Purchasing & Accounts Payable Toolkit

Responsibilities and TrainingResponsibilities and Training:

Find the row(s) that match the employee’s job duties. Request the corresponding Responsibility(ies) in ESHARP and enroll in Training Learning Paths and/or classes.

Responsibility Job Duty Description Training
PO Shopper-$1 Individuals who enter purchase requisitions and place orders using the UVa Marketplace and are able to access and update receiving in iProcurement. All requisitions will route for approval to someone else in the department. Note: Shopper responsibilities do not require a UVa Identity Token. Recommended Learning Path:

PO Shopper-$1-IS

Instructions for Completing a Learning Path
PO Shopper>$1 Individuals who enter purchase requisitions and place orders using the UVa Marketplace and are able to access and update receiving in iProcurement. Note: Shopper responsibilities do not require a UVa Identity Token. Required Learning Path:

PO Shopper>$1-IS

Instructions for Completing a Learning Path
PO Requester Individuals who have the same level of access as PO Shoppers, and additionally are able to view Purchase Order (PO) information, and run reports in the Integrated System.

Automatically assigned with this responsibility:
- ODS Specialist
- AP/PO Viewer
Required Learning Path:

PO Requester-IS

Instructions for Completing a Learning Path
PO Purchaser Individuals who have the same level of access as PO Shoppers and Requesters, and additionally are able to initiate and approve payment vouchers and view Accounts Payable information.

Automatically assigned with this responsibility:
- ODS Specialist
- AP/PO Viewer
Required Learning Path:

PO Purchaser-IS

Instructions for Completing a Learning Path
PO Approver Individuals who have the authority to approve purchase requisitions entered into the Integrated System. This responsibility does not enter requisitions or order goods/services in the UVa Marketplace. They review items requiring their approval via email notification or within the Integrated System. PO Approvers are able to open and view notifications, access the Edit Requisition and View Requisition Details links, and are able to review and/or update requisitions before approval. Required Learning Path:

PO Approver-IS

Instructions for Completing a Learning Path
AP P-Card Holder Individuals who have access to departmental Purchasing Card information and adjusts the PTAEO for purchases made with the University Purchasing Card.

Automatically assigned with this responsibility:
- ODS Specialist
- AP/PO Viewer
Required Learning Path:

AP P-Card Holder-IS

Instructions for Completing a Learning Path
AP Fellows Stipend Processor Individuals who have access to processes transactions in the Accounts Payable module. This responsibility is granted only to specific departments. The AP Fellows Stipend Processor has access to view and add Vendors (UVA Fellows, NRA UVA Fellows) into the Vendor File; create distribution sets,and create and approve recurring invoices.

Automatically assigned with this responsibility:
- ODS Specialist
- AP/PO Viewer
Required Learning Path:

AP Fellows Stipend Processor-IS

Instructions for Completing a Learning Path
AP/PO Viewer Individuals who have access to view information in the Purchasing and Accounts Payable modules in the Integrated System. This responsibility is automatically granted with several AP and PO responsibilities. Training is not required, but the online class, Navigating the FIN/HR System-IS is highly recommended. Recommended Learning Path:

AP/PO Viewer-IS

Instructions for Completing a Learning Path

*Has conflicting responsibilities.

If you do not see the responsibility listed check the IS specialized/or central responsibilities.

Workflow and Requisition Limit Changes

Submit a new ESHARP request for the following types of changes:

  • To permanently change your Approver to a different Approver in workflow, submit a PO - Change Approver request.
  • To increase or decrease your Requisition Limit, submit a PO - Change Requisition Limit request.
  • To change both your Approver & your Requistion Limit at the same time, submit a PO - Change Approver and Requisition Limit request.

WorkshopsWorkshops and Instructor-led Training Sessions

Workshops are instructor-led sessions during which participants may ask questions and get assistance with actual work. During the sessions, the instructors may also focus on common issues or new functionality. Completion of the Learning Path for the responsibility and access to the system is required prior to attending a workshop. You may find these workshops by entering “Workshop” in the search field when searching for a course.

Instructor-led training sessions are also offered to supplement the online training, but are not required.

We periodically offer special sessions for new functionality, problem areas, and common issues. We will communicate these special sessions by posting a link on this page and/or by email.

Please see the training schedule for monthly workshop and instructor-led training session dates for all HR/FIN modules.

Training ResourcesTraining Resources

ContactsContacts

  • Systems Training Team: For questions regarding training, contact systeam@virginia.edu. For assistance with enrollment, please contact the HR Service Center at (434) 982-0123.

HelpNeed Help?

Join the HR-Finance User Group community! This is the place for users of the Integrated System at UVa to find help and exchange ideas! Whether you are a new user or a subject matter expert (SME), this is a vibrant community where questions, answers, and discussions are welcomed and encouraged. To join the group:

  1. Go to “My Workspace” on UVa Collab. You will authenticate through NetBadge if you don’t already have an active NetBadge session open.
  2. Click “Membership” in the left column.
  3. Click “Joinable Sites” near the top.
  4. In the search box in the upper right, enter “HR-Finance” and click “Search”
  5. You’ll see HR-Finance User Group in the resulting Worksite list. Click “Join”

That’s it, five steps and you’re in!