eVA Purchasing
&
Banner Receiving
Compliance
Employees are responsible for knowing and complying with established University and State policies and procedures when creating/approving requisitions and/or purchase orders, completing receiving reports, requesting/approving a direct payment (e.g. personal reimbursement), requesting/approving a travel reimbursement, authorizing/making corporate card (i.e. P-card and travel card) charges, or approving another employee's P-card transactions (authorized approver). Employees involved in the
procurement process are responsible for proper planning to ensure that they initiate the requirement sufficiently in advance to allow necessary internal approval(s), administrative/procurement leadtime, and vendor delivery leadtime. Failure to plan does not constitute an emergency or sole source procurement.
All documentation provided in support of a procurement or payment transaction must be factual and becomes public information. Vendors
routinely review procurement files to satisfy themselves that the procurement was conducted fairly, ethically, and consistent with procedures. Falsifying any documentation (e.g. providing non-factual documentation supporting a purchase transaction, altering/creating vendor invoices, improper receiving of goods/services, etc.), are serious breaches of policy.
Failure to comply with established University and State policies and
procedures may result in revocation of the employee’s system access to eVA and/or corporate card privileges, even for a first offense. Deliberate or
recurring noncompliance or failure to perform required duties may constitute cause for disciplinary action up to and including termination in accordance with the Employee Standards of Conduct, the University’s Rules and
Procedures, the Promotion and Tenure Policies and Procedures, the University Policy for Administrative and Professional Faculty and Faculty Holding Administrative Appointments, and/or any other applicable University procedure.
Table of Contents
A. Login to eVA
B. Purchasing Card Setup C. Non Catalog Order
D. Un-registered Vendor Order (Used to process non-registered Vendor pcard orders)
E. Punch-Out Catalog Order F. Change Orders
G. Vendor Search I. eVA
II. Banner (FTMVEND) H. Full Receiving
I. Partial Receiving J. Adjust Receiving
K. Deleting Incomplete Receiving
L. Purchase Order Query Screen – FOIDOCH M. Helpful Hints
A. Login Instructions
V i r g i n i a C o m m o n w e a l t h U n i v e r s i t y
http://www.eva.virginia.gov/
¾ Login to eVA as a Buyer ¾ Login using lowercase letters
¾ After you Login this dialog box appears
¾ If you get locked out of your account click on the Password Problems? Link.
B. Purchasing Card Setup
¾ Click on “Preferences” on this screen. Note: You should only add your Purchasing Card information to your eVA account. You should not have anyone else’s card, information stored in your preferences.
¾ Enter your PCard Number on the first line and confirm your PCard Number on the second line.
¾ PCard Holder Name: Enter your name as it appears on the card. ¾ Personal Liability: Defaults to no.
¾ PCard Type: Defaults to Purchase Card.
¾ Expiration Date: Enter the expiration date as it appears on your card. Note: you will need to update the expiration when the Pcard expires.
¾ The PCard information will update over night. You will not see it on your Shop Now screen until the next day.
¾ When your purchasing card information has updated this screen will show the added PCard information.
*NOTE: If you use the Purchasing card:*
1) The order will require the Account Code and Index Code. 2) The order will still follow the same Approval Flow.
C. Non Catalog
Order
V i r g i n i a C o m m o n w e a l t h U n i v e r s i t y
You can either click on “Requisition” on the left side of the screen OR “Create “at the top of the screen.
Title: Name this a title that would be unique to you and your area. On Behalf of: Will default to your name (should not be changed)
Use PCard: Uncheck the box if you will not be using you Purchasing Card. (This box will only be visible if you have loaded your PCard information in your Preferences.) See section B for directions.
PCard number: Will default.
Agency: Will default to 236, which is VCU’s agency number and should not be changed. Fiscal Year: Will default to the current fiscal year.
PO Category: R01 unless the item is on the exempt list. If the order is for an exempt category item use X02.http://www.vcu.edu/procurement/training/eva/exemptions.html
Procurement Transaction Type: select appropriate transaction type.
http://www.vcu.edu/procurement/training/eva/transactiontypes.html
Full Description: Enter the description of the item you are ordering. The description should be descriptive, so that electronic Vendors will understand your order. Also, the first 50 characters in this field will be the only information in this field that will be sent to Banner.
