Purchasing/Accounts Payable Frequently Asked Questions




Purchase Orders

Finally Closing Purchase Orders


Purchase Requisitions

Payment Vouchers










UVa Marketplace


Purchase Orders

How do I correct expenditure types (or any other part of the PTAEO) on a purchase order that has not been paid?
PO Distribution PTAEOs can only be updated on a PO if no invoices have been applied to the PO line. To update the PTAEO on a PO line, open the purchase order in PO Summary and then unreserve it. Once the PO has been unreserved, navigate to the Distribution page for the line(s) you need to update (click the Shipments button, then the Distributions button). Update the PTAEO, as needed. Save your change(s). If additional shipments and/or lines exist, navigate to each of those, update the PTAEO as required and save your changes. The PTAEO information must be updated on each distribution line individually. Don’t forget to reapprove the purchase order. NOTE: If the purchase order total is greater than $4999.99, the purchase order will route to Procurement Services for additional approval.

How do I correct an invalid GL date on a purchase order?

Open your purchase order.
po1 gldate1

  1. Click on the [Shipments] button.
  2. Click on the [Distributions] button.
  3. Click on the Destination Tab.
  4. Scroll to the right and find the GL Date field.
    po1 gldate3
  5. Highlight the existing date and press the [Delete] key. Choose the current date from the calendar (list of values). Click OK.
  6. Save your work.

How Do I Print a PO?
In the Purchasing module of the Integrated System, the "UVA Printed Purchase Order Report - PDF" process will create a PDF version of your PO.  This process can be run with "Print to" criteria that will send the PO directly to the selected printer.

Alternatively, you could save the output from this process to a local drive and then attach it to an email to your vendor. 

In the UVa Marketplace, a printed purchase order can be produced by viewing the purchase order in the Marketplace Orders & Documents menu, select Document Search and Search Documents. Enter the PO Number and click Go. Select Print Fax Version from the list of Available Actions, and then press Go. The formatted PO will be opened in a new window and can be printed. Also, you can use the Page menu to send the purchase order (Click Page>Send Page by E-mail). Instructions for printing a PO within the Marketplace can be found in the UVA Marketplace Training guide.

Will we be able to see purchasing detail within the module?
By using the Integrated System's Purchase Order Summary screen, you may easily query and sort information by vendor, buyer, requestor, delivery location code, and other fields. From Purchase Order Summary you may drill down into the actual purchase order document if detailed information is required. The Integrated System has a number of standard reports that may be run. However no standard Integrated System reports in the Purchasing module provide PTAEO information. In order to see that information, departments should use Discoverer reports, or view information in the Grants Accounting module.


How do I make changes to purchase orders with restricted expenditure types?
Departments must fill out and submit an online Purchase Order Change Request Form, specifying the changes that need to be made, and Procurement Services' buyers will process the change.

How do I locate the PO number for my requisition without looking at each purchase requisition record?
The requisition number is not reflected on the printed PO because the PO is an external document. You may find the PO number(s) that resulted from your requisition in several ways – by viewing from the Requisition Summary page, by viewing from the PO Summary page or by inquiring in iProcurement on the Requisitions/Order tab. 

Option 1 – Using Requisition Summary:

This will show the Requisition Number, Purchase Order Number(s) and other line level information.

Option 2 – Using Purchase Order Summary:

This will display the Purchase Order numbers that resulted from your requisition.

Option 3 – Using iProcurement Requisitions/Orders Inquiry


How can I review my PO?
There are two options for reviewing your purchase orders.  PO details can be viewed through iProcurement or through the Purchase Order Summary screen.

Option 1 – iProcurement

Option 2 – Purchase Order Summary

How does the Integrated System number the requisitions and Purchase Orders?
The system assigns the next available number in the system when you save the first time.

Why can’t my requisition attachment be seen on the resulting purchase order?
When you attach something, do not change the attachment category.  It correctly defaults to Miscellaneous so that it is viewable from all related documents.


