James Madison University. JMU Small Purchase Charge Card = eva PCard Jennifer Dellinger dellinjx@jmu.edu

Transcription

1 eva Overview James Madison University Contact Information JMU Small Purchase Charge Card = eva PCard Jennifer Dellinger dellinjx@jmu.edu JMU Procurement Services Heather Swierzewski swierzhl@jmu.edu Katie Weaver weavercb@jmu.edu Unsure of person to contact? askeva@jmu.edu

2 Acknowledgements Sincere thanks to these people who contributed to the development and review of this manual. Vickie Bland Vanessa Breeden Linda C. Daggy Jennifer Dellinger Loretta Grunewald Mary Helmick Cheryl Lantz Doug Mathews Donnie Mongold Carla A. Newman Cathy Rohrer Nancy Sours Carol Sweger Katie Weaver Kay Wright Preface This manual contains information about eva, electronic Virginia. Text within rectangular boxes explains important data related to information on the page. The bolded text at the top of the box indicates the specific topic. Take time to read it. Screenshots from the eva website are located at the bottom of applicable pages. The screenshot displays information related to the information on that page. eva Overview i

3 Table of Contents Acknowledgements... i Preface... i What s eva?... 1 How do I access eva?... 2 What do I need to do with my password?... 3 Initial Passwords... 3 Password Creation Rules... 3 Password Changes and Resets... 3 What are the primary areas on the eva website?... 4 Knowledge Center Page... 4 Swoosh Page... 5 What do approvers need to know?... 6 Delegate Short-Term Approval Authority... 6 Approve Requisitions... 7 Where can I go for help?... 8 eva Resources... 8 JMU Resources... 9 What else do I need to know? How do I handle non-registered eva vendors? How do I check the status of a requisition? How do I print an Order? What happens after I receive the order? How do I log out of eva? What if I change my mind? How do I clear my cache? What is SWAM? What is a Confirming Order? What is a Quick Quote? What are the latest changes? Appendixes (see goldenrod inserts) A. eva Exclusions B. Request a New Password C. PCard Information D. Sample eva Orders (Direct and Confirming) eva Overview ii

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5 What s eva? eva is a web-based procurement tool designed to automate and streamline procurement for state agencies. Information flows back and forth between buyers and vendors. Ordering Levels for eva The same ordering levels apply to eva that existed with previous DPOs (Departmental Purchase Order) and Purchase Requisitions. < $5,000 Department places requisition to vendor through eva. >= $5,000 Department places requisition that automatically goes to JMU Procurement Services through eva. Specific Item Purchases Certain commodities must be procured exclusively through JMU Procurement Services. JMU Security Administrators established commodity rules that enable eva to send automatically the requisition to the appropriate JMU Procurement Buyer who completes the order through eva. Items that fall within these categories Cellular Phones Two-Way Radios Furniture (other than VCE furniture) Copiers Firearms and Ammunition eva Exclusions Read Appendix A for specific information about purchases that do not need to go through eva. eva Overview 1

6 How do I access eva? To access the eva website: 1. Go to the JMU Procurement Services website at 2. Click eva Login Page. 3. Enter your username and password under Buyer Login. (screenshot below) 4. Click [Login]. Username: Use the first letter of your first name and the first 7 letters of your last name. If you have a duplicate username, a numeric value will be added at the end. Enter letters in lowercase format. Examples: Diane Fellenbaum dfellenb Jon Dix jdix Sam Smith ssmith2 Sally Smith ssmith3 eva System Down If you log in with your correct username and password and receive an error message, the system is likely down. When the system is down, do not log in 3 times or you will be locked out. View System Alerts on JMU Computing at Call your Procurement Liaison if you think the system is down and it is not posted on System Alerts. eva Overview 2

