Transcript No Slide Title

Xerox Corporation
Ordering Xerox Equipment using the
Ariba Buyer application within
State of Florida E-Procurement Flow Chart
www.myflorida.com
Customer creates PO
in Ariba system for
equipment order
Order
processed/equipment
ordered
Key Contact Information
Keith receives PO
electronically
Keith converts EDI
data into an eDoc PO
Auto forward to
Carmen Guzman in
Miami w/copy to
Sharon
Carmen Forwards to
Install Rep/Agent *
Sales Rep/Agent
Completes order in
Valuequix
Sales rep/Agent
submits value quix
order and faxes
paperwork to St Pete
Equipment delivered
to customer
Revenue install
processed
•Sales Rep/Agent must
insure that the State of
Florida Term
Contract Number is
on the Purchase Order
•Validate
delivery/Install
information with
Customer
CBU Focal Point is Carmen Guzman, 8*472-4921
(954-514-4921)
Carmen’s back up is Lily Bertran, 8*472-4906 (954514-4906)
CBC Focal Point is Sharon Price (727 540 3589)
Sharon’s back up is Kathy McDaniel 727 540 3550)
Approved contracts are:
Information Technology Hardware
(250-000-03-01)
Multi Function and Specialty Apps
(600-340-03-1)
No manual alterations will
be accepted on an
eProcurement Purchase
Order
*Order Taking Sales Reps and Agents must notify Carmen in
advance for Multiple install locations
BAU practice
CBR Performs edit on
PO
Unique to eProcurement
09/09/2005
Quantity Worksheet (sample)
• Contact sales representative (or agent) for configuration
guidance, pricing, and worksheet completion assistance.
• Determine the ‘overall contract price’ (which will be
entered into the quantity field)
507.59
___________
1 Enter monthly charge for the base machine
0.00
___________
2 Enter monthly charges for accessories (if applicable)
5,000
___________
3 Estimate excess monthly usage (overage beyond contract allowance)
0.0105
___________
4 Enter overage rate
52.50
___________
5 Multiply estimated excess monthly usage by the overage rate
560.09
___________
24
6 Add monthly base machine, monthly accessory and monthly excess usage
___________
20,163.24
___________
7 Enter the length of the term of the contract (i.e. 24 months)
125.00
8 Multiply monthly total (base, accessory, usage) by the term of the contract ___________
20,288.24
___________
9 Add any one-time charges, such as the installation charge
10 Enter this ‘overall contract price’ in the quantity field of the purchase order
‘Overall contract price’ must be entered in the quantity field
in order to enable validation of periodic invoices.
3
Buyer System Screen - Completed Requisition
No.:
1
Description
Xerox WorkCentre Pro 55 Copier/Printer, 55ppm, HCF, Office Fin,
Scan/Email, 3 Hole Punch. 36 Month Lease. Includes 45,000 copies,
overage @ 0.0105, full service unlimited (parts/labor), supplies
except paper/staples, training/consulting for key operators. Pursuant
to State Term Contract # (appropriate contract #)
Supplier Part Number:
WCP55H
Supplier Auxiliary Part ID:
(leave blank)
Purchasing Code:
N/A
Quantity:
20,288.24
Unit of Measure:
LO
Price:
$1.00USD
Commodity Code:
250750: COMPUTER PERIPHERALS: PRINTERS, LASER, PLUG
Supplier:
Xerox Corporation
The next page will explain how we arrived
at the values for each field.
5
A
= The default for the first item
entered on a requisition or
purchase order
B
= Description. This field should
contain all information that
would be considered necessary
to properly place an order.
Please consult Xerox Sales for
guidance.