My requisition was rejected or returned and I don’t know why.
When a requisition is returned or rejected, you will receive a notification via email, and in your Integrated System worklist, letting you know that.  Within that notification, you can see who returned or rejected the requisition as well as any comments or instructions that have been provided by that individual.  You can see this same information within iProcurement by clicking on the "Returned" or "Rejected" link in the Requisition Status column.

How can I have my PTAEO information default on all lines of my requisition?
By establishing iProcurement preferences, you can have your PTAEO default onto all lines of your requisition.  The PTAEO preference will default onto all requisitions that you create, but can be overwritten during checkout.  Other iProcurement preferences, such as deliver-to location and requester can also be set.  Instructions for setting up iProcurement preferences can be found in the UVA Marketplace Training guide.

How can I clean up residual PO commitments from Purchasing?
The process of cleaning up residual balances is not difficult as it simply requires that the purchase order be finally closed. What makes it difficult for GA users who are not the document owner is that only the document owner has the authority and ability to Finally Close a PO.

Only the person listed as the Buyer can Finally Close a PO and should only do so after all invoices have been paid. Finally closed POs cannot be reopened. You can view invoices matched to the PO through PO Summary>Inquire>View Invoices. Check each invoice to see that it has been paid and that there is a check number. DO NOT Finally Close a PO which has pending invoices.

For additional information, see the FAQs related to Finally Closing Purchase Orders below.


How do I use iProcurement to make a change to a purchase order?

Note: Before changes can be made, verify NO invoicing and/or receiving has been entered against the PO.
1. Use iProcurement to verify that a PO does not have a Receipt (receiving) or Invoices

  1. From the Requisitions/Orders tab, click on the Requisition number (link) for the requisition/order you wish to change.
  2. Click on the blue Details box (to the right).  If there are multiple lines, ensure that you click on the blue Details box for the line that you wish to change.
  3. View the Shipment, Receipt, Invoice, and Payment sections. If the Receipt, Invoice, and Payment sections have information listed, then the PO is not eligible to be changed. If these sections are empty, you can revise the PO.

2. Revise the Requisition/Order (PO)

The following instructions assume that you have verified that the PO line(s) does NOT have receiving or invoicing keyed against it. See Use iProcurement to verify that a PO does not have a Receipt (receiving) or Invoices to determine if anything has been shipped, received, invoiced, or paid on the resulting PO line(s).

  1. From the Requisition/Orders tab, click on the requisition number (link) you wish to revise.
  2. Click the “Change” button.
    1. To revise the Need-By Date, click on the calendar icon and select the new Need-By Date.
    2. To revise the Quantity, enter the new quantity in the Quantity field.
    3. To cancel the line(s), select the “Cancel Line” checkbox next to the line(s) you wish to cancel.
  3. Enter a reason for the change in the Reason field.
  4. Click Next.
  5. Click Next.
  6. Click Submit.  A confirmation will be received.

3.  You (the User) must deliver the revised Purchase Order to the vendor/supplier!

Why can't I unreserve my PO to make a change?

When I try to unreserve a PO, the first step in making a change to a PO, and the invoice matched to the PO is not validated, you will receive the following message:


Click the View Results button.  An internet window, shown below, will open with additional details.  If you see the result message of, "You cannot unreserve this document because there are outstanding invoices and/or credit memos," this means that an invoice matched to the PO has not been validated and is on Hold. For example, the invoice is on a matching hold due to missing receiving.


If you receive this message, and your change to the PO is necessary and must be made immediately, you will need to contact the Accounts Payables department for assistance at 434-924-4212.  In most cases, Accounts Payable staff will work with you to resolve the invoice that is on hold.  Once that invoice is resolved, your PO change can proceed.  In rare cases, where the invoice issue cannot be resolved and the PO change must be made, Accounts Payable staff will cancel the problem invoice and re-enter it once the PO revision is complete.

If you have questions about this new edit or the procedure detailed above, please contact Accounts Payable at 434-924-4212.