7 What do I need to do with my password? Password guidelines are mandated by Richmond to protect high security of the system. Initial Passwords After training, you will receive an about login procedures including your initial password. The initial password must be reset upon your first login to the system. Password Creation Rules eva requires the password to contain between 8 and 16 characters and at least 1 special character or number. Common English words should be avoided. The password is case sensitive. The password cannot be the same as any of the last four passwords you have used. Password Changes and Resets Primary Contact: Katie Weaver, , weavercb Secondary Contact: Mary Helmick, , helmicmw If you want to reset it yourself, then go to Appendix B for instructions. Password Changes eva prompts users to change passwords immediately after a password reset and every 30 days. System Lock Outs If you log in 3 consecutive times with an invalid password, you get locked out of the system. Follow the password reset information in Appendix B if you get locked out of the system or contact Katie listed above. eva Overview 3

8 What are the primary areas on the eva website? eva has several areas within the overall website. We focus on 2 of them: the Knowledge Center page and the Swoosh page, also known as e Mall, Shop Now and Ariba Buyer Home Page. Knowledge Center Page The Knowledge Center page displays information after logging into eva. It represents the homepage to users who can access eva. Review it for recent updates or important data. Click Shop Now in the left column of the Knowledge Center page to access the Swoosh page. (screenshot below) Access PCard Information Enter or update your PCard information on the Knowledge Center page by these steps: 1. Click Preferences on the Screen Header. (screenshot below) 2. Click Manage PCard Information. 3. Use that page to create, edit or delete PCard data. Read Appendix C for further information about the PCard. Click Shop Now to access the Swoosh page Click Preferences to access or update PCard information eva Overview 4

9 Swoosh Page (aka e-mall, Shop Now and Ariba Buyer Home Page) This page represents the homepage for shopping via e Mall. The 3 areas of the page are Screen Header, Process Step and Swoosh Commands. (screenshot below). Screen Header commands on the top of every screen Home: return to Swoosh page Help: display online help Logout: logout of eva system Preferences: change user profile preferences Toggle Tips: turn help screen on or off Toggle Currency: use when need multiple currencies Process Step area shown on left side with 7 categories To Do: view requisitions needing your approval Status: view current status of your requisitions Create: begin a requisition Explore: access links to Saved Searches, Catalogs and Folders Report: view reports Receive & Reconcile: not used at this time Swoosh Commands shown in center. All commands same as those within Process Step. Create: begin a requisition Status: view current status of your requisitions Approve: view requisitions needing your approval Receive: on hold now; do not use Explore: access links to Saved Searches, Catalogs and Folders Screen Header Process Step Swoosh Commands eva Overview 5

10 What do approvers need to know? Delegate Short-Term Approval Authority Approvers should have a backup approver when the approver is out of the office due to anticipated or unanticipated short-term absences. The requisition gets processed if it needs approval by the backup approver. A backup approver serves in the same capacity for business practices as the approver (i.e., backup approver is on the same level or above). Backup approvers can be the same as those who have signature authority on the signature authority card. Steps to Delegate Short-Term Approval Authority From the Swoosh page: 1. Click Preferences within the Screen Header. 2. Select Delegate Approval Authority. (screenshot below) 3. Use pull-down menu to access a recently used person or search by selecting Other. All state-wide eva users appear in the search panel. 4. Enter data in the required fields. 5. Check the Notification checkbox to keep informed about approval requests via , if desired. 6. Click [Next >]. 7. Click [Next >]. 8. Check data on the Review Changes panel. 9. Click [Submit]. eva Overview 6

11 Approve Requisitions Approvers must approve an applicable requisition to change it to an order. Applicable means the requisition exceeds the buyer s approved expenditure limit. Other reasons for approving: the buyer has ad hoced an approver for a specific requisition or the registered eva vendor does not accept electronic orders so the buyer must approve it. Follow these steps from the Swoosh page: 1. Click Approve Requests under To Do. 2. Click the checkbox to the left of the Type column heading to select all requisitions OR click a specific PR checkbox. (screenshot below) 3. Click [Approve] to access the Comments panel. You do not need to send comments to the vendor. 4. Click [OK] to complete the approval process. eva Overview 7

