9



eVA REQUISITION TEMPLATE for Private Institutions

As of

June 2018

|Used for: |Level |Type |Bulk Load Field Number |Max |Mandatory or Optional |Visible or Hidden |Editable |

| | | | |Length | | | |

|Fiscal Year |Header |Picklist (#2) |ReqHeadField2 |4 |Mandatory |Visible |Yes |

|Sub-EntityCode |Header |Picklist (#3) |ReqHeadField3 |15 |Optional | | |

|PO Category |Header |Picklist (#4) |ReqHeadField4 |3 |Mandatory |Visible |Yes |

|Procurement Transaction Type |Header |Picklist (#5) |ReqHeadField5 |2 |Mandatory |Visible |Yes |

|See Note2 |Header |Picklist(#6) |ReqHeadField6 |25 |Optional | | |

|Header Cross Reference |Header |Text (#1) |ReqHeadText1 |25 |Optional | | |

|ERP Requisition Number |Header |Text (#2) |ReqHeadText2 |25 |Optional | | |

|See Note 2 |Header |Text (#3) |ReqHeadText3 |25 |Optional | | |

|See Note2 |Header |Text (#4) |ReqHeadText4 |25 |Optional | | |

|See Note2 |Header |Checkbox (#1) |ReqHeadCB1 |1 |Optional | | |

|See Note2 |Header |Checkbox (#2) |ReqHeadCB2 |1 |Optional | | |

|Send PR to Sourcing & Contracting |Header |Checkbox (#3) |ReqHeadCB3 |1 |Optional |Hidden | |

|See Note2 |Header |Checkbox (#4) |ReqHeadCB4 |1 |Optional | | |

|Send PR to Quick Quote |Header |Checkbox (#5) |ReqHeadCB5 |1 |Optional | | |

|See Note1 |Item Line |Picklist (#1) |ReqLineField1 |25 |Optional | | |

|See Note1 |Item Line |Picklist (#2) |ReqLineField2 |25 | | | |

|See Note2 |Item Line |Picklist (#3) |ReqLineField3 |25 | | | |

|See Note2 |Item Line |Picklist (#4) |ReqLineField4 |25 | | | |

|Item Cross Reference |Item Line |Text (#1) |ReqLineText1 |25 | | | |

|ERP PO Number |Item Line |Text (#2) |ReqLineText2 |25 | | | |

|NIGP Code |Item Line |Text (#3) |ReqLineText3 |25 |Mandatory |Visible |No |

|Integration Non-Registered Vendor DUNS# |Item Line |Text (#4) |ReqLineText4 |9 | | | |

