtain a
discount percent based on the amount of money spent.
Approval authority – The responsibility to approve a request or to review other user's actions in the
system. If you have to delegate your approval authority, the user selected has the ability to approve
requests in your Approve Requests queue, create receipt reports for orders listed in your Select Order
queue, and process invoice reconciliations listed in your Reconcile Invoices queue.
Approvable - Electronic document that requires approval from designated personnel called an
Approver in the MyFloridaMarketPlace system before further action can be taken. Approvables types
include the following: purchase requisitions, user profile change requests, master agreements and
invoice reconciliations.
Approval flow - Approval flows specify which individual(s) reviews an action or request prior to its
acceptance in MyFloridaMarketPlace. Users can view their approval flow in the system. Icons for each
approver indicate whether the approval is pending, active, approved or denied. The system
automatically assigns the correct approvers, based on information in your profile and the items being
purchased.
Approver - A system group given to personnel who has authority to approve an Approvable before it
moves through the process. In many cases, a set of approvers with different levels of approval
authority are required to approve a request, as indicated in the approval flow.
Ariba Sourcing - The web-based application that manages formal procurement processes in
MyFloridaMarketPlace.
Available Balance - The current fund cash, release, organization cash and allotment balances
available by an organization.
Bid - A quotation specifically given to a prospective purchaser upon request. Bids may be informal
(eQuote) or formal (solicitation).
Bill To Address - The Bill To Address is the address in which invoices for goods and services must be
sent.
Blanket Purchase Order - Long-term commitment to a vendor for material against which short-term
releases/purchase orders will be generated to satisfy requirements.
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MyFloridaMarketPlace
Browse – The act of looking for an item by drilling down on a category or sub-category in the catalog
using links.
Buyer - A term used to identify anyone who requisitions or processes a purchase order for goods and
services through the system (e.g. system user).
Catalog - Organized descriptive list of goods or services on Statewide Term Contract made available to
potential buyers. A catalog usually includes descriptive information or illustrations and contains items
from a variety of vendors, merged together.
Central Receiver - The user(s) identified to receive goods shipped to an agency’s central receiving
address.
Certified Minority - Certified minority is a vendor which has met the State of Florida’s definition of a
minority vendor and has been certified as such by the Office of Supplier Diversity (OSD).
Change Order - Order created when changes are made to a previously ordered requisition (e.g. order
has been sent to the vendor). Once the changes to the purchase order are approved, the “change
order” is transmitted to the vendor.
Checkout - If you are familiar with how to create and submit purchase requisitions, use the Checkout
screen to create and submit a requisition in one step. Otherwise, complete each step listed in the
Navigation Panel and then use the Checkout screen to review and add comments before you submit
the requisition for approval.
Commands - The commands are located on the MyFloridaMarketPlace application Home Page. They
provide links to key functional areas of the web site.
Commodity - An item of physical property as opposed to a service.
Commodity code - A system of words and/or numbers designed to identify and list commodities or
services by classes or sub-classes.
Dashboard – Your personalized homepage within the MyFloridaMarketPlace data Analysis tool.
Delay Purchase Until (previously Hold Until) - A date in which a created requisition has been withheld
for the funds encumbrance and purchase order creation.
Delegatee - User who has been delegated approval authority by another user. The delegation of
authority requires approval as determined by business rules. Only one delegate can be chosen in the
User Profile section at a time.
Delegator - User who has delegated approval authority to another user in the User Profile. The
delegation of authority requires approval as determined by business rules.
Desktop Receiving - Receiving process for purchases in which the original requester directly enters
the receipt.
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MyFloridaMarketPlace
Direct Order - Purchase orders that are automatically generated in Ariba Buyer when a requisition is
fully approved. Direct orders are then sent directly to relevant suppliers by fax or email.
eCommerce - The term eCommerce stands for electronic commerce and denotes the exchange of
goods and/or services over the Internet.
eForm - An electronic form. There are many electronic forms available in the system. The roles listed
in a user’s profile will determine which electronic forms are listed for use.
Encumbrance - Reserving funds for a particular procurement transaction. An encumbrance
represents financial commitment to a vendor from the State.
eProcurement - Applies consumer-friendly eCommerce technology to simplify and streamline the
purchasing process; integrates customer and vendor business processes.
eQuote - Electronic quotation for goods and/or services submitted to one or more vendors. Vendors
respond electronically with specifications regarding goods they are able to supply along with price of
these goods.