Finally Closing Purchase Orders

How can I identify the POs for my organization that will be finally closed by ITS-Enterprise Applications?
ITS-Enterprise Applications will finally close POs created before 01-DEC-06 that meet the following criteria:

  1. PO has a Closure Status of CLOSED
  2. PO has an Approval Status of APPROVED
  3. All lines on the PO have a Line Type of LPO < $5,000
  4. Amount Billed is GREATER THAN OR EQUAL TO Amount Ordered
  5. POs Last Update Date is < 01-DEC-06
  6. Line End Date is < 01-DEC-06 or is blank
  7. PO is not cancelled

ITS-Enterprise Applications will also finally close POs created after 30-NOV-06 in the UVA Marketplace if they meet the following criteria:

  1. PO has a Closure Status of CLOSED
  2. PO has an Approval Status of APPROVED
  3. PO was automatically generated from requisition – not created by a Procurement Services buyer
  4. Amount Billed is GREATER THAN OR EQUAL TO Amount Ordered
  5. POs Last Update Date is more than 6 months ago
  6. Line End Date is more than six months ago or is blank
  7. PO is not cancelled

How do I identify the POs for my organization that won’t be closed by ITS-Enterprise Applications?
Users may run the Discoverer report named IS.PO_Not Auto Final Closed to identify POs that ITS-Enterprise Applications will not finally close. 

Why do I have to finally close POs?
All closed POs, regardless of open commitment amount, appear in the Project Status inquiry view.  ITS-Enterprise Applications will, at some point in the near future, make changes to our custom reporting tables so that the encumbrances reported in Discoverer reports mirror the encumbrances reported in Project Status and Award Status inquiry views. Once our custom table processes are updated, all POs that are not finally closed will appear on your Discoverer reports, making expenditure detail reports much longer than they currently are, and any uninvoiced amounts will be summarized as outstanding commitments on your monthly Budget Balance Available (BBA) Reports even if the PO status is Closed.  Currently uninvoiced amounts on POs in a Closed status are not reflected in reports, which is misleading because these amounts are outstanding commitments to purchase.  If the uninvoiced amount will not be used, the PO should be finally closed to liquidate the remaining commitment.

When should a PO be finally closed?
A PO should be finally closed when no additional activity is expected against it.  To allow for unexpected returns and credit memos, ITS-Enterprise Applications suggests that you allow 30 – 60 days after receipt of the final invoice before finally closing the PO.

How do I finally close a PO?
NOTE:  The only person who can finally close a purchase order is the person listed as the Buyer on the PO.

NOTE: The PO must be in an APPROVED status.

To finally close a PO:

  1. Query the Purchase Order (use Purchase Order Summary) - Do not open it.
  2. Click Tools>Control and select the Finally Close action.
  3. If desired, enter a Reason.
  4. Click OK.
  5. A warning that finally closing cannot be undone will appear.  Click OK to proceed.
  6. A note stating that the control action has been completed successfully will then appear.  Click OK.
  7. You will need to re-query the PO to see the updated closure status.


What if I’m not the buyer on the PO?
The only person who can finally close a purchase order is the person listed as the Buyer on the PO.
If the purchase order was created by a Central Procurement Services Buyer, then you MUST submit a Purchase Order Change Request Form to Procurement Services requesting that it be Finally Closed. NOTE: Under no circumstances may you change the buyer on a PO that was created by Procurement Services.

If you are a departmental PO Purchaser or PO Requester who must act on behalf of a PO Shopper (they do not have access to finally close their purchase orders) or a prior employee within your department, follow the instructions below for updating the buyer name on the PO in order to finally close it. 

  1. Query the Purchase Order (use Purchase Order Summary) and open the PO.
  2. Update the Buyer field to your own name.
  3. Save your work.
  4. You’ll receive a message that you are creating a document revision.  Click OK.
  5. Re-approve the PO.  Click the Approve button and then the OK button on the Approval Details page.  NOTE:  You may receive an error that the GL date on your POs lines is not in an open period.  If this occurs, update the GL date on each purchase order distribution, and then try to re-approve.
  6. Once the PO has been re-approved, close the PO form and re-query the PO in PO Summary – Do not open the PO this time.
  7. Click Tools>Control and select the Finally Close action.
  8. If desired, enter a Reason.  
  9. Click OK.
  10. A warning that finally closing cannot be undone will appear.  Click OK to proceed.
  11. A note stating that the control action has been completed successfully will then appear.  Click OK.
  12. You will need to re-query the PO to see the updated closure status.

