eMall Volume 2 - Virginia · accessing and navigating the eMall that appear in Volume 1 are...

The entire content of this document is the proprietary and confidential information of CGI Technologies and Solutions, Inc.

1

eMall Volume 2

eMall User Guide

December 2016

Version 5

Copyright © 2001, 2016, CGI Solutions and Technologies, Incorporated. All rights reserved. These materials contain the intellectual property of CGI Solutions and

Technologies and are therefore proprietary and confidential. These materials also contain information that is the intellectual property of Ariba, Inc. and therefore proprietary and confidential. These materials can be copied and distributed to authorized COVA users for the exclusive use of participation in eVA. Any other copying and distribution of these materials is strictly prohibited.

eMALL VOLUME 2

TABLE OF CONTENTS

26-0013 Version 5 Page i

1. DOCUMENT OVERVIEW ............................................................ 1

eMALL® VOLUME 1 ............................................................................ 1

eMALL VOLUME 2 ............................................................................. 1

USING THIS GUIDE .......................................................................... 1

HYPERLINKS ....................................................................................... 2

TYPOGRAPHICAL CONVENTIONS .............................................................. 2

2. eVA REQUISITION PROCESS OVERVIEW ................................. 3

3. ACCESSING THE EMALL ........................................................... 5

4. NAVIGATING THE EMALL ......................................................... 7

INTERFACE TOOLS ........................................................................... 7

5. INTRODUCTION TO RECEIVING ............................................... 9

DESKTOP RECEIVING VERSUS CENTRAL RECEIVING ........................ 9

OVERVIEW OF RECEIVING ............................................................... 9

ENTERING THE RECEIVING MODULE – DESKTOP RECEIVERS ......... 10

ACCESS RECEIVING FROM A REQUISITION ............................................... 11

ACCESS RECEIVING FROM AN ORDER ...................................................... 13

ENTERING THE RECEIVING MODULE – CENTRAL RECEIVERS ......... 14

6. RECEIPTS AND TIMESHEETS ................................................. 15

PROCESSING RECEIPTS.................................................................. 15

STEP 1: SELECT REQUEST .................................................................... 15

Finding the Order to Receive .............................................................. 17

Basic Search Screen .......................................................................... 17

Advanced Search Screen .................................................................... 18

Advanced Search Filters ..................................................................... 22

Sorting the Results List ...................................................................... 22

STEP 2: SELECT RECEIPT .................................................................... 24

STEP 3: RECEIVE ................................................................................ 25

A Note About Receiving Dates ............................................................. 26

Receiving Options ............................................................................. 27

DECIMAL QUANTITIES ......................................................................... 33

UNDER RECEIVING ............................................................................. 33

Closing Short .................................................................................... 34

OVER RECEIVING ............................................................................... 34

REQUISITION AND RECEIPT STATUS ....................................................... 35

eMALL VOLUME 2

TABLE OF CONTENTS

Page ii 26-0013 Version 5

STEP 4: ADDITIONAL INFO .................................................................. 35

STEP 5: SUMMARY ............................................................................. 37

Receiving - Done ............................................................................... 37

Reviewing the Receipt Audit Trail ......................................................... 38

TIME SHEETS ................................................................................. 39

THE WORK SUPERVISOR ..................................................................... 39

7. RECEIPT AND TIME SHEET APPROVALS ................................. 41

RECEIPT APPROVALS ..................................................................... 41

CENTRAL RECEIVING AND DESKTOP RECEIVING ....................................... 41

AD HOC RECEIPT APPROVERS .............................................................. 41

COMMODITY APPROVERS ..................................................................... 42

READING THE APPROVAL FLOW ............................................................ 43

RECEIPT PROCESSING ......................................................................... 45

TIME SHEET APPROVALS ............................................................... 46

8. PRINTING RECEIPTS ............................................................. 47

9. EDITING RECEIPTS AND TIME SHEETS .................................. 49

10. RECEIVING SCENARIOS......................................................... 51

COMMON SCENARIOS .................................................................... 51

ENTERING AN ADJUSTMENT ON A CLOSED ORDER (NEGATIVE RECEIVING) .... 51

PARTIAL RECEIPT SCENARIOS....................................................... 52

ENTERING AN ADJUSTMENT WHEN AN ORDER HAS BEEN PARTIALLY RECEIVED

...................................................................................................... 52

MISCELLANEOUS SCENARIOS ........................................................ 53

ACCEPTING AN OVER-SHIPMENT NEEDING THE PREPARER’S AUTHORIZATION 53

CORRECTING A RECEIPT FOR ITEMS THAT WERE INCORRECTLY REJECTED ..... 54

11. PREFERENCES........................................................................ 55

MODIFYING YOUR PERSONAL PROFILE INFORMATION ................. 56

SCREEN 1: PERSONAL INFO ................................................................ 56

SCREEN 2: ACCOUNTING/SHIPPING INFO .............................................. 59

SCREEN 3: JUSTIFY CHANGES ............................................................... 60

SCREEN 4: APPROVAL FLOW ............................................................... 61

SCREEN 5: REVIEW CHANGES ............................................................... 62

EMAIL NOTIFICATIONS ................................................................. 62

EMAIL NOTIFICATION PREFERENCES ...................................................... 62

eMALL VOLUME 2

TABLE OF CONTENTS

26-0013 Version 5 Page iii

RESET DEFAULT PREFERENCES ...................................................... 65

12. OPERATIONAL REPORTING ................................................... 69

OVERVIEW ..................................................................................... 69

GENERATING A REPORT ................................................................. 71

STEP 1: SELECT CATEGORY .................................................................. 72

STEP 2: SELECT REPORT ...................................................................... 72

STEP 3: RUN REPORT .......................................................................... 73

REPORT FILTERS ................................................................................ 74

REPORT FORMATS .............................................................................. 74

Viewing in HTML Format..................................................................... 74

Viewing in CSV Format ...................................................................... 76

Viewing in Excel Format ..................................................................... 76

SAVE REPORT QUERY .......................................................................... 77

USING SAVED REPORTS ................................................................. 78

SELECTING A SAVED REPORT ................................................................ 78

EDITING A SAVED REPORT ................................................................... 79

COPY/DELETE A SAVED REPORT ............................................................ 80

13. GETTING ANSWERS TO YOUR QUESTIONS ............................ 81

ON-SCREEN INSTRUCTIONS ........................................................... 81

INFORMATIONAL TEXT ................................................................... 81

USER GUIDES ................................................................................. 82

eVA CUSTOMER CARE ..................................................................... 83

APPENDIX A: CREATING A TIME SHEET ..................................... 85

ADDING DETAILS ........................................................................... 87

OVERLAPPING ENTRY ERRORS ....................................................... 88

ADDING COMMENTS AND ATTACHMENTS ....................................... 89

eMALL VOLUME 2

LIST OF FIGURES

Page iv 26-0013 Version 5

Figure 1: eVA Procurement Process End-to-End ....................................................... 3

Figure 2: eVA Home Page with Buyer Login Field ...................................................... 5

Figure 3: Access the eMall from the Knowledge Center ............................................. 6

Figure 4: Locate and Open the Requisition............................................................. 11

Figure 5: Access Receiving from a Requisition ........................................................ 12

Figure 6: List of Receipts Under Requisition ........................................................... 12

Figure 7: Accessing Receiving from the Order ........................................................ 13

Figure 8: Receipt Shell ........................................................................................ 13

Figure 9: Access Receiving from My Home Tab .......................................................... 14

Figure 10: SELECT REQUEST Screen with Search ...................................................... 15

Figure 11: Alternate Search Parameters ................................................................ 16

Figure 12: Empty Search Field Returns All Orders................................................... 17

Figure 13: Using the Wild Card Value in Search Terms ............................................ 18

Figure 14: Accessing Advanced Search Filters ........................................................ 18

Figure 15: Advanced Search Criteria ..................................................................... 19

Figure 16: Select Filters Screen............................................................................ 20

Figure 17: Advanced Search with Results .............................................................. 21

Figure 18: Basic Search Results ........................................................................... 23

Figure 19: Multiple Orders for a Single Requisition.................................................. 24

Figure 20: The Receive Screen – Receive by Quantity ............................................. 25

Figure 21: The Receive Screen – Receive by Amount .............................................. 26

Figure 22: Error Triggered by Future Date ............................................................. 27

Figure 23: Accept All Option in Receiving .................................................................. 28

Figure 24: Receipt SUMMARY Screen ...................................................................... 28

Figure 25: Receipt Showing Rejected Items ........................................................... 29

Figure 26: Rejecting Items by Amount .................................................................. 29

Figure 27: Summary Tab of Receipt with Rejected Item .......................................... 30

Figure 28: Partial Receipt Prior to Submission ........................................................ 31

Figure 29: New Receipt for Outstanding Items ....................................................... 31

Figure 30: Receiving Decimal Quantities ............................................................... 33

Figure 31: Requisition with Error Message ............................................................. 34

Figure 32: Additional Info Screen ......................................................................... 36

Figure 33: Receipt Summary Screen ..................................................................... 37

Figure 34: Receiving – Done Screen ..................................................................... 38

eMALL VOLUME 2

LIST OF FIGURES

26-0013 Version 5 Page v

Figure 35: Description of Work Supervisor in Collaboration ...................................... 39

Figure 36: Receipt Approval Flow ......................................................................... 41

Figure 37: Adding a User to the Approval Flow ....................................................... 42

Figure 38: Updated Approval Flow ........................................................................ 43

Figure 39: Approval Flow – Partially Approved ....................................................... 43

Figure 40: Ad Hoc Approver Description Box .......................................................... 44

Figure 41: Approver Details – Central Receiver ...................................................... 44

Figure 42: Order History Tab Prior to Nightly Run ................................................... 45

Figure 43: Receipt Summary with Processing Status ............................................... 45

Figure 44: Order History Tab after Nightly Run ...................................................... 46

Figure 45: Approval Flow for a Time Sheet ............................................................ 46

Figure 46: Printing a Receipt ............................................................................... 47

Figure 47: Print Window Printable Receipt ............................................................. 47

Figure 48: Searching for a Closed Order ................................................................ 51

Figure 49: Reopening a Closed Order .................................................................... 51

Figure 50: New Receipt Created for Reopened Order .............................................. 52

Figure 51: Accessing the Preferences Menu ........................................................... 55

Figure 52: Personal Profile Update – Personal Info Screen ....................................... 56

Figure 53: Add or Remove Groups from the Currently Selected List .......................... 58

Figure 54: Personal Profile Update – Account/Ship Screen ....................................... 59

Figure 55: Personal Profile Update – Justify Changes Screen.................................... 60

Figure 56: Adding an Attachment to a Change Justification ...................................... 61

Figure 57: Personal Profile Update – Approval Flow Screen ...................................... 61

Figure 58: Personal Profile Update – Review Changes Screen ................................... 62

Figure 59: Accessing Email Notification Preferences ................................................ 63

Figure 60: Choosing a Set of Email Preferences to Edit ........................................... 63

Figure 61: Notification Preferences for Requisitions ................................................ 64

Figure 62: Accessing Ariba Buyer Preferences ........................................................ 65

Figure 63: Reset Default Preferences Screen (Ariba Buyer) ...................................... 66

Figure 64: Accessing Operational Reporting ........................................................... 71

Figure 65: Saved Report Queries .......................................................................... 71

Figure 66: Select from the List of Available Categories ............................................ 72

Figure 67: Requisition Reports ............................................................................. 73

Figure 68: Using the RUN REPORT Screen to Define a Report ..................................... 73

Figure 69: Report Generated in HTML Format ........................................................ 75

eMALL VOLUME 2

LIST OF FIGURES

Page vi 26-0013 Version 5

Figure 70: Saving a Report in HTML Format ........................................................... 76