Evergreen – Perpetual contracts. These contracts do not have an expiration date.
Exception - The act of excepting or the condition of being excepted; exclusion.
Groups - A collection of permissions that apply to a set of users within an organization. Groups have
permissions which control the level of access a user can have to system functions, notifications or
operations.
Hold Until Date (Now called Delay Purchase Until) – A date in which a created requisition has been
withheld for the funds encumbrance and purchase order creation.
Invoice - A detailed list of goods shipped or services rendered, with an account of all costs; an itemized
bill.
Launch - To launch a RFX is to make a draft RFX active. Launching is the last action taken on a draft
RFX.
Line Item – A line item is one item on an order, regardless of quantity.
Log Out Warning - When your session has been idle, instead of immediately logging you out, a Logout
Warning popup will appear with a countdown of 60 seconds. If you want to continue with your work in
MFMP, click on the Cancel Logout and your session will remain open.
Market Basket - A market basket is a group of items in an RFX that are to be bid on as a single
package. Typically, a market basket would be used when you want suppliers to compete on a set
group of line items; you expect to award all of the line items in the group to a single supplier; you want
to buy many items, but want to make it easy for suppliers to make competitive bids.
Master Agreement Sourcing Request (MASR) - A request for a sourcing action to obtain terms from
potential vendors to create a Master Agreement (i.e. a contract).
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MyFloridaMarketPlace
Menu Bar - Located at the top of the user interface, the menu bar provides direct access for the user to
open the home page, logout, preferences, tips, currency, and online help. It also consistently displays
user name and login information.
MyFloridaMarketPlace - The State of Florida eProcurement system.
Need By Date - Date when an item is required for its intended use.
Non-catalog Item – A non-catalog item is an item not listed in the local catalog nor the Punchout
remote Internet catalog. The user must manually enter the detail information for the desired item that is
not located in the catalogs.
Parallel Approver - Approvers in parallel receive the requisition simultaneously. The requisition cannot
move on until all the approvers in parallel have approved it.
Partial Receipt - Receipt in which an incoming shipment contains an incomplete total of all items
requested in the purchase order. This occurs because items in a purchase order can arrive in different
shipments. The receiver can enter the receipt piecemeal as the orders arrive.
Partial Rejection - If a receiver receives an over shipment of items or a few damaged items in an
order, he/she may opt to reject those items using the Reject items functionality.
Permissions - Determines what you can and cannot access in the system. A user's permissions are
based upon the assigned groups.
Preparer – The user which creates and submit a request for approval. For example if a user elects to
create a requisition ‘on behalf of’ another user in their agency, the user listed in the ‘On Behalf Of’ field
is the ‘requester’ and the user which created and submitted the requisition is the ‘Preparer’. Any e-mail
notifications generated for the requisition will be sent to the preparer and not the requester.
Preview Period - A defined period of time before an RFX is opened for responses in which prospective
vendors can view the RFX. Vendors may also ask questions during this time on the Q&A Board. A
Preview period is optional, and is specified in the Timing rules when the RFX is drafted.
Punchout Catalog - MyFloridaMarketPlace allows users to punch out of the system to the Web site of
a vendor and purchase items directly from that web site, even if the items are not loaded directly into
the catalogs of the MyFloridaMarketPlace system.
Purchasing Card (P-Card) - Any bank card held by the Department, used for the purpose of payment
for commodities and services in the same manner as any other bank credit card purchases.
Purchase Order - Purchaser’s authorization used to formalize a purchase transaction with a vendor;
should contain statements of the name, part number, quantity, description, and price of goods or
services ordered; agreed-to-terms as to payment, discounts, date of performance, and transportation;
and all other agreements pertinent to the purchase and its execution by the vendor.
Q&A Board - A message board associated with a specific RFX that allows vendors to ask questions
about the RFX and designated team members to respond. Questions are generally submitted during
the Preview period.
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Quotation - Statement of price, terms of sale, and description of goods or services offered by a vendor
to a prospective purchase; a bid.