Commodity Code: Click on the drop down box beside of commodity. To search for codes you will click on “Search for more”.
Once you select “Search for more” it will take you to the screen to choose a commodity code.
In the box with “Field: Name” put in the product or service you are ordering. Once you type in the name of the item then click “Search”.
Once you click the “Search” box a list of commodities will be displayed.
Click “Select” next to the appropriate commodity description. The “Commodity Code” is filled in by your selection.
Click on the drop down box next to “Supplier” to select your Supplier (Vendor) and select “Search for more”.
Choose the Supplier you would like to purchase from.
You can do a search in the “Field: Supplier Name” box by the Supplier name or TIN. (Note: The best way to search is by TIN)
Once you select the Supplier you need to make sure the contact information is correct. Click on the “select” box next to contact.
If the registration type is “Self Registered” the po category should be (R01) if it is “State
entered” the po category should be (R01). (Note: If you are doing a State entered
Vendor order the Banner V# must be on the line(s) in the Non-registered Vendor DUNS# box.)
Add contract numbers to orders when you know what the correct contract number is. You select the Contract list drop down box and select not on list and this will bring a box up in the Contract # field to type in the contract number.
This is the screen you will go to choose your contact information.
Choose the ordering address by clicking on the “Select” box next to the correct address.
You should never click “New” when doing a self registered Vendor order or state entered Vendor order.
Supplier Part Number: Is not required, but can be used for part number if you have one. Contract #: Is not required, but can be used for a contract number if you have one.
Supplier Auxiliary Part ID: Is not required, but can be used if you have the information.
Quantity: Enter the quantity of what you are ordering.
Unit of Measure: Enter in the unit of measure. To search for other units, click on the field or use the drop down arrow. The pull-down list will store recently used units.
Price: Enter the UNIT price.
Click “UPDATE TOTAL” Click “OK”
This is “Checkout” review your order for accuracy.
To add additional lines check your existing line and click “Copy.”
After you copy the item put a check in the box beside the copied line item. Click “Edit”. This will allow you to modify the copied line item.
Put a check in the No. box to enter accounting for the whole order and select “Edit” Make sure you to select the correct po category. Registration type of Self registered is
Click on “select” to find the “6 Digit Index Code” if you know the code you can type it
in box.
Click on “select” to find the “Account Code” if you know the code you can type it.
If you are going to use split accounting click “Prev” on the top of the Checkout screen.
Select the line you would like to split by clicking “Split Accounting” for the appropriate line.
If using split accounting change it to dollar amount only. eVA will allow you to split by the other options listed, but the information sent to Banner needs to be in dollar amounts. (Ex. Second screenshot below)
To add more split lines click “Add Split” once all lines have been updated click “Update.”
Scroll down to the bottom of the “Checkout” screen
Confirm the “Ship To” and “Deliver To” information and add “Need by Date” and any comments in the appropriate boxes. Also, remember to check the appropriate box if you want your comments to be visible to the vendor.
Once everything is complete click the “Submit” button and you have completed your order.
This is the screen once your order is submitted. To view the status of your order, select “View”.
Now, you can see that your order is waiting to be approved in the “To Do” tab. Only the orders that are to non-electronic Vendors will come back for a final approval.
Once your order has been approved, you can see the order under My Documents and the status should be “Ordered”. Note:Do not give out the EP# until the order status shows
“Ordered” and it is available in Banner.
D. Un-Registered Vendor Order
Used to process non-registered Vendor pcard orders
You can either click on “Requisition” on the left side of the screen OR “Create “at the top of the screen.
Title: Name this a title that would be unique to you and your area. On Behalf of: Will default to your name (should not be changed)
Use PCard: Uncheck the box if you will not be using you Purchasing Card. (This box will only be visible if you have loaded your PCard information in your Preferences.) See section B for
directions.
PCard number: Will default.
Agency: Will default to 236, which is VCU’s agency number and should not be changed. Fiscal Year: Will default to the current fiscal year.
