SCM FAQs for the Ordering Process for IT Goods and Services through eVA

Questions about eVA:

• Where can I get answers to questions about how eVA works?

  If you have an eVA question or issue, please contact the eVA Customer Care (toll free) at 1-866-289-7367. The eVA website has a submission form link for presenting questions to the eVA support team.

• What if my eVA userid or password does not work?

  eVA provides an on-line password reset procedure at the eVA login screen http://www.eva.virginia.gov/. For invalid userid and any other password issue, contact DGS directly through the Customer Care help line at 804-786-3842.

• If I need to report and issue or problem with eVA what should I do?

  Screen shots with a description of your problem should be emailed to: support@buysense.com. You can also call 1-866-289-7367.

• Where can I view frequently asked questions about the use of eVA?

  eVA Buyer’s FAQs are located at the main eVA entry screen following the eVA login http://www.eva.virginia.gov. If your question is not answered there then you should contact your eVA Account Executive.

Questions about VITA Receiving Requirements:

• Why does VITA require a Receive be performed in eVA for IT Goods and Services deliveries?

  VITA will capture Transitioned Agency purchase orders for Technology items from eVA on a nightly basis. As items on these purchase orders are received in eVA, the VITA nightly cycle will capture the receiving record. VITA requires the three-way match to pay the supplier. The PO record, the matching Receive record, and the supplier Invoice are compared by VITA Accounts Payable for processing.

• Why is VITA asking for the serial number in the comment field of the Received line item?

  VITA is required by legislation to maintain an IT asset inventory and manage the life cycle value of that inventory item. VITA Finance requires the capture of the asset’s serial number for identification.

Questions about VITA Approver Requirements:

• How will I know when I have to approve a requisition?

  As an Approver, either you can login to eVA on a scheduled basis or you can choose to react to an email that will be sent to you when your approval is requested. The email will come from eVA and will contain a link for you to select to take you to an eVA login screen. Following the login you will be taken directly to the requisition you are being asked to approve. On a scheduled basis you can login to eVA and review the requisitions that are waiting for you to approve.

• How can I add someone in my Agency that I think should approve a specific purchase requisition?

  The person you select must already be defined to eVA and have an eVA loginID. From the “Approval flow” tab you can select the “Add Approver” function and select when you want this person to approve this requisition in the eVA Approval flow. You will be asked to give a brief reason to be available for display by other approvers in the approval flow.

• How will I know if I am defined to eVA as an Approver?

  You will be given an eVA userid by your Agency eVA Administrator and placed in the Approver Role. This userid and Role placement would have been defined by the Agency’s DGS/DPS Account Executive (AE).