MyFloridaMarketPlace Request Statuses

 

 

There are many statuses available for transactions created in the MyFloridaMarketPlace system.  The status of a transactions generated in the system is determined by the actions taken for a given type of transaction.  This document is intended to provide information on the various types of transactions available in the system along with the applicable statuses these transactions may have at any given point in its lifecycle.  The following types of transactions are included in this document: Requisitions, Purchase Orders, Master Agreement Requests, Master Agreements, Master Agreement Sourcing Requests, Sourcing Requests, Invoices, Invoice Reconciliations, Payments, User Profile Requests, Address Maintenance, User Maintenance, and Password Changes.

 

 

 

 

Transactions

Identifiers

Applicable Statuses

1

Requisitions

PR

Composing, Submitted, Denied, Approved, Ordered, Canceled, Receiving, Received, Withdrawn

 

2

Purchase Orders

DO or MA

Ordered, Receiving, Received

 

3

Master Agreement Requests

MAR

Composing, Submitted, Approved, Processed, Denied, Withdrawn

 

4

Master Agreements

MA

Created, Open, Closed

 

5

Master Agreement Sourcing Requests

MASR

Composing, Submitted, Approved, Canceled, Denied

 

6

Sourcing Requests

SR

Approved, Canceled, Composing, Denied, Submitted, Confirming, Sourced, *Sourcing, Sourcing Completed, Sourcing Failed

 

*Sourcing status is replaced by the following status updates from Ariba Enterprise Sourcing to indicate current RFx activity:  Closed, Open, Pending Clear, Preview, RFx Saved

 

7

Invoice eForm

INEF

Composing, Approved

 

8

Invoices

INV

Loaded, Reconciling, Reconciled

 

9

Invoice Reconciliations

IR

Reconciling, Approving, Approved, Rejecting, Rejected, Failed Rejecting, Paying, Paid, Failed Paying

 

10

Invoice Payment

IP

Approving, Approved, Sending, Sent, Failed Sending

 

11

User Profile Requests

UP

Composing, Submitted, Processed, Denied

 

12

Address Maintenance

AD

Composing, Submitted, Processed, Actioned

 

13

User Maintenance

US

Composing, Submitted, Processed, Actioned

 

14

Password Change

CP

Composing, Submitted, Processed, Actioned

 

15

IRS Levy Payment

 

IRSE

Composing, Submitted, Approved

 

 

Status Definitions

 

§         Actioned – This status applies to address maintenance, user maintenance, and password change requests.  No approval is required for these requests.  You can view the History tab to review the statuses applied by Ariba Buyer for these request: submitted, processed and actioned.  

 

§         Approving – This status applies to invoice reconciliations and payments.  When an Invoice Reconciliation request is fully approved for payment, Ariba Buyer creates a payment request. The initial status of a payment request is “Approving.”  The payment request is routed to the appropriate approvers based on your business rules.  After all of the required approvers approve the payment request, its status changes to “Approved.”

 

§         Approved – All the approvers in the approval flow has approved the request.  You can view your approved requests by clicking the Approved link located in the Status portion of the shortcut menu.  An approved request, for example a requisition, may generate one or more purchase orders which are sent to the suppliers

 

§         Canceled – Signifies the requestor has canceled the purchase order after it went through the approval and ordering process.  The funds for a canceled purchase order will be unencumbered.

 

§         Canceling – Indicates that after an item was ordered, the requestor asked to cancel the order.  Usually purchase orders are in the Canceling status for a very brief time as the system transmit the cancellation and confirms that the cancellation has been transmitted successfully.  Note:  You should not see this status in Ariba Buyer.

 

§         Closed – This status applies to master agreements in Ariba Buyer.  This means the expiration date has passed, that there is no longer a valid available balance (because release orders have reached the tolerance amount or quantity specified on the master agreement), or that the contract manager has temporarily closed the agreement for some business reason (e.g. to resolve a contract dispute, or for some other reason).  When a master agreement is closed, users cannot issue release orders against it.

 

§         Confirming – This applies to *spot purchasing sourcing requests that have a corresponding sourcing event, or RFx, active in Ariba Enterprise Sourcing.  This status indicates that while the original purchase request is fully approved, Ariba Buyer has not yet received trade confirmations from the winning suppliers.  A request with this status is available only to users with the permission necessary to work with sourcing requests. 

 

§         Composing – Indicates the requestor is still working on the request and has not submitted it for approval.  Note:  When you submit a request for approval, its status changes from “Composing” to “Submitted.”

 

§         Created – This status applies to master agreements in Ariba Buyer.  This status indicates that the master agreement has been created, but users cannot issue release orders against it.  Created is the initial status for a master agreement.  Once a master agreement has been created, the master agreement request from which it was created has a status of “Processed.”

 

§         Denied – An approver in the approval flow has denied the request.  The request will remain the in the “Denied” status until the requestor resubmits it for approval or the approver who originally denied the request elects to approve it.

