To: Management Council Members, VPs of Finance, and all eVA end-users
From: Shared Services Center
Area: Procurement
Reason: eVA Conversion Communication: Open Order Recommendation
Date: October 28, 2021
The eVA Conversion Team at DGS recently made a recommendation for all agencies to strongly consider closing or cancelling purchase orders (including blanket orders) prior to the eVA Conversion. The basis for this recommendation is that all purchase orders that migrate from the old system will not be available to complete a change order.
Since you will still be able to receive against a migrated purchase order and not all purchase orders require changes, the VCCS eVA Transition Team would like to strongly recommend that you review all your open purchase orders, identify those that are a high risk of requiring a change order in the new system and closing or cancelling those purchase orders. Please see the attached instructions to complete this process.
In order to complete the necessary change orders to close out the purchase orders that you identify as high risk of requiring changes after the eVA conversion, we have added a deadline to the attached guideline (Revision 7). Please ensure that all change orders arrive at SSC no later than December 3, 2021.
Brief Notes to Obtain Open Orders:
- Sign-on to eVA and from your initial dashboard screen, navigate to "Go To" in the top menu bar, and select eMall/eForms
- Navigate to the Search Menu at the top
- Choose to search for Purchase Order
- In the Search Filters box, make the following changes/selections:
- Remove the From date to leave it blank
- Select yourself from the list of Requesters
- Once your list yields results, then export it to excel
- To export, click on the table icon on the right of the Search Results main bar (directly to the left of the double down symbol) and choose Export all Rows
- Once in excel (accept 'yes' and enable editing), add a filter to the Status column and select the following Statuses:
- Ordered
- Ordering
- Receiving
- These are all your open orders. Please review all of them.
If you have any questions, please contact the SSC Customer Engagement team, 877-340-5577 or help.
