eVA

1
eVA

• How to use the Virginia electronic procurement
  system

2
Objectives

• General understanding of eVA
• Order creation in eVA

3
Overview of Training

• eVA overview
• Order demonstration
• Hands-on
• Questions

4
What is eVA?

• Electronic procurement system
• Primary tool to purchase goods and services under
  2,000 (replaced LPO process)
• Mandated initiative from the Commonwealth of
  Virginia

5
eVA is State Mandated

• State requires GMU to purchase all goods and
  services, except exempted items, in eVA
• GMU faces financial penalties for noncompliance

6
eVA Exemptions

• Professional/organization membership dues
• Registration fees for conferences
• Honoraria and entertainment
• Accreditation fees and academic testing
• Individual travel and lodging

7
eVA Exemptions

• Over the counter small purchase charge card (GE
  MasterCard) purchases made at the site of sale
  and picked up by the individual card holder
• Reimbursements

8
eVA Vendors

• Registration required
• 25 annual fee
• Transaction fee 1 of each order
• Small, Women or Minority Owned

9
Vendor Payment Method Options

• GE MasterCard-PCOs
• Direct Bill GMU-Dos
• Confirming Orders

10
Order Submission Methods

• Orders accepted electronically
• Orders faxed
• Check vendor listing

11
Order Process

• Punchout catalog order
• -vendor catalog with eVA interface
• -populates required eVA fields
• Noncatalog order
• Quick Guides

12
eVA Order Process

• Determine desired vendor and items
• Open eVA home page http//www.eva.state.va.us
• Check for Comodity Code
• Confirm from eVA vendor listing
• Registered?
• Electronic orders?
• Credit cards/Mastercard?

13
eVA Order Process

• Log-in as a buyer
• Begin by creating a requisition (PR)
• Search for vendor punchout catalog
• Create noncatalog order for all other vendor
• Enter Fund/Org and account numbers
• Complete order process and receive an order
  number, DO or PCO

14
eVA Receiving Process

• When items are received (bill direct orders)
• Annotate a copy of the DO with
• date received
• partial or complete
• index, account number
• authorized signature
• Fax to 3-2589 or send to Accounts Payable
• GE MasterCard orders are approved monthly

15
eVA Tips

• Use Internet Explorer or Firefox, Not Netscape
• When searching is wild card in eVA
• To cancel an order, cancel in eVA and call the
  vendor
• Process begins with creating a requisition and
  ends ONLY when an order is created

16
eVA Tips-Mastercard

• GE MasterCard is referred to as Pcard
• Once Mastercard information is entered in eVA it
  becomes default payment method
• Uncheck pcard box on first page of order if
  vendor does not accept Mastercard
• Mastercard orders begin with PCO

17
eVA Tips

• Accounting information required
• Enter fund/org
• Enter account code

18
eVA and On-Campus Vendors

• Patriot Computers
• Barnes and Noble Bookstore
• Sodexho Catering

19
eVA Resources

• Handouts
• eVA screen shots
• eVA Resources
• Quick Guides
• Pizza Purchases
• Account Codes

20
eVA Resources

• Fiscal Services web site www.fiscal.gmu.edu
• eVA Quick Guides FAQs
• Screen shots
• Form letters for vendors
• Receiving guide

21
eVA

• Coming soon.
• For non-Mastercard orders
• Electronic receiving
• eVA/Banner interface

22
eVA

• Questions