BUG Meeting

When: Wednesday, February 15th 2-3pm
Where: Zoom! click here to join

AGENDA

Our appreciation to you for your patience as you learn eVA new processes, manage your rejections/corrections and continue to navigate various system issues.  Working with you is a pleasant experience.

User Requests:

Would you like a  specific demonstration at the meeting, or do you have a specific question for us? Fill out the eVA Help form by close of business on Monday, February 13th and include your question or demo need.

eVA email on approved Order:

Please note that you have a new order to view:

Reference:PO04221157 (ETF – 02.10.2023 – Bio-Rad – Thermal Cycler – Biology-BIO-RAD Laboratories Inc)
Access link:  https://procure.cgieva.com/page.aspx/en/ord/order_manage/4221157

email for your approval:

Please note that you have a new validation to do:

Workflow:  eVA Purchase Requisition
Step:  eVA Approvals
Reference:  REQ741145 (REQ741145 – ETF – 02.10.2023 – Bio-Rad – Thermal Cycler – Biology (A215-Purchasing – Fare Lindsay))
Access link:  https://procure.cgieva.com/page.aspx/en/ord/basket_manage/741145

TESS

Review of Top Ten- progress report

Top Ten eVA Concerns from December Meeting

• 1. Inability to view FOAPAL after PO or PCO is assigned- corrected
  2. Inability to print requisitions
  3. Re-entry of contract number & fiscal year on each line item- enhancement in progress
  4. Punchout Catalogs not working as expected- issues identified, correct in progress
  5. Scrolling requirement to complete form, especially the price field- not listed for enhancement
  6. Supplier filtering and searches-enhancement request to add dates to column header and parameter values to Excel output. Internal Order Option now available by dept.  Internal Orders are Confirming Orders.
  7. Pcard placement on side navigation-not listed for enhancement
  8. Messaging feature does not alert, not connected with Outlook- not listed for enhancement
  9. Orange Alert messages, not always relevant- not listed for enhancement
  10. Default on Due Date has caused issues- enhancement request to make the due date a required field. This will allow users to enter date as needed.

Reminders:

• eVA Vendor Check Approval Process- Requisitions for vendor check payment are verified with the Cardinal Verified Vendor report. If the vendor is not listed, REQ is returned to the buyer until the vendor can be confirmed by the eVA Approver.  Access report from the Finance Reporting link at the top of this page.
• If your vendor is not listed on the Cardinal Verified Vendor report – complete this Questionnaire for AP outreach.
• Clothing Table Review prior to REQ entry for assistance with your Internal Comments. Use the Code for clarification/assistance with Approval.

New:

• eVA Allocation Grid Settings for Approvers  – how to reorganize the allocations grid view within a purchase order. This is helpful when viewing or approving orders. Instructions found HERE

Upcoming:

End of Year Calendar and Messaging

PROCUREMENT

• What is a Confirming Order?
• Verify your pcard Alias before adding to the Req.
• SPCC Procurement Back to Basics (Power Point)

ACCOUNTS PAYABLE

• Business Meals- Catering invoices and Business Meal forms must be sent to UMW AP immediately after your event to ensure timely payment and avoid penalties.
• End of Year Party?  – We cannot use state funds for an end of year party, but we can use state funds for an end of year meeting to review the semester’s outcomes, obtain feedback from students, and plan for the upcoming semester.
• Don’t forget to use your stamper.  If you did not pick up your date stamper at the December meeting, stop by Eagle Village or call for an office delivery.
• Chrome River Pre-Approval  – “None” used to default in the third allocation box, currently it’s not. If you don not need to add an activity code enter “None.” Accounts Payable in currently in contact with Chrome River regarding this issue.
  • The expense report – “None” will default.
• The Hyatt Place is now under contract. New procedures for making a reservation can be found on the Accounts Payable website here. 
• Vendor setup – any questions or concerns about the new process?
  • Importance of a DOA accepted signatures on W9’s submitted to Accounts Payable as well as in eVA.

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