Figure 71: CSV Report Opened as Excel Spreadsheet .............................................. 76

Figure 72: Report Formatted as MS Excel File ........................................................ 77

Figure 73: Saving a Report Query ........................................................................ 77

Figure 74: List of Saved Reports .......................................................................... 78

Figure 75: Edit Report Screen .............................................................................. 79

Figure 76: Copy or Delete Reports from the Saved Reports Screen ........................... 80

Figure 77: Inline Help Tip Near the Top of the Screen ............................................. 81

Figure 78: Click to Display Informational Text ........................................................ 81

Figure 79: Where to Find Training Guides and Videos ............................................. 82

Figure 80: Accessing the Time Sheet Module from the Dashboard ............................ 85

Figure 81: Selecting the Contractor ...................................................................... 85

Figure 82: Blank Time Sheet Form ....................................................................... 86

Figure 83: New Time Entry Line ........................................................................... 86

Figure 84: Copying a Time Entry .......................................................................... 87

Figure 85: Editing a Copied Entry ......................................................................... 87

Figure 86: Detail View, Configuration Two ............................................................. 87

Figure 87: Overlapping Entries Error Display .......................................................... 88

Figure 88: Expanded View of Overlapping Entry ..................................................... 88

Figure 89: Deleting a Time Entry .......................................................................... 89

Figure 90: Comments and Attachments Apply to the Entire Time Sheet .................... 89

Figure 91: Browse for Attachment File .................................................................. 90

eMALL VOLUME 2

LIST OF TABLES

26-0013 Version 5 Page vii

Table 1: Typographical Conventions Employed in This Guide ...................................... 2

Table 2: User Interface Tools ................................................................................. 7

Table 3: eMall Receiving Process ............................................................................ 9

Table 4: Advanced Search Filters ......................................................................... 22

Table 5: Receipt Status Values ............................................................................. 35

Table 6: Time Sheet Process ................................................................................ 40

Table 7: Personal Profile Update - Personal Info Screen Fields.................................. 57

Table 8: Personal Profile Update – Account/Ship Screen Fields ................................. 59

Table 9: Document Types and Notification Preferences ........................................... 64

Table 10: Ariba Buyer Preferences ........................................................................ 66

Table 11: Report Filter Descriptions ...................................................................... 69

eMALL VOLUME 2

LIST OF TABLES

Page viii 26-0013 Version 5

eMALL VOLUME 2

DOCUMENT OVERVIEW

26-0013 Version 5 Page 1

1. DOCUMENT OVERVIEW This two-volume User Guide describes the eVA requisition process, including shopping,

order placement, and receiving, as well as other eMall functionality. The contents of

each volume are summarized below. Note that the sections on using the guide and

accessing and navigating the eMall that appear in Volume 1 are repeated in Volume 2 for

your convenience. New material begins in Section 5 Introduction to Receiving.

eMALL® VOLUME 1

eMall Volume 1 contains the following sections:

Document Overview

eVA Requisition Process Overview

Accessing the eMall

Navigating the eMall

Using the Dashboard

Creating a Requisition

Editing Line Items

Searching the eMall

Approving a Requisition

Working with Orders

Modifying a Requisition

Working with Change Orders

Understanding Integration

Getting Answers to Your Questions

eMALL VOLUME 2

eMall Volume 2 contains the following sections:

Document Overview

eVA Requisition Process Overview

Accessing the eMall

Navigating the eMall

Introduction to Receiving

Receiving Steps

Receipt Approvals

Printing Receipts

Editing Receipts

Receiving Scenarios

Preferences

Operational Reporting

Work Supervisor

Getting Answers to Your Questions

USING THIS GUIDE

The features described below are designed to help you find the information you need in

this guide; please take a few minutes to review them.

eMALL VOLUME 2

DOCUMENT OVERVIEW

Page 2 26-0013 Version 5

HYPERLINKS

Hyperlinks have been added to help you navigate through the guide. Each entry in the

Table of Contents is formatted as a hyperlink that will take you directly to that topic.

Cross-references, such as “See Table 6,” or “Figure 2 shows …” are also hyperlinked, so

that you can click the reference to go to the related information.

TYPOGRAPHICAL CONVENTIONS

The typographical conventions described in Table 1 are used throughout this guide. They

are designed to provide visual cues to help differentiate the various kinds of objects

under discussion.

Text conventions are applied to the proper name of the item but not to the defining term

(screen, field, button, etcetera), which will be omitted for simplicity when possible.

Table 1: Typographical Conventions Employed in This Guide

Item Convention Example

Screen Titles Small caps, bold print SAVED REPORTS screen

DASHBOARD

Field Names Initial caps, bold print Title field

Description

Control Labels Initial caps, bold print Use PCard check box

Client Name pick list

Flag or indicator setting

Parameter value

Phase or Status

Menu Item or Command

Initial caps, italic print If the flag is set to Yes, then …

When set to Statement, …

An order in Composing status

Select Save on the File menu

Buttons Initial caps, bold print Submit button

Save

Links Links that are active in this document

appear in blue text. Position the cursor

over the link to see a screen tip.

Links that are active in the application but

are not active in this document are

underlined.

http://eva.virginia.gov/

The Requisition link will …

Cross-references There are two types of cross references in

this document. All are linked to the object

or section to which they refer.

Cross-references to tables, figures, and

page numbers appear in initial caps, bold

print. This type of cross-reference link can

also be identified by the shading that

appears when it is selected.

Cross-references to text appear in blue

print and are underlined for easy

identification.

See Figure 2

See Interface Tools for more

information.


eMALL VOLUME 2

REQUISITION PROCESS OVERVIEW


2. eVA REQUISITION PROCESS OVERVIEW

The following diagram illustrates the eVA procurement process from requisition through

payment. This volume focuses on the eVA Receiving process, but a brief overview of the

entire process is provided below.

Figure 1: eVA Procurement Process End-to-End

eMALL VOLUME 2

REQUISITION PROCESS OVERVIEW


eMALL VOLUME 2

ACCESSING THE eMALL


3. ACCESSING THE eMALL You must have a valid user name and password in order to access the eMall. Go to the

eVA LOGIN screen at http://eva.virginia.gov/ and click the Buyer Login button (Figure 2). A

new page opens; enter your user name and password in the appropriate fields. A

successful logon will take you to the eVA KNOWLEDGE CENTER screen within the eVA

Buyer Portal (Figure 3).

Figure 2: eVA Home Page with Buyer Login Field


eMALL VOLUME 2

ACCESSING THE eMALL


To continue to the eMall, click the eMall / eForms link in the left navigation panel of the

KNOWLEDGE CENTER screen (Figure 3).

Figure 3: Access the eMall from the Knowledge Center

This will open the My Home tab of the eMall HOME screen. The eMall HOME screen

comprises a set of configurable tabs, each of which displays one or more list frames, and

a command bar. This is your “command center,” from which you can access all of the

tasks associated with creating requisitions and receiving orders, monitor status, and

perform various administrative chores. For detailed information about the eMall Buyer

Dashboard, see Volume 1 of this guide.

eMALL VOLUME 2

NAVIGATING THE eMALL


4. NAVIGATING THE eMALL

INTERFACE TOOLS

Table 2 provides an introduction to tools you will find in the eMall user interface. Some of

these tools will already be familiar to you, as they are common to many web-based

applications.

Table 2: User Interface Tools

Tool Example Function

Calendar Icon

and Date

Field

Click the Calendar icon to open an interactive calendar

that can display nine consecutive months, starting with

the current month.

Use the calendar to select a date for the associated Date

field, or enter a date manually. The accepted format

for dates is dd/mm/yyyy.

Dashboard

Icon

The Dashboard icon appears on the left end of Command

Bar when you leave the DASHBOARD screen. Click this

icon to return to the Dashboard.

Drop-down

list

Click the down arrow to open a list of available values

for that field. Some drop-down lists have pre-set

values; others are populated by your recent selections.

Select Other to open a pick list of all valid options for

that field.

Field tips

Position the cursor over an object, such as a field, link,

or button, to display a text box with information about

that object.

Link

There are two kinds of links in the eMall: navigation

links and action links.

Clicking a navigation link will take you to a new

screen or web site.

Clicking an action link will, as the name implies,

initiate an action, such as saving or printing the active

request.

Multiple page

navigation

When a data list spans two or more pages, the eMall

provides two ways to move between pages for users

who have the eVA-AccessibilityEnabled role:

Use the right and left arrows to go forward or

backward one page at a time.

Select the down arrow on the drop-down list to see a

list of all pages in the section. Select any page

number to go directly to that page.

The steps on the left navigation panel do not function

when this role is enabled.

eMALL VOLUME 2

NAVIGATING THE eMALL


Tool Example Function

Process Step

Navigation

Panel

A few transaction processes span several screens, but

some of those screens might not be needed for every

transaction. For such processes, the Process Step

Navigation panel replaces the left navigation panel.

This navigation panel contains a link to each step in the

process, so you can move among the steps in any order

and skip steps that aren’t applicable to a particular

transaction.

Navigation

buttons

Navigation buttons are available on most screens in the

eMall. Use them to move between screens, to move

between steps in an eMall process, or to exit the

current process.

DO NOT use your browser’s navigation buttons,

especially to go backwards. Doing so can cause data to

be lost.

Refresh

Content

The information on the DASHBOARD screens update

automatically when you leave a screen and then return.

Use the Refresh Content icon when you want to see your

updates without leaving the current screen.

Return to

Portal Button

The Return to Portal button is available on all

DASHBOARD tabs. Click this button to exit the eMall

and return to the KNOWLEDGE CENTER.

Scroll bars

Scroll bars appear when the contents of a window are

too extensive to display all at once. Click and slide the

scroll bars at the right side or bottom of an eMall screen

to view material beyond the boundaries of the window.

When all of the contents fit inside the display window,

scroll bars will not be present.

Search for

more…

eMall processes frequently employ drop-down menus

with a list of values. If a list does not include the

selection you need, you can search for additional

options by clicking Search for more… to open a

complete pick list.

Sorting

If an underline appears when you position the cursor

over a column heading, that column can be sorted

alphanumerically. An arrow next to the column

heading lets you see whether the information is sorted

in ascending order (up) or descending order (down).

Click the column heading to sort the data in that

column.

Click the column heading a second time to reverse

the sort order.

eMALL VOLUME 2

INTRODUCTION TO RECEIVING


5. INTRODUCTION TO RECEIVING When a requisition is fully approved and is in Ordered status, the eMall creates a receipt

shell that correlates to the order and allows you to track the receipt of items ordered

electronically. In the RECEIVING module, you can partially or completely accept goods

and services, reject incorrect or faulty items, even indicate returns. The same approval

mechanism used in the requisition process is leveraged by Receiving to route order

information for special approval or configuration prior to final receipt.

DESKTOP RECEIVING VERSUS CENTRAL RECEIVING There are two types of receiving: Desktop receiving and Central receiving. Your

agency/entity determines the type of receiving that will be implemented by each

BuysenseOrgs (BSOs) when it is created. A BSO is the representation in eVA of a

division or department within an agency/entity. Some agencies/entities need only one

BSO, while others might need several.

In Desktop receiving, the requestor of the requisition has the authority to receive the

goods or services directly from the vendor upon delivery. Desktop receivers will only be

able to receive against their own orders.

NOTE: The requestor is the person whose User ID appears in the On Behalf Of

field on the requisition.

In Central receiving, a designated user (such as a worker at a central warehouse)

receives the goods on behalf of the requestor.

While much of the receiving process is identical for Desktop and Central receivers, there

are some significant differences. For purposes of this document, the following

definitions apply:

Central Receiver: An individual who receives goods and services on behalf of the

requestor.