|Resale Flag |Item Line |Checkbox (#1) |ReqLineCB1 |1 | | | |

|See Note2 |Item Line |Checkbox (#2) |ReqLineCB2 |1 | | | |

|Fund Detail |Acctg. Line |Picklist (#1) |Field1 |4 | | | |

|Program/Subprogram/ |Acctg. Line |Picklist (#2) |Field2 |7 | | | |

|Element | | | | | | | |

|Subobject Code/Account |Acctg. Line |Picklist (#3) |Field3 |10 | | | |

|Cost Center/ |Acctg. Line |Picklist (#4) |Field4 |15 | | | |

|Organization/Speed Code | | | | | | | |

|Project |Acctg. Line |Picklist (#5) |Field5 |15 | | | |

|Grant |Acctg. Line |Picklist (#6) |Field6 |10 | | | |

|FIPS |Acctg. Line |Picklist (#7) |Field7 |25 |Optional | | |

|See Note2 |Acctg. Line |Picklist (#8) |Field8 |25 |Optional | | |

|See Note2 |Acctg. Line |Picklist (#9) |Field9 |25 |Optional | | |

|See Note2 |Acctg. Line |Picklist (#10) |Field10 |25 |Optional | | |

|See Note2 |Acctg. Line |Picklist (#11) |Field11 |25 |Optional | | |

|See Note2 |Acctg. Line |Picklist (#12) |Field12 |25 |Optional | | |

|See Note2 |Acctg. Line |Picklist (#13) |Field13 |25 |Optional | | |

|See Note2 |Acctg. Line |Picklist (#14) |Field14 |25 |Optional | | |

|See Note2 |Acctg. Line |Picklist (#15) |Field15 |25 |Optional | | |

|See Note2 |Acctg. Line |Picklist (#16) |Field16 |25 |Optional | | |

|See Note2 |Acctg. Line |Picklist (#17) |Field17 |25 |Optional | | |

|See Note2 |Acctg. Line |Picklist (#18) |Field18 |25 |Optional | | |

|See Note2 |Acctg. Line |Picklist (#19) |Field19 |25 |Optional | | |

|See Note2 |Acctg. Line |Picklist (#20) |Field20 |25 |Optional | | |

|See Note2 |Acctg.Line |Picklist (#21) |Field21 |25 |Optional | | |

|See Note2 |Acctg. Line |Picklist (#22) |Field22 |25 |Optional | | |

|See Note2 |Acctg. Line |Picklist (#23) |Field23 |25 |Optional | | |

|See Note2 |Acctg. Line |Picklist (#24) |Field24 |25 |Optional | | |

|See Note2 |Acctg. Line |Picklist (#25) |Field25 |25 |Optional | | |

|Accounting Cross Reference |Acctg. Line |Text (#1) |LineAcctText1 |25 |Optional | | |

|See Note1 |Acctg. Line |Text (#2) |LineAcctText2 |25 |Optional | | |

|See Note2 |Acctg. Line |Text(#3) |LineAcctText3 |25 |Optional | | |

|See Note2 |Acctg. Line |Text (#4) |LineAcctText4 |25 |Optional | | |

|See Note2 |Acctg. Line |Text (#5) |LineAcctText5 |25 |Optional | | |

|See Note2 |Acctg. Line |Text (#6) |LineAcctText6 |25 |Optional | | |

|See Note2 |Acctg. Line |Text (#7) |LineAcctText7 |25 |Optional | | |

|See Note2 |Acctg. Line |Text (#8) |LineAcctText8 |25 |Optional | | |

|See Note2 |Acctg. Line |Text (#9) |LineAcctText9 |25 |Optional | | |

|See Note2 |Acctg. Line |Text (#10) |LineAcctText10 |25 |Optional | | |

|See Note1 |Acctg. Line |Checkbox (#1) |LineAcctCB1 |1 |Optional | | |

|See Note1 |Acctg. Line |Checkbox (#2) |LineAcctCB2 |1 |Optional | | |

|See Note2 |Acctg. Line |Checkbox (#3) |LineAcctCB3 |1 |Optional | | |

|See Note2 |Acctg. Line |Checkbox (#4) |LineAcctCB4 |1 |Optional | | |

|See Note2 |Acctg. Line |Checkbox (#5) |LineAcctCB5 |1 |Optional | | |

| | | | | | | | |

Note1: This field is reserved for use by the eVA Support Team. The eVA Support Team will define the use of this field. Do not use for specific agency purposes.

Note2: This field may be used by individual private institutions for their own use. They will work with their Division of Purchases and Supply Account Executive to define and establish the use of this field.

Clientnames for Private Institutions

Client ID = ‘EVA001’

Client Name = P + 3 digit number + abbreviation of the private institution

Examples: P125BC for Bridgewater College

P575SBC for Sweet Briar College

Client Name Description = The name of the institution, such as Bridgewater College.

|Entity Code |Code that helps identify an entity at the highest level. |

| | |

| |The coding scheme for private schools (clientname starts with ‘P’) is “P” plus the 3 digit code assigned by the administrator. |

|Fiscal Year |This is based on the Commonwealth of Virginia's standard fiscal year calendar regardless of whether the requisition is for an agency, local government, or private school. |

| |The Commonwealth's standard fiscal year runs from July 1 through June 30. This is a four position year, such as 2018. If the value is 2018, the fiscal year is assumed to |

| |be July 1, 2017 through June 30, 2018. |

| |The fiscal year is normally defaulted but may be changed by the user to indicate the fiscal year in which the purchase order should be paid for. |

