eVA/iVALUA Transition Updates

The timing of our integration from eVA into AIS is changing to a single integration point at the end of the requisition approval process. This means that the requisition, the purchase order, and the budget check will integrate into AIS after all approvals in eVA.

• All information checks (user, accounting, pcard, etc.) will occur one time at the end of the requisition approval process
• The integration process and timing will be standardized such that all Colleges will follow the same integration timing

Please note, if a College would like to perform budget, accounting, or other verifications before integration, please do so manually in AIS before submitting the requisition.

After the eVA conversion, Orders that are "Open" will not have Change Order functionality. In other words, open Orders being carried over from the old system to the new eVA system, will not be able to have changes.

"Open" orders are those purchase orders that have not been fully received. They are in “Ordered” or “Receiving” status in eVA.

• If a change to such an Order is required, then the Order will need to be cancelled and a new Order created
  • Please note, if an Order is cancelled and recreated in order to facilitate a change, the 3-way match for payment may become challenging as purchase order numbers will not match the invoiced purchase order

• Colleges are strongly encouraged to minimize the number of orders that will be open at the time of conversion (by December 22, 2021)
• Since Capital Project Orders are traditionally long running and typically include multiple Change Orders, these Orders will need to be reduced and closed prior to December 22, 2021.
  It is suggested that Capital projects plan to create new orders after the new system is live.
• Please note, there are typically 1000's of open orders across all Colleges, the SO and the SSC at any given time (For example, we currently have 12,395 open orders).