Purchasing & Accounts Payable Toolkit
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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.
AccessThe University seeks to strike a balance between open access to data and data protection by assigning Integrated System (IS) and Student Information System (SIS) Responsibilities to employees. The Responsibilities allow access to specific categories of data and the assignment process complies with the University of Virginia Administrative Data Access Policy.
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. In most cases, additional responsibilities are automatically assigned with a responsibility.
Central PO & AP Responsibilities (link)
Departmental PO and AP responsibilities are as follows:
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.
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.
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.
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.
AP P-Card Holders are able to access departmental Purchasing Card information and adjust the PTAEO for purchases made with the University Purchasing Card.
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.
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, purchasing and accounts payable have many conflicting responsibilities.
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.
Training
New - Purchasing and Accounts Payable Workshops
This workshop provides those who currently have a purchasing responsibility in the Integrated System with an opportunity to review common issues, ask questions, and receive help in using the IS. During the session, users will log into the IS and work on their transactions.
Requirements: Register via Employee Self-Service as sessions are held in a computer lab so there is limited seating. Also, attendees must have an active purchasing responsibility and bring their UVa Identity Token (ikey) and work to the session.
Future Workshop Date(s): June 5, 2013, July 15, 2013, and August 13, 2013.
To register: Purchasing and Accounts Payable Workshop-IS
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.
The courses University Business Administration and Internal Controls may be taken in any order, and taken prior to or after the IS courses.
Courses listed with a number (i.e., PO1, PO2) must be taken in numerical order.
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 DocumentationThe 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.)
AP4 Procurement Card Transactions
The following tools are available for your use:
Other Helpful InformationFrequently Asked Questions FAQ's
Financial and Administrative Policies & Procedures
Getting Started with the Integrated System
IS Finance/HR Glossary
Integrated System home
Integrated System Training Instance - requires training password
ContactsProcurement and Supplier Diversity Services
General Help:
Phone: (434) 924-HELP (4357), menu option 2
Email: 4help@virginia.edu
Training and Access Help: For assistance with training registration, please contact the HR Service Center at (434) 982-0123. For questions regarding IS training and access, please contact the IS training team at is-help-staff@virginia.edu.