Desktop Receiver: An individual who is authorized to act as both requestor and

receiver for his or her own orders.

Receiver: A term used in this guide to indicate that the process under discussion is

identical for Desktop and Central receivers.

OVERVIEW OF RECEIVING

After a requisition goes to Ordered status and orders are created, a receipt is

automatically created for each order. Table 3 provides a high level view of the receiving

process.

Table 3: eMall Receiving Process

Step # Action Receive Process

1. Requisition enters

Ordered status.

The receiving process begins when a requisition reaches Ordered

status. Email notifications are not sent to receivers; receiving will

take place upon the receipt of the product or service.

eMALL VOLUME 2



Step # Action Receive Process

2. Receiver accesses

RECEIVING.

Upon receipt of the goods or services, access RECEIVING by logging

onto the eMall and following one of the paths described in the next

section, Entering the Receiving Module.

3. Receiver locates order to

be received.

If not taken directly to the applicable receipt, identify the order to be

received using the Search function; or, if you are a Desktop receiver,

you can also access the order through the associated requisition or

from the My Orders tab.

4. Receiver enters receipt

details.

Enter the receipt details, which can include partial quantities and

rejections. Click Accept All to accept an entire shipment (or the

remaining open line items).

IMPORTANT NOTE: The Reject field is to be used only at the time

of receipt of goods, never after the item has been entered as

Received. A previously received item must be entered as a Return.

If you reject an item, you will be required to enter a reason for the

rejection before you can submit the receipt.

5. Receiver submits receipt. Submit the receipt. The receiver is always the first approver. Unless

there are additional approvers in the Approval Flow, the receipt is

automatically approved when it is submitted.

6. Receipt approvers (if

required) either approve

or deny the receipt.

The approver is typically only the receiver, although the receiver can

insert additional approvers. Receipt approvers can approve or deny

the receipt. The receipt will stay in Submitted status until all

approvers have approved the receipt, or until any approver rejects it.

7. Order status changes

from Receiving to

Received.

After all items from the order are received, the status of the order

changes from Receiving to Received. An order in Received status is

closed.

8. Receiver reopens order (if

necessary).

After a requisition has been fully received and the receipts have been

processed, a receiver can reopen the associated order (or orders).

The preparer can then create a change order and decrease the

quantity to the net amount received (but not below the amount

received).

If a unit price must be changed on a purchase request, the entire

quantity or amount received must be backed out.

If a change order is needed for an order that has been fully received,

you must access the order from the RECEIVING screen and reopen it.

ENTERING THE RECEIVING MODULE – DESKTOP RECEIVERS

As the requisition requestor, the Desktop receiver can access the RECEIVING module

through the requisition or through the order, in addition to using the search function

available to Central receivers (described in detail in the section Entering the Receiving

Module – Central Receivers).

If you enter through the requisition, the receiving process comprises four steps,

although not all steps are required for every transaction:

1. Select Receipt (if there are multiple orders)

eMALL VOLUME 2



2. Receive

3. Additional Info

4. Summary

ACCESS RECEIVING FROM A REQUISITION

If you are a desktop receiver, you can access Receiving from a requisition, as shown in

the My Documents list in Figure 4. Note the status of the requisition; you cannot receive

against a requisition unless it is in Ordered or Receiving status.

Ordered—No receipts have been submitted, but the eMall has created the receipt

shell that correlates to the orders generated from the requisition.

Receiving—At least one receipt has been processed for one or more orders on the

requisition, but not all quantities on the orders have been fully received.

Received—All orders on the requisition have been fully received. To continue

receiving, the order must be reopened from the Receiving module in order to

return the requisition status to Receiving. If an order is reopened and all

receiving is backed out, the requisition status reverts to Receiving; it does not

return to Ordered.

Figure 4: Locate and Open the Requisition

Open the requisition by clicking the ID or Title. To view a list of orders that have been

created for the requisition, click the Orders tab; to view a list of receipts that have been

created for the orders on the requisition, click the Receipts tab (Figure 5).

You can view the details of a receipt by clicking the Receipt ID, but you will not be able to

perform receiving from that view. You must click the Receive button to open the

Receiving screen.

NOTE: If the requisition has entered Ordered status and you know there are

orders to receive, but the Receive button does not display, it means you are not

authorized to receive these orders as a desktop receiver and that your BSO is set

up for Central receiving.

eMALL VOLUME 2



Figure 5: Access Receiving from a Requisition

After you click the Receive button, the Receipt opens in receiving mode. For multiple

orders, a list of all the receipts created under that requisition will be displayed, along

with the IDs of the corresponding orders (Figure 6).

Figure 6: List of Receipts Under Requisition

eMALL VOLUME 2



ACCESS RECEIVING FROM AN ORDER

From the My Orders/My UPs tab, find the order you want to receive against, verify that it is

in Ordered or Receiving status, and open it. When you enter RECEIVING from an order

rather than a requisition, you can access only the receipt associated with that order.

Click the Receive button (Figure 7) to open the receipt.

Figure 7: Accessing Receiving from the Order

Because you do not need to choose among receipts when you enter RECEIVING from an

order, you will automatically be taken to the open receipt (Figure 8).

Figure 8: Receipt Shell

Desktop receivers can also use the Select Request search function to locate a requisition,

as Central receivers do. The next section explains how to access the SELECT REQUEST

screen.

eMALL VOLUME 2



ENTERING THE RECEIVING MODULE – CENTRAL RECEIVERS

NOTE: Users who are set up as Central receivers will not see the Receive button

when opening a requisition.

If you are a Central receiver, you cannot enter the RECEIVING module from the

requisition. Instead, you will enter from the My Home tab on the DASHBOARD. Look for

the Receive navigation link under Manage in the COMMON ACTIONS pane or in the Manage

menu on the Command Bar (Figure 9), and click it to access the Receiving module search

function. Desktop receivers can also use these links to access RECEIVING. When

accessed from the DASHBOARD, the receiving process comprises five steps, although, as

is the case for Desktop receivers, steps will sometimes be skipped:

1. Select Request

2. Select Receipt

3. Receive

4. Additional Info

5. Summary

Figure 9: Access Receiving from My Home Tab

eMALL VOLUME 2

RECEIPTS AND TIMESHEETS


6. RECEIPTS AND TIMESHEETS

PROCESSING RECEIPTS

Depending on how you access Receiving, you will see either four or five steps listed in

the left navigation panel; however, most requisitions will not require all of the steps.

For example, if you do not reject any items on the receipt, eVA will take you directly

from the Receive step to the Summary step.

The following sections will first take you through the most common receiving path, and

then other scenarios will be reviewed. The Receiving steps are listed in the left

navigation panel; each is a link you can use to navigate among the steps (Figure 10).

STEP 1: SELECT REQUEST

When a receiver enters the RECEIVING module from the DASHBOARD, the SELECT

REQUEST screen is displayed as Step 1.

Figure 10: SELECT REQUEST Screen with Search

eMALL VOLUME 2



The default request type is Order ID. You can also search for an order by its Req ID or

Receipt ID. Click the down arrow to open the drop-down list (Figure 11), select Req ID or

Receipt ID, and enter the number (with wildcard characters if needed) of the item.

Figure 11: Alternate Search Parameters

IMPORTANT! The Contract ID in this drop-down list is an Ariba-generated

number, not an eVA Contract ID. Do not choose Contract ID when searching

for your order.

To see all orders that require receiving, click the Search button without entering anything

in the Search field. This search will return a complete list of outstanding orders, sorted

by Order ID (Figure 12). If the list is not very long, you can quickly find the order you want

in the displayed results. Click the Order ID or Title link to proceed to the RECEIVE ITEMS

screen.

REMEMBER: If you know your entity has orders ready to receive but none are

displayed, it means that you are not authorized to receive those orders.

eMALL VOLUME 2



Figure 12: Empty Search Field Returns All Orders

There are some disadvantages to this search method. For example, you probably do not

want to take the time to page through a very long results list. Also, bear in mind that

orders that are in Received status will not appear, because they are not outstanding

orders.

FINDING THE ORDER TO RECEIVE

If the list is long and you have many orders to receive, there are several ways to find a

particular order:

Sort the resulting list by Order ID, Title, Date Created, Status, or Supplier by

clicking the column heading at the top of each column.

Conduct a Basic search by entering the Order ID, Requisition ID, or Receipt ID in the

Search field.

Conduct an Advanced search using search filters to find your order by clicking the

Advanced link.

Sort the Results List by a different column, or reverse the order in which the

results are displayed.

BASIC SEARCH SCREEN

To perform a basic search, type all or part of the Order ID for the order you want in the

text box and then click Search.

You do not have to know the exact Order ID to execute an effective search. Use the wild

card symbol, %, in place of any values you are unsure of.

In Figure 13 below, a user has typed %O%53 in the search field and clicked Search. The

displayed results include all orders that have prefixes with the letter O in it (POBs, PCOs,

and DOs) and 53 anywhere within the order number. Results of this kind of search

might also include orders in Received status that will not come up in an open search.

eMALL VOLUME 2



Figure 13: Using the Wild Card Value in Search Terms

ADVANCED SEARCH SCREEN

The Advanced search feature allows you to further narrow a search by using filters.

Click the Advanced link to access these filters (Figure 14).

Figure 14: Accessing Advanced Search Filters

eMALL VOLUME 2



Figure 15 shows one possible Advanced Search configuration. Note the various date fields

you can use to narrow your search, such as Date Created, Date Ordered, or Date Received. The

default for the date filters is a drop-down list that offers several predefined values,

including Today, Yesterday, This Week, Last Week, and so on. If none of these suit your

purpose, select Custom to specify a date range.

Figure 15: Advanced Search Criteria

eMALL VOLUME 2



You can also change the configuration of the Advanced search. Click the Add/Remove

Search Filters link near the upper right corner of the screen to see the complete list of

search filters (Figure 16).

Figure 16: Select Filters Screen

Use the check boxes on the SELECT FILTERS screen to add or remove filters for your

search. When you have made your selections, click OK to return to the ADVANCED

SEARCH screen.

NOTE: Some fields (for example, Facility, Contract ID, and Originating System

do not apply to eVA users.

eMALL VOLUME 2



Enter values into the filters as needed to limit the results list, and then click Search. The

Advanced search results will be displayed at the bottom of the screen (Figure 17), just like

the results of a Basic search.

Figure 17: Advanced Search with Results

If you have multiple orders to track for receiving, click the Reset button between

searches to quickly clear any values you have set.

eMALL VOLUME 2



ADVANCED SEARCH FILTERS

Table 4 describes the various search filters. Items that you will see on your screen but

are not used by the Commonwealth of Virginia are shaded.

Table 4: Advanced Search Filters

Filter Name Filter Value

Buyer Part Number A numeric or alpha-numeric unique identifier assigned to an item by the buyer.

Close Order Because receivers are advised to avoid using this option to close orders, this

field is rarely useful as a search filter.

Contract ID This field is not used by the Commonwealth of Virginia.

Date Created The range of dates within which the order was created.

Date Ordered The range of dates within which the order was placed.

Date Received The range of dates within which the order was received.

ERP PO Number The purchase order number assigned by an ERP system.

Facility This field is not used by the Commonwealth of Virginia.

Order ID The unique number given by the system that identifies the order.

Order Title Description the buyer gave for the order.

Originating System This field is not used by the Commonwealth of Virginia.

Preparer The name of the individual who prepared the requisition. If you are a Desktop

receiver, this field will default to your name. Central receivers must make a

selection.

Receipt Date The date range you want to search for a receipt.

Receipt ID The unique, eVA-generated number that identifies the receipt.

Receipt Status The status of the receipt for which you want to search.

Requestor If a requisition was created on behalf of someone else, you can search for an

order by that individual’s name. This field will default to your name if left blank.