What if a credit memo is received after I finally close a PO?
If a credit memo is received after a PO is finally closed, Accounts Payable will inquire on the purchase order and prior invoicing to determine the PTAO that should receive credit.  The credit memo will then be entered with a distribution line that provides that credit back to the appropriate PTAO.


Purchase Requisitions

How do I review my requisition?

There are two ways to review a requisition.  One way is via the Integrated System and the other is via the UVa Marketplace.  (Note:  If you are using the IS responsibility called UVA PO Shopper, you must view your requisitions via the UVa Marketplace).

To view your requisition via the UVa Marketplace use the iProcurement screen.  Click on the requisition number then the blue Show Details box.  You may view the PTAEO information by clicking the Show Additional Information link located at the top right hand side of your screen.

To view your requisition via the Integrated System, go to Requisition Summary and enter your requisition number. If you click the Lines button you can view the information you entered.

How can I let my departmental approver know why my requisition is being approved a second time?
On the approval screen there is a Note field. You can enter free text in your comment and your departmental approver will see the comment when they review your requisition for approval.

How can I add or change an approver on a single requisition?
During iProcurement checkout, you have the option to change the first approver or add an approver.  From the Checkout: Requisition Information page, select "Next" to proceed to step 2 of 3. 

Click on the Manage Approvals button.

To add another approver, click the Insert Approver button.  Search for and select the additional approver (last Name, first name).  Next to the new approver’s name, select the order of approval option that you wish to follow.  Your options are for the additional approver to approve before your existing approver or after. 

If you wish to change the first approver (current approver will NOT receive requisition for approval), click on the Change Managerial Approver button.  Search for and select the new approver (last name, first name) and then click apply.  Your requisition will now route to this person for approval.  Changing the first approver can be used when your default approver is out of the office to ensure that your requisition and order proceed without delay.

Click Submit once you are satisfied with your approver list to route the requisition for approval. 

How do I permanently change my default approver?
The purchasing approval hierarchy determines who receives your requisitions for approval.  If you wish to permanently change your default approver, you will need to submit a new ESHARP form. 

  1. To access ESHARP, sign into NetBadge.
  2. Click Request.
  3. Click New Request.
  4. Select the Purchasing (PO) module.
  5. Choose UVA PO - Change Approver from the list of values. Note:  If desired, you also have the ability to change both your Approver and your Requisition Limits.
  6. Enter the new Approver’s First and Last Name.
  7. Enter the new Approver’s Position Number. 
  8. Enter your Position Number
  9. Continue and submit the form.   

Note:  Your departmental HR representative can provide you with the position numbers.


What can I do so I do not receive a security risk warning when navigating through the requisition checkout process?
With the upgrade to release 12, Oracle uses images to illustrate the approval path that a requisition will follow.  Internet Explorer sees these images as potential security risks, and as a result may warn you of those potential security risks with a message that you must respond to.  Users may encounter this warning when navigating through the requisition checkout process – specifically when moving to step 2 of 3.  Approvers may see this warning when opening a requisition approval notification. 

Here are examples of the messages that may be seen:
In Internet Explorer versions lower than version 8 (users will need to click Yes to see the images):


In Internet Explorer version 8 (users will need to click No to see the images):


After selecting the appropriate response, users will see that the approval pathway is illustrated:

For users and approvers who do not want to respond to this warning message for every requisition, Internet Explorer options can be updated to bypass this warning.  Instructions for doing that follow:

Start by Adding the Integrated System as a Trusted Site:

NOTE:  You may need Administrator privileges on the PC to set Internet Options.

Now update the Custom Security level for your trusted sites:

You will no longer be prompted with the security warning message during iProcurement checkout or when opening a requisition approval notification.

How do I reconcile requistion commitments?