PO Category: X02 if for an exempt category item or R01 for all other non-registered pcard orders. Procurement Transaction Type: select appropriate transaction type.
Confirming Order; Do Not Duplicate: select if doing a confirming order. Click “Next” once you have entered all the information.
Full Description: Enter the description of the item you are ordering. The description should be descriptive, so that electronic Vendors will understand your order. Also, the first 50 characters in this field will be the only information in this field that will be sent to Banner.
Commodity Code: Click on the drop down box beside of commodity. To search for codes you will click on “Search for more”.
Create the Un-registered vendor.
You must enter the “Supplier Name” only. All other fields are not required. This information will not be saved.
Now the Supplier has been added, click “Select”. The new Supplier will be at the bottom to select.
You must enter all the fields.
You need a valid email address and Tax Id Number.
The Phone number needs to be 10 digits separated with dashes. The Tax Id # needs to be 9 digits with no spaces.
Leave the DUNS# field blank
Fill in other fields as needed. Be sure to click “Update Total” after you have entered your quantity and price.
If you need to add more line after you have entered your first line item on your order you will put a check in the box beside the line item.
Click “Copy”. *This is very important so your order has the same PCO# for all the
After you copy the item put a check in the box beside the copied line item. This will make an exact duplicate of the line copied.
Click “Edit”. This will allow you to modify the copied line item.
You will typically modify the Description, Quantity, Unit of Measure, Price and
Commodity Code fields with the next item you would like to order from this Supplier.
A Supplier change is not acceptable. You must create a new Requisition if you want to
order from a different Supplier.
Repeat the previous steps if you require additional lines.
Scroll down to the bottom of the page and put a check in the first box. This will put a check in all the boxes next to each line item.
Scroll down to the bottom of the page and add your accounting information there are no dashes in the Index Code.
NOTE: Split Accounting is not available for the entire order only by line item.
This screen indicates that the new accounting information has been added to each line item. Review the accounting information for accuracy.
Ship to: Will default to you, but with the drop down you can select another building. Deliver to: Will default to your information, but can be changed by typing over the
information. Put your room number first and then you last name. Enter the Need-by-date.
You may add comments in the “Comments Box”. You must put a check in the appropriate box, if the information is to be submitted to the Supplier.
This is the screen you will get once you have submitted your order. To view the status of your order, select “View”.
If you are the creator of the requisition you will need to go to the “To Do” section of eVA and approve your order after the department Approver has finished approving so, you receive PCO#.
Once your order has been approved, you can see the order under My Documents and the status should be “Ordered”. Note: Do not give out the EP# until the order status shows “Ordered” and the order is in Banner.
Click on the PCO# on the line item to print a copy of the order.
Click on “Print”.
E. Punch-out Catalog Order
¾ Complete the “Title Page”. ¾ Click “PunchOut Catalogs”.
¾ Type in the name of the Supplier and then click “Search.”
¾ Choose the Supplier (Vendor) you are looking for by clicking on the supplier’s name. This will take you to the Supplier’s Website.
¾ Each Website is uniquely designed, so you may be asked to complete information before submitting your order.
¾ On the example below, once you have finalized your order you must click “Submit to
¾ The items that you selected from the Supplier’s website are carried over to your eVA
requisition. The items are not editable. To make changes you must go back to the Supplier’s PunchOut catalog. Also, you cannot order from different Supplier’s. ¾ To add Accounting details place a check in the box for the line item and click “Edit”.
¾ Scroll down and add “Index Code” and “Account Code” in the spaces provided. ¾ Click “OK”.
¾ Use the “Add comment” section to state if you would like to have Shipping/Freight paid or not paid. Do not select visible to supplier.
*Do not create a shipping/freight line on Punch Out orders only add a comment in the comments section.*
¾ Scroll down to the bottom of the screen.
¾ Confirm the “Ship to” and “Deliver to” information and add “Need by Date” and any comments in the appropriate boxes. Also, remember to check the appropriate box if you want your comments to be sent to the Vendor.
¾ Click “Submit”.