Requisition ID The unique, eVA-generated number that identifies the requisition.

Status The status of the requisition you want to search for.

Supplier (any line item) The name of the vendor whose order you want to receive.

Option Buttons

Show all orders Select to display all orders that meet your search criteria.

Show orders needing

approval

Select to display only those orders for which receiving is incomplete and that

meet your search criteria.

SORTING THE RESULTS LIST

When search results are displayed, they will generally be sorted by the attribute you

entered, such as Order ID or Req ID, but not always. An arrow will appear next to the

column heading by which the results are sorted (Figure 18). If the arrow points up, the

results are in ascending order; titles will be alphabetized from A to Z, while dates will

display with the oldest item at the top of the list. If the arrow points down, the results

eMALL VOLUME 2



are in descending order; titles will be listed from Z to A, and date lists will begin with

most recent date. Click the arrow to reverse the order.

You can also choose to sort by a different column by clicking the column heading. The

results will resort by the new column in ascending order. As noted above, click the

arrow next to the column heading to reverse the sort order.

Figure 18: Basic Search Results

When you find the order you want to receive, click the Order ID or Title link to open the

corresponding receipt.

NOTE: If there is only one possible result for your search terms, eVA will return

the receiving screen when you click Search.

eMALL VOLUME 2



STEP 2: SELECT RECEIPT

If there multiple orders on a requisition, you need to select the receipt for the order that

needs to be received (Figure 19).

Figure 19: Multiple Orders for a Single Requisition

When you select a receipt, the RECEIVE screen opens.

eMALL VOLUME 2



STEP 3: RECEIVE

The RECEIVE screen displays details for the selected receipt, including the receiving

method selected when the requisition was created. Figure 20 shows a receipt that will be

received by Quantity. Figure 21 shows a receipt that will be received by Amount.

Figure 20: The Receive Screen – Receive by Quantity

eMALL VOLUME 2



Figure 21: The Receive Screen – Receive by Amount

NOTE: If your agency has not opted to activate the Receive by Amount

functionality, your screen views will not display fields related to that option. All of your agency’s receiving will be conducted by Quantity.

A NOTE ABOUT RECEIVING DATES

When a receipt is opened for receiving in the eMall, the value in the Date Received field is

automatically set to the current date. Sometimes, a receiver might take possession of

an item at the beginning of the week, but cannot record the receipt in the eMall until

later in the week. To accommodate such situations, the eMall lets users pre-date the

Date Received if necessary.

To change the Date Received, either select the text box and type in the date, or click the

calendar icon ( ) to select from the calendar.

eMALL VOLUME 2



Although users can pre-date receipts, the eMall does not allow users to post-date

receipts. If you try to enter a future date in the Date Received field, the eMall will return

an error message when you click Submit (Figure 22).

Figure 22: Error Triggered by Future Date

RECEIVING OPTIONS

The RECEIVING screen offers several options for receiving items:

Accept all items

Reject items

Partially receive items

Process negative receiving

eMALL VOLUME 2



Accept All Items

Click the Accept All button to accept the full quantity (or dollar amount) of all line items

on the order at one time (Figure 23).

Figure 23: Accept All Option in Receiving

If you click the Accept All button, you will be taken directly to Step 5, and the SUMMARY

screen will be displayed. As shown in Figure 24 below, the entire quantity (or amount, if

applicable) ordered on the line item is reflected in the Accept/Return field.

Be aware that the Date Received defaults to the current date. If the current date is not the

actual received date, enter the correct dates in the Date Received column on the applicable

line.

Figure 24: Receipt SUMMARY Screen

eMALL VOLUME 2



Review the information on the SUMMARY screen. If you want to make changes, click

<Prev to return to the SELECT RECEIPT screen; otherwise, click Submit.

Reject Items

The Reject field is used to document goods or services:

Of which possession was never taken at the time of delivery, and

That have not previously been recorded in eVA.

Perhaps your items are damaged, or are not what you ordered. Suppose, for example,

that you ordered eight boxes of black pens, four boxes of fine point pens, and four boxes

of medium point pens. The pens have just been delivered and you notice that all of the

pens are blue, not black. Because you noticed the problem with the pens before you

received them in eVA, you can reject them. To do this, open the corresponding

Composing receipt, and enter 4 in the Reject field for both line items.

Figure 25: Receipt Showing Rejected Items

If you have opted to receive by Amount, you can still reject all or part of the order. As

shown in Figure 27, enter the dollar amount of the rejected items.

Figure 26: Rejecting Items by Amount

eMALL VOLUME 2



Never use the Reject field to correct or adjust previously accepted receipt values. If you

want to adjust the quantity received after it has been entered as received, you cannot

use the Reject field; you must process a return instead (see Process Negative Receiving).

If you reject items, you will see the ADDITIONAL INFO screen after you click Submit. This

screen provides a place for you to enter a reason for the rejection. If you accepted all or

some of the items, but did not reject any items, you will be taken to the SUMMARY

screen (Figure 27).

Figure 27: Summary Tab of Receipt with Rejected Item

IMPORTANT: The only time you should enter a number in the Reject field is

when an item is discovered to be incorrect, inferior, or broken at the time of

delivery, and receipt of that item has not yet been recorded.

For more information on rejecting items in the eMall, including what to do if you

accidentally reject too many or too few items, see the last section in Chapter 10,

Miscellaneous Scenarios.

Partially Receive Items

Occasions might arise when you might need to receive only part of an order. For

example:

Some parts (either product or service) of an order are accepted and other parts

are rejected.

Some items have been delivered, but others are back-ordered.

When an order, for whatever reason, cannot be received in full, follow these steps to

create a partial receipt:

1. Accept or reject the applicable items.

2. Make sure the Close Order field is set to No.

3. Submit the receipt.

eMALL VOLUME 2



When you submit a partial receipt, two things happen:

The receipt for the accepted portion of the order will be completed.

A new receipt will be created in Composing status for the outstanding portion.

Figure 28 shows a partial receipt, RC484525. Notice that, while all of the toner cartridges

have been accounted for, four of them were rejected. There are also three drum units

outstanding.

Figure 28: Partial Receipt Prior to Submission

Figure 29 shows the new receipt that was created for the outstanding items from

RC484525, three drum units and four yellow toner cartridges.

Figure 29: New Receipt for Outstanding Items

eMALL VOLUME 2



Process Negative Receiving

“Negative Receiving” is the term used to indicate that an item or items that have been

accepted are being backed out, either because the items are being returned to the

vendor or because the requisition must be changed and therefore receiving must be

altered. The most common scenario that requires negative receiving is that a change

needs to be made to a requisition and the order has already been closed (see Entering

an adjustment on a Closed Order (Negative Receiving)).

Negative Receiving to Process Returns

In order to decrease the number of items already accepted, you must open the

Composing receipt and enter a negative number in the Accept/Return field on the

appropriate line or lines. For example:

Suppose you ordered ten boxes of pens, six boxes of medium point and four boxes of

fine point. The six boxes of medium point pens were delivered, so you performed partial

receiving as outlined above, and submitted the receipt. eVA creates a new receipt in

preparation for the arrival of the four outstanding boxes.

The next day, you realize that three of the six boxes of pens you received are the wrong

color, so you want to return them. In order to indicate the return in eVA, start by

locating the Composing receipt that was created when you accepted the first six boxes,

and opening it in Receiving mode.

To return the three boxes of medium point pens, simply enter “-3” in the corresponding

Accept/Return field. (The negative sign is required in front of the number; otherwise, the

items will be considered to be received.)

To process negative receiving against an order that was received by amount, the same

principal holds, but instead of a negative quantity, you will enter a negative dollar

amount.

NOTE: Received items on a Purchase Requisition can be backed out by entering

a negative value in the Accept/Return field. However, the status of the Requisition

will continue to display as Receiving, because some receiving actions have been

taken.

Negative Receiving for Requisition Adjustments

If changes need to be made to the Unit Price on lines previously received on a

requisition, the receiving for those lines must be backed out. If changes need to be

made to decrease quantity on lines previously received, back out the quantity received

to match the new quantity.

eMALL VOLUME 2



DECIMAL QUANTITIES

There might be instances when you want to accept goods or services in decimal

quantities. The eMall allows receivers to accept both goods and services in decimals

when necessary. For example (Figure 30):

You ordered some copy paper, which is sold by the case. There are ten reams in a case of paper. On the receipt, the Quantity is 1 and the Unit of Measure is case. The delivery

arrives but five reams of paper, half of the case, suffered water damage sometime prior

to delivery. Instead of rejecting the entire case, you decide to accept the undamaged reams. To do this, enter 0.5 in both the Accept/Return and Reject columns.

Figure 30: Receiving Decimal Quantities

You can carry out the decimal to as many places as necessary. However, the eMall does

not recognize fractions; therefore, you must enter 0.25, instead of 1/4 if one quarter

needs to be received.

NOTE: Adjustments to the original requisition might be necessary if the

incoming shipment does not match the unit of measure and quantity on the

actual order.

UNDER RECEIVING

It might happen that, although an order is not fully received, you know the vendor will

not be sending any more items (when, for example, an item has been discontinued and

the vendor shipped all that was available). In such a situation, the original preparer of

the requisition should make an adjustment to the quantity on the Purchase Requisition.

If you are a Central receiver in a similar situation, notify the preparer by email. Explain

the situation and ask the preparer to evaluate to see if a change order is required.

A preparer cannot modify the quantity of an item to be less than the quantity already received. In the example below (Figure 31), the preparer receives an error when trying to

change the quantity to 0 on a line when one item has already been received.

eMALL VOLUME 2



Figure 31: Requisition with Error Message

NOTE: Error messages will not be displayed until the user tries to submit the

requisition.

After the quantity on one or more line items has been modified to equal the quantity

already received, the eMall will automatically close that order. When all of the orders in

the requisition are closed, the requisition status will change from Receiving to Received.

CLOSING SHORT

It is possible to force an order to close before all of the goods and services have been

received by selecting Yes beside the Close Order? field. However, this action, often

referred to as ‘closing the order short,’ is strongly discouraged. Under this method, the

vendor and entity will be charged the full eVA order fees. Instead, issue a change order

to reflect the proper quantity. (See eMall User Guide Volume 1, Chapter 13: Change

Orders.)

OVER RECEIVING

The eMall allows you to receive more items than are ordered, but try to avoid receiving

shipments that exceed the quantity ordered, because over-receiving will automatically

close the order for receiving. (If you are a Central receiver, never receive a shipment

that exceeds the quantity ordered without the preparer’s permission.)

Instead, follow the appropriate procedure outlined below to accept an overage.

eMALL VOLUME 2



If you are a Desktop receiver:

1. Leave the receipt open, and create a change order for the requisition that shows

the overage amount. (See eMall User Guide Volume 1, Chapter 13: Change

Orders.)

2. Receive the new amount.

If you are a Central receiver, contact the order preparer by email to request that a

change order be generated to account for the overage.

REQUISITION AND RECEIPT STATUS

The status of an order that is partially received will be Receiving as long as the order is

open and not fully received. The requisition also remains in Receiving status as long as

any of its orders are not fully received. The receipt has a separate status to indicate

where it is in the processing sequence (Table 5).

Table 5: Receipt Status Values

Status Description

Approval Status

Composing The receipt was automatically created with the order, but has not been submitted.

Approved The receipt has been submitted and fully approved.

Processing Status

Awaiting

Processing

The order associated with the receipt has been received, but the overnight processing job has

not run yet.

Processed The overnight job has run and the receipt has been fully processed.

STEP 4: ADDITIONAL INFO

The purpose of the ADDITIONAL INFO screen is to elicit more information for a particular

receipt. The eMall will determine what is required and display a message describing the

information that you must add. Review the message and receipt details that are

displayed, and then add the required information.