When requisitions are created, they create a commitment. Once the Purchase Order is created, the requisition commitment is relieved and a PO commitment is created. If the PO is not in an Approved Status, then the PO commitment will go away and the requisition commitment will return.


Payment Vouchers

How Do I Print a Payment Voucher?
ITS-Enterprise Applications has completed a custom report in order to print a payment voucher. To run this report select "Reports>Run" from the Navigation screen and select the report called "UVA Payment Voucher/Invoice Report".

Payment Voucher numbers are required to run this report.

If you are printing a single Payment Voucher, enter the Payment Voucher number in the "Voucher Number From" field and TAB.

If you are running a report for multiple Payment Vouchers, enter a Voucher Preparer ID (user ID, without @virginia.edu) AND a range of voucher numbers, using the "Voucher Number From" and "Voucher Number To" fields.

What documentation on payment vouchers will I retain in the department and which will I need to submit to AP?
Original paper documentation for travel reimbursements and petty cash reimbursements must be submitted to AP. Travel reimbursements will not be processed by AP until a paper travel workbook, signed by the traveler's supervisor, and related receipts are received in AP. Petty cash reimbursements will not be released until a signed paper petty cash reimbursement form (in paper format) is received in AP. Keep a departmental "copy" of all travel and pretty cash receipts and workbooks. For all other payment vouchers, the department will retain all paper documentation and receipts. Documentation held within the departments is now the University's official record, so it is imperative that good records be maintained and produced in case of an audit.

When I see a status of "Needs Re-Validation" for my Payment Voucher, what does this mean?
To view the status of your Payment Voucher, first run a query to find the Payment Voucher. Verify the status of your voucher by looking at the Status field found at the bottom right of the Payment Voucher header screen. If the status says "Needs Re-Validation" this means that Accounts Payable must review the voucher and give their approval. Accounts Payable reviews your Payment Voucher because you are submitting a voucher for a restricted item (based on the expenditure type).

Another way to view the status of your Payment Voucher is through the Invoice Overview screen. As a PO Purchaser, select Accounts Payable>Invoices>Inquiry>Invoice Overview>Find Invoices. Enter search criteria as desired to find the payment voucher. Review status of payment voucher, including any holds. The Invoice Status block will tell you if the invoice has been paid, posted, or its status. If you see a status of "Needs Re-Validation" this means that Accounts Payable must review the voucher and give their approval.


How do I find out which vendor invoices or payment vouchers are problems in AP ?
Procurement Services has created four new Discoverer reports designed to help departments identify which vendors and invoices have been placed on payment hold and any action that needs to be taken to correct specific problems.  The reports are:

See the Procurement Services Web site for detailed descriptions of these reports and information on how to use them.

How can I receive training on the use of terms on payment vouchers?
Terms default from the Supplier record. Generally, this is net 30 for vendors unless a contracted discount is arranged with the vendor. Employees and students are defined with immediate terms, which is typically five days. See the Procurement Services Web site for information on special procedures for some Payment Vouchers.

How can I move the Payment Voucher Number column to the far left of the screen?
Users can create their own versions of the Payment Voucher folder using Folder Tools.
1. Open a blank Payment Voucher screen
2. Click on the Yellow Folder in the left hand corner
3. Select Payment Voucher R12 folder and click OK
4. Select Folder Tools either from the drop down menu under Folder or from the icon on the tool bar.
5. Use the left and right arrows in folder tools to move fields to your preferred order
6. Save the folder, from the Folder Tools icon or Folder menu- the screen should still be blank.
7. Upon saving you will get the following pop up: “The changes you have made to this public folder will cause it to be saved as your own private folder. Do you want to proceed with saving the folder?” Click OK. From that point forward when you select Folder on the payment voucher, you’ll see a version with your ID as the owner. Select that folder for your column arrangement.



How will the travel workbook interface with Oracle? Will faculty be able to enter the data themselves as they do now, and will they require Integrated System training?
We will continue to use the travel workbook in Excel format. Faculty and staff who travel may complete the travel workbook themselves without Integrated System training. Whoever fills out the payment voucher for the travel reimbursement will do so using the Oracle payment voucher and will require training.