|Sub-Entity Code |Used to subdivide an entity code. This may be used to distinguish, divisions, etc. |

|PO Category |This is a way to categorize purchase orders that need special reporting. The values were updated on March 31, 2014. The valid values are: |

| |R01 = Routine, transaction fee billed to vendor |

| |VR1 = Routine – VITA, transaction fee billed to vendor |

| |E01 = Emergency, transaction fee billed to vendor |

| |VE1 = Emergency – VITA, transaction fee billed to vendor |

| |P01 = Proprietary, transaction fee billed to vendor |

| |VP1 = Proprietary – VITA, transaction fee billed to vendor |

| |S01 = Sole Source, transaction fee billed to vendor |

| |VS1 = Sole Source – VITA, transaction fee billed to vendor |

| |X02 = Exempt from Fees |

|Procurement Transaction Type |This is a broad categorization of the procurement that is the best fit for the overall purchase order. The valid values are as follows: |

| | |

| |10 – Equipment – Non-Technology |

| |15 – Equipment – Technology |

| |20 – Supplies – Non-Technology |

| |25 – Supplies – Technology |

| |30 – Non-professional Services – Non-Technology |

| |35 – Non-professional Services – Technology |

| |40 – Professional Services |

| |45 – Printing |

| |50 – Construction |

| |55 – Highway Construction |

| |60 – Real Property |

| |65 – Surplus |

| |70 – PPEA/PPTA |

| |80 – Cooperative Procurement |

| |85 – Non-Procurement or Other |

| |90 – Grant Opportunity |

| |95 – Energy Performance |

| |99 - IMPORT |

|Header Cross Reference |This is a place for the entity to enter information needed to cross reference the requisition to their own systems or manual procedures. If a value is in this field, it is|

| |appended to the Purchase Order Number on the printed PO. |

|ERP Requisition Number |This is a place for the entity's financial or Enterprise Resource Planning system to store a requisition number. This is intended for interfacing purposes only. |

|Send PR to Sourcing & Contracting |Set this field so it is NOT visible. This field should only be used for Private Institutions enabled for Sourcing & Contracting. If the person entering the requisition |

| |checks this box, ALL line items on the requisition will be sent to Sourcing & Contracting regardless of dollar amount or commodity code. |

|Send PR to Quick Quote |For those Private Institutions that have ‘Send PR to Quick Quote’ enabled at the client name level, this field (ReqHeadCB5) must be enabled to allow a requisition to be |

| |sent to Quick Quote. If the person entering the requisition checks this box, the requisition will be sent to Quick Quote regardless of dollar amount or commodity code. |

| |Otherwise see Note 2. |

|Item Cross Reference |This is a place for the entity to enter information needed to cross reference a requisition item to their own systems or manual procedures. This includes Quick Quote award|

| |number for requisitions created as a result of a Quick Quote. |

|ERP PO Number |This is a place for the entity's financial or Enterprise Resource Planning system to store a Purchase Order number. This is intended for interfacing purposes only. |

|NIGP Code |This is a field used internally by eVA to store the NIGP code as a means of moving it to eProcurement. |

|Integration Non-Registered Vendor |For integration entities, this field (line level – text 4 field) should be used to enter the DUNS # for non-registered vendor ordering locations. If a real DUNS number is|

|DUNS# |not known, the entity may assign a dummy DUNS number that starts with an alpha prefix. |

|Fund Detail |eVA Logi reports are available for this field. |

|Program/ |eVA Logi reports are available for this field. |

|Subprogram/ | |

|Element | |

|Subobject Code/Account |eVA Logi reports are available for this field. Ariba reports by “account” are available. |

|Cost Center/ |eVA Logi reports are available for this field. Ariba reports by “cost center” are available. |

|Organization/ | |

|Speed Code | |

|Project |eVA Logi reports are available for this field. |

|Grant |eVA Logi reports are available for this field. |

|FIPS |eVA Logi reports are available for this field. |

|Accounting Cross Reference |This field can be used by entities for cross reference tracking at the accounting line level. |

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