If you reject any item on a receipt, the ADDITIONAL INFO screen will be displayed when

you submit the receipt. You can also access the ADDITIONAL INFO screen directly by

clicking the Additional Info link in the left navigation panel (Figure 32).

eMALL VOLUME 2



Figure 32: Additional Info Screen

To bypass this screen in the future, select the Always go directly to the summary page

check box near the bottom of the screen. To return to the ADDITIONAL INFO screen to

modify details or clear this check box, click the Additional Info link in the left menu.

REMEMBER: Do not use the Send email to Purchasing check box; there is no

generic email address for Purchasing offices.

After entering the additional information, click Next or Summary to review the information

for this receipt on the SUMMARY screen.

eMALL VOLUME 2



STEP 5: SUMMARY

The SUMMARY screen allows you to review the receipt details before submitting it (Figure

33). Review the quantities in the Accept/Return and Reject fields, and the Date Received. Click

Submit when your review is complete.

Figure 33: Receipt Summary Screen

RECEIVING - DONE

After you have received items on an order and you click Submit on the SUMMARY screen,

you might see a RECEIVING – DONE screen. (Whether you see the RECEIVING – DONE

screen depends on how your user preferences are set. For more information, refer to

Resetting Default Preferences.)

eMALL VOLUME 2



The RECEIVING – DONE screen informs you that you have successfully received all of the

items for a given order (Figure 34). The Requisition ID and Title are also shown. Use the

navigational links to go to the SELECT REQUEST screen or to the DASHBOARD.

Figure 34: Receiving – Done Screen

To bypass this screen in the future you can select the check box labeled “Don’t show this

page again (to reset, click Preferences)”. If you change your mind and want to continue

to see the RECEIVING – DONE screen, you can change the setting by going to the

Preferences menu and selecting Reset default preferences.

REVIEWING THE RECEIPT AUDIT TRAIL

To review the work you just completed, return to the order and select the History tab to

see the audit trail information. Adjustments made to the receipt of goods or services,

such as backing out previously accepted items or partially accepting an order, can be

viewed on the order’s Receipts tab.

For a partially received order in Receiving status, the newly processed receipt will be

listed on the Receipts tab, where you will also see a new receipt in Composing status.

The eMall will have automatically created this new receipt when the number of items

received on the submitted receipt was less than the quantity ordered.

For more information about the receipt audit trail, see Receipt Processing.

eMALL VOLUME 2



TIME SHEETS

When a contractor is engaged by means of a temporary labor request under the DPS

Statewide Contract, that contractor will be granted access to create and submit time

sheets in the eMall as part of the onboarding process. You will want to provide the

contractor a copy of Completing Time Sheets – Contractor Temporary Labor. This step-

by-step guide is specifically designed for use by contractors, whose access to the eMall

will be limited to the Time Sheet functionality. It can be downloaded from News box

(Figure 79) on the eMall HOME screen.

Time sheets also serve as receipts in the eMall. No further receiving is required for this

kind of order, making this a very efficient process. After approval, the time sheets are

transmitted over the AN to the supplier, who uses them to calculate pay to the

contractor and as the basis of the invoices they submit to the hiring agency.

For information about creating a temporary labor request, refer to eMall User Guide

Volume 1, Chapter 9: Creating a Temporary Labor Request.

THE WORK SUPERVISOR

The person to whom the contractor will report (often you, the Buyer) is referred to as

the Work Supervisor. You can see this on the COLLABORATION screen, where the Work

Supervisor field defaults to the preparer (Figure 35).

Figure 35: Description of Work Supervisor in Collaboration

eMALL VOLUME 2



If your organization (the hiring agency) follows the typical scenario, the contractor will

create a time sheet and submit it to you for approval. You will be notified by email that

your approval is needed. Access the eMall using the link provided in the email

notification, or by direct logon, and locate the time sheet in your To Do list. Verify the

hours worked and approve or deny the time sheet.

Occasionally, it might be you, acting as the Work Supervisor, who both prepares and

approves the Time Sheet (if, for example, the contractor is out sick when the time sheet

is due). For Work Supervisor instructions on how to create a time sheet, see Appendix

A. Only the contractor and his or her Work Supervisor can create time sheets for that

contractor.

The approval flow for a time sheet is similar to that of a requisition. The basic process is

detailed in Chapter 11 under Screen 4: Approval Flow.

Table 6 outlines the eVA process for creating and submitting a time sheet for approval.

Table 6: Time Sheet Process

Step Description

1 The contractor or the Work Supervisor creates the time sheet, enters hours worked, and submits it

for approval.

2 The Work Supervisor receives an email notification to review the time sheet.

3 The Work Supervisor accesses the time sheet in the eMall.

4 The Work Supervisor reviews the time sheet, and approves or denies it.

If the time sheet is denied, an email notification is sent to the contractor. Comments from the

Work Supervisor can be included. The contractor can then edit and resubmit the time sheet.

If the time sheet is approved, a copy is transmitted to the supplier over the Ariba Network (AN).

The supplier uses the time sheet to pay the contractor for the hours worked, and also as the basis

for invoicing the hiring agency.

5 When the order is fully received (all hours are exhausted), an email notification is sent to the eVA

Global Security Officer, indicating that the contractor’s engagement has ended. The Security Officer

deactivates the contractor’s eMall access.

eMALL VOLUME 2

RECEIPT AND TIME SHEET APPROVALS


7. RECEIPT AND TIME SHEET APPROVALS Every receipt has an approval flow that can be viewed when you reach the SUMMARY

screen (assuming you have entered at least partial receiving data). Click the Approval

Flow tab to review the approval flow.

NOTE: The default approver for the receipt is the receiver. If no approvers have

been added, the receipt is automatically approved when it is submitted.

RECEIPT APPROVALS

CENTRAL RECEIVING AND DESKTOP RECEIVING

Individuals in Buysense Orgs with Central receiving will see the Central Receiver role in

the approval flow. Individuals in Buysense Orgs with Desktop receiving will see the

name of the preparer in the approval flow (Figure 36).

Figure 36: Receipt Approval Flow

AD HOC RECEIPT APPROVERS

Anyone in the receipt approval flow (including the initial receiver) can add an ad hoc

approver to the approval flow of a specific receipt by following these steps:

1. Click the Add Approver button.

2. Use the pick list (or click Search for more …) to select the user or role to add to

the approval flow.

3. Use the option buttons to indicate whether the added user (or role) is to be an

Approver or a Watcher. (Watchers can review the receipt but cannot act on it.)

4. Enter a reason (optional) for the addition.

5. Select a position in the approval flow for the new approver (before, after, or in

parallel to the existing approver).

6. Click OK.

eMALL VOLUME 2



Figure 37 shows a user being added as an ad hoc approver. Continue to add approvers

and watchers as needed. Click Submit when you have finished adding users to the

approval flow.

Figure 37: Adding a User to the Approval Flow

An email notification is not sent to the receiver stating an order is ready to be received.

When you insert an approver in front of the box containing your name or role, that

approver must find the receipt by searching for the order on the RECEIVE screen. If,

however, you insert an approver in the workflow after the box containing your name or

role, that approver will receive a notification and can see the receipt (RC) in the TO DO

pane of the eMall HOME screen.

When a receipt is denied, it reverts to Composing status, just like a requisition.

Depending on the situation, the preparer will either edit and resubmit the receipt, or just

resubmit the receipt, but any ad hoc approvers that are still needed must be added

again.

REMEMBER: When a receipt reverts to Composing status, the approval flow will

also revert, and ad hoc approvers will not be carried into the new receipt.

COMMODITY APPROVERS

In some cases, additional receipt approvers are automatically inserted into the approval

flow based on the selected commodity. For example, an agency might require certain

commodities, such as computer hardware, to be received with the approval of the

agency’s IT specialists. The additional approver will be visible in the approval flow. The

approvals are set up on the individual BuysenseOrgs (BSOs).

eMALL VOLUME 2



READING THE APPROVAL FLOW

The Approval Flow tab lets you monitor the progress of a receipt from Composing to

Approved status. In Figure 38, notice how eVA displays an ad hoc approver, who was

added in parallel with the original approver, and an ad hoc watcher. As indicated by the

exclamation points beside the two approvers’ names, both are active; one need not wait

for the other’s approval before entering his or her own approval.

Figure 38: Updated Approval Flow

Figure 39 shows the approval flow after the requestor has approved the receipt.

Figure 39: Approval Flow – Partially Approved

eMALL VOLUME 2



If the receiver entered a reason for inserting an ad hoc approver (Figure 37), the reason

will appear in the notification email and also as a screen tip when you position your

cursor over the name in the approval box (Figure 40).

Figure 40: Ad Hoc Approver Description Box

Click the name or role in the approval box to see more information about an approver.

If the approver is a role, the user names assigned to the role will be displayed on the

REVIEW DETAILS screen (Figure 41).

Figure 41: Approver Details – Central Receiver

eMALL VOLUME 2



RECEIPT PROCESSING

When all of the receipts associated with an order are submitted and approved, the order

status will change to Received. You will see the status change in the upper right corner

of the open receipt; however, the status change will not be reflected immediately in the

Action column on the order History tab. This is because an automated job runs overnight

to complete the receipt approval processing. Upon successful completion of the nightly

run, the value in the Action column will be updated to reflect the status change.

NOTE: Authorized users can edit a receipt before it is fully processed, but the

receipt must be reapproved by the original receiver.

The order shown below in Figure 42 is in Received status, as indicated in the upper right

corner of the screen shot; however, since the nightly run has not yet occurred, the

receiving entry is not reflected on the History tab.

Figure 42: Order History Tab Prior to Nightly Run

Although the order History tab does not reflect the change in status, the Summary tab of

the associated receipt displays the processing status (Figure 43).

Figure 43: Receipt Summary with Processing Status

eMALL VOLUME 2



After receipts are processed overnight, the History tab also displays the updated status

information (Figure 44). Refer to the Receipts tab for date/time information.

Figure 44: Order History Tab after Nightly Run

TIME SHEET APPROVALS

The time sheet approval process mirrors the process for receipts, as shown in Figure 45.

Time sheet approvals take the place of receipts; therefore there is no need to process a

receipt. For detailed information, refer to Receipt Approvals.

Figure 45: Approval Flow for a Time Sheet

eMALL VOLUME 2

PRINTING RECEIPTS


8. PRINTING RECEIPTS You might find that printing the receipt document is helpful, especially for the

centralized receiving process where other departments, such as Accounts Payable, might

need a printout of the receipt.

Figure 46: Printing a Receipt

To print a receipt:

Open the receipt and click the Print button (Figure 46). A new window will open

with a printable version of the receipt (Figure 47).

Print as usual from the File menu, or click the printer icon.

Figure 47: Print Window Printable Receipt

eMALL VOLUME 2

PRINTING RECEIPTS


eMALL VOLUME 2

EDITING RECEIPTS AND TIME SHEETS


9. EDITING RECEIPTS AND TIME SHEETS After a receipt or time sheet has been submitted and approved, the corresponding order

cannot be changed to reduce the quantity of the order to less than the quantity or

amount already received. However, negative receiving allows the requisition to be

adjusted to reduce the quantity, as needed.

If the item you want to edit is a time sheet, search for it in the RECEIVING module

SEARCH screen by the order number. If there is only one time sheet under that order

number, the search will return the time sheet; if there are multiple time sheets

associated with the order, the search will return a list of those time sheets.

An individual who has Edit Approvable permissions has the ability to go into a receipt for

a non-closed order and enter receiving information. After the receipt is submitted, it

remains in Composing status and will not be processed until the original receiver (as

denoted on the Approvals tab) accesses the Receiving module and submits the receipt.