*Note: All PunchOut catalog orders are submitted electronically to the Supplier and
Go to My Documents at the bottom on my home tab to find the order. Click on the PR number that you are making the change to.
Once you click on the PR number you will get this screen. Click “Change” to make your changes to the order.
If you want to edit the line put a check in the box and click “Edit”. If you want to add another line, click “Copy”.
You may change the Description, Quantity, Unit of Measure, Price or Commodity Code. *You cannot change the Supplier or Contact.*
Scroll down to the Comments field and give the reason for your change and put a check in the appropriate box.
This screen shows that the order is waiting for approval and you can see that a V2 has been assigned to show that this is a second version to this order.
&
Banner
Finance
G. Vendor Search
I. eVA
II. Banner (FTMVEND)
G.I
eVA Vendor Search
Select “I want data for one vendor” Select Vendor Tax ID
Enter in the Vendor’s Tax Identification Number (TIN).
*Searching by the TIN# is the best way to search, contact the Vendor to get the information.
If the Vendor is in eVA their name will show up on the screen with all of their
information.
Click on the “eVA Vendor ID” to verify the correct address.
If Vendor is not found in eVA, but is already in Banner contact Vendor create at [email protected] with the Banner V#.
If Vendor is not found in eVA and is not in Banner, the department is responsible for obtaining a W-9 or a completed substitute W-9 form from the vendor. The W-9 or substitute W-9 must be submitted to Vendor Create at [email protected].
Please allow at least 48 hours to have the Vendor created in the systems. Once created you will receive an email notification from Procurement Services.
G. II
Banner Vendor Search
Vendor Search
Open FTMVEND Form
1. Start Banner by going to www.banner.vcu.edu.
2. When the main menu (GUAGMNU) appears, open the FTMVEND form.
Go method:
a.
b. Press ; the FTMVEND form appears.
Menu Navigation method – click the following items to open them:
a. SCT Banner
b. Financial [*FINANCE]
c. Accounts Payable [*FINAP]
d. Accounts Payable Table Maintenance [*FINAPTAB]
e. Double-click Vendor Maintenance [FTMVEND] to open it. The key block of the
FTEMVEND form appears.
Go method, enter FTMVEND here and press . Menu Navigation method, open menus and click
Journal
Voucher Quick [FTMVEND]
TAB to the Last Name field
Enter the name of the Vendor. This field is case sensitive.
Enter a % sign at the end of the Vendor name to search for the first word of the name.
Enter a % before and after the Vendor name to search for that word to be in any part of the name.
The vendor is inserted into the FTMVEND form.
Select the Address tab to see the address of the vendor.
Verify this is your vendor.
Banner
Finance
H. Full Receiving
V i r g i n i a C o m m o n w e a l t h U n i v e r s i t y
Department Banner Receiving Guidelines
The receiving function is an important and necessary control in ensuring
funds are expended appropriately. Receivers should view and inspect all
items to verify receipt. If the Receiver is not certain of receipt, supporting
documentation such as an email from the employee (other than the
Approver) who did verify receipt must be obtained.
Receiving needs to be completed as soon as the merchandise or service
has been delivered.
Not receiving in a timely manner will delay payment to the Vendor.
Verify merchandise or service was received before processing
receiving report.
Packing slip for goods or email from the individual that received the
merchandise or service should be included in the departmental files.
Receiving should not be completed in Banner unless the Departmental
Receiver has knowledge that the merchandise or service was delivered.
No Banner Receiver Report should be completed from a verbal request.
Posting Receiving
Opening The FPARCVD Form
1. Start Banner by going to www.banner.vcu.edu.
2. When the main menu (GUAGMNU) appears, open the FPARCVD form. • Go method:
a. Type FPARCVD in the Go field.
b. Press ; the FPARCVD form appears.
• Menu Navigation method – click the following items to open them: a. SCT Banner
b. Finance System Menu [*FINANCE]
c. Purchasing and Procurement [*FINPURCH] d. Receiving Processing [*FINRECV]
e. Double-click Receiving Goods [FPARCVD] to open it. The key block of the FPARCVD form appears.
