TRAINING
MANUAL
BASICLEVEL
RevisedJanuary, 2016
FOREVA HELP,CONTACT:
LynnetteJenkins,eVA SecurityOfficer,,757-221-3957
CONTENTS
eVA Vendor Searches
1.eVA Vendor Status: there are two types:
i.Self-registered Vendors
ii.State Entered Vendors
2. Vendor ID
3. eMall Supplier Name, Contact, Address
4. Small, Women, and Minority-Owned (SWaM) Status
5. Accepts Charge Card / Accepts VISA
6. Accepts Electronic Orders...... 5
Create a Requisition
1. Clickon“Requisition”under“Create”.
2. Requisition Header Information
Designating Order to Person’s P-card:
3. Adding Lines to the Requisition
4. Entering Non-catalog Items.
5. Adding Accounting Information...... 13
5a. Line Item Accounting
5b. Mass Edit Allocation
6. Shipping Information for the Entire Requisition:
6a. Line Item Shipping:
7. Comments
8. Attachments:
9. Adding Approver(s):
10. Review Summary
11.ApprovingYourRequisition...... 17
Creating Requisition Copies...... 18
When placing an order through eVA with a vendor, one of the first things you as an eVA user need to do (after taking the eVA training and obtaining your eVA user name and password) is to see if the vendor is registered in eVA.
Checking on the vendor’s eVA registration status will allow you to take pro-active steps to ensure your order is processed efficiently and correctly.
eVA Vendor Searches
Check out eVA’s public site that has some information from their vendor database to search. This is a public site, you do not need log in credentials to search for the vendor, but for final verification (vendor’s tax identification number), you would have to be logged into eVA.
1.eVA vendor Status: there are two types:
- Self-registered vendors- registered with eVA because they felt the opportunities eVA may provide their business was worth agreeing to Commonwealth terms and conditions with their orders and the eVA transaction fees that are associated with orders.
- State entered vendors - NOT registered with eVA, have NOT accepted Commonwealth of VA terms and conditions, are NOT imposed the eVA transaction fees with their orders – W&M pays both fees for non-registered vendors.
W&M should make every effort to utilize eVA self-registered vendors for their purchasing needs. State-entered vendors should be used on an exceptional basis when self-registered vendors are unable to provide the goods/services W&M needs.
All W&M/VIMS vendors MUST be listed in the eVA vendor database for orders to be properly submitted and approved BEFOREan order is entered in eVA.
Ad Hoc’ing a vendor will no longer be possible. If a vendor is not self-registered, department must reach out to the vendor and request vendor self-register in eVA (documentation may be requested).
If vendor refuses, and W&M/VIMS is unable to find another viable source, department must receive a completed Commonwealth of VA Substitute W-9 and email it to procurement at
Procurement will contact you when vendor has been created in eVA for department to create and complete purchase order (expect the vendor create process to take a minimum of 3 business days from receipt of necessary forms).
2. Vendor ID
eVA’s vendor ID number – hyperlink will allow you to review the vendor’s NIGP (National Institute of Governmental Procurement ) commodity codes – if state-entered, the vendor will not have any commodity codes assigned with their vendor account. Also provides: Phone, fax, contact person name, etc.
3. eMall Supplier Name, Contact, Address
Vendor name, sometimes Doing Business As (DBA) name is in the eMall contact location – should retrieve either when completing a general search.
4. Small, Women, and Minority-Owned (SWaM) Status
This portion shows whether the self-registered vendor is also certified through the statewide supplier diversityprogram, SWaM. Utilizing SWaM businesses is very beneficial to the Commonwealth of Virginia economy, having a vendor network more representative of community and state is very important. Some of the benefits include:
- Utilizing SWaM businesses in your daily purchases also assists with our need to meet W&M’s 42% SWaM participationgoal reviewed by the Commonwealth.
- Our SWaM participation percentages are reviewed as part of our eligibility requirements for maintainingrestructuring authority. By utilizing SWaM businesses for your department’s purchases, you are contributing to reaching our SWaM goal and providing justification that W&M is a successful restructuring institution.
- Utilizing a SWaM business for purchases above your department’s delegated authority may also streamline the procurement. W&M Procurement office is able to complete a direct award for purchases up to $50,000 to a SWaM certified business, contingent on pricing provided being deemed fair and reasonable.
5. Accepts Charge Card / Accepts VISA
These items show whether the vendor accepts credit cards as a method of payment, in particular VISA, the Commonwealth’s provider for the Small Purchase Charge Card (SPCC) Program.
