EVA - UVA PO EVA Invoices Extract

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EVA – UVA PO EVA Invoices Extract

Distribution

Director of Procurement Services

PO eVA Administrator

Related Procedures

None

Ownership

The Director of Procurement Services is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

EVA - UVA PO EVA Invoices Extract

This process selects all paid invoices that are eligible (i.e., are not excluded – paid on or before the pull-thru date) to be sent to EVA, and creates an EVA batch that will later be sent to the state.

Specifically, when an invoice line is processed, this program updates the DFF on the line to indicate if it was successfully included in the EVA batch (“included”), not successfully included in the EVA batch (“excluded”), or if it errored out. The DFF will be left blank if there is an error on the invoice line. Errors will continue to be processed until they are resolved.

The process extracts paid invoices with an invoice date greater than 1-JAN-05, and if attached to purchase order, the first approval date is greater than 1-JAN-05.

The transactions are processed as one order per vendor, per PO Category. Each order contains one line per invoice and NIGP code.

Purchasing/UVA PO eVA Administrator
N ® Requests ® Run
Submit a New Request

1. Click on the [OK] button.

2. Select UVA PO EVA Invoices Extract from the list of values for the Request Name field.

3. Enter the parameters for the extract as follows:

Pull Thru Date: Enter the data for which you want to select all invoices paid through.

This selects all invoices paid on or before the Pull Thru Date (uses payment date) that have not been selected for a prior batch. For AMEX, it selects only the AMEX invoice.

Process AMEX Invoices:

Enter “No” to select non-AMEX invoices.
Enter “Yes” to pull AMEX invoices only.

Supplier: Enter the name of the vendor, if you want to pull invoices for a particular vendor.
Default Preparer: This will default as the UVA contact name that appears on the EVA file sent to the State. Populate only if you need to override the default.
Bill To Id: Leave blank. Only change if you want to override the ID.
Ship To Id: Leave blank. Only change if you want to override the ID.
Click on the [OK] button.

4. Click on the [Submit] button.

5. Click on the [Refresh Data] button to see when the process has completed.

6. Click on the [View Output] button to view the report.

The output will show all selected invoices, except where the vendor is a student or an employee. It includes information on whether the transaction was excluded or not, and if it was excluded, shows the exclusion code

The output is organized into sections as follows:

EVA Extracted Invoice Lines: Successful transactions

The transactions listed were selected with no exceptions and will be sent to EVA. Review this list to see if it includes any transactions that should be exempted based on the type of purchase or the type of supplier.

EVA Extract Exclusions: Exclusions and code.

Excluded 28-FEB-2005 UVA03 UVA10: This is an example of an exclusion that may show on the output file. Review these exclusions to see if these transactions should be excluded.

All exclusions will appear except those that were manually marked as exclusions using the override process.

EVA Extract Errors: Transactions that cannot be selected in the invoice file.

The errors need to be fixed and will continue to show on the output report until corrected.

Some possible error messages are:

ERROR Vendor Address Incomplete: This message indicates the vendor site is missing address information.

ERROR Vendor Pay Site Address Not Found: This message indicates the vendor site is not marked as a pay site.

ERROR Multiple EVA Status Records Exist: This message indicates that multiple EVA status records exist for the vendor on a certain day.

Amount Negative or Zero and Marked as Excluded: Invoice lines that when grouped by invoice and NIGP code have an amount less than or equal to zero. These lines will be marked as excluded with exclusion code UVA14.
Summary of Data: The bottom of the report will summarize the data as follows:

7. Follow the instructions for EVA – Reviewing EVA Batches to review the batches processed that contain data that was successfully extracted.

Effective: 03/05/05