eVA User Groups

1. eVA User Groups

2. Agenda • Tip and Trick – Signature Authority and Expenditure Limits • Password Expiration – new information regarding passwords • 1% transaction fee – ATV Process • Preparing for Year End • Quick Review of Important Items • Question & Answer

3. Tips and Tricks Expenditure Limit vs. Signature Authority eVA – expenditure limit routes requisitions automatically to other users University Financial Procedures – signature authority list shows who has delegate authority to approve or “sign for” expenditures * An unlimited expenditure limit in eVA does not give the user automatic signature authority To see who has signature authority: http://www.jmu.edu/financeoffice/signature.shtml

4. Password Expiration – Rules are getting tighter!!!!! Effective mid-May: • eVA Passwords must be between 8 and 16 characters • Passwords must contain a number • Can not be a password used within the last four resets

5. Non-Compliant 1% Transaction Fee • Account Code 154600 will be charged the 1% Transaction Fee for Non-Compliant orders. Non compliant = transaction is not excluded and is not in eVA. • Accounts Payable submits copies of Non-Compliant Accounting Vouchers to Procurement for use in self reporting to the state every month. • Procurement creates an eVA Non-Compliant report by Org Code for each month and submits to Richmond. • Procurement ATVs department for the 1% transaction fee. • The 1% transaction fee on $100.00 personal reimbursement accounting vouchers will also be ATV’d back to the department using this account code. This is done by A/P at point accounting voucher is processed.

6. Preparing for Year End • Last university payment to AMEX will be made on June 2, 2005. Charges should be placed by 5/13/05. • Charges on the May AMEX statements will be charged against ’05 funds. • Charges on the June AMEX statement will be charged against ’06 funds. • June 10th – Accounts Payable cutoff for ’05 expenditures • Requisitions $5000K and over should already be in Procurement for processing. • Dell orders should be placed by May 20, 2005.

7. Quick Review – Show Us What You Know!!!! Who can give me an example of an eVA exclusion? ?

8. eVA Exclusions • Exclusions = Descriptions of types of purchases that do not need to be processed through eVA. • Master list of exclusions maintained on Procurement’s website. • Use an accounting voucher to process payments for excludable items (even if you have completed a DPO). • Use the new DPO form (word doc, Procurement Website) if you still need a purchase order for an excludable purchase

9. Quick Review – Show Us What You Know!!!! • What is the code you use when submitting a non-registered vendor (ad-hoc’d) requisition? ?

10. Adding the R02 Code For Ad Hoc’d Vendors • When you “Ad Hoc” a vendor you should change the PO Category code on the Title Page of the eVA Requisition to R02 (0 = Zero) • Procurement no longer needs to be added into the approval flow for Ad Hoc’d vendors, since department personnel will change the coding.

11. Quick Review – Show Us What You Know!!!! • What else makes an ad-hoc vendor requisition “different” from a punch out catalog requisition or a non-catalog requisition? ?

12. Ad Hoc Vendor – What do I do next? • An Ad Hoc Vendor is not registered in the system, so you will not be able to have your PCard selected. • An Ad-Hoc’d requisition always has to be mailed or faxed. • Once an order is submitted for an Ad Hoc Vendor you will be the last person in the Approval Flow. You will need to Approve the order, and ensure that it gets faxed or mailed to the vendor. You could also order from a vendor’s online site, and just enter the confirming order into eVA. • Each time before you Ad Hoc a vendor you should confirm that they have not become an eVA Registered Vendor.

13. Quick Review – Show Us What You Know!!!! What is very important that I do before I submit a requisition? Hint – we talked about it in tips and tricks! ?

14. Approval Workflow • On every order, before submitting, you should navigate to the Approval tab to ensure that your required approvers are present in the list. Add them in if necessary.

15. Quick Review – Show Us What You Know!!!! Do all orders get sent electronically to vendors? How else are they transmitted? ?

16. Orders not transmitted electronically • Not all vendors accept electronic ordering. You will need to fax a hard copy of your DO to some vendors. • The system requires the buyer to “approve” requisitions that are going to be faxed. This is a method of “reminding” you to touch that requisition again! • All ad-hoc’d orders will need to be faxed or mailed to vendor.

17. Quick Review – Show Us What You Know!!!! Where can I go to see where my order is in the system? ?

18. Checking the Status of Orders • Regularly go to the Status link on the Swoosh page to review the status of your orders. • If you have orders that are not moving to Ordered status as you believe they should be contact either the eVA Help Desk or someone in Procurement.

19. Quick Review – Show Us What You Know!!!! What tab shows you what/where and by whom the requisition/purchase order has been processed. ?

20. By going to the Status link on the Swoosh page and then clicking on the “Ordered” text link for the desired PR you can view a more detailed history of your order. By going to the Status link on the Swoosh page and then clicking on the PR number. Click the history tab to see the historical progress from submission to approval to ordered. Reviewing the History of an Order TWO METHODS FOR REVIEWING HISTORY

21. Quick Review – Show Us What You Know!!!! What are commodity codes? ?

22. Commodity Codes • Text descriptions of what you are buying • Where do they come from? Two industry standards – both are used in the eVA system. • Are they important? For reporting purposes, yes. • Do they have to be exact descriptions? They should closely correspond to what you are ordering. • How much time should I spend finding the right commodity code? No more than a few minutes.

23. Quick Review – Show Us What You Know!!!! Can anyone give an example of when you do a confirming order? ?

24. Confirming Orders • An order has been placed without using eVA to generate a purchase order. The transaction still needs to be in eVA. • Confirming order = confirming the transaction took place by placing it in eVA • Comments are important – BE CLEAR that this order has already been completed and should not be duplicated!

25. Quick Review – Show Us What You Know!!!! When you have an eVA problem or question – what do you do? ?

26. Where do I go for help? • Procurement Web Page http://www.jmu.edu/procurement/department/jmu_eva/eva_info.shtml • Buysense Customer Care 1-866-289-7367 (6 am – 10 pm) • Buysense FAQ https://buys-www-02.buysense.com/support/faq.jsp • askeva@jmu.edu • Help buttons on each screen • Procurement Services Staff – General eVA questions or specific Procurement related questions • Accounts Payable Staff – General AP questions including payment of invoices, Accounting Vouchers, $100 Reimbursement, and AMEX questions.

27. Question and Answer Period • Ask your questions!

28. Thank You! • Please complete the survey. • Thanks for coming!