12 Where can I go for help? eva Resources The eva website has excellent resources for you to learn about the system. emall Resources and Comprehensive emall Guides Visit Online Help Click [Help] on Screen Header after accessing the Swoosh page. FAQs Click FAQ under the Support category at the left on the Knowledge Center page. (screenshot below) Available FAQ topics: User Profile Changes Requisitions Approval Payment Receiving Reporting eva Overview 8

13 JMU Resources The table below lists JMU contacts if you have any questions. Topics JMU Resource Contact Info Purchases Vendors Specific eva?s Dell Products Procurement Website jmu.edu/procurement Click Staff link to learn who to contact for specific commodity Carol Sweger JMU Procurement Services Contact buyer associated with a specific commodity type OR Contact your JMU Procurement Services liaison listed on the cover or swegercb@jmu.edu PCard Jennifer Dellinger Accounts Payable or dellinjx@jmu.edu Security or Log In Issues Katie Weaver (primary) Mary Helmick (secondary) JMU Procurement Services or weavercb@jmu.edu or helmicmw@jmu.edu JMU eva User Groups eva User Groups meet to discuss the system. Items include new tips, updates and open discussions. View the webpage below to see the eva User Group meeting dates. Another Contact Resource If you do not know who to contact, send an to askeva@jmu.edu. You will either receive an or phone call to assist you. Ongoing Technical Issues Within eva If you have ongoing technical issues, call the eva HelpDesk, outside of JMU, to report the issue. Toll-free number: eva Overview 9

14 What else do I need to know? How do I handle non-registered eva vendors? Review options below. Send Vendor Letter Send the vendor the letter and marketing materials available on the eva JMU Procurement Services website below as an effort to get them to register. Look for Another Vendor Consider using a registered eva vendor. You can do a Quick Quote in eva for items < $5,000 by sending your requested item(s) electronically to eva registered vendors who respond with pricing information. Ad Hoc the Non-Registered eva Vendor Follow the steps below about ad hocing a non-registered eva vendor within the eva system. 1. Go to the JMU Procurement Services website at: 2. Click JMU eva Information under Information for Departments 3. Scroll to Additional Instructions and Information 4. Click eva Tip #0006 How To Ad Hoc A Vendor 5. Click Save or Open 6. Follow the directions on the document eva Overview 10

15 How do I check the status of a requisition? You can check the status of requisitions in any of the established actions: composing, submitted, approved or denied within the Status category. Contact Katie Weaver or Heather Swierzewski if you see a requisition listed as: approving ordering, IF stays in that status for longer than 30 minutes THEN it is stuck View All Requisitions Click Show All within the Status category to see a listing of requisitions sorted within the Date Created column. Sorting is displayed with the most recent requisitions at the top. eva Overview 11

16 How do I print an Order? Reasons to Print an Order Vendor does not accept orders electronically and must receive them by fax or mail You want to keep a paper copy in your office Types of Orders When you use your PCard, the order appears as a PCO (PCard Order). When you do not use your PCard, the order appears as a DO (Direct Order). Steps to Print an Order from the Swoosh Page 1. Click Approved under Status in the Process Step area 2. Click the PR number under the ID column 3. Click the DO/PCO number in the Order column under Line Items (screenshot below) 4. Click [Print] to view the order on screen in a separate window 5. Print the page by clicking [Print] on the browser toolbar or File, Print from the browser menu Print Orders Be sure to print the order (DO or PCO), not the PR (purchase requisition). Orders are the legal contract between JMU and the vendor. eva Overview 12