C
D
E
= As provided by Xerox Sales
F
= See quantity worksheet for
guidance on how to establish
this value
G
H
I
= LO (stands for lot)
J
= ALWAYS Xerox Corporation
A
B
C
D
E
F
G
H
I
J
= Leave blank
= Enter value as instructed by
your Purchasing Department
= ALWAYS $1.00
= Enter value as instructed by
your Purchasing Department
5
Please insure that the following steps are taken:
- Validate delivery/install info with customer
- Include Norie Horvet's name in the Comments section of cover sheet
- Include the XNAC
1 PURCHASE ORDER(S) ENCLOSED:
PO # DO139726
ISA Control #: 000001765
GS Control#: 000001765
Customer EDI Identifier (ISA06): ARIBAEDI
Customer: STATE OF FLORIDA
PO Number: DO139726
PO Date: 07/26/05
Purchase Order Type: New Order
Transaction Set Purpose: Original
Report Date: 07/26/05
Bill-to-Party Address
Assigned by Buyer or Buyer's Agent A0r3n6x.q DCF - ASSCD - Admin Svcs Support Ctr Disbursements
Bldg 5 Rm 302
1317 Winewood Blvd
Tallahassee FL 323990700
US
Ship To Address
Assigned by Buyer or Buyer's Agent A069184q.q
DCF - Legal Services Unit 0411
BIBIAN IKEOKWU @ 904.798.4900
DCF - Legal Services Unit 0411
Bldg B Ste 160
921 N Davis St
Jacksonville FL 322096805
US
PRODUCT/ITEM DESCRIPTION:
36 MONTH FMV LEASE FOR ONE XEROX WCP55H - WORK CENTRE PRO 55-DADF/HCF COPIER/PRINTER WHICH INCLUDES
AUTOMATIC DOCUMENT FEEDER, 350FCFIN - OFFICE FINISHER AUTOMATIC 3HOLE 3 HOLE PUNCH KIT $ 459.67 MONTHLY
BASE CHARGE TO INCLUDE ON- SITE FULL SERIVCE MAINTENANCE AGREEMENT , PARTS & LABOR, AND SUPPLIES (
EXCEPT PAPER & STAPLES). 45,000 MONTHLY COPY ALLOWANCE, COVERAGES BILLED @ $0.0060. PRICE INCLUDED
TRADE OF XEROX DC 440 NG4146411 STATE OF FLORIDA CONTRACT(600-340 -03-1) PRICE INCLUDED
DELIVERY REMOVAL OF TRADE, INSTALLATION & TRAINING.THIS PRICE IS FIXED FOR THE TERM OF THE
LEASE. EFFECTIVE FROM DAY OF DELIVERY AUGUST 22, 2005 THRU JUNE 30,2006
State of Florida E-Procurement Flow Chart-Future State
www.myflorida.com
Order
processed/equipment
ordered
Customer creates PO
in Ariba system for
equipment order
• IMI Code for Florida Dept of Financial services is ZFL100
Equipment delivered
to customer
Keith receives PO
electronically
Keith converts EDI
data into an eDoc PO
Revenue install
processed
Auto forward to
Carmen Guzman in
Miami w/copy to
Sharon
Carmen Forwards to
Sales Rep
Key Information
* No manual alterations will
be accepted on an
eProcurement Purchase
Order
• CBU Focal Point is Carmen Guzman, 8*472-4921, 954-514-4921
• Carmens back up is Lily Bertran, 8*472-4906, 954-514-4906
• CBC Focal Point is Sharon Price 8*470-3589, 727-540-3589
•Approved contracts are:
• Information Technology Hardware (250-000-03-01)
•Multi Function and Specialty Apps( 600-340-03-1)
CBR notifies Keith of
serial number to
purchase order
If invoice rejects,
CBR to follow up with
billing rep
to have reworked
into next
billing run
CBR Tracks order
through billing system
Billed successfully
though EBS
Successful Feed to
Invoice Manager
*Sales rep must Insure
Sales Rep Completes
order in Valuequix
that the state
of Florida Contract
number is on the PO
Sales rep submits
value quix order and
faxes paperwork to St
Pete
CBR to receive auto
e-mail validating
invoice feed to Ariba
EDI feed to Ariba
Solution
IM Feed to EDI
•Validate delivery/install
information w/customer
CBR Performs edit on
PO
Hardcopy Summary
Invoice will be
returned to CBC
CBCwill mail invoice
to customer
Keith and CBC to
work out notification
process for
Ariba error
BAU practice
Not enabled at this time
Unique to eProcurement
09/09/2005