Go method,
enter
FPARCVD
here and press . Menu Navigation method, open menus and click Journal Voucher Quick [FPARCVD]
Open a Receiving Document:
• Type “NEXT” in the Receiver Document Code field to assign a document number.
• A new Receiver Document Code is assigned.
(Next Block) or press + to advance to the Receiving Header. The Date Received is defaulted to today’s date. This can be modified. The Received By field defaults to the person who logged in. This cannot be modified.
• Click
• The Receiving Method and Carrier are not required fields.
• Enter the packing slip information into the Packing Slip field. This can be numbers and/or letters. If no packing slip is received, enter information that will help your department identify the goods or service.
• Click (Next Block) or press + to advance to Purchase
• Enter Purchase Order number. Press . The PO information will populate the Buyer and Vendor fields.
• Select Purchase Order Items [FPCRCVP] from top menu under Options. A new page will open .
• To Receive all Items select Receive All. • Select Save
• The box will indicate that your line items have been saved. Select OK. • Click to exit screen.
• Each line on your Purchase order is shown individually. • The Final Received flag is selected as a default.
• The Ordered amount is defaulted as Quantity Received. • UOM is defaulted to Purchase Order choice.
• The message on Auto Help Line should indicate that the document has been completed.
(Exit) to return to the Main Menu. • Click
Banner
Finance
I. Partial Receiving
V i r g i n i a C o m m o n w e a l t h U n i v e r s i t y
Department Banner Receiving Guidelines
The receiving function is an important and necessary control in ensuring
funds are expended appropriately. Receivers should view and inspect all
items to verify receipt. If the Receiver is not certain of receipt, supporting
documentation such as an email from the employee (other than the
Approver) who did verify receipt must be obtained.
Receiving needs to be completed as soon as the merchandise or service
has been delivered.
Not receiving in a timely manner will delay payment to the Vendor.
Verify merchandise or service was received before processing
receiving report.
Packing slip for goods or email from the individual that received the
merchandise or service should be included in the departmental files.
Receiving should not be completed in Banner unless the Departmental
Receiver has knowledge that the merchandise or service was delivered.
No Banner Receiver Report should be completed from a verbal request.
Posting Receiving
Opening The FPARCVD Form
1. Start Banner by going to www.banner.vcu.edu.
2. When the main menu (GUAGMNU) appears, open the FPARCVD form. • Go method:
a. Type FPARCVD in the Go field.
b. Press ; the FPARCVD form appears.
• Menu Navigation method – click the following items to open them: a. SCT Banner
b. Finance System Menu [*FINANCE]
c. Purchasing and Procurement [*FINPURCH] d. Receiving Processing [*FINRECV]
e. Double-click Receiving Goods [FPARCVD] to open it. The key block of the FPARCVD form appears.
Go method,
enter
FPARCVD
here and press . Menu Navigation method, open menus and click Journal Voucher Quick [FPARCVD]
Open a Receiving Document:
• Type “NEXT” in the Receiver Document Code field to assign a document number.
• A new Receiver Document Code is assigned.
(Next Block) or press + to advance to the Receiving Header. The Date Received is defaulted to today’s date. This can be modified. The Received By field defaults to the person who logged in. This cannot be modified.
• Click
• The Receiving Method and Carrier are not required fields.
• Enter the packing slip information into the Packing Slip field. This can be numbers and/or letters. If no packing slip is received, enter information that will help your department identify the goods or service.
• Click (Next Block) or press + to advance to Purchase
• Enter Purchase Order number. Press . The PO information will populate the Buyer and Vendor fields.
• Select Purchase Order Items [FPCRCVP] from top menu under Options. A new page will open .
• Click (Next Block) or press + to advance to Purchase
• Select the line you need to receive items on by checking “AAddd dIItteemm”.
• Select more lines if necessary.
• The line items “Saved” will disappear from this page.
• The bottom message indicates they have been applied and saved.
• Click (Next Block) or press + to advance to Purchase
• “Tab” to navigate to each box.
• Indicate Quantity Received in “Current” box. • “Tab” to select U/M.