17 What happens after I receive the order? < $5,000 Order No receiving report is needed in Accounts Payable. ONLY EXCEPTION is Facilities Planning and Construction. They must submit receiving reports on everything due to auditing requirements. Accounts Payable will continue to fax a copy of an invoice to the department with a stamped notation saying This invoice will be processed for payment within 5 business days, if there is no response from department. >= $5,000 Order Send completed Receiving Report Form along with the Bill of Lading (i.e., packing slip) to Accounts Payable. Form available on the Accounts Payable website at: NOTE: If a Bill of Lading does not arrive with an order, note that on the completed receiving report form. Sample Text: The Bill of Lading was not included in the shipment. Do I send paper DOs to Accounts Payable? Copies of eva DOs do not need to be sent to Accounts Payable unless the department requests it. Accounts Payable will obtain all accounting codes from the online eva order. eva Overview 13

18 How do I log out of eva? Click [Logout] on the Screen Header to end your session with eva. Click Logout When Ending Session Session Time Out You will get timed out of the system after 60 minutes of inactivity. You will receive a message shown in the screenshot below. Close your browser to clear all temporary files. Then reopen your browser and log back into eva. When you go to a PunchOut catalog, be sure to return periodically to eva so you do not get timed out. Bring your orders in batches or bundles to save your work and avoid an automatic session time out. eva Overview 14

19 What if I change my mind? Three primary scenarios exist regarding changing your requisition: delete, withdraw and cancel. Delete If you created a requisition, but never submitted it You can delete it and no one (e.g., approver or vendor) will see it. Withdraw If you created a requisition and submitted it for approval You cannot delete it. You can withdraw and edit it before the approval is completed, but a permanent record exists in the eva system. Cancel If you created a requisition that got approved and changed to an order If vendor has not already shipped the order, you can cancel it. If vendor has shipped the order, then you should not cancel it. You want to adhere to good business practices. Some vendors quickly process and ship orders. It may be the same day when the requisition is approved and ed to the vendor as an order. August 2006 Update About Canceling Orders If you need to cancel the entire order, then you can cancel it in eva so JMU will not get charged the 1% transaction fee for that order. eva Overview 15

20 How do I clear my cache? Your Web browser stores the Web pages you view in a folder on your computer. If you do not clear the cache periodically, then stored pages may interfere with the navigation of other Web pages. Cache pages may interfere with navigation in eva. Follow these instructions to clear the cache in your Web browser. Clearing Cache in Internet Explorer for Windows 1. Select Tools menu. 2. Click Internet Options. 3. Select the General tab. 4. Click [Delete Files] in the Temporary Internet files section. 5. Check the box Delete all offline content. 6. Click [OK] in the Delete Files box. 7. Click [OK] in the Internet Options box to complete the process. Clearing Cache in Internet Explorer for Macintosh 1. Select Edit menu. 2. Click Preferences. 3. Find the Web Browser menu. 4. Select Advanced. 5. Click Empty Now. 6. Click [OK]. eva Overview 16

21 What is SWAM? The Commonwealth of Virginia developed an initiative to enhance purchase opportunities for Small, Woman-owned and Minority-owned businesses. JMU is required to do a percentage of business with SWAM vendors. There are state regulations in place that require all university buyers to notify a woman and/or a minority vendor when purchasing goods and services that cost less than $5,000. At least one woman or minority vendor should be solicited to check on product availability and price before making a purchase of less than $5,000. eva is a great resource to find these types of vendors. You will see that whenever a vendor search box appears, there will be a classification list if a vendor is a woman or minority vendor. Ways to Access a List of SWAM Vendors Option A 1. Go to the JMU Procurement eva Information page at: 2. Read eva Tip #0009 Bidders List Report for SWAM Vendors Option B 1. From the Knowledge Center Page, click Reports & Documents 2. From Vendor Reports-Advanced, click eva_prod_003_v2.html Definitions of SWAM Vendors Small = Small Business <= 250 employees, or average annual gross receipts of $10 million or less Woman = Woman-Owned Business at least 51 percent owned and controlled by one or more women Minority = Minority-Owned Business at least 51 percent owned and controlled by one or more minorities Source: Virginia Department of Minority Business Enterprise eva Overview 17