The receiver will not receive notification that a receipt needs to be submitted.

IMPORTANT! The original receiver must approve all edited receipts. Without

the approval of the original receiver, the edited receipt will not process!

eMALL VOLUME 2

EDITING RECEIPTS AND TIME SHEETS


eMALL VOLUME 2

RECEIVING SCENARIOS


10. RECEIVING SCENARIOS This section presents examples of how receipts can be adjusted to meet the needs of

various scenarios.

COMMON SCENARIOS

ENTERING AN ADJUSTMENT ON A CLOSED ORDER (NEGATIVE

RECEIVING)

When you need to make a correction to a requisition in received status, the order must

first be reopened.

1. If you are the receiver, access RECEIVING from the eMall HOME screen by clicking the

Receive link under COMMON ACTIONS.

2. Enter the order number in the Search field of the SELECT REQUEST screen and click

Search.

Figure 48: Searching for a Closed Order

3. On the SELECT RECEIPT screen for the closed order, click Reopen Order (Figure 49).

Figure 49: Reopening a Closed Order

eMALL VOLUME 2

RECEIVING SCENARIOS


4. A new receipt opens (Figure 50).

Figure 50: New Receipt Created for Reopened Order

If no adjustments need to be made to the line items, click the No radio button on the

Close Order field. Click Exit, and then click Save this requisition to save the new receipt.

The requisition is in Receiving status so a change order can be processed later.

5. Review the information on the RECEIVE ITEMS screen. Make any adjustments for a

received item by entering a negative number in the Accept/Return field to adjust the

total received quantity or amount.

6. Click the No radio button on the Close Order field.

7. If applicable, enter a reason for the return or correction in the Comments field.

8. Click Submit.

PARTIAL RECEIPT SCENARIOS

ENTERING AN ADJUSTMENT WHEN AN ORDER HAS BEEN PARTIALLY

RECEIVED

If an order has been only partially received, the procedure for entering a correction is

the same, regardless of whether the correction is entered before or after the receipt has

been fully processed.

1. Access the RECEIVING module from the DASHBOARD by clicking the Receive link

under COMMON ACTIONS.

2. Enter the order number in the Search field of the SELECT REQUEST screen and click

eMALL VOLUME 2

RECEIVING SCENARIOS


Search.

3. Because the selected order is not closed, the RECEIVE screen for the associated

receipt will be displayed (Step 3 on the navigation panel). The receipt will be in

Composing status.

4. Find the received line item that requires the adjustment. Enter the value needed

to correct the mistake (negative or positive as needed) in the Accept/Return field.

5. Verify the value selected for the Close Order field is No if you plan to receive

against this order again. The PR will remain in Receiving status after receipt is

submitted.

6. Add the reason for the correction in the Comments field.

7. Click Submit to submit the receipt and return to the SELECT REQUEST screen;

then, click Exit to return to the DASHBOARD.

When you return to the requisition and access the Receipts tab, you will find a new

receipt for the order in Composing status. The value in the Accept/Return field of each

line item is the total of the values entered for that line item in all previous receipts for

this order.

Although the Receipt Tab will be updated immediately, the PR History tab will be updated

with the new receipt information when the nightly run is processed.

MISCELLANEOUS SCENARIOS

If the order is closed, refer to the section Entering an adjustment on a Closed Order

(Negative Receiving).

ACCEPTING AN OVER-SHIPMENT NEEDING THE PREPARER’S

AUTHORIZATION

Whenever possible, avoid receiving shipments larger than the quantity ordered without

the preparer's permission. Instead, request the order preparer to generate a change

order to account for the additional items to be received.

1. After confirming that the preparer has created a change order for the overage,

click the Receive link under COMMON ACTIONS on the DASHBOARD. (If the order

needs to be reopened because the requisition is in Received status, refer to the

instructions above for that scenario.)

2. Enter the order number in the Search field on the SELECT REQUEST screen and

click Search.

3. After the order is found, open the corresponding receipt. The Quantity field

displays the increased quantity as adjusted in the change order. Enter the new

value to be accepted in the Accept/Return field.

4. Click Submit to submit the receipt and return to the SELECT REQUEST screen.

5. The PR History tab will be updated with the new receipt information after the

nightly run is processed.

eMALL VOLUME 2

RECEIVING SCENARIOS


CORRECTING A RECEIPT FOR ITEMS THAT WERE INCORRECTLY REJECTED

Follow these steps for non-closed orders.

1. Click the Receive link under COMMON ACTIONS on the DASHBOARD.

2. Enter the order number in the Search field on the SELECT REQUEST screen and

click Search.

3. Because the selected order is not closed (all items were not received on the

original receipt), the RECEIVE screen for the associated receipt will be displayed.

4. If the number of accepted items was entered correctly on the first receipt, leave

the Accept/Return field blank, and enter a negative number in the Reject field to

reduce the number of items that were rejected on the prior receipt. If there are

also items to return or adjust, enter a negative number in the Accept/Return field

as well.

5. Click Submit.

6. If necessary, enter an explanation for the adjusted rejection in the Rejection Reason

field on the ADDITIONAL INFO screen.

7. Click Next or Summary. Review the information and click Submit.

8. The PR History tab will be updated with the new receipt information after the

nightly run is processed.

NOTE: Use the Reject field to record only items that were rejected at the time

of delivery that were not previously received.

eMALL VOLUME 2

PREFERENCES


11. PREFERENCES The eMall lets you update your own personal information. Click Preferences on the

DASHBOARD Command Bar to see a drop-down menu listing the information you can

change (Figure 51). Within the eMall, you can set the following preferences that are

applicable to the Commonwealth of Virginia:

Delegate your approval authority (see eMall User Guide, Volume 1.)

Change your profile

Change your email notification preferences

Restore the default settings

As noted above, delegation of approval authority is explained in detail in Volume 1 of

this guide; two other menu values are not applicable to Virginia. The remaining options

are explained below.

Figure 51: Accessing the Preferences Menu

REMEMBER: Changes to your user profile must be approved before the changes

can take effect. The eMall assigns UP (User Profile) numbers to these requests so

you can monitor their status in the Approval Flow.

eMALL VOLUME 2

PREFERENCES


MODIFYING YOUR PERSONAL PROFILE INFORMATION

Most eMall users will not need to change their personal profile information often. Some

situations that would prompt a modification include:

Your access needs have changed and you want to add or remove eVA groups

(roles).

You have been assigned an expenditure limit, or your existing limit or approver

has changed.

Your supervisor has changed. (Local government and public body employees must not change the Supervisor name. If this applies to you, contact your local

eVA administrator for help.)

You need to change the Deliver To name.

IMPORTANT! If you are a state employee, be sure any supervisor change is

approved by your Agency’s eVA Team Lead before submitting your profile change

request in eVA. It is possible that someone other than your immediate supervisor

has been assigned to you for reasons that might not be readily apparent.

To modify your personal profile information, go to the Preferences menu and select

Change your profile to access the USER PROFILE CHANGE module. Personal profile

information is presented on five screens, four informational and one review. Oftentimes,

your changes will be confined to one or two screens. If so, you do not have to page

through all five screens; instead, use the links in the left navigation panel to go directly

to the page you want (Figure 52).

SCREEN 1: PERSONAL INFO

This is where basic user information resides, the information that identifies you to other

system users and vendors. The name of your supervisor and the roles and permissions

to which you are assigned within the eMall are also displayed on this screen (Figure 52).

Figure 52: Personal Profile Update – Personal Info Screen

eMALL VOLUME 2

PREFERENCES


Note the navigation links on the left side of the screen. These links allow you to move

among the User Profile change screens in any order.

Table 7 describes the fields that appear on the PERSONAL PROFILE – PERSONAL INFO

screen.

Table 7: Personal Profile Update - Personal Info Screen Fields

Field Updatable? Description

Name N Your name, formatted as last name, first name.

Agency N Your assigned agency or local government number and

description.

Employee # Y Your employee number (Optional).

Email

Address

N The email address to which notifications are sent.

Phone # N Your telephone number*.

Supervisor Y The user who must approve your profile changes, and to

whom requisitions escalate when your approvals are overdue.

For local government entities, the supervisor shown in eVA will

not be your actual supervisor . For security reasons, a

Department of General Services representative will be listed.

Groups Y The roles to which you have been assigned that enable you to

carry out common functions, such as BuyerInbox, POPrint,

ITApprover.

* To change your phone number, return to the PORTAL HOME page (Knowledge Center) and

click the Preferences link at the top of that screen.

To add or delete roles, click the [select] link (highlighted on Figure 52 above) that appears

at the end of the Groups listing.

The CHOOSE VALUES FOR GROUPS window will open (Figure 53). There, you can:

Add one or more values to the Currently Selected list.

Remove one or more values from the Currently Selected list.

Browse the values in the Add to Currently Selected list.

Search for and select a specified value.

eMALL VOLUME 2

PREFERENCES


Figure 53: Add or Remove Groups from the Currently Selected List

You can add and remove values at the same time. To add a value to the Currently Selected

list, find the value in the Add to Currently Selected chooser and click the associated check

box to select the value. To remove a value from the Currently Selected list, click the

associated check box to clear the check mark. When you have finished your updates,

click the Done button to finalize the changes and return to the PERSONAL INFO screen.

Click Next (or the Account/Ship link in the left navigation panel) when you are finished

updating your Personal Profile Information.

eMALL VOLUME 2

PREFERENCES


SCREEN 2: ACCOUNTING/SHIPPING INFO

You can add or change certain approver and delivery information on this screen.

However, do not change the Buysense Catalog Controller value unless you are specifically

instructed to do so by your eVA team lead.

Figure 54: Personal Profile Update – Account/Ship Screen

Table 8 describes the fields that appear on the ACCOUNT/SHIP screen.

Table 8: Personal Profile Update – Account/Ship Screen Fields


Buysense

Catalog

Controller

Y The value in this field determines the catalogs you can use. (Do not change this value unless you are authorized to do so.)

BuysenseOrg N BuysenseOrg refers to the identifying number and name assigned to the

group of business rules and default settings governing your requisitions.

Other users within the same department, unit, or division might belong to

the same group.

Delegated

Purchase

Authority

Y The dollar amount of your Delegated Purchase Authority can be entered here;

however, this field is rarely, if ever, used by COVA.

NOTE: This field is not part of the delegation of approval authority

procedure. See the eMall User Guide Volume 1 for instructions on how to

delegate your approval authority.

Expenditure

Limit

Y This field lets you enter the dollar amount of your expenditure limit.

eMALL VOLUME 2

PREFERENCES



Expenditure

Limit Exceeded

Approver

Y Here you can enter the approver assigned to review requisitions that

exceed your expenditure limit. Approval authority can be assigned to an

individual or to a role.

Ship To N This field displays the default shipping address for items your order. If you

need to change your default order shipping address, consult your eVA team

lead.

Deliver To Y The person or agency to whom items you order are delivered.

When you are finished with the ACCOUNT/SHIP screen, click Next (or the Justify Changes

link in the left navigation panel) to proceed.

SCREEN 3: JUSTIFY CHANGES

Use the Comments text box on the JUSTIFY CHANGES screen to explain the reason for your

change request (Figure 55). (Depending on your agency, you might be required to enter

a justification.)

Figure 55: Personal Profile Update – Justify Changes Screen

eVA allows you to include one or more attachments with your change request. Click Add

Attachment to browse for the file you want to attach. The ADD ATTACHMENT screen

provides the option to designate your attachment Confidential (Figure 56), but be aware

that confidentiality does not extend to approvers

eMALL VOLUME 2

PREFERENCES


Figure 56: Adding an Attachment to a Change Justification

Click Next (or the Approval Flow link in the left navigation panel) when you are finished

entering any comments.

