Purchasing & Accounts Payable Toolkit

What is Purchasing and Accounts Payable?

The Integrated System's Purchasing and Accounts Payable modules allow you to make purchases for your department and pay vendors for those purchases. The Purchasing module consists of the UVa Marketplace and iProcurement, which allows you purchase goods and services online. The Purchasing and Accounts Payable modules also allow you to add vendors, process payment vouchers, modify purchase orders, and adjust PTAEO information for Purchasing Card purchases.

Access

The University seeks to strike a balance between open access to data and data protection by assigning Integrated System (IS) Responsibilities and Student Information System (SIS) Roles to employees. The Roles and Responsibilities allow access to specific categories of data and the assignment process complies with the University of Virginia Administrative Data Access Policy.

Central PO & AP Responsibilities (link)

Departmental PO and AP responsibilities are as follows:

• UVA PO Shoppers have access to enter purchase requisitions and place orders using the UVa Marketplace and are able to access and update receiving in iProcurement.

• UVA PO Requesters have the same level of access as PO Shoppers, and additionally are able to viewing Purchase Order (PO) information, and run reports in the Integrated System.

• UVA PO Purchasers 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.

• UVA PO Approvers are authorized to approve purchase requisitions using the Integrated System or via email notification. Specific functions the PO approver has access to within the Integrated System include; opening and viewing notifications, accessing the Edit Requisition and View Requisition Details links, reviewing and/or updating requisitions to be approved.

• UVA AP P-Card Holders are able to access departmental Purchasing Card information and adjust the PTAEO for purchases made with the University Purchasing Card.

• UVA AP Fellows Stipend Processors are able to process transactions in the Accounts Payable module. This unique responsibility is granted to specific departments. Specific functions the AP Fellows Stipend Processor has access to view and add Vendors (UVA Fellows, NRA UVA Fellows) into the Vendor File; create distribution sets, as well as create and approve recurring invoices.

• UVA AP/PO Viewers are able to view information in the Purchasing and Accounts Payable modules in the Integrated System. This responsibility is automatically granted with the UVA PO Requester and UVA PO Purchaser responsibilities. Training is not required, but the online class, IS Navigation and Overview, is highly recommended.

Conflicting Responsibilities: For audit reasons, no purchasing responsibilities cannot be assigned to someone with either AP Invoice Processor, AP Payment Processor, or AP Direct Deposit Specialist responsibility.

AP P-Card Holder cannot be assigned to someone who has the AP Direct Deposit Specialist responsibility.
AP Fellows Stipend Processor cannot be assigned to someone who has the AP Invoice Processor, PO Administrator, PO Buyer, PO Buyer Manager, and AP Payment Processor.

Additional Responsibilities: Persons assigned the PO Requester, PO Purchaser, AP P-Card Holder, or AP Fellows Stipend Processor will also automatically be assigned the AP/PO Viewer and UVA ODS Specialist (which will allow access to run and view Discoverer reports) responsibilities.

Requests for Integrated System responsibilities are made by you or your supervisor and submitted via the Electronic Self-Help Access Request Process (ESHARP). To begin the IS access process, go to ESHARP.

Training

Responsibility	Training Requirement
All Responsibilities (except UVA PO Shopper and UVA PO Approver)	Integrated System Navigation and Overview (online)
All Responsibilities (except UVA PO Shopper)	Introduction to University Business Administration-AS
	Internal Controls-AS
UVA PO Shopper	iProcurement and the UVa Marketplace (online)
UVA PO Requester	Purchasing at The University of Virginia (online)
	PO1: Departmental Purchasing
UVA PO Purchaser	Purchasing at The University of Virginia (online)
	PO1: Departmental Purchasing
	PO2: Advanced Departmental Purchasing
UVA PO Approver	Purchasing at The University of Virginia (online)
UVA AP P-card Holder	AP4: P-Card Transactions Online
UVA AP Fellows Stipend Processor	AP Fellows Stipend Processor (required) Contact: training@virginia.edu to schedule training

Use the links in the table above to enroll in these courses via Employee Self-Service in IS. The links for online classes allow you to enroll and play the online class.

Integrated System Navigation and Overview is an introductory online course that must be taken prior to taking courses specific to an IS responsibility.

Courses listed with a number (i.e., PO1, PO2) must be taken in numerical order.

The courses Introduction to University Business Administration and Internal Controls may be taken in any order, and taken prior to or after the IS courses.

IS Training Schedule

To register for training, click here.

Six Month Rule: If you have taken a required class for a specific responsibility, but have not completed the training nor have had the responsibility activated within six months of taking the class, you will be required to retake the class. Also, if you are assigned a responsibility that you previously had, which was deactivated for longer than 6 months, you will be required to retake the course(s) before it is reactivated.

Information and Documentation

The following training guides are available for your use:

UVa Marketplace (This is a printed version of the online training course iProcurement and the UVa Marketplace.)

Departmental Purchasing-PO1

Advanced Purchasing-PO2

Other Helpful Information

Frequently Asked Questions FAQ's

Financial and Administrative Policies & Procedures

Getting Started with the Integrated System

IS Finance/HR Glossary

Integrated System home

Contacts

Procurement and Supplier Diversity Services

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

Training Help: For assistance with training registration, please contact the HR Service Center at (434) 982-0123. For questions regarding IS training, please contact the IS training team at is-help-staff@virginia.edu.

Access Help: For assistance with access-related questions or for inquiries about the activation of IS responsibilities after training, please contact isaccess@virginia.edu.