22 What is a Confirming Order? JMU Departments may place orders under $5,000 by phone or through a vendor s website. When the order is placed with the vendor a CO must be entered into eva unless it is an eva exclusion. If the CO is not entered in eva, the JMU Department will get charged 2% of the total transaction through an ATV. A CO confirms that the transaction occurred by placing it in eva making JMU compliant. Sample COs are included in Appendix D. When should I enter a Confirming Order in eva? COs should be entered in eva within 24 hours after the order was placed with the vendor. What do I need to include in the eva Confirming Order? If using an eva registered vendor who accepts orders electronically, enter the data below: Textbox Name/Location Title /Add Title panel Comments Entire Requisition /Checkout panel Enter Confirming Order - Do Not Duplicate Invoice # XX May not have invoice. Confirming Order Invoice # XX Do Not Duplicate Do not enter detailed information. Make it vague to prevent possible duplicated orders. Examples: do NOT include part numbers, item descriptions or quote numbers. If using an eva registered vendor who does not accept orders electronically OR,a nonregistered eva vendor, keep the CO data simple and vague since the order will not go to the vendor through eva. You do not need to fax it to the vendor. What does JMU Accounts Payable need? COs submitted through eva: If the DO# does not appear on the invoice, Accounts Payable will fax the invoice to the department and the department must write the confirming DO# on the fax and fax it back to AP immediately. Orders submitted through eva: Accounts Payable should receive the eva DO# on the invoice when they receive it from the vendor. If not, AP will fax the invoice to the department and require the DO# faxed back immediately. How does my PCard work with Confirming Orders? You can and should use your PCard when placing orders by phone or through the vendor s own website. However, when placing the CO in eva, you SHOULD NOT use the PCard checkbox on the Add Title panel. Make sure it is unchecked. This means eva will generate a DO#, NOT a PCO#, which is acceptable for Accounts Payable. eva Overview 18

23 What is Quick Quote? Quick Quote is a method that allows you to easily submit electronic solicitations to eva vendors registered under specific commodity codes. Why should I use Quick Quote? Get access to Small, Woman-owned and Minority-owned vendors Use it when you know exactly what you want Find the lowest cost vendor See vendors who sell specific item(s) that you want How can I learn about Quick Quote? IT Training offers a Quick Quote course. Go to J-Ess to view and register for a Quick Quote course. Click Quick Quote on the eva Knowledge Center page. Click these links under Support to learn more. QQ FAQ QQ User Guide eva Overview 19

24 What are the latest changes? Updates below on the eva Business Plan that JMU Procurement Services shared during the August eva User Groups meeting. 1% Transaction Fees JMU must pay a 1% transaction fee on every transaction to an eva registered vendor. Transaction fees are capped for SWAM vendors at $500 per transaction. Transaction fees are capped for non-swam vendors at $1500 per transaction. FY 2007: Funding for Payment of 1%Transaction Fees E & Q Orgs These orgs do not have to pay the 1% transaction fee in FY Auxiliaries July 1, 2006 December 31, 2006: Auxiliary Reserve January 1, 2007 June 30, 2007: Auxiliary Budget: Chargeback to individual org codes Capital Capital Funding Chargeback to individual org codes Grants/Sponsored Programs Grant Funding Chargeback to individual org codes. Grant Accounting will be processing these fees according to their procedures for recovery of fees from granting agencies. 2% Transaction Fees JMU must pay a 2% transaction fee if not compliant with the eva requirement. The eva requirement is that every order must be entered into eva unless it is a valid eva exclusion. If it is not an exclusion and the JMU department choose not to enter the purchase in eva, then it is non-compliant and the department will be directly charged 2%. Examples of Non-Compliant eva Orders MasterCard Order Any MasterCard order that is not reconciled appropriately in the JMU Finance software such as not including the DO/PCO number or the correct eva exclusion number. Any MasterCard order that is not entered in eva and is not an exclusion. Non-MasterCard Order (DO) JMU Buyer places an order by phone or online with a vendor and does not enter the Confirming Order in eva before sending the invoice to Accounts Payable for payment. eva Overview 20