SCREEN 4: APPROVAL FLOW

As is the case with requisitions and receipts, the APPROVAL FLOW screen graphically

displays the approvers and watchers for the current request (Figure 57).

Figure 57: Personal Profile Update – Approval Flow Screen

Your current eVA supervisor (as shown on the PERSONAL INFO screen) will always be the

first approver in the User Profile change approval flow. Other approvers might also

appear, depending on the changes you are requesting. Click an approver’s name to see

additional details about the approver.

You can also add approvers and watchers to the approval flow. (See “Adding an

Approver” in Volume 1 of the eMall User Guide.)

When you are finished with the approval flow, click Next (or click the Review Changes link

in the left navigation panel) to review and submit your changes.

eMALL VOLUME 2

PREFERENCES


SCREEN 5: REVIEW CHANGES

The REVIEW CHANGES screen displays the From (before) and To (after) state for each

field that contains a change (Figure 58).

Figure 58: Personal Profile Update – Review Changes Screen

Review the changes before submitting the request. If corrections are needed, click the

<Prev button to return to any of the previous steps.

Click Submit to send your profile changes for approval. If you are not ready to submit

the request, click Exit to select from the following options:

Print a copy of the request.

Delete the request.

Continue working on the request.

If you need to make changes to fields not accessible to you, contact your eVA team lead

for assistance.

EMAIL NOTIFICATIONS

If you are an approver or a delegated approver, you will receive email notification when:

A request is submitted for approval.

A request is resubmitted for approval.

A request is withdrawn.

EMAIL NOTIFICATION PREFERENCES

To change your email notification preferences, click Change email notification

preferences on the Preferences menu.

eMALL VOLUME 2

PREFERENCES


Figure 59: Accessing Email Notification Preferences

The EDIT EMAIL NOTIFICATION PREFERENCES screen opens. Use the Edit preferences for:

drop-down list to select the type of document for which you want to change your email

preferences (Figure 60).

Figure 60: Choosing a Set of Email Preferences to Edit

When you select a document type, eVA will automatically return the NOTIFICATION

PREFERENCES screen for that document type. Figure 61 shows the EDIT EMAIL

NOTIFICATION PREFERENCES screen for receipts, where you can specify the type of email

notification messages you want to receive, as well as how often to receive them.

eMALL VOLUME 2

PREFERENCES


Figure 61: Notification Preferences for Requisitions

Table 9 shows the various document types and the notification options that you can set

for each document type.

Table 9: Document Types and Notification Preferences

Field Values (Document Types)

Edit preferences for: Direct Order

ERP Order

Milestone Tracker

Other document types

Purchase Order

Receipt

Requisition

Time Sheet

User Profile

Notification method

Field Values Comments

When I am an approver: Send email immediately

Send email summary

Choose to be notified for each approval as it becomes

active, or to receive a single notification for all approvals

that became active that day.

eMALL VOLUME 2

PREFERENCES


Field Values (Document Types)

When I am a watcher: Send email immediately

Send email summary

Choose to be notified for each approval as it becomes

active, or to receive a single notification for all approvals

that became active that day.

Notification frequency

Each time the document

is approved:

Yes (checked) or

No

Choose whether to be notified after each step of the

approval flow.

When the document is

fully approved:

Yes (checked) or

No

Choose whether to be notified when the document is fully

approved.

When I need to approve a

document:

Never send

Send once

Send repeatedly

Choose to be notified once, repeatedly (at intervals set by

the eMall), or never.

When my approval is

overdue:

Send once

Send repeatedly

Send never



When I am a watcher: Send once

Send repeatedly

Send never



NOTE: Notification method and frequency do not apply to Receipts, except

when the receipt is approved.

When you have finished making changes, click OK to submit the changes and return to

the DASHBOARD.

RESET DEFAULT PREFERENCES

To change your Ariba Buyer preferences, or to reset Ariba Buyer preferences to their

default settings, click Reset default preference on the Preferences menu.

Figure 62: Accessing Ariba Buyer Preferences

eMALL VOLUME 2

PREFERENCES


The RESET DEFAULT PREFERENCES screen opens, displaying a list of Ariba preferences.

This list includes the various confirmation pages; to restore any confirmation page that

you previously opted to skip, select the corresponding checkbox (Figure 63).

Figure 63: Reset Default Preferences Screen (Ariba Buyer)

To set specific preferences, select the corresponding check boxes and then click the OK

button at the bottom of the page. To simultaneously reset all preferences to the default

settings, click the Reset button at the bottom of the page. Click the Cancel button to close

the screen without making any changes.

The following table describes each of the preferences:

Table 10: Ariba Buyer Preferences

Ariba Buyer Preference Action Performed When Selected

Show catalog item details in thumbnail view Choose to see catalog items in the thumbnail view rather

than the details view.

Default value is No (not checked).

Show confirmation page before deleting a request Choose whether to see a confirmation page before you

delete a request.

Default value is Yes (checked).

Show confirmation page before ending collaboration Choose whether to see a confirmation page before

ending a collaboration request.


eMALL VOLUME 2

PREFERENCES


Ariba Buyer Preference Action Performed When Selected

Show the confirmation page to fix line item violations Choose whether to see a confirmation page when fixing

line item errors.


Expand Item Details Choose to see expanded view of catalog item details.


Show additional information before going to the

receiving summary page

Choose to have Additional Information (when present)

automatically displayed after receiving activity and

before the receiving summary page.


Show requisition summary after adding items to the

cart

Choose to have the Requisition Summary displayed after

adding items to your shopping cart.


Remember catalog search refinements when adding

items to the requisition cart

Choose to have the eMall remember refinements you’ve

made to catalog searches.


Display catalog item images Choose whether to display pictures of catalog items.


Show confirmation page before editing a request Choose whether to have a confirmation page display

before you can edit a request. (If you have turned off

the confirmation feature by selecting the check box

labeled Don’t show this page again (to reset, click Preferences),

this is where it can be restored.)


Show Navigation Panel Choose whether to display a left navigation panel on

catalog screens.


Show the Receiving Done page Choose whether to have the RECEIVING DONE screen

display after each receipt is submitted. If you choose

not to display the RECEIVING DONE screen, you will see

it only when all receipts are submitted for a given

request, rather than after submitting each receipt.


Show the Reconciliation Done page Choose whether to have the RECONCILIATION DONE

screen display after reconciliation data is submitted.


Display User Currency Choose whether to have currency displayed when user

selection is not USD.


Receive email notifications in plain text format Choose to receive email notifications in plain text format

if size or bandwidth is an issue.


eMALL VOLUME 2

PREFERENCES


eMALL VOLUME 2

OPERATIONAL REPORTING


12. OPERATIONAL REPORTING

OVERVIEW

Operational Reporting for the eMall allows users to generate simple reports from eMall

requisitions, orders, and receipts. While reports from the Data Warehouse (accessed

from the Reports & Resource Center link on the KNOWLEDGE CENTER HOME page) are

compiled from data recorded through the previous day, Operational Reports show

information in real time for eMall transactions. Bear in mind, however, that real-time

reports run more slowly than reports run against warehoused data.

The eMall guides you through the process of selecting a report and report filters, viewing

your report, and saving your query for future use. Table 11 lists the reports available

under each category. Be aware that report access is role-based. If you see a report

listed in Table 11 that you would like to run, but your account does not reflect that report,

it means you do not have the required role. Consult your eVA Administrator.

Table 11: Report Filter Descriptions

Category Report Title Description

Contractor Contractor Status Not used by the Commonwealth.

Global Orders Order Summary by Commodity Summarizes orders based on commodity.

Order Summary by Supplier Summarizes orders based on supplier.

Orders Order Details by Commodity and

Supplier

Lists commodity and supplier details for each order.

Orders by Commodity and Cost

Center

Lists commodity and cost center details of each

order.

Order Summary by Cost Center Summarizes orders charged to selected cost centers.

Order Summary by Supplier Summarizes orders based on supplier, cost center,

and commodity.

PC Orders by Card Number Lists details of each order that used a particular

Purchasing Card.

PCard Orders by Requester Lists details of orders you purchased with your PCard.

Requisition Total, by Supplier Shows you how your dollars are divided amongst

your suppliers.

Supplier Summary Lists each of your suppliers, with contact information.

Receiving Items Not Yet Received Summarizes the line items that have been ordered

but not yet marked as received.

The Due On value on the report equals the Ordered Date

plus the supplier lead time. If the item is a non-

catalog item (which does not have a lead time), the

Due On value equals the Ordered Date. The date in the

Due On field is accurate and relevant to eVA catalog

items only where a product lead time has been

provided by the supplier and a Need By date has been

provided on the requisition line item.

eMALL VOLUME 2



Category Report Title Description

Items Received Summarized the number of line items received during

a specified time period.

Order Due Soon Lists items expected to arrive soon, based on the

expected due date.

Receiving

(continued)

Overdue Orders Lists orders that are overdue as determined by

expected due date and not marked as received.

The Due On value on the report equals the Ordered Date

plus the supplier lead time. If the item is a non-

catalog item (which does not have a lead time), the

Due On value equals the Ordered Date. The date in the

Due On field is accurate and relevant to eVA catalog

items only where a product lead time has been

provided by the supplier and a Need By date has been

provided on the requisition line item.

Requisition Commodity Details Shows line items on the selected requisitions, sorted

by line item.

If the report does not return any results, there might

be a discrepancy in mapping the NIGP code to the

United Nations Standard Products and Services Codes

(UNSPSC), which is the commodity code structure

used in the eMall.

Cost Center Details Provides a breakdown of orders from a specified cost

center.

The order status is not included in the report output

and the list could contain denied requisitions.

Requisition Detail Summarizes a group of requisitions, showing both

header and line item information.

Requisitions to be Approved Lists requisitions that are either waiting for approval,

or that have been explicitly denied.

Requisition Summary Summary of requisitions submitted during a specified

period of time.

Supplier Details Shows the suppliers you have used and the types of

commodities you have ordered from each.

ROI Catalog vs. Non-Catalog Orders Lists total dollar amount of orders and whether the

items are catalog or non-catalog items.

Requisition Average Cycle Time

Analysis

Lists the average time it took to approve requisitions

based on the report time frame (such as Today, Last

Week, This Quarter, Last Year, etc.) and the dollar

value of the requisition.

Requisition Volume Over Time Shows the requisition count, the total dollar amount

of all requisitions for the entity, and the requisition

average dollar amount for the time frame specified.

Time Sheet Accruals Shows the expected invoice amount per contractor

based on submitted and/or approved time sheets for

which invoices are still outstanding in the current

invoice period.

Time Sheet Summarizes time sheets based on contractors.

eMALL VOLUME 2



Reports are currently configured to retrieve a maximum of 2,000 rows of data per

query. For reports that can return more than 2,000 rows of data, refer to the reports in

the Reports and Resource Center.

GENERATING A REPORT

To create and run a report, click the Reports link (Figure 64).

Figure 64: Accessing Operational Reporting

If you have saved queries from past reports, you will see a list of those queries. Select

one of the saved queries or click the New Report button at the bottom of the list (Figure 65).

Figure 65: Saved Report Queries

eMALL VOLUME 2



STEP 1: SELECT CATEGORY

When you choose to generate a new report (or if you have no saved queries), the first

step is to select the appropriate category for the report. The categories divide reports

into logical groups for easy access and use.

Figure 66: Select from the List of Available Categories

At the time of this writing, there are seven report categories, as shown in Figure 66. Your

eVA role determines the report categories you can access. A typical end user might be

limited to seeing requisitions from a single agency. Other users might be assigned to a

global reporting role that allows access to report categories and transactions from other

agencies.

NOTE: The Receiving report might not run if there are large numbers of orders

to be received.

