Purchasing & Accounts Payable Toolkit

Responsibilities and TrainingResponsibilities and Training:

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

Responsibility Job Duty Description Training
PO Shopper ($1 and >$1) Individuals who enters purchase requisitions and places orders using the UVa Marketplace and is able to access and update receiving in iProcurement. Note: Shopper responsibilities do not require a UVa Identity Token. Required Learning Path:

PO Shopper-IS

Instructions for Completing a Learning Path
PO Requester Individuals have the same level of access as PO Shoppers, and additionally is 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 have the same level of access as PO Shoppers and Requesters, and additionally is 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 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 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 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 have access to view views 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

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.

Workshop Date(s):

  • Oct. 7, 2014 Guest: Charles Kidd
    Location: 918 Emmet Street (Michie North, room 220)
  • Nov. 4, 2014 Guest: Frank Fountain
  • Dec. 5, 2014

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.

Training ResourcesTraining Resources

ContactsContacts

HelpNeed Help?

General help:
Phone: (434) 924-HELP (4357), menu option 2
Email: 4help@virginia.edu

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