25 Appendix A eva Exclusions Purchases that do not have to go through eva are described within this section. Common eva exclusions include Travel expenses Conference registrations Professional organizational membership dues Advertisements such as in newspapers, magazines, journals, radio, or television Point-of-sale purchases occur when goods are received in hand at the site of the sale (i.e., point of payment). The individual cardholder uses the PCard. POS purchases are not Internet or phone orders. Where do I find an up-to-date listing of eva exclusions? From the eva home page ( 1. Click APSPM Manual under the Quick Links. 2. Scroll to the Table of Contents. 3. Click MS Word icon for Chapter 14 Electronic Procurement. 4. Scroll to 14.9 Use of eva and Exclusions. Where can I learn more about common JMU purchases that connect with eva exclusions? From the JMU Procurement home page ( 1. Click JMU eva Information under Information for Departments. 2. Click eva Purchase Exclusions under Policies Governing the Use of eva at JMU. Do I need to complete a special form for an eva exclusion? Yes, use the JMU Accounting Voucher for all of these reasons: The purchases are excluded from eva (i.e., eva exclusions). The total cost is < $5,000. You did not use your PCard. If you used your PCard to order and pay for the exclusion, you do not need to do anything. PCard purchase for exclusions can be point of sale or non point of sale. Sample JMU Accounting Voucher on the next page. Source:

26 Appendix B Request a New Password Call Katie Weaver ( ) or Mary Helmick ( ) to have them reset your password. If you want to reset it yourself, read the following pages. These pages are from Commonwealth of Virginia, Department of General Services, Division of Purchases and Supply.

27 Request a New Password Use the following procedure if you: Have forgotten your current password and need a new one (see error message note below). Are currently locked out. ** Helpful Hint: After following these procedures, be sure to completing log out of the system and the browser. This has been shown to help in restoring cache with new password! *** Go to Click on Forgot Your Password? Click Here.

28 Enter your user name (originally assigned by eva). Enter your address. Click on Submit. To get to the next field: Hit TAB or Click once within the field you want to type into. NOTE: The supplied here MUST match the address within your eva profile. Note Error Message! The address is required so that an can be sent to you giving you the new password. If the address you enter does not match the address in eva, you will need to have

29 Note Error Message! Since this procedure only works on locked accounts, you will need to violate your current password three (3) times. Simply key in an erroneous password each time until the system indicates you are locked out. You must click on the Portal Login Screen then key in the erroneous password each time until the system indicates you are locked out.

30 After clicking on Submit you should receive a confirmation message indicating the action is completed. Click OK. You will receive an from Buysense.com Support giving you the temporary password. Sample In-Box Message Sample Passwords are case-sensitive so be sure to remember it in the exact format given to you in the . Cut and paste will work, but do not include the quotes.

31 Portal Login Page Password Tips Do not use simple, obvious or predictable passwords Do not use names or nicknames of people, pets, places, or personal information that can be easily found out, such as your address, birthday or hobbies EVA requires the password to be four to eight characters in length. The password should include a combination of alphabetic and numeric characters. Common English words should be avoided. Create passwords that are easy to remember but hard to guess.

32 Once you log into eva with your temporary password, you will be prompted to change your password to one of your selection. Enter the current password (the temporary password assigned). Enter your new password. Enter your new password again to confirm. Click on Submit Your password is case-sensitive so be sure to remember it in the proper format. After clicking on Submit you should receive a confirmation message indicating the action is completed. Click OK.

33 Once you click OK you will be logged into eva as you normally would. Click on Yes to proceed to the portal home page.

34 Changing Your Password via Preferences Use the following procedure if you: Simply need to change your password for security purposes. Log into eva. Click on Preferences.

35 Click on Change Your Password Enter the current password. Enter your new password. Enter your new password again to confirm. Click on Submit Your password is case-sensitive so be sure to remember it in the proper format.