 

§         Failed Paying – This status applies to invoice reconciliations.  When the status of an Invoice Reconciliation request is “Failed Paying”, it means the invoice reconciliation request has been approved for payment and has moved to “Paying”, but the paying operation failed and the payment did not move to “Paid.”  The invoice reconciliation request moves to the “Failed Paying” status when the status of the associated payment request is “Failed Sending. “  Note: You should not see this status in Ariba Buyer.

 

§         Failed Rejecting – This status applies to invoice reconciliations.  When the status of an Invoice Reconciliation request is “Failed Rejecting”, it means the invoice reconciliation request has been rejected by one of the approvers and has moved to “Rejecting”, but the rejecting operation failed and the invoice reconciliation request did not move to “Rejected. “  Note:  You should not see this status in Ariba Buyer.

 

§         Failed Sending – This status applies to invoice reconciliations.  When a payment request has the status of “Failed Sending”, the request has been approved for payment and has moved to “Sending” but the sending operation failed and the payment did not move to “Sent”.

 

§         Invalid – A purchase order will have this status if a user received items on an order that has a pending change order associated with it.  When items on the original order are received, the associated change order becomes invalid.

 

§         Loaded – This status applies to invoices.  When an invoice is loaded into Ariba Buyer, the status is “Loaded.”  This is the initial status for all invoices.  The status remains “Loaded” until the automatic reconciliation processor starts the reconciliation process and the status immediately changes to “Reconciling.”  Only users with the Invoice Manager permission see invoices with this status.  Note: You will not see this status in Ariba Buyer.

 

§         Open – This status applies to master agreements in Ariba Buyer.  This status means that the effective date has passed, the expiration has not passed, there is a valid available balance, and users with the appropriate privileges can issue release orders against it.  When the master agreement is “Open”, the master agreement request from which it was created has a status of “Processed.”

 

§         Ordered – When a purchase order is in the “Ordered” status the items on the fully approved requisition were successfully converted to one or more purchase orders if applicable.

 

§         Ordering – A fully approved requisition that is in process of being converted to one or more purchase orders.  Purchase orders will briefly have this status while being generated in transmitted to the supplier(s).  Note: You should not see this status in Ariba Buyer.  If you have a request which remains in this status, you should contact the Buyer Help Desk for resolution. 

 

§         Paid – This status applies to invoice reconciliations.  The status of an invoice reconciliation request changes from “Paying” to “Paid” when the associated payment request has been sent, indicating that the invoice reconciliation request has finished its work flow.  This status change happens when payment has been sent or the payment process has been started.  The “Paid” status is the final status of an invoice reconciliation request and cannot be changed.

 

§         Paying – This status applies to invoice reconciliations.  When an Invoice Reconciliation request is fully approved and has been marked for payment, its status changes immediately from “Approved” to “Paying.”  The “Paying” status indicates that the invoice will be paid (or short-paid) and a separate payment request is generated.  When the payment request is completed, the invoice reconciliation request's status changes to “Paid.”  Ariba Buyer then sends a status update for the initial invoice to the supplier through the Ariba Commerce Services Network (Ariba CSN).  If the initial invoice did not originate from Ariba CSN, no update is sent and the Ariba Buyer administrator must notify the supplier manually.

 

§         Pending Clear – This status applies to spot purchase sourcing requests and master agreement sourcing requests that have a corresponding sourcing event, or RFx, in Ariba Enterprise Sourcing.  The status indicates that the RFx is closed to further bidding and that the RFx initiator has been asked to evaluate bids and select winners.  A request with this status is available only to users with the permission necessary to work with sourcing requests.

 

§         Preview – This status applies to spot purchase sourcing requests and master agreement sourcing requests that have a corresponding sourcing event, or RFx, active in Ariba Enterprise Sourcing.  This status indicates that the RFx initiator has launched the RFx for preview by invited suppliers. Suppliers can place pre-bids during the preview period.  A request with this status is available only to users with the permission necessary to work with sourcing requests.

 

§         Processed – This status applies to master agreement requests in Ariba Buyer.  Once Ariba Buyer finishes creating a master agreement, the status of the associated master agreement is “Processed.”  The lifecycle of a master agreement is as follows: composing, submitted, approved and processed.  A master agreement may also have the following statuses: denied and withdrawn.

 

§         Received – A closed purchase order.  Indicates a requisition has been created, submitted and fully approved; the order has been sent; and goods have been shipped and received.  Once a purchase order has reached the “Received” state, it is final.

 

§         Receiving – A purchase order will have this status when the receiving process is in progress, or has been partially completed.  A request may remain in the “Receiving” status for an extended period of time until all receipts and subsequent receipt processes are completed.

 

§         Reconciled – This status applies to invoices.  The status of an invoice changes from “Reconciling” to “Reconciled” when its invoice reconciliation request is completely reconciled, approved and has the status of “Approved.”  When the invoice status is “Reconciled”, it is considered closed and its status cannot change.

 

§         Reconciling – This status applies to invoices and invoice reconciliations.