• Use scroll bar on the side to navigate to each line item.
• Review all line items to ensure accurate amount received, Final Receiving if required and Unit of Measure.
• Click (Next Block) or press + to advance to Purchase
(Complete) • Click
• The message on Auto Help Line should indicate that the document has been completed.
(Exit) to return to the Main Menu. • Click
Banner
Finance
J. Adjust Receiving
V i r g i n i a C o m m o n w e a l t h U n i v e r s i t y
Department Banner Receiving Guidelines
The receiving function is an important and necessary control in ensuring
funds are expended appropriately. Receivers should view and inspect all
items to verify receipt. If the Receiver is not certain of receipt, supporting
documentation such as an email from the employee (other than the
Approver) who did verify receipt must be obtained.
Receiving needs to be completed as soon as the merchandise or service
has been delivered.
Not receiving in a timely manner will delay payment to the Vendor.
Verify merchandise or service was received before processing
receiving report.
Packing slip for goods or email from the individual that received the
merchandise or service should be included in the departmental files.
Receiving should not be completed in Banner unless the Departmental
Receiver has knowledge that the merchandise or service was delivered.
No Banner Receiver Report should be completed from a verbal request.
Posting Receiving
Opening The FPARCVD Form
1. Start Banner by going to www.banner.vcu.edu.
2. When the main menu (GUAGMNU) appears, open the FPARCVD form. • Go method:
a. Type FPARCVD in the Go field.
b. Press ; the FPARCVD form appears.
• Menu Navigation method – click the following items to open them: a. SCT Banner
b. Financial [*FINANCE]
c. Procurement and Payment [*FINPURCH] d. Receiving Processing [*FINRECV]
e. Double-click Receiving Goods [FPARCVD] to open it. The key block of the FPARCVD form appears.
Go method,
enter
FPARCVD
here and press . Menu Navigation method, open menus and click Journal Voucher Quick [FPARCVD]
Open a Receiving Document:
• Type “NEXT” in the Receiver Document Code field to assign a document number.
• A new Receiver Document Code is assigned.
• Click (Next Block) or press + to advance to the Receiving Header. The Date Received is defaulted to today’s date. This can be modified. The Received By field defaults to the person who logged in. This cannot be modified.
• The Receiving Method and Carrier are not required fields.
• Enter the packing slip information into the Packing Slip field. This can be numbers and/or letters. If no packing slip is received, enter information that will help your department identify the goods or service.
• Click (Next Block) or press + to advance to Purchase
• Enter Purchase Order number of an order that has already been partially or fully received.
• Press . The PO information will populate the Buyer and Vendor fields. • Receive Items selection is defaulted.
• Select “Adjust Items” at the bottom of the page
• Select Purchase Order Items [FPCRCVP] from top menu under Options. A new page will open .
• Click (Next Block) or press + to advance to the Line Item selection
• “Quantity Accepted” indicates the amount that has been received previously.
• Select “Add Item” next to the line(s) that need to be Modified or Voided
• It will indicate that the lines you selected have been saved
• “Tab” to navigate to each field.
• Indicate a Negative Amount in Quantity Received in “Adjusted” field. • Use scroll bar on the side to navigate to each line item.
• If Voiding Receiving, ensure that all lines have been Adjusted.
(Complete) • Click
• The message on Auto Help Line should indicate that the document has been completed.
(Exit) to return to the Main Menu. • Click
Banner
Finance
K. Deleting Incomplete Receiving
V i r g i n i a C o m m o n w e a l t h U n i v e r s i t y
Department Banner Receiving Guidelines
The receiving function is an important and necessary control in ensuring
funds are expended appropriately. Receivers should view and inspect all
items to verify receipt. If the Receiver is not certain of receipt, supporting
documentation such as an email from the employee (other than the
Approver) who did verify receipt must be obtained.
Receiving needs to be completed as soon as the merchandise or service
has been delivered.
Not receiving in a timely manner will delay payment to the Vendor.
Verify merchandise or service was received before processing
receiving report.
Packing slip for goods or email from the individual that received the
merchandise or service should be included in the departmental files.