NOTE: This is not always correct, you may need to contact the vendor to verify whether the vendor accepts credit cards.
6. Accepts Electronic Orders
This item designates whether the vendor accepts electronic orders through the eVA system. If the vendor acceptsVisa AND electronic orders, you are able to process orders to the vendor choosing ‘Use P-card’ on your eVA orders. Make sure your eVA account has your updated to include your SPCC information to allow you toprocess orders and provide your card information to the vendor securely at the same time you place the order.
Screen shot from the hyperlink of the Vendor ID below:
NOTE: PLEASE BE SURE TO USE MOZILLA FIREFOX AS YOUR BROWSER WHEN ACCESSING eVA.
After going to eVA’s homepage, in as a buyer from the user name and password given to you by the eVA security officer, click on the “Buyer Login” button beside the password field.
Create a Requisition
Once successfully logged in, you will see eVA’s main portal. To Create a Requisition, click on the eMall / eForms hyperlink on the left side of the page under Applications.
1. Clickon“Requisition”under“Create”.
2.Requisition Header Information
- Title:Enteranidentifyingtitle ofyour choice.
(This is a helpful search tool, many end users use identifiers such as: the vendor name, easy descriptor of what is being purchased, who the items are being purchased for, the grant being used, etc.)
- On Behalf Of:Will default to the requisitioner.
Designating order to person’s P-card:
If you are using the “On Behalf of” option to process the order payment on a designated person’s Small Purchase Charge Card (SPCC), you will choose the person in this section. If the person has a p-card, the ‘Use P-card’ option will be checked.
NOTE: This option is NOT to be used to circumvent procurement regulations and will be reviewed on a monthly basis to ensure no split orders are being processed across or within areas. Also, please do not use this option and click ‘Use P-card’ for any orders over $5,000 as they are unable to be processed on the SPCC.
The cardholder will automatically be included in the approval flow to review and approve as well as a
watcher to be able to view the order whenever if needed before the order is processed and given a purchase order number.
- Agency Number: Will default, please do not change
- Fiscal Year:will default, only need to change if you do not want to see the Banner encumbrance until the next fiscal year.
- PO Category: TypeR01 – use for regular orders
TypeX02 – use ONLY when orderingeVA excluded items/categories.
eVA excluded items are exempt from having to be entered in eVA. The department may enter the order in eVA if they so choose but MUST use the PO category "X02". For a detailed list of exemptions, refer to the transactions types on the eVA Exclusions List (xlsx).
NOTE: Purchase orders with PO category "X02” are exempt from having eVA fees charged to the vendor and to W&M/VIMS. Be sure to use “X02” correctly. These purchase orders are subject to audit.
2. Requisition Header Information cont.
- Procurement Transaction Type: choose the type that best fits your purchase, will need to search to determine which numbers represent what types. Ones used most often:
10 – Equipment - Non-Technology / 25 – Supplies - Technology
15 – Equipment - Technology / 45 – Printing
20 – Supplies - Non-Technology
To search the complete listing, click on the drop-down pick list to the right of the field.
- Header Cross Reference: Optional. Suggesteduses:Quote number
- Confirming order; Do not Duplicate - click if this is a confirming order, eVA PO will post with the notice on PO. Confirming orders should only be used on rare occasions.
- Accounting Summary:Leave as is. Approvers using the mobile App for approving eVA requisitions would utilize this option
- MyLabels:Applylabelfor sortingand futuresearching.
CLICK“NEXT”.
3. Adding Lines to the Requisition
This screen isusedforcatalogordering, check out eVA Punchout Manual for more information.
Clickonthegold“CreateNon-Catalogitem”buttontotheright.
The screen below willappear.
3. Adding Lines to the Requisition, Cont.
4. Entering non-catalog items.
Full Description: Enter description ofitembeingorderedusingkey words first.
CommodityCode: The drop-down pick list will store recentlyused codes.
Tosearchfor other codes, click on “other”.
Search Results: Choosefromnames in retrieved results. If notexact, useclosest.
CLICK“Select”.
Note:
1. TIN information
2. SWaM Status
3. Registration Type (must have PO category of R01 unless the transaction is exempt from eVA, then use X02.eVA exclusions listing may be found:
After choosing the vendor, verify that the location field populated. If not, click on the select button beside the field.
Click “Select” next to the new vendor in the “Choose Value for Supplier” window.