36 You will receive a confirmation page indicating the action is completed. Click OK.

37 Appendix C PCard Information The following pages describe information about the PCard. Accessing the PCard List Creating a New PCard Updating an Existing PCard Associating Users with an Existing PCard Viewing PCard Information Disassociating a User and a PCard Deleting an Existing PCard Deleting PCards When the Creator is Unavailable PCard Constraints and Encryption Logic

38 Manage P-Card Information Accessing the P-Card List Use the P-Card List screen to manage your P-Card Information. To access the P-Card List screen, follow these steps: 1. Access the Change User Profile Screen. 2. Click on the Manage P-Card Information link. The P-Card List screen will display, listing all P-Cards with which you are associated. P-Cards are listed by their alias. The P- Card Alias consists of the User Name of the buyer who created the P-Card and the last five digits of the P-Card Number. All new P-Cards entered into the system after July, 2002 will contain an alias consisting of the User Name of the buyer who created the P- Card and the last four digits of the P-Card number.

39 Creating a New P-Card To add a new P-Card to the list, follow these steps: 1. Click on the Create P-Card button at the bottom of the P-Card List screen. The P-Card Details screen will display. 2. Enter the card number into the P-Card Number field. This is a required field. 3. To ensure you did not make a typing error, enter the card number again into the P-Card Number (confirm) field. This is a required field. 4. Enter the PCard Alias. You determine the data. It appears on the add title panel when you create a requisition. Your card number does not appear. 5. Enter the name as it appears on the card into the Card Holder Name field. This is a required field. 6. If the card holder name is to be personally liable for charges on the card, select Yes from the Personal Liability drop down box. The default is No. 7. From the Card Type drop down box, select the appropriate response: Expense Card, Purchasing Card, or Expense/Purchasing Card. 8. Enter the expiration date as it appears on the card into the Expiration Date field. Use the format mm/dd/yyyy. This is a required field. 9. Click on the Submit button. You will receive a screen confirming the creation of the P- Card. 10. Click on the Exit button to return to the P-Card List screen. Because you are automatically associated with any P-Card you create, the new card will be listed in ascending order on the P-Card List screen.

40 Updating an Existing P-Card Only the buyer who created the P-Card can edit the information associated with the P-Card. To do so: 1. On the P-Card List screen, click on the link to the card you want to edit. The P-Card Details screen for that card will display. 2. You will not be able to edit the P-Card Number. Instead of the P-Card Number, the P- Card Alias will be displayed. The P-Card Alias consists of the User Name of the person who created the card and the last four or five* digits of the P-Card Number. It is also not editable. *NOTE: P-Cards created in eva prior to August 2002 will contain an alias consisting of five digits following the User s name. 3. If appropriate, edit the Card Holder Name. This is a required field. 4. If the liability status has changed for this card and cardholder, select the new status from the Personal Liability drop down box. This is a required field. 5. If the Card Type has changed, select the new appropriate value (Expense Card, Purchasing Card, or Expense/Purchasing Card from the drop down box. This is a required field. 6. If appropriate, edit the Expiration Date. Use format mm/dd/yyyy. Required field. 7. When you are finished, click on the Submit button. You will receive a screen confirming the update of the P-Card. 8. Click on the Exit button to return to the P-Card List screen. Note: Refer to the next section of this document (Associating Users with an Existing P-Card) for details on the New P-Card Users portion of the P-Card Details screen.

41 Associating Users with an Existing P-Card To associate another user with an existing P-Card that you created, follow these steps: 1. On the P-Card List screen, click on the link to the card with which you want to associate a user. The P-Card Details screen for that card will display. 2. Click on the Search button next to the New P-Card Users field. The P-Card User Search screen will display. [Or, if you know the user name(s), skip steps 3-6 by typing in the user names separated by commas; no spaces.] 3. Enter the Username, First Name, Last Name and/or Organization Unit of the person you want to associate with the card. You can use any combination of the three fields. You can also use the % sign as a wildcard. For example, if you wanted to find all users with a last name of Smith and a first name starting with T, you would type T% in the First Name field and Smith in the Last Name field. 4. Click on the Search button. Your search results will be listed. 5. Select the user(s) you want to associate with the card by clicking on the appropriate Select checkbox(es).