Receiving should not be completed in Banner unless the Departmental
Receiver has knowledge that the merchandise or service was delivered.
No Banner Receiver Report should be completed from a verbal request.
Deleting Incomplete Receiving
• Check FOIDOCH to see if you have any incomplete receiving document codes. If the Status field is empty that is an incomplete receiver.
Go to FPARCVD and open the Receiving Document you need to delete: • Type the “Y#” in the Receiver Document Code field.
• The message on Auto Help Line should indicate that the document has been deleted.
Banner
Finance
L. Purchase Order Query
V i r g i n i a C o m m o n w e a l t h U n i v e r s i t y
Banner Query Screen Opening FOIDOCH Form
1. Start Banner by going to www.banner.vcu.edu.
2. When the main menu (GUAGMNU) appears, open the FOIDOCH form. • Go method:
a. Type FOIDOCH in the Go field.
b. Press ; the FOIDOCH form appears.
• Menu Navigation method – click the following items to open them: a. SCT Banner
b. Finance System Menu [*FINANCE]
c. Purchasing and Procurement [*FINPURCH] d. Purchase Order Processing [*FINPO]
e. Purchasing Query [*FINPOQRY]
f. Double-click Document History [FOIDOCH] to open it. The key block of the
FOIDOCH form appears.
Go method,
enter
FOIDOCH
here and press . Menu Navigation method, open menus and click Journal Voucher Quick [FOIDOCH]
Open a Query
• Type “PO” in the “Document Type” to assign the type of document you are querying. • Press Tab on your keyboard to go to the “Document Code” field. This is where you will
put in the Purchase Order Number you are querying.
• By highlighting the “Purchase Order” number, the “Options” menu gives you the Query for the Purchase Order.
• By highlighting the “Invoice” number, the “Options” menu gives you the Query for the Invoicing.
• Once your Query has opened, to advance to the necessary Forms
• Click (Next Block) or press + . The Payment Due Date is when the
• If the Status of the invoice is “R” the receiving has not been completed or either it is not completed correctly. Note: the list on the right side of the screen shows what each Status Indicators mean.
• Highlighting the “Check” number, the “Options” menu gives you the Query for the Checks.
• Highlighting the “Receiving” number, the “Options” menu gives you the Query for the Receiving. If you have any receiver codes that do not have a “C” in the status refer to the “Deleting Incomplete Receiving” section of the manual on steps to remove.
• Once your Query has opened, to advance to the necessary Forms
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Banner
Finance
M. Helpful Hints
Helpful Hints
Departments should not check the box to “include comments/attachments” on purchase requisitions over $10,000. If this box is checked the comment cannot be deleted by the end user. And the comment cannot be removed by Purchasing
The “Bypass ERP Integration” box should only be selected when instructed to do so by Procurement Services Staff.
The “New” button should only be used for un-registered Vendor information. This button is not used to correct, add, edit or remove information about a self- registered or state entered Vendor.
Shipping/Freight should not be added as an additional line on punch-out catalog orders. Accounts Payable will pay this as an additional amount within reason when the Vendor invoices.
If a Vendor has a punch-out catalog available in eVA it should be utilized.
Failure to comply with VCU & State Rule/Regulations may result in temporary or permanent suspension from eVA.
o Formal or informal violations o Sharing passwords
o Purchase card violations
o Continued misuse of the system
It takes 2 days for change orders to come over to Banner
An order will not show up in Banner until is shows a status of “Ordered”
Receiving required report should be used to identify purchase orders that have invoices posted in Banner, but do not have a corresponding receiving report.
When creating an order in eVA to a non-registered Vendor using a pcard, do not select State-Entered Vendors. This will result in an error message indicating the Vendor does not accept the pcard. When creating non-registered Vendor pcard orders must select the “New” option to enter the Vendor
information.
Pcard orders do not integrate to Banner, so no W-9 is required. Do not create “State-Entered Vendors” for any pcard orders.
Bypass integration on foreign Vendor orders after you have verified the Vendor has a Vendor record (V#) created in Banner. If the is not in Banner please send a W-8 form to [email protected].