Choose a report category, and then click Next to go to STEP 2: SELECT REPORT.

STEP 2: SELECT REPORT

Within a report category, there can be several reports available. Just as you might not

have access to all report categories, access to individual reports also might be limited by

your group or role.

In Figure 67 below, the user has access to six reports that are shown within the

Requisition category selected in Step 1.

eMALL VOLUME 2



Figure 67: Requisition Reports

To choose a particular report for requisition data, click the radio button next to the

report you want, and then click Next.

STEP 3: RUN REPORT

The RUN REPORT screen provides filters that let you choose the specific data you want to

include in your report. The filters are divided between two tabs on the RUN REPORT

screen, the Basic tab (Figure 68) and the Advanced tab. (Use the drop-down lists or the

[select] links to set filter values.)

Figure 68: Using the RUN REPORT Screen to Define a Report

eMALL VOLUME 2



In addition to choosing filter values, you can also choose between three report formats:

HTML, Excel, or CSV.

HTML format allows you to review and print data and graphics in your browser

window. You can also save the HTML report to a file for later viewing.

Excel format exports data to a Microsoft Excel spreadsheet, which opens in a

separate browser window. You can sort, format, and perform other Excel

operations on the data, and then use the browser to save the report as an Excel

workbook file (.xls), HTML file, or other available file type.

CSV format exports the data as a Comma Separated Value file that can be

opened by a spreadsheet application such as Microsoft Excel. The CSV file will

not contain any graphics that might be included in the HTML version. Refer to

the Report Formats section below for additional information.

For more information about each of these formats, see Report Formats later in this

chapter.

After you have selected the format and filters you want to apply to your report, click

Run to generate the report.

REPORT FILTERS

Each report type has its own set of filters. Only the filters applicable to the selected

report will be displayed on the RUN REPORT screen. As indicated on that screen (Figure

68), if you do not specify filter values, the report will include all available values.

REPORT FORMATS

You can view reports online by choosing the HTML format, or you can open them in a

spreadsheet for downloading by choosing Excel or CSV format.

Every report contains the following information:

Report Title

Report Filters

Date Stamp

Description

VIEWING IN HTML FORMAT

If you selected HTML as your report format, a new browser window will open with your

report. As shown in Figure 69, the filters applied to the report are listed under the report

title. Although each HTML report has a preset layout, some reports can be redisplayed

in different formats by changing the Report Detail Level.

eMALL VOLUME 2



Figure 69: Report Generated in HTML Format

Save an HTML report as an HTML file. In the browser, click to open the File menu, and

select Save As (Figure 70). When the SAVE WEB PAGE dialogue box appears, give the file

a name and click Save.

eMALL VOLUME 2



Figure 70: Saving a Report in HTML Format

VIEWING IN CSV FORMAT

If you choose CSV for the report format, the eMall will prepare a comma-delimited file of

the report results. The browser lets you open the report as a text file, save it, or open it

in a spreadsheet application such as Microsoft Excel (Figure 71).

Figure 71: CSV Report Opened as Excel Spreadsheet

Use the Save As… command to save the report to a file. CSV files can also be viewed as

text files, using a text viewer (such as Notepad) or word processor (such as Microsoft

Word).

VIEWING IN EXCEL FORMAT

While the CSV format option will export data as a simple text file that can be opened by

any spreadsheet application, the Excel option exports data specifically as a Microsoft

Excel file.

eMALL VOLUME 2



When you run the report, the File Download window will display and prompt you to open or

save the report. If you do not want to save the report before viewing, you can save it

from the main menu of the browser after viewing. Click Open to view the report. Figure

72 shows an example of a report that was saved as an Excel file.

Figure 72: Report Formatted as MS Excel File

SAVE REPORT QUERY

You can save the report filter logic for future use. Saving reports allows you to:

Use the same reporting logic in the future.

View the same report with the most current data.

To save a report from the RUN REPORT screen, click Save. When the SAVE REPORT

QUERY window opens, it will contain a suggested name for the report. You can change

the name if you want to; when you are satisfied with the name, click OK (Figure 73).

Figure 73: Saving a Report Query

eMALL VOLUME 2



Saved reports will be listed by title on the SELECT REPORT screen (Figure 74). You can

access saved reports by clicking the Reports link under COMMON ACTIONS on the

DASHBOARD.

Figure 74: List of Saved Reports

USING SAVED REPORTS

To access a saved report, click the Reports link under MANAGE on the left menu, or

select Reports on the Manage menu (Figure 64).

SELECTING A SAVED REPORT

Choose a report from the list on the SAVED REPORTS screen (Figure 74). You can run,

edit, or delete saved reports from this screen, or create a new report.

Some users experience difficulty running saved reports. If you find that the report

window will not open, hold the Ctrl key while clicking the Run button.

eMALL VOLUME 2



EDITING A SAVED REPORT

To edit a saved report, click the Edit button next to the report you want to change, or

click the report name link to open the EDIT REPORT screen (Figure 75). This screen allows

you to change any of the filters and options that you have defined for the report.

Figure 75: Edit Report Screen

After you have finished editing the report criteria, you can run the new report or save it.

eMALL VOLUME 2



COPY/DELETE A SAVED REPORT

You can copy or delete any saved report from the SAVED REPORTS screen. Select the

check box to the left of the report or reports that you would like to copy or delete, and

then click the appropriate action button (Figure 76).

Figure 76: Copy or Delete Reports from the Saved Reports Screen

eMALL VOLUME 2

GETTING ANSWERS TO YOUR QUESTIONS


13. GETTING ANSWERS TO YOUR QUESTIONS

The eMall provides several help options for users. The purpose of this section is to give

you an understanding of the following options so that you will know how to find answers

to any questions that arise while you are working in the eMall:

On-screen instructions

Informational text

eMall training guides and videos

eVA Customer Care

ON-SCREEN INSTRUCTIONS

On-screen instructions appear near the top of many eMall screens, as shown in Figure 77.

They provide broad guidance regarding the purpose of the screen and the data it

contains.

Figure 77: Inline Help Tip Near the Top of the Screen

For example, the on-screen instruction for the REQUISITION TITLE screen (above) reads,

“Enter the requisition title and change one or more of the other requisition fields if

necessary. If you are creating the requisition on behalf of another user, that user’s

accounting, shipping, and delivery information apply.”

INFORMATIONAL TEXT

Informational text relates to a specific field on a screen. The presence of informational

text is indicated by this icon: . The icon appears beside the field to which the

information applies. Click the icon to view the associated informational text (Figure 78).

Figure 78: Click to Display Informational Text

eMALL VOLUME 2



USER GUIDES

Although there is a Help link in the upper right corner of every eMall screen, the guides

that are available through that link are supplied by the procurement software vendor,

Ariba. As such, these guides are very generic and do not address the many

customizations that distinguish the eMall. The two volumes of the eMall User Guide,

created specifically for eVA users, are the most detailed written resources.

Use the link in the News box (Figure 79) on the eMall HOME screen to access eMall-specific

training guides and short training videos that provide a step-by-step explanation of the

most commonly used eMall processes.

Figure 79: Where to Find Training Guides and Videos

eMALL VOLUME 2



For videos and information about ordering VDC or using temporary labor, click this link: https://eva.virginia.gov/pages/eva-training-on-demand-buyers.htm

eVA CUSTOMER CARE

NOTE: If you have personal computer questions, contact your agency PC

support.

If you have eMall questions for which you cannot find answers, contact eVA Customer

Care. You can:

Send an email to [email protected].

Call toll-free, 866-289-7367 from 8AM to 4:45PM Eastern time, Monday through

Friday.

If you have purchasing policy or general operating policy questions, contact:

Your organization’s eVA DPS Account Executive, or

Your organization’s eVA Lead/Procurement Office.

REFER to eMall Vol. 1 User Guide for information about other eMall functionalities.

For general information on the eVA system, refer to eVA Overview Guide.

https://eva.virginia.gov/pages/eva-training-on-demand-buyers.htm

eMALL VOLUME 2



eMALL VOLUME 2

APPENDIX A: CREATING A TIME SHEET


APPENDIX A: CREATING A TIME SHEET Most often, the user creating a time sheet will be the contractor, who will be given

access to create Time Sheets in the eMall as part of the onboarding process. Time sheet

instructions for contractors are contained in Completing Time Sheets—Contractor

Temporary Labor, available by clicking the link in the News box on the eMall Home page.

Occasionally, however, it might be you, acting as the Work Supervisor, who both

prepares and approves the Time Sheet (if, for example, the contractor is out sick when

the time sheet is due). To begin, log on to the Buyer Portal, and navigate to the eMall

DASHBOARD.

On the DASHBOARD, click the Time Sheet link in the left navigation panel, or open the

Create menu and select Time Sheet (Figure 80).

Figure 80: Accessing the Time Sheet Module from the Dashboard

On the TIME SHEET screen, the On Behalf Of field defaults to you, the logged on user. Use

the drop-down list to select the contractor’s name, or click Search for more (Figure 81).

Figure 81: Selecting the Contractor

eMALL VOLUME 2



After you select the contractor’s name, eVA will return a blank time sheet. If multiple

Order IDs exist for that contractor, you will be able to select the applicable Order ID from a

drop-down list (Figure 82).

Figure 82: Blank Time Sheet Form

When the On Behalf Of and Order ID fields contain the correct information, click Add to insert

a line to begin adding time entries, as shown in Figure 83.

Figure 83: New Time Entry Line

eMALL VOLUME 2



Select the appropriate Date, verify (or, if necessary, change) the Pay Code, and type in the

Project, Task, and Hours information.

After the first entry, continue to add new rows as needed, or if the information for your

next entry is largely the same, you can copy an existing row. Select the check box at

the beginning of the entry you want to copy and click Copy (Figure 84).

To save time if you need to enter more lines, use the Copy feature to quickly add a new

line and change the necessary information. Select the check box at the beginning of the

entry you want to copy and click Copy (Figure 84).

Figure 84: Copying a Time Entry

Edit the copied row as needed (Figure 85). Notice that the Total Hours field updates

automatically.

Figure 85: Editing a Copied Entry

ADDING DETAILS

The Show Details view provides space for you to add a note, as shown in Figure 86. To

access this view, click the Show Details link (highlighted in Figure 85, above).

Figure 86: Detail View, Configuration Two

eMALL VOLUME 2



OVERLAPPING ENTRY ERRORS

If you enter time that coincides with an existing entry for that contractor on another

time sheet, you will not be able to submit the time sheet. When you click Submit, an

Overlapping Entry error will be generated (Figure 87).

Figure 87: Overlapping Entries Error Display

Click the arrow to display a list of conflicting entries. Compare the existing entries with

those on the time sheet you are creating. Click the time sheet ID to view the time sheet

that contains the overlapping entry (Figure 88).

Figure 88: Expanded View of Overlapping Entry

eMALL VOLUME 2



Delete or edit the overlapping entry on the current time sheet. To delete an entry, click

the check box next to it and click the Delete button (Figure 89).

Figure 89: Deleting a Time Entry

ADDING COMMENTS AND ATTACHMENTS

You can choose to enter pertinent comments in the designated text box (Figure 90).

Figure 90: Comments and Attachments Apply to the Entire Time Sheet

eMALL VOLUME 2



You can also add one or more attachments, such as an external time sheet document

required by the supplier. Click the Add Attachment button to browse for the document you

want to attach (Figure 91).

Figure 91: Browse for Attachment File

All of the information has been entered and there are no overlapping entries, click Submit

to initiate the approval process.

eMall Volume 2 - Virginia · accessing and navigating the eMall that appear in Volume 1 are...

Documents

Transcript of eMall Volume 2 - Virginia · accessing and navigating the eMall that appear in Volume 1 are...