Quantity Based Volume Discount - This is a type of tiered pricing, in which the agreement will obtain
a discount percent based on the quantity ordered.
Quantity Based Volume Pricing - This is a type of tiered pricing, in which the agreement will obtain a
discounted price based on the quantity ordered.
Receipt - Physical acceptance of an item. A receipt report must be submitted for commodity items
contained on a purchase order within five (5) calendar days of the receipt of the item.
Receiver - The user required to create a receipt for shipped goods. Using desktop receiving, the
requester will be required to enter the receipt for goods in the system.
Reconcile - To settle or resolve.
Refer - The employee does not accept the variance and sends the invoice to another employee for
reconciliation.
Release - A document notifying a vendor to make a specified shipment, or release, against a blanket
purchase order. This term is often used synonymously with purchase order which is linked to a
contract (master agreement).
Requester - User who is listed in the ‘On Behalf Of’ field on a requisition when a need for procuring
goods or services is established.
Requisition - A document that notifies a purchasing office of a need to have a purchase order issued
for a commodity and/or service. This process will be automated with the eProcurement system.
Requisition Number - A number assigned by the eProcurement system to identify each requisition.
Reverse Auction - Buyer invites multiple vendors to bid on supplying materials or services via an
auction. Prices typically go down in a reverse auction.
RFX - A generic term for one of any type of formal procurement processes, including RFP, RFQ, RFI,
ITN, and ITB. The steps to create and manage these procurement processes are generally similar in
MyFloridaMarketPlace, it is useful to describe them generically.
Roles - Roles are PUI specific and used for routing purposes in the workflow. Users may have one
role or multiple roles based upon their jobs.
Security Administrator - Individual responsible for creating, updating and deleting their agency’s Ship
To and Bill To addresses and user accounts. This user(s) are also responsible for resetting passwords.
Serial Approver - In the approval flow, serial approvers must approve the requisition in the order they
appear. Each approver must approve the requisition before the next can be notified of the requisition.
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Session - A single period of time when using the MyFloridaMarketPlace system. A user’s session will
time-out after 15 minutes of inactivity (see Log Out Warning popup) when using Ariba Buyer, eQuotes
and Ariba Sourcing.
Ship To Address – The Ship To address is the address to which goods are shipped.
Shortcut Menu - Located on the left sidebar of the web site, the shortcut menu provides links for easy
access to information. On the Home Page, the shortcut menu displays the number of outstanding
items that need attention in each stage of the procurement cycle. Throughout the system, the shortcut
menu also indicates where you are in a process by highlighting the step in yellow.
Sourcing - The process of procuring a good or service through a formal solicitation. Sourcing
processes include ITB, RFP, ITN, RFI, and RFQ.
Split Accounting - A MyFloridaMarketPlace feature that allows the cost of a line item to be split
between different accounts, organization, and funds. At the requisition line item level, users can specify
a split for the charge across two or more accounts by percentage, quantity, and total amount.
Swoosh - The menu graphic located on the initial login screen. The Swoosh image allows users to
access the following functional areas of the website: Create, Status, Approve, Receive, or Explore.
Template - In Ariba Sourcing, a set of options defined to enable a specific formal procurement process.
A template is saved as a particular type of blank RFX form: an RFP template, an ITB template, etc.
When the blank template is filled in, the RFX becomes a draft.
Two-way Match – A two-way match is the process by which the system matches the purchase order
and invoice to check for variances in quantity or amount.
Three-way Match – A three-way match is the process by which the system matches the purchase
order, receipt and invoice to check for variances in quantity or amount.
Tiered Pricing Scope - The scope determines the discount levels apply on a per order or cumulative
basis.
User Profile - The user profile is the set of information that contains a specific user’s preferences and
settings in addition to the user’s roles and permissions in the system. When a user logs into the
system, his/her access to information is determined by the user profile.
Variance - A difference between what is expected and what actually occurs.
Vendor - The entities that are doing business with the State and that have been pre-qualified by the
Service Provider pursuant to the rules promulgated by the Department as meeting the requirements
and qualifications criteria for participation in the eProcurement system.
Watcher - User or role that is notified of the submission and status of the request. Watchers do not
have the authority to approve or deny any request but received an e-mail notification of a submitted
Approvable as an electronic FYI.
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