eVA or Banner?

Questions to help you decide how to purchase a good or service

There are several ways to buy something.  What you buy depends on where you work on campus and what your needs are. You may need to buy a good or a product (books, newspapers, building materials, office supplies) or you may need to buy  a service (speaker fee, skilled labor, costume designer, dance instructor).  Whatever the need, rules and regulations apply. 

Quick link to the eVA Entry Help Chart

Quick link to the Direct Pay Entry Help Chart

Purchasing Tools Include eVA, the small purchase credit card, and direct pay:

eVA
An electronic purchasing website that submits Purchase Orders to vendors for goods or services.  The products and services you order through eVA are determined by state rules and may include mandatory use of State or University contracts. All Contract items are purchased through eVA. Please contact the Purchasing Office for assistance with contracts.

Small Purchase Charge Card
The current SPCC provider is Bank of America Visa.

The SPCC is used to pay for goods and services when ordered from vendors in eVA or for ordering by phone when items are exempt. The University requires the use of the SPCC for the purchase of goods or services under $5,000 from vendors who accept the card. Please contact the Purchasing Office to obtain a SPCC or for more information on card policies and procedures.

Direct Pay (Banner)
A check request method used for eVA exceptions and for vendors that do not accept the SPCC.

It can be confusing to determine which method above is appropriate for use.  Below is a guide to help you think through the process.

Step 1. The first question to ask is:  Do I order this good or service through the eVA system or is this an eVA exception?

Contract items are ordered through eVA. Goods and services ordered from a vendor that is registered with eVA are ordered through eVA. eVA exceptions are those goods or services that do not require a Purchase Order. The most common types of Direct Pays are found on the Accounts Payable Direct Pay Table and the eVA Exceptions List.

Step 2. If using eVA, ask these questions:  Is the vendor registered?  Does the vendor accept the SPCC?  

If the vendor is a registered vendor AND the vendor accepts the SPCC, order through eVA and pay with your card.  Your order will be processed as a PCO order.  PCO orders do not flow into Banner and do not require completion of a Banner Receiving document.

If the vendor is not registered, verify that there is no other registered vendor that can provide that particular good or service. The University discourages use of non registered vendors. Please call Purchasing Office if you need vendor selection assistance.

If it is decided that the non-registered vendor is the only choice, use the SPCC if the vendor accepts the card.

eVA Entry Help Chart

If Vendor is one of the catagories below, follow process to the right	Does the Vendor Accept the SPCC?	Do you check the PCard box on your eVA order?	Do You Track on SPCC Log Sheet?	Type of eVA order	Next Step
Registered  R01 Order	Yes	Yes	Yes	PCO	Enter the transaction on the Log Sheet.
Registered R01 Order	No	No	No	DO	Once the goods are received-Receive in Banner.
Registered R01 Order	Yes- but the information is coded incorrectly in eVA and will not allow	No	Yes. Process as DO with notes in Comments regarding the code issue with the SPCC. Give vendor your SPCC number by phone.	DO	Notify Purchasing. Purchasing will contact Vendor for eVA assistance. Notify System Suppport to close the Banner DO and correct budget encumbrance.
If Vendor is one of the catagories below, follow process to the right	Does the Vendor Accept the SPCC?	Do you check the PCard box in your eVA order?	Do You Track on the Log Sheet?	Type of eVA order	Next Step
Non Registered  R02 order(Ad Hoc Vendors)	No	No.	No	DO	Once the goods are received, Receive in Banner. Notify Purchasing. Purchasing will contact Vendor for eVA Registration Information.
Non Registered R02 Order (Ad Hoc Vendors)	Yes	Yes	Yes	PCO	Ad Hoc vendors cannot receive electronic orders. FAX the PCO and call the vendor to provide the SPCC card information.

Step 3.  If the order does not go through eVA and meets the qualifications for a Direct Pay, ask:  Does the vendor accept the SPCC? 

If yes, pay using the SPCC and enter the purchase on your Log Sheet; do not enter into Banner.  If no, process the order as a Direct Pay. 

Direct Pay Entry Help Chart

Does Vendor Accept the SPCC?	Do you Enter into Banner?	Do you Use the SPCC?
Yes	No	Yes- enter information on your Log Sheet.
No	Yes	No- send invoices to AP for processing.

Direct Pays are invoices that route to Accounts Payable for approval.  You can see the invoice number and the check number in FOIDOCH. 

eVA to Banner Process Flow:
eVA DO entries and Change Orders are usually seen in Banner the day following the last approval in eVA. 

You will see the DO number as an encumbrance (not yet paid) on budget views.  PCO orders do not transfer into Banner.  These orders are processed from the Finance department using the information from your Log Sheet

Purchase Order views:  FOIDOCH, FGIENCD, FPIPURR.  You will need the eVA DO number, not the Requisition number for the Banner views and the Banner Receiving function.