 

o        Invoices - The status of the invoice being processed changes to “Reconciling” when the automatic reconciliation processor starts.  When the automatic reconciler starts, Ariba Buyer creates an invoice reconciliation request to track the details of the invoice and its associated purchase orders and receipts and also lists any exceptions found.  The initial status of the invoice reconciliation request is “Reconciling” or “Approving” depending on the exceptions found (if any).  The status of the invoice stays “Reconciling” until the invoice reconciliation request is fully reconciled and approved, at which point, the invoice's status changes to “Reconciled.”

 

o        Invoice Reconciliations - The initial status of an invoice reconciliation request is “Reconciling.”  When the invoice reconciliation request has this status, it lists any exceptions found during the automatic invoice reconciliation process.  Each exception on the invoice reconciliation request must be reconciled manually before the invoice reconciliation request can move to the approving stage of the invoice reconciliation process.  Once all the exceptions are reconciled, the status of the invoice reconciliation request changes to “Approving.”   If the invoice reconciliation request has been marked for rejection by another user and you disagree, use the Cancel Reject command to cancel the rejection of the invoice reconciliation request.

 

§         Rejected – This status applies to invoice reconciliations.  The status of an invoice reconciliation request changes from “Rejecting” to “Rejected” when an approver has rejected the reconciliation and the rejection work flow has finished rejecting the invoice reconciliation request.  The “Rejected” status is final.

 

§         Rejecting – This status applies to invoice reconciliations.  When the status of an invoice reconciliation request is “Rejecting”, one of the approvers has rejected it.  The “Rejecting” status indicates that the invoice will not be paid.  The information is send back to the supplier through Ariba Commerce Services Network (Ariba CSN), at which time the supplier might send a corrected invoice.  If the initial invoice did not originate from Ariba CSN, no update is sent and the Ariba Buyer administrator must notify the supplier manually.  Note: You should not see this status in Ariba Buyer.

 

§         RFx Saved – This status applies to spot purchase sourcing requests and master agreement sourcing requests for which a corresponding draft sourcing event, or RFx, has been created in Ariba Enterprise Sourcing.  This status indicates that the RFx initiator has created a draft RFx but has not yet launched it for preview or bidding by invited suppliers.  A request with this status is available only to users with the permission necessary to work with sourcing requests.

 

§         Sending – This status applies to payments.  The status of a payment request changes immediately from “Approved” to “Sending.”  The status then changes to “Sent” when Ariba Buyer receives confirmation of the payment push from your company's outside payment system.

 

§         Sent – This status applies to payments.  The status of a payment request changes from “Sending” to “Sent” based on your specified payment push.  The “Sent” status is the final status of a payment request.

 

§         Sourced – This applies to *spot purchasing sourcing requests and master agreement sourcing requests that have a corresponding sourcing event, or RFx, in Ariba Enterprise Sourcing for which winning suppliers have been selected.  This status indicates that the sourcing request has been updated with information about the winning suppliers.  A request with this status is available only to users with the permission necessary to work with sourcing requests. 

 

§         Sourcing – This status applies to spot purchase sourcing requests and master agreement sourcing requests that have a corresponding sourcing event, or RFx, active in Ariba Enterprise Sourcing.  A request with this status is available only to users with the permission necessary to work with sourcing requests.

 

§         Sourcing Completed – This status applies to spot purchase sourcing requests and master agreement sourcing requests that have a corresponding sourcing event, or RFx, active in Ariba Enterprise Sourcing. This status indicates that Ariba Buyer has received trade confirmations from the winning suppliers.  A request with this status is available only to users with the permission necessary to work with sourcing requests.

 

§         Sourcing Failed – This status applies to spot purchase sourcing requests and master agreement sourcing requests that have a corresponding sourcing event, or RFx, in Ariba Enterprise Sourcing that cannot be processed further.  A request with this status is available only to users with the permission necessary to work with sourcing requests. 

 

Note: Sourcing requests fail when a supplier withdraws its winning bid or when a request is canceled or expires.  For example, a sourcing request can expire if a supplier who is not registered with Ariba Buyer is selected as the winning supplier in Ariba Enterprise Sourcing. If the Ariba Buyer Supplier Manager doesn’t add the supplier within a set time limit, or declines to add the supplier to Ariba Buyer, the sourcing request fails.

 

§         Submitted – A request that has been submitted for approval.  It is not fully approved and has not been denied, but is in the approval process.  There is at least one user/role which must approve it.  A request will have the status of “Submitted” until it is either fully approved or denied.

 

§         Withdrawn – Although this is not considered a formal status like “Composing” and “Submitted”, it is listed as a significant action is a request’s history and is sometimes considered a status.  When a request is withdrawn, it is returned to the “Composing” status, and the History tab shows it has been withdrawn.

 

 

 

* A spot purchase source request is a request to create a sourcing event, or RFx, an invite selected suppliers to bid on a one-time purchase of goods or services to fill a unique and immediate need.