How can I change a PTAEO from the one that defaults from my preferences?
iProcurement Preferences (UVa Marketplace>Preferences>iProcurement Preferences) are used to default information onto your requisitions.  If you need to change any piece of the PTAEO that defaulted from your iProcurement Preferences, simply update the applicable fields during checkout.  Your requisition will be submitted with the updated fields.


How does workflow work in Purchasing?
Workflow is an automatic approval routing system in the Integrated System. There are 13 approval groups in the Purchasing application:

Approver 1 - approval through (including) $1.00
Approver 500 – approval through (including) $500.00
Approver 1K - approval through (including) $1000
Approver 1.5K – approval through (including) $1500.00
Approver 2K - approval through (including) $2000.00
Approver 2.5K – approval through (including) $2500.00
Approver 3K - approval through (including) $3000.00
Approver 3.5K - approval through (including) $3500.00
Approver 4K - approval through (including) $4000.00
Approver 4.5K - approval through (including) $4500.00
Approver 2 - approval through (including) $4999.99
Approver 5K - approval through (including) $5000.00
Approver 3 – unlimited approval authority

Every user assigned UVA PO Shopper, UVA PO Purchaser or UVA PO Requester responsibilities is assigned to an approval group for requisitions and purchase orders. Requisitions that total more than the dollar limit in the approval group that the user is assigned will be routed to the user’s approver based on the purchasing approval hierarchy.

Currently, there is no routing capability for departmental approvals of payment vouchers or vendor add forms.



Do I need the AP P-Card Holder responsibility in order to have a P-card?
No. The only people requiring the AP P-Card Holder responsibility are those who will be
authorized to go into the Integrated System to change their own or someone else's
itemized charges on the monthly bill from the default PTAEO on the P-card. All individuals with P-cards will continue to receive paper copies of their statements. They can note changes on those statements and give them to the AP P-Card Holder authorized to make changes for them.


How will we reconcile our accounts?
Departments can view invoice information on "Invoice Lookup for Departments" on Procurement Services's web site.

Can I find information about what invoices have been entered against my PO?
Open Purchase Order Summary, enter PO number, and click the Find button. On the menu bar, click Inquire and View Invoices. It will bring up a summary screen with any invoices matched to your PO. You can also use Invoice Inquiry.

How do I report on payments that could be CDS/EDI?
Only central Accounts Payable is able to research CDS/EDI payments. Contact Accounts Payable for questions regarding these payments.

How do I see when an invoice has been paid?
To see when an PO has been paid, go to PO Summary, Find your PO. Click on Inquire> View Invoices. Any invoice matched to the PO is returned. Look at Last Paid Date and Check number. If there are no values, the invoice has not been paid. When the invoice is paid, the actual check number will populate the Check number field, and the Last Paid date will be populated.

To see when a Payment Voucher has been paid, from the PO Purchaser menu Accounts Payable>Invoices>Inquiry>Invoice Overview. Enter your Voucher number or invoice number, click Find. The Invoice Overview screen will show you when the invoice was paid, check number, and PO number if it was a matched invoice.



What Unit of Measure should I use when receiving?
A receipt reflects the same unit of measure that was used when the purchase order was created, and this should never be changed.

How do I receive if a Purchase Order line has multiple distributions?
In the Integrated System, a blue plus (+) sign on the Receipts form indicates multiple distributions. Click on the + symbol to open another Receipts screen, where you will find the multiple lines to use for receiving.

NOTE: Receiving must be entered into the Integrated System for all purchases $5,000 or greater.


It has been a while since I took my Integrated System class. How do I brush up on my skills?
All Integrated System classes are open to UVA employees free of charge. See the HR Employee Development web site for more information.

All purchasing classes are online. However, for all purchasing resonsibilities (other than PO Shopper-$1), there are two required instructor-led Accounting Services classes (University Business Administration and Internal Controls).

Subscribe to the appropriate Learning Path via the Integrated System, Employee Self-Service, Learning, and Learner Home.