42 6. Click on the Select button. You will return to the P-Card Details screen. The user(s) you selected will be listed in the New P-Card Users field. 7. Click on the Submit button. You will receive a screen confirming the update of the P- Card. 8. Click on the Exit button to return to the P-Card List screen. Viewing P-Card Information If you are associated with a P-Card but did not create that P-Card, you can still view the P-Card information. To do so: 1. On the P-Card List screen, click on the link for the P-Card you want to view. The P-Card Details screen for that P-Card will display. 2. Since you did not create this P-Card, you will not be able to edit any of the information. When you are done viewing the details, click on the Exit button. You will return to the P- Card List screen.

43 Disassociating a User and a P-Card If you create a P-Card, you cannot disassociate yourself with that P-Card. (You can only delete the P-Card from the system. See below.) You can disassociate other users currently mapped to a P-Card that you created. Follow these steps: 1. On the P-Card List screen, select the card for which you want to disassociate a user. The P-Card Details screen for that card will display. 2. Under Existing P-Card Users, click on the Delete checkbox next to the User Name you no longer want associated with the P-Card. 3. Click on the Submit button. You will receive a screen confirming the update of the P- Card. 4. Click on the Exit button to return to the P-Card List screen. Deleting an Existing P-Card Only the buyer who created the P-Card can delete the P-Card. In addition, only the buyer who created the P-Card can see who else is associated with that P-Card. Prior to deleting a P- Card, you should note who else is associated with that P-Card and make any necessary arrangements for re-creation and re-association, as appropriate for the situation. To delete an existing P-Card: 1. From the P-Card List screen, click on the Delete checkbox of the P-Card you want to Delete. 2. Click on the Update button at the bottom of the screen. 3. You will receive a screen prompting you to confirm deletion of the selected P-Card. Click Submit. A screen confirming the deletion of the P-Card will display. 4. Click on the Exit button. The P-Card List screen will display.

44 Note: If you incorrectly select one or more Delete checkboxes on the P-Card List screen, you have the option to: 1. Individually deselect the P-Cards; or 2. Select the Reset button to deselect all the selected checkboxes. Deleting P-Cards When the Creator is Unavailable Only the P-Card creator can 1) delete the P-Card, 2) view who is associated with the P-Card, and 3) edit the P-Card. If the P-Card creator becomes unavailable for any reason, it will be the responsibility of a System Administrator to rectify the situation. The Administrator should: 1. Access the User Administration module. 2. Alter the P-Card creator s password. 3. Log in to the system as the P-Card creator. 4. Make note of the other users currently associated with the P-Card(s) to be deleted. 5. Delete the P-Card. 6. Make any necessary arrangements with the associated users and/or other users to ensure the re-creation and re-associations as necessary. P-Card constraints and Encryption Logic The P-Card Number must be unique. For example, if Buyer A creates a P-Card with the number , Buyer B cannot create a P-Card with the number P-Card numbers are not directly stored on the buysense database. For security reasons, all numbers are encrypted

45 Appendix D Sample eva Orders (Direct and Confirming) Direct Order The next page shows an actual eva DO (Direct Order) from a JMU Buyer. The DO is a legal contract between JMU and vendor. Send this form via fax or mail if the vendor does not accept electronic orders. Confirming Order Other pages within this appendix show actual JMU Confirming Orders. Confirming Orders are entered in eva after the JMU Buyer places an order under $5,000 on the vendor s website or by phone.cos must be entered in eva unless it is an eva exclusion. If the CO is not entered in eva, the JMU Department will get charged 2% of the total transaction through an internal ATV. >> Samples not available in this.pdf file <<