If supplier part number known, enter in the supplier part number field. If order is processed against a contract, choose the contract number from the drop down list or choose, ‘Item on contract but number not in list’ and manually enter contract # in the field below.
NOTE: It is always best to reference the contract number in the contract number field whenever possible. The contract number reference provides confirmation for anyone reviewing the PO – including the vendor that the order should be processed against the contract; that the terms and conditions of the contract will be the terms associated with the order; and for data analysis of contract utilization.
Supplier Auxiliary Part ID does not need to be completed. Complete Quantity, unit of measure and pricing per item and then click, ‘OK’.
Note: Clicking update total is just an option you have to check the extended pricing amount before moving to the next step in the process. It is not required to complete before hitting OK.
5. Adding Accounting Information
eVA requires accountingfor everylineitem.
There are2methodsfor addingaccountinginformation in eVA.
5a. Line Item Accounting
Use whenaccountinginfo isdifferent on lines.
Infomust beadded tothelinesindividuallybycheckingtheboxnext tothe lineand clickingedit.
Click “Edit”sofields will appear.
Enter indexandaccount.
Enteractivitycode (ifapplicable).
Tosearchfor info, click “select”.
Click “OK” to save. Repeatfor each line item.
5b. Mass Edit Allocation
Use when accountinginfo is thesameonalllines.
Check top number boxthen alllineitemboxes will be checked.Click “Edit”button.
Onnext screen enter indexandaccount(andactivitycode, if applicable).
Click “Next”.
Reviewaccountinginfofor accuracy. Click “Done”. Accountinginfo isnowon ALL lines.
6. Shipping Information for the Entire Requisition:
Use when ALL lineitems will have the sameshippinginfo.
“ShipTo” and “Deliver To” will default.Edit, if needed. Enter “NeedByDate” by calendar.
6a. Line Item Shipping:
Use when shippinginfowill be differentfor the lineitems. Check the boxnext to“See Line ItemShippingDetails”. Thenediteachlineitemandenter shippinginformation.
7. Comments for Entire Requisition
Comments maybe added. YouMUST checktheboxnext to“Visible toSupplier”for the vendor to see the comment.
8. Attachments for Entire Requisition:
Click “Add Attachment”, if desired.Browsefordocuments andadd.
NOTE: If you are including a quote for an order that is over $5,000 – please DO NOT click visible to supplier on the attachment upload – should the procurement office need to get vendor to update quote, the procurement officer will add the most recent quote and make final version visible to supplier. Procurement officer unable to remove attachments from eVA orders that someone else attached.
9. Adding Approver(s):
Click on “Approval Flow”tab. Click on “AddApprover”.
Enterapprover’snameor searchforapprover
Indicate locationfor approver within approvalflow. Click “OK”.
Whendone, click on“Summary” tab.
10. Review Summary
Reviewfor accuracy.
Make sure youhave enteredthe correctPOcategory.
SUBMITREQUISITION AND THEN RETURN TO “MY HOME”.
11.ApprovingYourRequisition
YouMUST approve your own requisition whenaneVA vendor does not acceptanelectronic order.
Find your requisition in thetopsectionunder “ToDo” heading. Tothefar right, under “Required Action”,click on “Approve”. Click“Approve”.
Click “Home” to returnto “MyHome” screen.
NOTE: AFTER APPROVAL, PURCHASE ORDERS MUST BE PRINTED AND FAXED OR MAILED BY YOU TO BE RECEIVED BY THE VENDOR.eVA WILL NOT FAX OR MAIL THESE PURCHASE ORDERS.
Creating Requisition Copies
For any routine purchase orders to the same vendor, you are able to create a copy of the original requisition and update as needed to expedite the creation process.
Go to the eVA My Home page and click on “search” beneath the “My Home” tab.
Scroll down the choices and click on “requisition”.
Find the requisition – 2 ways to do it:
1) If you added a label to your requisition (RECOMMENDED), search in “My Labels” on the left side of the screen for your requisition and click on the PR number.
OR
2) If no label, set a search filter by clicking on “search options” on the right side of the screen).
- If any options are checked other than “ID”, click on “hide all” to clear them.
- Again, click on “search options” and click on “ID”.
- Enter the PR number in the ID field and click on the “Search” button.
When the search results appear, click on the PR number then click on the “copy” button.
The new copied requisition will appear in the checkout summary screen with a new PR number. The title will say “copy of PR…” which you can change if desired.
Since this requisition is in the summary, you can edit it. Make sure to review the fiscal year, price and delivery date. Make changes as needed and then submit it.