UVa Marketplace

How do I know whether SciQuest will deliver my purchase order to the supplier, or whether I need to do this?
When a purchase order is created and approved, you, as the buyer, receive an email notification stating such.  Within that email notification, you will find the "order delivery method" listed.  If that field says "User Must Deliver PO," then you must communicate with the vendor regarding the order.

How can I deliver my PO to the vendor if SciQuest won’t?
You can place your order with the vendor by phone, fax, or emailing the PO.

How can I get a copy of the PO to send manually?
In the UVa Marketplace, a printed purchase order can be produced by viewing the purchase order in the Marketplace Orders & Documents, via Document Search > Search Documents. Select "Print Fax Version" from the list of Available Actions, and then press "Go." The formatted PO will be opened in a new window and can be printed. Instructions for printing a PO within the Marketplace can be found in the UVa Marketplace Training Guide. Also, you can use the Page menu to send the purchase order (click Page > Send Page by E-mail).

How can I make changes to an existing PO?  Who communicates my changes to the vendor?
Once a PO has been created, all changes to the PO should be made on the PO Summary form in the Integrated System (Oracle). PO Shoppers do not have access to the Integrated System and, therefore, will need to ask a PO Purchaser or PO Requester in their area to make all changes to existing purchase orders. At this time, SciQuest does NOT deliver PO revisions to the vendor, therefore ALL purchase order changes must be communicated to the vendor by the buyer on the PO.


How can I easily add multiple non-catalog items for the same vendor to my cart?
If you have several non-catalog items that you wish to add to your cart for the same vendor, select the vendor and add the first item. Click the Save and Add Another button. This action will add the non-catalog item that you have entered to your cart and clears the non-catalog form except for the vendor so that you can enter your next item’s details. Once all of your items have been added for the vendor, use the Save and Close button to exit the form. Click on your cart name to view the cart details or to check out.

How can I save favorites, and then, how can I use them once they’re saved?
You can add items to your favorites from several places throughout the UVa Marketplace:

PLEASE NOTE:  You CANNOT save punch-out items to the UVa Marketplace favorites list. Check the individual vendors’ punch-out sites for favorite list functionality.

Once you have added items to your favorites, use the My Favorites link within the UVa Marketplace to review, manage, and select items from your favorites. Note that within the Edit Folders section, you can create subfolders within your Personal My Favorites folder to further sort your favorites (i.e. by vendor).

If you wish to set up favorites that can be shared by other individuals, please contact Charles Kidd, Procurement Services Transactions Manager, at 924-3507.


Can I save non-catalog items as favorites?  If so, how do I update the price when I add them to my cart the next time?
As indicated above, you can save non-catalog items in your favorites list.  In the future, once you’ve added that item to your cart, you can click on the item description to open the non-catalog form where the price can be updated.

Where can I learn more about how to use the UVa Marketplace functionality?
UHR Employee Development has created an online training module called iProcurement and the UVa Marketplace.  You may register for this course through the Learner Home page within your UVA Employee Self-Service responsibility.  Once you have registered, you will be provided a link that you will use to access the training.

How can I prevent getting cross-site scripting errors when returning carts from the UVa Marketplace to the Integrated System?
Users may encounter this error when navigating from SciQuest (with items in their cart) back to the Integrated System while using the Internet Explorer browser.

If you have the ability to update your computer, then we recommend the following:

  1. Add *.virginia.edu to the Trusted Sites list from an Internet Explorer window:
    1. Tools>Internet Options
    2. Security Tab
    3. Trusted Sites
    4. Sites
    5. Enter "*.virginia.edu" in the "Add this website to the zone" box
    6. Click Add
    7. Close
  2. Next, disable the cross-site scripting filter in the Trusted Sites zone from an Internet Explorer window:
    1. Tools>Internet Options
    2. Security Tab
    3. Trusted Sites
    4. Custom Level
    5. Scroll down to the "Scripting" section to disable the XSS filter
    6. Click OK
    7. Restart Internet Explorer

If you do not have the ability to update your computer, then contact your departmental LSP (Academic) or HS/TS (Health Systems/Technology Services at 924-5334 for those in the Medical Center) for assistance.